HomeMy WebLinkAboutCC Resolution 13301 (GASB 45; Bartel Associates)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
AGREEMENT WITH BARTEL ASSOCIATES, LLC
FOR ACTUARIAL CONSULTING SERVICES
RELATED TO A GASB 45 VALUATION
This Agreement is made and entered into this 6'"
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 perform the duties andor 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 CONTPUCTOR's full performance of the duties and sen ices described herein, CITY shall
pay CONTkXCTOR a professional services fee in an amount not to exceed 520.000 for a GASB-4�
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 530.000.00.
Version 2-15-11 P• --,
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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 (30) days written notice mailed or personally delivered to the other party.
B. Cause. Either party may terminate this Agreement for cause upon fifteen (15) days
written notice mailed or personally delivered to the other party, and the notified party's failure to
cure or correct the cause of the termination, to the reasonable satisfaction of the party giving such
notice, within such fifteen (15) day time period.
C. Effect of Termination. Upon receipt of notice of termination, neither party shall
incur additional obligations under any provision of this Agreement without the prior written consent
of the other.
D. Return of Documents. Upon termination, any and all CITY documents or
materials provided to CONTRACTOR and any and all of CONTRACTOR's documents and
materials prepared for or relating to the performance of its duties under this Agreement, shall be
delivered to CITY as soon as possible, but not later than thirty (30) days after termination.
?. O��'NERSHIP 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
use said property for any purpose, including projects not contemplated by this Agreement.
INSPECTION AND AUDIT.
Upon reasonable notice. CONTRACTOR shall make available to CITY, or its agent, for
inspection and audit, all documents and materials maintained by CONTRACTOR in connection
with its performance of its duties under this Agreement. CONTRACTOR shall fully cooperate
Nvith 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
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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:
I A commercial general liability insurance policy in the minimum amount of
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one million ($1,000,000) dollars per occurrence for death, bodily injury, personal injury, or property
damage.
? 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
arising
of services under this Agreement.
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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.
? 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 a the insurance coverage required herein, and (b) text from the insurance
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policies or the endorsements as specified in Subparagraph B(2).
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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) clays written notice to City's Project Manager.
5. If the insurance is written on a Claims Made Form, then, followin"
tennination of this Agreement, said insurance coverage shall sur\ iv e for a period of not less than
five years.
6. The insurance policies shall provide for a retroactive (late of placement
coincidinu with the effective date of this Agreement,
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 payinent
of losses and related investigations, claims administration, attorney's fees and defense expenses.
11. 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 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 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, 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.
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13. COivIPLIANCE WITH ALL LAWS.
CONTRACTOR shall observe and comply Gvith all applicable federal, state and local laws,
ordinances, codes and regulations, in the performance of its duties and obligations under- thus
Agreement. CONTRACTOR shall perform all ser- ices under this Agreement in accordance with
these; haws, ordinances, codes and regulations. CONTRACTOR shall release, defend, indemnifies
and hold harmless CITY, its officers, agents and employees from any and all damages, liabilities,
penalties. fines and all other consequences from any noncompliance or violation of any laws,
ordinances, codes or regulations.
14. NO THIRD PARTY BENEFICIARIES.
CITY and CONTRACTOR do not intend, by any provision of this Agreement, to create in
any third party, any benefit or right owed by one party, under the terms and conditions of this
Agreement, to the other party.
15. NOTICES.
All notices and other cornmunications required or pennitted 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 Set -vice. Notice shall be given as
follows:
TO CITY: Anil Cornelo, fluman Resources Director
City of San Rafael
1400 Firth Ave. (P.O. Box 151560)
San Rafael, CA 94915-1560
TO CONTRACTOR: Doug Pryor, Vice President
Bartel Associates, LLC
4l I 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.
17.
ENTIRE AGREETMENT -- 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 pat -ties with respect to the
subject matter of this Agreement.
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B. This written Agreement shall supersede any and all prior agreements, oral or \z ritten.
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.
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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 teens and conditions of this Agreement, and the
terms and conditions of the attached exhibits or the documents expressly incorporated by reference,
the terns and conditions of this Agreement shall control.
18. SET-OFF AGAINST DEBTS.
CONTRACTOR agrees that CITY may deduct from any payment due to
CONTRACTOR under this Agreement, any monies which CONTRACTOR owes CITY under
any ordinance, agreement, contract or resolution for any unpaid taxes, fees, licenses, assessments,
unpaid checks or other amounts.
19. WAIVERS.
The waiver by either party of any breach or violation of any term, covenant or condition of
this Agreement, or of any ordinance, law or regulation, shall not be deemed to be a waiver of any
other term, covenant, condition, ordinance, law or regulation, or of any subsequent breach or
violation of the same or other term, covenant, condition, ordinance, law or regulation. The
subsequent acceptance by either party of any fee, performance, or other consideration which may
become due or owing under this Agreement, shall not be deemed to be a waiver of any preceding
breach or violation by the other party of any term, condition, covenant of this Agreement or any
applicable law, ordinance or regulation.
20. COSTS AND ATTORNEY'S FEES.
The prevailing party in any action brought to enforce the terms and conditions of this
Agreement, or arising out of the performance of this Agreement, may recover its reasonable costs
(including claims administration) and attorney's fees expended in connection with such action.
21. CITY BUSINESS LICENSE i 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 Forrn W-9 (Request for Taxpayer Identification Number and
Certification).
22 APPLICABLE LAW.
The laws of the State of California 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
NANCYNIA�KLE, City Manager
ATTEST:
ESTHER C. BEIRNE, City Clerk
APPROVED AS TO FORM:
ROBERT F. EPSTEIN, City Attorney
BARTEL ASSOCIATES, LLC
DOUG PRYOV, Vice-�Prident
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
I
Amount
® June 30. 2011 GASB 45 Actuarial Valuation
$ 18,000
S 19,500
a Additional consulting projects
6,000
8..000
n Total
24,000
27,500
Please note that our fee estimate assumes:
® We will bill the City at the following hourly rates:
Partner
S250 -S300
Assistant Vice President
4200 - S225
Senior Actuarial Analyst
S150
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, 2009.
• Participant census data will be provided completely and accuratel,,
in an Excel
spreadsheet with
one record per participant.
Attachment A
February 24, 2012
Page 2(t 1
7-1-!
1'
■ 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 pian 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.
a Results are needed for additional assumptions, funding methods, contribution policies, or
alternative plan designs.
■ Results are needed separately for additional employee groups.
®t 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 51,000.
Data Requirements
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 PEMFICA resolution(s).
• City's June 30. 201 1 CAFR footnote and required supplementary information for the retiree
healthcare plan.
® Marin County Employees' Retirement Association information:
�.. Attachment A
SIL'.
February 24, 2012
Page 3
• Reconciliation of401(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 EFI 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 Ca1PERS health premium invoice. Please remove any Social Security
numbers.
e 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.
•:. Attachment A
February 24, 2012
Page 4
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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\cit} of san rafachba sanrafael 12-02-24 opeb 1 1 -06-30 garb 45 fee letter doc
Attachment A
a CERTIFICATE OF LIABILITY INSURANCEDA E(MW2012 Yi
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 endomement(s).
ACT
PRODUCER I NAAME: ROBERT B. RICE JR
JSI FINANCIAL SERVICES, INC PHONE ' FAX
c a N . : 81 8-561-26MrArc. Nos: R18-436-5988
JOHN SARGEANT INSURANCE ANGENCY E-MAIL
ff ADDRESS: rnhert( )ohrIEBTginc rnm
P. O BOX 4504 INSURER(S) AFFORDING COVERAGE NAIC:
GLENDALE CA 91222 I INSURER A: FIRST NATIONAL INSURANCE COMPANY 24724
INSURED BARTEL-ASSOCIATES LLC INSURER a: AMERICAN STATES INSURANCE COMPANY 19704
411 BOREL AVENUE, SUITE 101 I INSURER C: INDIAN HARBOR INSURANCE COMPANY 36940
INSURER D :
SAN MATEO GA 94402 € INSURER E:
1 INSURER F:
COVERAGES CERTIFICATE NUMBER: 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.
MSttR' JY
ADDL SUER POLICY EFF II POLICY EXP
TYPE OF INSURANCE I INSR WVD POLICY NUMBER IMM/DDJYYYY) i IMM/DOYYY) LIMITS
LGENERALLLABILITY , EACH OCCURRENCE $ 1.000.000
I DAMAGE TO RENTED
I` X�COMMERCIAL GENERAL LIABILITY F--- ! PREMISES (Ea occurrence) $ 1.000.000
"CLAIMS -MADE X OCCUR MED EXP (Any one pomon) $ 10,000
A 25CC12442960 09/0112011 09/01/20121 PERSONAL &ADV INJURY $ 1,000,000
GENERAL AGGREGATE S 2,000,000
GEN'L AGGREGATE LIMIT APPLIES PER, -
X 1 POLICY f -1 J¢ 7i LOG i
I AUTOMOBILE LIABILITY
ANY AUTO
ALL OWNED I SCHEDULED
A X AUTOS INS awNED 25CC12442960
HIRED AUTOS x AUTOS
II �
UMBREILAUAs '-1 OCCUR
--� EXCESS UAB ! CLAIMS -MADE
DED RETENTIONS
WORKERS COMPENSATION
AND EMPLOYERS' LiA131UTY Y / N
B ANY PROPRIETORMARTVE(tEXECUi1VE
OFFICEtMEMBER EXCLUDEDI NIA 01 -WC -145183-60
(Mandatary In NH)
PRODUCTS - COMPIOP AGG S 2 000 000
$
COMBINED SINGLE LIMA
(Ea accident) $ 1.000 000
BODILY INJURY (Per person) $
09/01/2011 09/01/2012 BODILY INJURY(Peraccident) $
PROPERTY DAMAGE $
(Per accident)
�3
EACH OCCURRENCE $
AGGREGATE $
$
x WC STATU- i OTH-
TORY LIMITS � i ER
11/17!2011 11/17/2012 E.L. EACH ACCIDENT S 1 .000 000
? j E L DISEASE - EA EMPLOYE S 1 000 000
It yes. describe under f I
DESCRIPT,M nF OPFPA-1nNC haloes I E.L. DISEASE POLICY LIMIT i S 1,000,000
C k MISC PROFESSIONAL LIABILITY MPP001735207 09!0112011 '0910112012 i $1 000 000 EACH CLAIM
;�il $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 HOLDER(S) MAY CARRY 10 DAY NOTICE FOR NON-PAYMENT OF PERMtUM
CERTIFICATE HOLDER
CANCELLATION
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 .11 .11
SAN RAFAEL GA 94915
AUTHORIZED REPRESENTATIVE
¢
ROBERT B. RICE JR1 f✓'
01988-2610 ACORD CORPORATION. All rlght teserved
ACORD 25 (2010105) The ACORD name and logo are registered marks of ACORD r�''
Bartel -Associates, LLC -
CG 86 7210 02
POLICY NUMBER' 25CC12442960
THIS ENDORSEMENT CHANGES 'THE POLICY. PLEASE READ ff CAREFULLY.
ADDITIONAL INSURED - OWNERS, LESSEES OR
CONTRACTORS - COMPLETED OPERATIONS
'chis endorsement modifies Insurance provided under the following:
COMMERCIAL GENERAL LIABJLrTY COVERAGE PART
SCHEDULE
Name of Person or Oraanl;wtion:
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 It - 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 Propertles, Inc,
20031 with permission
'�CERTIFICATE OF LIABILITY INSURANCE ( �ATE(M�MO aYYY}
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE lHOILDER, 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 I CONTACT
NAME: Joanne Sargeant
JOHN SARGEANT INSURANCE AGENCY I PHONE xr). (818) 547-1975 I (AX,,,,: (819)242-5288
601 E GLENOAKS BLVD SUITE 100 EMAIL oanne@glendaleins.com
BLVD, ADDRESS; -
P
P. 0. BOX 831 I INSURER(S) AFFORDING COVERAGE NAIC #
GLENDALE CA 91209-0831 IfNSURERB:'American
INSURERA:First National Ins. Co. of 24724
INSURED States Ins. Co. 19704
BARTEL-ASSOCIATES, LLC f INSURERC:Indian Harbor Insurance Co. 36940
411 BOREL AVE STE 101 t INSURER D:
INSURER E:
SAN MATEO CA 94402 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 TYPE OF INSURANCE ADDL SUER POLICY EFF POLICY EXP LIMITS
LTR INSR WVr) POLICY NUMBER IMMIDDJYYYY1 (MM/DDrYYYYi
GENERAL LIABILITY
EACH OCCURRENCE S
1,000,000
COMMERCIAL GENERAL LIABILITY
DAMAGX
I PREMIS 'I'0 RENTED $
PREMISES (Ea cccurrence)
1,000,000
A CLAIMS-MADEOCCUR
25CC12442960
9/1/2011 9/1/2012 IMED EXP (Any one person) $
10,000
PERSONAL &ADV INJURY IS
1,000,000
GENERAL AGGREGATE Is
2,000,000
GEN.L AGGREGATE LIMIT APPLIES PER:
PRODUCTS-COMPIOP AGG $
2,000,000
n n
( $
POLICY .FIFO LOC
AUTOMOBILE LIABILITY
I COMBINED SINGLE LIMIT
I (Ea accidentl S
1,000,000 , 000 , 000
A _� ANY AUTO
BODILY INJURY (Per person) S
ALLOVJNED SCHEDULED
25CC12442960
9/1/2011 9/1/2012 BODILY INJURY (Per accident) S
AUTOS AUTOS
X X NON -OWNED
i PROPERTY DAMAGE S
HIRED AUTOS AUTOS
I (Per accident)
1
$
UMBRELLA LIAR OCCUR
EACH OCCURRENCE $
EXCESS L(AB HCLAIMS-MADE
AGGREGATE 5
DED I 1 RETENTION $
S
B WORKERS COMPENSATION
WC jI
A TORY LIITS I JOT
i
AND EMPLOYERS' LIABILITY Y I N
ANY PROPRiETOR/PARTNER/EXECUTIVE
N/A
I E.L EACH ACCIDENT I $
1,000,00o
OFFICER)MEMBEREXCLUDEM
(Mandatory in NH)
DIWC14518350
11/17/201011J17J2011)
E.L. DISEASE - EA EMPLOYE S
1,000,000
If yes, describe under
DESCRIPTION OF OPERATIONS below
I E.L. DISEASE - POLICY LIMIT I S
1,000,000
C Misc. Professional
APP001715207
9/1/2011 9/1/2012 ( $1,000,000/EaClaim
Liability
$2,000,000/AnnAggr.
DESCRIPTION OF OPERATIONS / LOCATIONS I VEHICLES (Attach ACORD 101, Additional Remarks Schedule, It more space Is required)
CERTIFICATE HOLDER IS HEREBY NAMED AS ADDITIONAL INSURED ON POLICY #: 25CC12442960 AS RESPECTS OPERATIONS
OF THE NAMED INSURED ONLY. SEE ATTACHED FORM #: CG8672.
COVERAGE UNDER POLICY #: 25CC12442960 IS PRIMARY 6 NON-CONTRIBUTORY ABOVE ANY OTHER INSURANCE THE
CERTIFICATE HOLDER(S) MAY CARRY.
10 DAY NOTICE FOR NONPAYMENT OF PREMIUM.
CERTIFICATE. HOLDER
CANCE'_LATION
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
City of San Rafael ACCORDANCE WITH THE POLICY PROVISIONS.
ATTN: Jeanne Leoncini,
City ClerkAUTHORIZED REPRESENTATIVE
P. 0. Box 151560
San Rafael, CA 94915-1560
Joanne Sargeant/0116 " r.-
ACORD 25 (2010105) O 1988-2010 ACORD CORPORATION. All rights reserved.
INS025 (201005;.01 The ACORD name and [ago are registered marks of ACORD
CERTIFICATE OF LIABILITY INSURANCE I DAi D11
11/01/2fl11
II /01I
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER($), 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 C NA
JOANNE E. SARGEANT
JOHN SARGEANT INSURANCE AGENCY PHONE FAtc.Noi: (81$) 436-5988
300 WEST GLENOAKS BLVD SUITE 104 �rfi: (R9R1 547-1975
A
EMAIL
P. O BOX 4504 ADDRESS: inanne@johnsargins rf)m
PRODUCER
CUSTOMER ID #:
GLENDALE, CA 91222 I INSURER(S)AFFORDING COVERAGE NAIC #
INSURED
INSURERA:
BARTEL-ASSOCIATES LLC ( INSURERS: AMERICAN STATES INSURANCE COMPANY 19704
411 BOREL AVENUE SUITE 101 ( INSURER C:
SAN MATEO CA 94402 II INSURER D:
ij INSURER E:
1 INSURER F:
COVERAGES CERTIFICATE NUMBER: CL1 19602531 REVISION NUMBER: 1
THIS IS TOCERTIFY 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.
IINSR TYPE OF INSURANCE ADDL;SUBR POLICY EFF POLICY EXP
LTR I INSR +n+vn POLICY NUMBER (MMIDDJYYYYi (MMtDDIYYYYI . UMM
GENERAL LIABILITY j EACH OCCURRENCE $
I DAMAGE TU RENTED
LCOMCLAIMIAL S MADEERAL ❑IABILITY f- F_ OCCUR MED EXPSES (Ea (Any(Any one person) $
Errors & Omissions j PERSONAL &ADV INJURY $
GENERAL AGGREGATE $
GEN L AGGREGATE LIMIT APPLIES PER. PRODUCTS - COMPiOP AGG $
F__1 PRO- 7
$
POLICYJECT LOC
AUTOMOBILE LIABILITY
COMBINED SINGLE LIMIT $
_
(Ea accident)
ANY AUTO
I BODILY INJURY (Per person) $
ALL OWNED AUTOS
I BODILY INJURY {Per accident} S I
SCHECULEDAUTOS
PROPERTY DAMAGE
I HIRED AUTOS
(per accident) $
NON -OWNED AUTOS
UMBRELLA LIAB I OCCUR
EACH OCCURRENCE j $
EXCESS LIAB I CLAIMS -MADE
(
AGGREGATE $
DEDUCTIBLE
-
I $
RETENTON $
$
WORKERS COMPENSATION
11/17/2011 11/17/2012,
01 -WC -145183-60
X WCTORSTA U_TS; IO R '
AND EMPLOYERS' LIABILITY
Y IN
ANY PROPRIETOR/PARTNER/EXECUTIVE
OFFICERIMEMBER EXCLUDED?
I""""
NIA j
E.L. EACH ACCIDENT $ 1,000.000
E.L. DISEASE EA EMPLOYEE $
(Mandatory in NH)
- 1 LOGO 000
J yes, describe under
';PFC?A,
E.L. DISEASE - POLICY LIME $ 1,000 000
BARTEL
DESCRIPTION OF OPERATIONS t LOCATIONS 1
VEHICLES (Attach ACORD 141, Additional Remarks Schedule if more space is required)
CERTIFICATE HOLDER CANCELLATION
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
SUITE 101 AUTHORIZED LEPRESENTATIVE t
SAN MATEO CA 94402
I Robert B. Rice, Jr. OH17923 `
@1988- 2009/CORDRPORATION.. 1 rightsserved..
ACORD 25 (2009/09) The ACORD name and logo are registered marks of ACORD�
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 agreements/contracts (not just those requiring City Council approval).
This process should occur in the order presented below.
Step
Responsible
Description
Completion
Department
Date
1
City Attorney
Review, revise, and comment on draft
" =
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
;
Ordinance*).
4
City Attorney
Review and approve form of agreement;
.- � -
t.
bonds, and insurance certificates and
endorsements.+$6
5
City Manager / Mayor / or
Agreement executed by Council authorized
t;£E
Department Head
official
6
City Clerk
City Clerk attests signatures, retains original
e
agreement and forwards copies to the
contracting department.
-
To be completed by Contracting Department:
Project Manager: _Anil Comelo Project Name: GASB 45
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.
* ( IIouncil 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 APPROVED AS TO FORM:
AGENDA ITEM:
City Manager (signature) City Attorney (signature)
N.x1T1FTAVzTM