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HomeMy WebLinkAboutHR Actuarial Consulting; Bartel 2012Agenda Item No: 3 j. Meeting Date: March 5, 2012 1 1 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: MANAGEMENT SERVICES Prepared by: Anil Comelo, HR Director (SG) City Manager Approval_,� SUBJECT: RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH BARTEL ASSOCIATES, LLC FOR ACTUARIAL CONSULTING SERVICES RELATED TO A GASB 45 VALUATION RECOMMENDATION: Adopt Resolution. 1--TITA &I z1*11I k, I In 2004, the Government Accounting Standards Board (GASB) issued rules relating to the accounting and reporting of Other Post -Employment Benefits (OPER). These include all benefits — other than retirement benefits — that are earned by employees as a result of active service, but are not paid -out as benefits until the beneficiaries have retired. DISCUSSION: In the past, the City of San Rafael has contracted with Bartel Associates, LLC for actuarial services in accordance with GASB 45 requirements, including an analysis of the City's OPEB data, preparation of a formal valuation report and an executive summary of the findings. The City would again like to contract with Bartel Associates for a June 30, 2011 GASB 45 actuarial valuation of the City's retiree healthcare plan. The prior June 30, 2009 GASB 45 actuarial valuation can be used for the 2010/11 and 2011/12 fiscal years. The June 30, 2011 GASB 45 valuation can be used for the 2012/13 and 2013/14 fiscal years. FISCAL IMPACT: The fees to conduct the GASB 45 valuation are approximately $20,000, as outlined in the attached Professional Services Agreement and scope of work, with a fee of no more than $10,000 for additional services as needed. ATTACHMENTS: * Resolution 0 Agreement Between the City of San Rafael and Bartel Associates, LLC FOR CITY CLERK ONLY File No.: Council Meeting: Disposition: RESOLUTION NO. 13301 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT BETWEEN THE CITY OF SAN RAFAEL AND BARTEL ASSOCIATES, LLC FOR ACTUARIAL CONSULTING SERVICES RELATED TO A GASB 45 VALUATION WHEREAS, GASB 45 establishes standards for accounting and financial reporting of "Other Post Employment Benefits" (OPEBs) and requires each public agency to engage a certified actuary to calculate several actuarial measures estimating the current and future costs and liabilities of an agency's OPEBs; and WHEREAS, the City has contracted with Bartel Associates, LLC in the past for actuarial services related to GASB 45; and WHEREAS, the city would like to contract with Bartel Associates, LLC to provide actuarial services for a June 30, 2011 GASB 45 valuation of the City's retiree healthcare plan. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of San Rafael hereby approves and authorizes the City Manager to execute an Agreement with Bartel Associates, LLC for actuarial consulting services related to a GASB 45 valuation, a copy of which is on file with the City Clerk. 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 San Rafael City Council held on the 5th day of March 2012, by the following vote to wit: AYES: Councilmembers: Connolly, Heller, Levine, McCullough & Mayor Phillips NOES: Councilmembers: None ABSENT: Councilmembers None ESTHER C. BEIRNE, City Clerk M AGREEMENT WITH BARTEL ASSOCIATES, LLC FOR ACTUARIAL CONSULTING SERVICES RELATED TO A GASB 45 VALUATION This Agreement is made and entered into this 6t" day of March 2012, by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and BARTEL ASSOCIATES (hereinafter "CONTRACTOR"). AGREEMENT NOW, THEREFORE, the parties hereby agree as follows: PROJECT COORDINATION. A. The City Manager shall be the representative of the CITY for all purposes under this Agreement and ANIL COMELO, the Human Resources 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 perforin the duties an&or provide services as further provided in the proposal attached hereto as Exhibit "A", including: A. Prepare a GASB 45 valuation of the CITY's retiree healthcare plan as of June 30, 2011 B. Provide basic information for one or more pension and retiree health reform concepts. C. Other data analysis as requested by the CITY 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 perforinance of the duties and services described herein, CITY shall pay CONTRACTOR a professional services fee in an amount not to exceed 520,000 for a GASB -45 valuation, and a fee not to exceed S 10,000 for other additional services as needed. These fees are based on the hourly rates as outlined in Exhibit "A" which include provisions for miscellaneous expenses (travel, computer, outline production, etc.). The total amount of this agreement, including additional services, shall not exceed $30,000.00. Version 2-15-11 L �j ORI 1m Im 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 December 31, 2012, 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 (-3 )0) 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 patty 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. 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 property of CITY. CITY may 4:1 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 I 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 M arising hereunder shall be void and of no effect. 10. INSURANCE. A. 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 ($1,000,000) dollars per occurrence for death, bodily injury, personal injury, or property damage. 2. An automobile liability insurance policy, for owned, non -owned, and hired vehicles, in the minimum amount of one million ($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 $1,000,000) dollars to cover any claims arising out of the CONTRACTOR's performance of services under this Agreement. B. The insurance coverage required of the CONTRACTOR in Subparagraph A above, shall also meet the following requirements: 1. Except for professional liability insurance, the insurance policies shall be endorsed for contractual liability and personal injury. 2. Except for professional liability insurance, the insurance policies shall provide in their text or shall be specifically endorsed to name the CITY, its officers, agents, employees, and volunteers, as additionally named insureds under the policies, and to provide that the insurance shall be primary with respect to any insurance or coverage maintained by CITY and shall not call upon CITY's insurance or coverage for any contribution. 3. CONTRACTOR shall provide to City's Project Manager, (a) Certificates of Insurance evidencing o, the insurance coverage required herein, and (b) text from the insurance 0 policies or the endorsements as specified in Subparagraph B(2). 4. The insurance policies shall provide that the insurance carrier shall not cancel, terminate or otherwise modify the terms and conditions of said insurance policies except upon ten ( 10) days written notice to City's Project Manager. 5. If the insurance is written on a Claims Made Form, then, following �1_ 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. 1_� M 7. The insurance shall be approved as to form and sufficiency by PROJECT MANAGER and the City Attorney. C. If it employs any person, CONTRACTOR shall maintain worker's compensation and employer's liability insurance, as required by the State Labor Code and other applicable laws and regulations, and as necessary to protect both CONTRACTOR and CITY against all liability for injuries to CONTRACTOR's officers and employees. D. Any deductibles or self-insured retentions in CONTRACTOR's insurance policies must be declared to and approved by the City's Risk Manager and the City Attorney. 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. It. INDEMNIFICATION. A. Except as provided in Subparagraph B., CONTRACTOR shall indemnify, release, defend and hold harmless CITY, its officers, and employees, against any claim, demand, suit, judgment, loss, liability or expense of any kind, including attorney's fees, arising out of or resulting in any way, in whole or in part, from any acts or omissions, intentional or negligent, of CONTRACTOR or CONTRACTOR's officers, agents and employees in the performance of their duties and obligations under this Agreement. B. Where the services to be provided by CONTRACTOR under this Agreement are design professional set -vices 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 CITY, its officers, and employees, against any claim, demand, suit, judgment, loss, liability or expense of any kind, including attorney's fees, that arises out of, pertains to, or relates to the negligence, recklessness, or willful misconduct of CONTRACTOR in the performance of its duties and obligations under this Agreement. 12. NONDISCRIMINATION. CONTRACTOR shall not discriminate, in any way, e, ag against any person on the basis of Z� C, sex, race, color, religion, ancestry, national origin or disability in connection with or related to the a) performance of its duties and obligations under this Agreement. tl 13. COMPLIANCE WITH ALL LAWS. CONTRACTOR shall observe and comply with all applicable federal, state and local laws, ordinances, codes and regulations, in the perfon-nance 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. W 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: Anil Comelo, Human Resources Director City of San Rafael 1400 Fifth Ave. (P.O. Box 151560) San Rafael, CA 94915-1560 TO CONTRACTOR: Doug Pryor, Vice President Bartel Associates, LLC 411 Borel Avenue, 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. IT 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 I Z:� subject matter of this Agreement. B. This written Agreement shall supersede any and all prior agreements, oral or written, Z� Ll - regarding the subject matter between the CONTRACTOR and the CITY. regarding 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. C� I M 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 ten -ns 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 I 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 patty 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. CITY BUSINESS LICENSE / OTHER TAXES. CONTRACTOR is exempt from 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 LAW. The laws of the State of California shall govern this Agreement. C, IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month and year first above written. CITY OF SAN RAFAEL /I IAA� Az�' 11 NANCY 1\/IAqKLE, City Manager ATTEST: ESTHER C. BEIRNE, City Clerk APPROVED AS TO FORM: ROBERT F. EPSTEIN, City Attorney BARTEL ASSOCIATES, LLC DOUG PRYOV, Vice-PrAident February 24, 2012 Anil Comelo Human Resources Director City of San Rafael PO Box 151560 San Rafael, California 94915-1560 GASB 45 - Other Post Employment Benefits (OPEB) Actuarial Valuation Fee Estimate Dear Mr. Comelo: 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 services, including a June 30, 2011 GASB 45 actuarial valuation of the City's retiree healthcare plan. Background The prior June 30, 2009 GASB 45 actuarial valuation can be used for the 2010/11 and 2011/12 fiscal years. The June 30, 2011 GASB 45 valuation can be used for the 2012/13 and 2013/14 fiscal years. Estimated Fees Our fee to prepare a GASB 45 valuation of the City's retiree healthcare plan as of June 30, 2011 will be approximately $18,000. While our fee estimate represents the likely cost of the valuation, it is possible that the valuation may require additional time. We understand the City's budgeting needs and agree not to bill more than $19,500 for the June 30, 2011 valuation unless the project scope changes. The City may want to include a budget for additional pension and retiree healthcare projects that may arise. The amount of this consulting budget will depend on the City's needs. We've assumed this budget will be $6,000 to $8,000 in the following estimated fees. Project Fee Estimate Not -to -Exceed Amount • June 30, 2011 GASB 45 Actuarial Valuation $ 18,000 19,500 • Additional consulting pro ects 6,000 8,000 • Total 24,000 27,500 Please note that our fee estimate assumes: a We will bill the City at the following hourly rates: Partner $250-S300 Assistant Vice President S200 -S225 Senior Actuarial Analyst $150 Actuarial Analyst S125 Administrative Support S75 • The City has made no changes to its retiree healthcare plan or healthcare providers since the last actuarial valuation as of June 30, 21009. • Participant census data will be provided completely and accurately in an Excel spreadsheet with one record per participant. 11 Bk -,rcl 1 'k� cmulc, Suit,- 10 1 Marco, ( �ahfom'a 91102, Attachment A I — February 24, 2012 Page 2 ■ Costs and liabilities will be provided using one funding method and one set of assumptions including select and ultimate discount rates based on the City's current funding policy. ■ The City has not changed its funding policy since the June 30, 2009 valuation: ■ We will calculate the Actuarial Value of Assets and estimate the components of the Actuarial Accrued Liability gain or loss since the last actuarial valuation. ■ GASB 45 costs and liabilities will be presented for the plan as a whole with breakdowns for Miscellaneous and Safety employee groups as in the June 30, 2009 valuation. ■ We will have one meeting with the City to review the valuation results and will provide a preliminary valuation results discussion outline for the meeting. The discussion outline will summarize the plan provisions, census data, actuarial methods and assumptions, and the valuation results. ■ There will be no additional charges for expenses (e.g., travel, telephone, copying, etc.). The hourly rates listed above include our costs for these items. ■ We will invoice the City monthly based on time incurred, subject to the above maximum fee. Please note that our fee estimate may be higher if: ■ The City has changed its retiree healthcare plan design or has changed healthcare providers since the June 30, 2009 actuarial valuation. (If the City has made any changes to the retiree healthcare plan since the June 30, 2009 valuation, it should provide us those changes so we can revise our fee estimate, if necessary.) ■ Participant data is not relatively clean and free from internal inconsistencies or is not provided in electronic format (Excel workbook) with one record per participant. ■ Data is not collected within approximately 3 months of the June 30, 2011 valuation date. ■ Plan and financial information is not provided as requested or is not complete and internally consistent. w Results are needed for additional assumptions, funding methods, contribution policies, or alternative plan designs. ■ Results are needed separately for additional employee groups. ® 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. ® The City requests that we prepare a formal valuation report. Our estimated fee for a formal valuation report summary is $2,000. • The City requests a draft financial statement footnote. Our estimated fee for a draft financial statement footnote is $1,000. In order for us to begin the GASB 45 study, please provide: • Summary of plan provisions and copies of any recent MOUs for bargained employee groups that are not available on the City's website. • The City's most current CaIPERS PEMHCA resolution(s). ® City's June 30, 2011 CAFR footnote and required supplementary information for the retiree healthcare plan. ® Marin County Employees' Retirement Association information: BO e,, :ASL. -1.+C, SUIU 1„i * San Mast, C ahfo n... 4-ai;? AtLBGhRI@nt l4 main: c=, 3, 66 • ax: r, , > r8„ _,-, m x b: w-,xv,c<;, February 24, 2012 Page 3 N • Reconciliation of 401(h) account for fiscal years 2009/10 and 2010/11, including dates of contributions and withdrawals; • Anticipated reimbursements for future pay -go costs from the 401(h) account, if the City's budget differs from our understanding as listed above; • Most recent MCERA pension plan actuarial report and any subsequent information. Note we have the June 30, 2010 actuarial valuation report issued by EF1 in April 2011. Total pay-as-you-go costs (City's retiree healthcare contribution) for the 2010/11 fiscal year and an estimate for the 2011/12 fiscal year. The City's latest monthly CalPERS health premium invoice. Please remove any Social Security numbers. m Active and retired participant data in electronic format (Excel workbook): • Active Data - name, employee number (not Social Security number), gender, birth date, hire date, medical plan, single//2-party/family coverage, Medicare eligibility, pension plan (MCERA Miscellaneous, Police or Fire Safety; or PARS), employee classification (full-time or part-time), bargaining or employee group, and annual base compensation. Include any active employees who have waived healthcare coverage. Note if hours for part-time employees are less than 20 hours per week. Indicate pay period for the compensation reported. • Retiree Data - name, employee number (not Social Security number), gender, birth date, hire date, retirement type (service or disability), retirement date, medical plan, single/2-party/family coverage, Medicare eligibility, MCERA pension plan (Miscellaneous, Police or Fire Safety), bargaining or employee group, spouse's birth date (if available), portion of premium paid by the City, portion of 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. • In order to maintain confidentiality, please do not provide Social Security numbers. 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. 4i I 110r�A A Sui=t lf)` (:,I Attachment A main: 6 37_ t60! 6qC;1/3,�-�,, web: February 24, 2012 Page 4 M Timing We are prepared to begin this project immediately. Normally, the valuation results meeting is set about 4-6 weeks after receipt of the requested information. Please call (650/377-1602) if you have any questions. Sincerely, Doug Pryor Vice President c: John Bartel, Bartel Associates o \prospects\ciq of san rafachba sanrafael 12-02-24 opeb 11-06-30 garb 45 fee letter doc 41 1 Bon:] 'k,- cnuc, ti =c ""; *Safi Ma co 'ahfornla 9a P- C Attachment A main: c.z, 3 7 7 16 OG ',6x- 63 0 />4-) 8f) 5 7 'web: w % w 1 -., 1-1-e I as< reS, c on -, A ©� CERTIFICATE OF LIABILITY INSURANCE A E(MW20 2)rY) DATE CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL. THE TERMS EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER, THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT., If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. N SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER ACT NAME: ROBERT B. RICE JR JSI FINANCIAL SERVICES, INCINN LFAAI- RIA -561-2600C Na ): 818-436-5988 TO RENTED PREMISES (Ea occurrence) $ 1,000,000 E-MAIL JOHN SARGEANT INSURANCE ANGENCY ADDRESS: P. O BOX 4504 INSURER(S) AFFORDING COVERAGEI NAIC 3 GLENDALE CA 91222 INSURER A: FIRST NATIONAL INSURANCE COMPANY 24724 INSURED BARTEL-ASSOCIATES, LLC INSURER B: AMERICAN STATES INSURANCE COMPANY 19704 INSURER C: INDIAN HARBOR INSURANCE COMPANY 136940 411 BOREL AVENUE, SUITE 101 X POLICY PRO- JECT . LOC INSURER D : INSURER E: SAN MATEO CA 94402 INSURER F: 'I COVERAGES CERTIFICATE NUMRFR- RFVISIAN NIIMRFR- THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL. THE TERMS EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR TYPE OF INSURANCE �' S LTR POLICY EFF POLICY NUMBER MM/rIOlY POLICY EXP /DO --- I LIMITS GENERAL LUU3FLnY i i EACH OCCURRENCE11,000,000$ I X COMMERCIAL GENERAL LIABILITY i---' TO RENTED PREMISES (Ea occurrence) $ 1,000,000 CLAIMS -MADE a OCCUR--- ; MED EXP (Any one Parson) Is 10,000 PERSONAL &ADV INJURY $ 1,000,000 A 25CC12442960 ! 09l0112fl11 09/01/2012 GENERAL AGGREGATE t $ 2,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS - COMPIOP AGG S 2 AOQ 00 X POLICY PRO- JECT . LOC $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT (Ea ac )dent) $.1. 000 000 BODILY INJURY (Per person) $ ANY AUTO I ALL OWNED I SCHEDULED A AUTOS I I AUrOSNON-OWNED BODILY INJURY (Per accident) $ X X 25CC12442960 fl9/0112011 09101/2i}12 PROPERTY DAMAGE HIRED AUTOS AUTOS Per accident)$ { .UMBRELLALIAB a OCCUR j EACH OCCURRENCE $ EXCESSI.iAB f_ CLAIMS -MAGE, I AGGREGATE $ DED RETENTIONS 1 $ WORKERS COMPENSATION 1 WG STATU- OTH- X i AND EMPLOYERS' liABtUTY YIN �)"'" CRY LIMITS R ! B OFFICE PRI ETORPARTNERtEXECUi1VE OFFICEtIhEMBER EXCLUDEDI � N (A. 01 -WC -145183-60 ! 1111712011 11 /1712012,E.L. EACH ACCIDENT S 1.0000 ; (Mandatary in NN) .. I E.L. DISEASE _ EA EMPLOYE S 1;000,000 it yes. desaibe under OPrRATIONS 1,14— E.L. DISEASE - POLICY LIMIT 1 S 1,000,000 MISC. PROFESSIONAL LIABILITY C Ii� MPP001715207 $1 000 000 EACH CLAIM 09/01/2011 09/01/2012 ( $2,000 000 ANNUAL AGGREGATE DESCRIPTION OF OPERATIONS I LOCATIONS 1 VEHICLES (Attach ACORD 101, Additional Remarks Schedule, H more space is required) CERTIFICATE HOLDER IS HEREBY NAMED AS AN ADDITIONAL INSURED ON POLICY # 25CC12442960 AS RESPECT TO OPERATIONS OF THE NAMED INSURED ONLY. SEE ATTACHED FORM # CG8672 COVERAGE UNDER POLICY # 25OC12442960 IS PRIMARY u NON-CONTRIBUTORY ABOVE ANY OTHER INSURANCE THE CERTIFICATE HOLDERS) MAY CARRY 10 DAY NOTICE FOR NON-PAYMENT OF PERMtUM CITY OF SAN RAFAEL SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ATTN: JEANNE LEONCINI CITY CLERK ACCORDANCE WITH THE POLICY PROVISIONS P O BOX 151560 AUTHORIZED REPRESENTATIVE SAN RAFAEL CA 94915 ROBERT B. RICE JR 0 1988-2 10 ACORD CORPORATION. Alt righ served. ACORD 25 (2010/05) The ACORD name and logo are registered marks of ACORD Bartel -Associates, LLC - CG 86 7210 02 POLICY NUMBER: 25CC12442960 THIS ENDORSEMENT CHANGES 'THE POLICY. PLEASE READ U CAREFULLY. ADDITIONAL INSURED - OWNERS, LESSEES OR CONTRACTORS - COMPLETED OPERATIONS This endorsement modifies Insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE Name of Person or Organization: City of San Rafael Location and Description of Completed operations: All operations of the Named Insured Additional Premium: Included (if no entry appears above, information required to complete this endorsement will be shown in the Declarations as applicable to this endorsement.)"' SECTION If - WHO IS AN INSURED Is amended to include as an insured the person or organization shown in the Schedule, but only to the extent you are held liable due to "Your work' at the location designated and described in th6 schedule of this endorsement for that Insured and included in the "product -completed operations hazard". Includes Copyrighted information of ISO Properties, Inc,, 2001 with permission ' � ram CERTIFICATE OF LIABILITY INSURANCE TE 9I6 2011YYY} THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER, THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW, THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER JOHN SARGEANT INSURANCE AGENCY 601 E GLENOAKS BLVD, SUITE 100 P. 0. BOX 831 GLENDALE CA 91209-0831 CONTACT NAME: Joanne Sargeant PHONENo, (818)547-1975 AC No: (818}242-5288 EMAIL .3oanne@glendaleins.com INSURERS AFFORDING COVERAGE NAIC # INSURERA:First National Ins. Co. of 24724 INSURED BARTEL-ASSOCIATES, LLC 411 BOREL AVE STE 101 SAN MATEO CA 94402 INSURER B ;American States Ins. CO. 19704 INSURERC:Indian Harbor Insurance Co. 36940 INSURER D: INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER:CL119602531 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR TYPE OF INSURANCE ADD B POLICY NUMBER POLICY EFF MMtDDNYYY POLICY EXP MM/DDNYYY LIMITS GENERAL LIABILITY EACH OCCURRENCE S 1,000,000 A X COMMERCIAL GENERAL LIABILITY CLAIMS -MADE OCCUR 25CC12442960 9/1/2011 9/1/2012 "DAMAGE1,000,000 PREMISES Ea occurrence $ MED EXP (Any one person) $ 10,000 &ADV INJURY S 1.,000,000 -PERSONAL GENERAL AGGREGATE $ 2,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS-COMPIOP AGG $ 2,000,000 X POLICY PRO- LOC S AUTOMOBILE LIABILITY COMBINED SINGLE —LIMIT Ea accident S 1,000,000 BODILY INJURY (Per person) S AALL ANY AUTO OWNED SCHEDULED AUTOS AUTOS �25CC12442960 /1!2011 9/1/2012 BODILY INJURY (Per accident) S PROPERTY DAMAGE S Per accident X NON -OWNED HIRED AUTOS X AUTOS S UMBRELLA LIAR HCLAIMS-MADE OCCUR EACH OCCURRENCE S AGGREGATE 5 EXCESS L(AB DED I I RETENTIONS S B WORKERS COMPENSATION WC STATU- 0TH_ I'MAND EMPLOYERS' LIABILITY ANY PROPRETOR/PARTNER/EXECUTIVE YIN I E. L. EACH ACCIDENT $ 1,000,000 OFFICER)MEMBER EXCLUDED? (Mandatory in NH) N/A 1WC1451$350 1/17/201011!17!2011 E.L. DISEASE - EA EMPLOYEE S 1,000,000 It yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT S 1,000,000 C Misc. Professional P001715207 9!1/2011 9/1/2012 $1,000,000/EaClaim Liability $2,000,0001AnnA99r. DESCRIPTION OF OPERATIONS / LOCATIONS I VEHICLES (Attach ACORD 101, Additional Remarks Schedule, It more space Is required) CERTIFICATE HOLDER IS HEREBY NAMED AS ADDITIONAL INSURED ON POLICY #: 25CC12442960 AS RESPECTS OPERATIONS OF THE NAMED INSURED ONLY. SEE ATTACHED FORM #: CG8672. COVERAGE UNDER POLICY #: 25CC12442960 IS PRIMARY 6 NON—CONTRIBUTORY ABOVE ANY OTHER INSURANCE THE CERTIFICATE HOLDER(S) MAY CARRY. 10 DAY NOTICE FOR NONPAYMENT OF PREMIUM. FICATE HOLDER City of San Rafael ATTN: Jeanne Leoneini., City Clerk P. 0. Box 151560 San Rafael, CA 94915-1560 ACORD 25 (2010/05) INS025 (201005).01 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE Sargeant/0116 r O 1988-2010 ACORD CORPORATION. All rights reserved. The ACORD name and [ago are registered marks of ACORD ~,CERTIFICATE OF LIABILITY INSURANCE DATE(MMfDD1YYYY) ca► 11/01I2fl11 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER($), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER N,,'TEa' JOANNE E. SARGEANT JOHN SARGEANT INSURANCE AGENCY PHONE Ertl: - FAX No : 81$ 436-59$$ 300 WEST GLENOAKS BLVD SUITE 104 A' DRF RE Oss: ' com P. O BOX 4504 PRODUCE C S MER ID #: %'LENDAi-E, CA 91222iucr#vcarciaGcnonurrnvcQer_c Weir INSURED BARTEL-ASSOCIATES, LLC 411 BOREL AVENUE SUITE 101 SAN MATEO CA 94402 INSURER A : rnV9:QAe'FC rG92TI1:irATF NIIMR;:R-rt 4-Ia[in7r.'21 RFVIRION NIIMRFR- 4 19704 THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT. TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS EXCLUSIONS AND CONDITIONS OF SUCH POLICIES, LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR TYPE OF INSURANCE ADDL SUBR POLICY NUMBER POLICY EFFPOLICY MMIDD/YYYY EXP MMt DIYYYY LIMITS GENERAL LIABILITY 1 EACH OCCURRENCE $ PREMISES encs $ — COMMERCIAL GENERAL LIABILITY CLAIMS -MADE 1-1 OCCUR i ; ( MED EXP (Any one person) $ PERSONAL &ADV INJURY $ Errors Ea OmiSSIOIIS i I GENERAL AGGREGATE $ GEN L AGGREGATE LIMIT APPLIES PER: PRODUCTS - COMPIOP AGG $ S POLICY PE0 IF7 LOC � t AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT S (Ea accident) ANY AUTO BODiLYINJURY (Per person) $ — ALL OWN EDAUTOS ! BODILY INJURY (Per accident) S SCHEOULEDAUTOS HIREDAUTOS NON -OWNED AUTOS I ( PROPERTY (Per accident) S ( ) $ S H! ( UMBRELLA LIAB OCCUR 3(3 i ! EACH OCCURRENCE ( S AGGREGATE S EXCESS LIAB i— j CLAIMS -MADE ( ( S DEDUCTIBLE ...._._._. ...__..._. $ RETENTION $ WORKERS COMPENSATION B AND EMPLOYERS' LIABILITY YIN ANY PROPRIETOR/PARTNER/EXECUTIVEj 01 -WC -145183-60 11/17/2011 11/17/2012 X WCSTATU- DTH - Y IMI -R E.L, EACH ACCIDENT $ &Q_0 QQQ OFFICERIMEMBER EXCLUDED? ❑ (Mandatory in NH) NIA i __i E.L. DISEASE - EA EMPLOYEE 1 Q00 000 E.L. DISEASE - POLI Y LIMIT $ 1 000 000 f yes, describe under J BARTEL DESCRIPTION OF OPERATIONS t LOCATIONS 1 VEHICLES (Attach ACORD 141, Additional Remarks Schedule If more space is required) BARTEL-ASSOCIATES SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE 411 BOREL AVENUE POLICY PROVISIONS. 111 SUITE 101 AUTHORIZEDI:EPRESENTATIVE SAN MATEO CA 94402 Robert B. Rice, Jr. OH17923 Aw� 1988- 2009 CORD CORPORATION. ACORD 25 (2009/09) The ACORD name and logo are registered marks of ACORD RECEIVED JAN 2 3 2012 A -Ir TO R N t Y E PROFESSIONAL SERVICES AGREEMENT/CONTRACT COMPLETION CHECKLIST AND ROUTING SLIP Below is the process for getting your professional services agreements/contracts finalized and executed. Please attach this "Completion Checklist and Routing Slip" to the front of your contract as you circulate it for review and signatures. Please use this form for all professional services ap-reements/contracts (not just those requiring City Council approval). This process should occur in the order presented below. Step Responsible Description Completion Department Date , I City Attorney Review, revise, and comment on draft" 0K f7 fe agreement. 2 Contracting Department Forward final agreement to contractor for their signature. Obtain at least two signed originals from contractor. 3 Contracting Department Agendize contractor -signed agreement for Council approval, if Council approval necessary (as defined by City Attorney/City I Ordinance*). 4 City Attorney Review and approve form of agreement; bonds, and insurance certificates ander endorsements. 5 City Manager l Mayor or Agreement executed by Council authorized YK Department Head official. - 6 City Clerk City Clerk attests signatures, retains originalTa agreement and forwards copies to the U, contracting department. To be completed by Contracting Department: Project Manager: —Anil Comelo M Project Name: GASB 45 `4A, v 6L9 1-1 c,,,, Agendized for City Council Meeting of (if necessary): If you have questions on this process, please contact the City Attorney's Office at 485-3080. * Council approval is required if contract is over $20, 000 on a cumulative basis. CITY OF SAN RAFAEL INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, AGREEMENT, ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY. SRRA / SRCC AGENDA ITEM NO. DATE OF MEETING: March 5, 2012 FROM: Anil Comelo, Human Resources Director DEPARTMENT: Human Resources / Management Services DATE: February 15, 2012 TITLE OF DOCUMENT: RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE AN AGREEMENT WITH BARTEL ASSOCIATES, LLC FOR ACTUARIAL CONSULTING SERVICES RELATED TO A GASB 45 VALUATION Department Head (signature) (LOWER HALF OF FORM FOR APPROVALS ONLY) APPROVED AS COUNCIL / AGENCY AGENDA ITEM: ? 6j, i City Manager (signature) N.x1T1FTAVz4M City Attorney (signature)