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Bartel Associates, LLC - 2012-09-24
RECEIVED CONTRACTS SUBM41 TTA Tq, CITY CLERK'S Of= f0cERK CITY OF HUNTINGTON BEACH To: JOAN FLYNN, City Clerk Name of Contractor: Bartel Associates, LLC Purpose of Contract: For Example: Audit Services or Water Quality Testing Huntington Lake —Huntington Central Park Actuarial Services for the City's retirement plans Amount of Contract: $20,000 Copy of contract distributed to: The original insurance certificate/waiver distributed to Risk Management Initiating Dept. Finance Dept. ❑ ORIGINAL bonds sent to Treasurer ❑ Date: 9/18/14 Name/tension ,ity Altorneyg Office > Q woz W, 00 u>.� LAJ G:AttyMisc/Contract Forms/City Clerk Transmittal AMENDMENT NO. 1 TO PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HUNTINGTON BEACH AND BARTEL ASSOCIATES, LLC FOR ACTUARIAL CONSULTING SERVICES THIS AMENDMENT NO. 1 is made and entered into the A W day of l�e"A►wj , 2014, by and between the CITY OF HUNTINGTON BEACH, a municipal corporation of the State of California, hereinafter referred to as "City," and Bartell Associates, LLC, hereinafter referred to as "Consultant." WHEREAS, City and Consultant are parties to that certain agreement, dated September 24, 2012, entitled "Professional Services Contract Between the City of Huntington Beach and Bartel Associates, LLC For Actuarial Services," which agreement shall hereinafter be referred to as the "Original Agreement," and Since its execution, City and Consultant wish to amend the Original Agreement to reflect the additional compensation to be paid to Consultant, and NOW, THEREFORE, it is agreed by City and Consultant as follows: 1. ADDITIONAL COMPENSATION Section 4 of the Original Agreement entitled "Compensation," is hereby amended to read as follows: 3. COMPENSATION In consideration of the additional services to be performed hereunder as described in Exhibit "A," City agrees to pay Consultant an additional sum not to exceed Twenty Thousand Dollars ($20,000.00). This additional sum shall be added for a new total amount not to exceed One Hundred Thousand Dollars ($100,000.00). 2. REAFFIRMATION Except as specifically modified herein, all other terms and conditions of the Original Agreement shall remain in full force and effect. 14-4119/105258 IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their authorized officers the day month and year first above NkTitten. CONSULTANT, BARTEL ASSOCIATES LL Bv:— John E. Bartel, President AND Bvt-�36�4 �� cop, Marilin M. Oliver, Secretary 14-4119/105258 2 CITY OF HU`N-TINGTON BEACH, a municipal corporation of the State of California/ C *y1anager ity INITL EDANND APPROVED: Director of Finance APPROVED AS TO FORM: CiAtt .rornev Att Date: City of Huntington Beach Funds Available Report FY 13/14 Object Cumulative 14 Cumulative 14 Cumulative 14 Cumulative 14 Account Subsidiary Budget Actual Encumbrance Funds Availlable FY 13/14 FY 13/14 FY 13/14 FY 13/14 c�70235202 ; Retirement Medical Supplement 55205 - Retiree Health Insurance 2,212,000.00 2,212,000.00 55255 - Kaiser 47,357.80 (47,357.80) 55260 - Blue Shield - HMO 10 7,982.00 (7,982.00) 55260 - Blue Shield - High 30 20,135.00 (20,135.00) 55265 - PERS Med - HMO 10 830.00 (830.00) 55265 - PERS Med - High 30 1,130.00 (11130.00) 55265 - PERS Med - Subsidy 90 105,451.20 0.00 (105,451.20) 55266 - Teamster- UHC HMO 10 64,629.90 (64,629.90) 55266 - Teamster - 75/25 PPO 20 17,471.00 (17,471.00) 55200 - Health Insurance 2,212,000.00 264,986.90 0.00 1,947,013.10 56020 - FICA Medicare 0.00 26,575.00 63,013.00 (89,588.00) 55000 - Benefits 2,212,000.00 291,561.90 63,013.00 1,857,425.10 51000 - PERSONAL SERVICES 2,212,000.00 291,561.90 63,013.00 1,857,425.10 69365 - Other Professional Services 1,250.00 0.00 1,250.00 0.00 69300 - Professional Services 32,500.00 32,500.00 69300 - Professional Services 33,750.00 0.00 1,250.00 32,500.00 (69450 Other Contract Services 18;000:00 18,000.00 69450 - Other Contract Services 18,000.00 0.00 18,000.00 77200 - To General Fund 100 42,616.00 42,616.00 0.00 77000 - Interdepartmental Charges 42,616.00 42,616.00 0.00 60000 - OPERATING EXPENSES 94,366.00 42,616.00 1,250.00 50,500.00 50000 - EXPENDITURES 2,306,366.00. . 334,177.90 :', 64,263.00 _ 1,907'925.10 2/3/2014 8:31:38 AM Page 1 of 1 City of Huntington Beach Funds Available Report FY 13/14 Object Cumulative 14 Cumulative 14 Cumulative 14 Cumulative 14 Account Subsidiary Budget Actual Encumbrance Funds Availlable FY 13/14 FY 13/14 FY 13/14 FY 13/14 703352 Retirement Supplement element 69365 - Other Professional Services 45.00 45.00 0.00 69300 - Professional Services 17,000.00 17,000.00 69300 - Professional Services 17,045.00 45.00 17,000.00 (69450-Other Confract-Services 60( _000.00— 60,000.00 69450 - Other Contract Services 60,000.00 0.00 60,000.00 74000 - Pension Payments 4,543,198.41 1,171,128.11 4,198.41 3,367,871.89 77200 - To General Fund 100 164,237.00 164,237.00 0.00 77000 - Interdepartmental Charges 164,237.00 164,237.00 0.00 60000 - OPERATING EXPENSES 4,784,480.41 1,335,365.11 4,243.41 3,444,871.89 50000 - EXPENDITURES 4,784,480.41 11335,365.11 41243.41 3,444,871.89' 2/3/2014 8:32:02 AM Page 1 of 1 ® ,dl� © CERTIFICATE OF LIABILITY INSURANCE DATE (MMIDD/YYYY) 09/0112013 THIS CERTIFICATE 15 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 JSI FINANCIAL SERVICES, INC JOHN SARGEANT INSURANCE AGENCY El cr "'ROBERT B RICE, JR. NAME: wcNNe , . (816} 547-1975 FAX No; {818} 436 5968 E-MAIL robert@sargeanfinsurance.com INSURERS AFFORDING COVERAGE NAIL III 300 WEST GI ENOAKS BLVD. SUITE 104 GLENDALE CA 91202-2985 NSURERA: AMERICAN STATES INSURANCE COMPANY 19704 INSURED INSURER B : INDIAN HARBOR INSURANCE COMPANY 38940 INSURER C : BARTEL-ASSOCIATES, LLC INSURER D 411 BOREL AVENUE NSURER E SUITE 101 INSURER F : SAN MATEO CA 94402-3525 (;UVEHA0E5 LIrmI Irn.l+I o I14WHI. .. -- 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. ILA NCE TYPE OF INSURANCE AD SUBR POLICY NUMBER POLICYEFF IMMIOOIYyrn POLICY EXP (MMIODNYYYI LIMITS EACH OCCURRENCE $ 1,000,000 GENERAL LIABILITY X COMMERCIAL GENERAL LIABILITY a RENTED PREMISES Ea occurrence)S 1,000,000 MED EXP (Any one person) S 10,000 PERSONAL& ADV INJURY $ 1,000,000 A CLAIMS -MADE OCCUR 25CC12442980 09/01/2013 09/01/2014 GENERAL AGGREGATE $ 2,000,000 PRODUCTS - COMPfOP AGG $ 2,000,0DO I GEN'L AGGREGATE UM IT APPLIES PER: X POLICY PRO- LOC AUTOMOBILE LIABILITY COMBINED ccidet SINGLE LIMIT S S 1,000,000 BODILY INJURY (Per parson) S A ANY AUTO ALL OWNED SCHEDULED AUTOS NON-OWNEDAUTOS HIRED AUTOS X AUTOS Ix 25CC12442980 09/01/2013 09/01/2014 BODILY INJURY (Per accident) S PROPERTY DAMAGE Per accident S S UMBRELLA LIAB OCCUR EACH OCCURRENCE $ AGGREGATE S EXCESS LIAR HCLAIMS-MADE U- - WCSTATTSL. OR, S A D1-WG14518380 09/01/2D13 D9/01/2014 DED I I RETENTIONS WORKERS COMPENSATION AND EMPLOYERS' LUABILITY Y / N ANY PROPRIETORIPARTNERIEXECUTIVE ❑NIA OFFICERIMEMBER EXCLUDED? {Mandatary In NHj If yes, deealbe under DESCRtPT10N OF OPERATIONS below E.L. EACH ACCIDENT - S 1,000,000 EL DISEASE - EA EMPLOYE S 1,000,000 EL. DISEASE -POLICY LIMIT $ 1,000,000 B MISC. PROFESSIONAL LIABILITY MPP001715209 09/0112D13 09/01/2014 $2,000,000 PER CLAIM $4,D00,OOD ANNUAL AGGREGATE DESCRIPTION OF OPERATIONSI LOCATIONS / VEHICLES (Attach ACORD 101, Additional Remarks Schedule, If more space is required) CITY OF HUNTINGTON BEACH ATTN: DAHLE SULOSAN, CPA ACCOUNTING MANAGER 2000 MAIN STREET HUNTINGTON BEACH CA 92648 ACORD 25 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 ROBERT B. RICE. JR. C 1988-2010 ACORD CORPORATION. All rights The ACORD name and logo are registered marKS OT Al,.UI%U CERTIFICATE OF LIABILITY INSURANCE DA-MM&=YM . . . 1 '!001/2012 TtilS. CERTIFICATE it ISSUEDA9 A- MATTER OFMFoRp�Amom. ONLY AND CONFERS NO- RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE- 0E4_'NPT - AM . RUATKLY OR NEGATIVELY AMEND, THE COVERAGE AFFORDED- _8Y..THE POUCIES P, ZATIFI'DOES )d0T,C0WTM 814.0w., - - THIS C r .AT.E: OFiNSURANCE 1TE A; _CONTRACTBETWEEN THE ISSUING INSUREMP), AUTHORIZED -PIMUCEK AX0:TW:WUlHPAT5 WLbEk W-WWATJVE.OR IMPORTANT i._ ADD17TQMAL114PYRED,,'".poUcy(Ws)..Must be:ertdomo& if SUBROGA7110H 13 WANED, j sqbod to the. polt may requite an tarAns and condtiai�e of the Polley,_cartain. „des-: e4dmgwr� A statement on this. cs�_ Om -not t0f*f N)144044 u2. r Mx -JR. m. Kx:lm ROBERT b. RICE F1 FINA . NCM-:SERVICE S. INQ 7 PROM, gi&�qqg I R JOHN GARGEAN.T-INSURANGEAGSNcy R BOX4,5M A. GLEFIDALE CA'..--01222 INSURERIL: AmERicAN a-rATrs INSURANCE COMPANY 19704 aINSURM 8: INOM HARBOR INSURANCE.COMPANY 36940 BAR - _Tf 41-1 BOREL AVENUE; 2MIRER D surm, SM MATEO' CA' 4W'2- .COVERAGES` CERTIFICATE NUMBER. REVISION NUMBER: �:-THIS .JSJ0_-C.ERTIFYTHAT THE POLICIETOP-INSURANCE USTED SELOW HAVE SEEKISSUED-TO THE -ABOVE MOVE FOR THE ;POLICY PERIOD �OOTHER DOCENT W71-VW IRESPECt-JO tH THIS JN M: DICATE-, ---N . OT.M7HgtANDINMANY-REQt)]RtMtNT.'TPRM:'Ok.:CQNDMON;OF-ANY CONTRACTWUM CERT)FICATE MAY BE ISSUEff'OR . MAY PERTAIN, - THE:INSURANr-E -AFFORDED BY THE POLICIES DESCR19EJD HEREIN JS:.W8JECT.T0 THE TERMS. - 6F-SU'CH* PbLICA&:LlM_ITS_'SHOVM MAY HAVE BEE I N:REDU CEO-SY.--P AID CLAIMS INSR TYPROFINSURAMM Aum Mcm buuKl mm Poucyw-m- uwrts :EACf OCCURRENCE -sl&Q.0D0 PRIEWRESfEa cpmWwm6j 3 1,000,000 -0 MLA�L �GelerULUAM JTY 01 M CLARAS4ADEFRI occm E., 7-00Q P&RsomAL&mwffuuRy $.I. - DOD ;WO .A. 25CC1.24429-7 -09101/2012 09/01=13 GENERAL AGGREGATE S21W01000 GERfLAGGREGATEUMMAPPLIES:PTR: PRODUCTS-00MP)0PAGG S-2.000,90 7X -paudy r7l'!p LcC AuromomLiEmmum. F BI 21N0 SINGLE LIM $ 1,0010.0m BWLY IKXW (Pwpmw).: S ANY AUTO _BMWINJURY mw=iciem s JA ALL:0VNED SCHEMLED A,LITOS A WREDAUTOS' AV=- 2=124429-7 09/0112012 09M1/2.013'. $ HCLAIMSAIADE .00CUR EACHOCCURRENCE 4 AGGREGATE 5 I 1DEDI RETENTION S 1 A -WORKERS COMPENINTM.- ANY PR**lET0RPARMMVM=vE W-N D D=R?M= QE OPFRATIt INS bwbw KITA �Jj . -70, 414C.145183 001 12D12 . 01120131ELEACH = A I x I A YMTN ACCIM-W -f_LDtswrz.FAEmpLayeE s 1,000,0DO EtmISEISE-:po( Icy Law z 1;OOO,000 B hMSC. PROFESSIONALLM-1UTY 120 2 Owl— 1 09101 qq �2013 $ -1 ODO PER CLAW $3,000,0W ANNUAL AGGREGATE WDRViM AdOlaoWR*mft3dM&Ao4NXWMVPDMlSMqUk§* CERTIFICATEHOWER IS -HEREBY -NAMED AS-ANApDiTKNAL INSUREDON,POLICYV—=244297AS.RESPECTS OPERATIONS OF THENAMED' JNSUREOzONLY.:SEFATTACHED FORMS CG8672.COVERAGE-UNDER POLICY*26=124429-7 *WZAZ0KWORY ABOVEANY , OTHER INSURANCE THE lc�.I li�.TEHcjpER(S)-MAy-cAR RyDAy NOTICE cANcEuAANIFE2 WORATH City AttorneyBYPaul AwatsvtC. SHOULD,ANY.0 . F I T::ABOVE ]DESCRIBED FOUCIP BE CANCELLED BEFORE THE e"RAm!f_ DA1TE7T"EmOFl N=E, WILL -BE :DELIVERED IN ACCORDANCE WITH THE POLICY PRDVISHM. 'AVr90R= R W"MMATME ROBERT`B.RlCF_JR, 0-19862010 AGO.Rb CORPORATION. All tights reserved. Acom2smins) The ACMIJ naive and logo are registered mwks: of-ACORD. CITY OF HUNTINGTON BEACH Professional Service Approval Form Amendment # 1 1. Date Requested: 2/3/2014 L012-016-:00 2. Contract Number to be Ame ded: F 3. Department: Finance 4. Requested By: Dahle Bulosan 5. Name of Consultant: Bartel Associates, LLC 6. Amount of Original/Prior Contract: $80,000 7. Additional Compensation Requested: $20,000 8. Original Commencement Date: 9/24/2012 9. Original Termination Date: 9/24/2015 10. Extended Date Requested: NIA 11. Reason for Contract Amendment: Additional Actuarial Servi for the City's Retirement Plans Purch Ing Ap al Signature 12. Are sufficient funds available to fund this contract? 13 Pi minPcc I Init and r)hiPrt rnriP whPrP fl indc arP hi dopted- RECEIVED FEB 0 4 2014 Finance Department �- 3-1Y Date Yes ® No ❑ Account number Contractual Dollar Amount Business unit. object # Year 1 (act.) Year 2 act. Year 3 (est.) Year 4 est. 70235202.69450 $10000 $ $ $ 70335203.69450 $10000 $ $ $ Budget Approval Signature lal,,- 6AII-1— DepartgKent Head Signature t1i Id?2--., Cpf VjanaAer Approval Signature Date a) (-6/ i L� Date r�-1(4 Date professional service approval form - amendment.doc REV: December/2013 Name of Contractor: Purpose of Contract: Amount of Contract: BARTEL ASSOCIATES, LLC Actuarial Consulting Services Copy of contract distributed to: The original insurance certificate/waiver distributed Initiating Dept. to Risk Management X [1� Finance Dept. ORIGINAL bonds sent to Treasurer ❑ ZF Attorney's .Office G:AttyMisc/Contract Forms/City Clerk Transmittal Date: ?A- 9X'�' PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HUNTINGTON BEACH AND BARTEL ASSOCIATES, LLC FOR ACTUARIAL CONSULTING SERVICES PHIS AGREEMENT ("Agreement") is made and entered into by and between the City of Huntington Beach, a municipal corporation of the State of California, hereinafter referred to as "CITY, and , a Bartell Associates, LLC hereinafter referred to as "CONSULTANT." WHEREAS, CITY desires to engage the services of a consultant to provide actuarial consuting services for City's Retirement Supplement and Retiree Medical Plans; and Pursuant to documentation on file in the office of the City Clerk, the provisions of the Huntington Beach Municipal Code, Chapter 3.03, relating to procurement of professional service contracts have been complied with; and CONSULTANT has been selected to perform these services, NOW, THEREFORE, it is agreed by CITY and CONSULTANT as follows: 1. SCOPE OF SERVICES CONSULTANT shall provide all services as described in Exhibit "A," which is attached hereto and incorporated into this Agreement by this reference. These services shall sometimes hereinafter be referred to as the "PROJECT." CONSULTANT hereby designates John E. Bartel who shall represent it and be its sole contact and agent in all consultations with CITY during the performance of this Agreement. agree/ surfnet/professional svcs 50 to 100 1 z-07 1 of 11 2. CITY STAFF ASSISTANCE CITY shall assign a staff coordinator to work directly with CONSULTANT in the performance of this Agreement. 3. TERM; TIME OF PERFORMANCE Time is of the essence of this Agreement. The services of CONSULTANT are to commence on 4 2012 (the "Commencement Date"). This Agreement shall automatically terminate three (3) years from the Commencement Date, unless extended or sooner terminated as provided herein. All tasks specified in Exhibit "A" shall be completed no later than 3 years from the Commencement Date. The time for performance of the tasks identified in Exhibit "A" are generally to be shown in Exhibit "A." This schedule may be amended to benefit the PROJECT if mutually agreed to in writing by CITY and CONSULTANT In the event the Commencement Date precedes the Effective Date, CONSULTANT shall be bound by all terms and conditions as provided herein. 4. COMPENSATION In consideration of the performance of the services described herein, CITY agrees to pay CONSULTANT on a time and materials basis at the rates specified in Exhibit "B," which is attached hereto and incorporated by reference into this Agreement, a fee, including all costs and expenses, not to exceed Eighty Thousand Dollars ($80,000). 5. EXTRA WORK In the event CITY requires additional services not included in Exhibit "A" or changes in the scope of services described in Exhibit "A," CONSULTANT will undertake such work only after receiving written authorization from CITY. Additional agree/ surfnet/professional sves 50 to 100 12-07 2 of 11 compensation for such extra work shall be allowed only if the prior written approval of CITY is obtained. 6. METHOD OF PAYMENT CONSULTANT shall be paid pursuant to the terms of Exhibit "B." 7. DISPOSITION OF PLANS ESTIMATES AND OTHER DOCUMENTS CONSULTANT agrees that title to all materials prepared hereunder, including, without limitation, all original drawings, designs, reports, both field and office notices, calculations, computer code, language, data or programs, maps, memoranda, letters and other documents, shall belong to CITY, and CONSULTANT shall turn these materials over to CITY upon expiration or termination of this Agreement or upon PROJECT completion, whichever shall occur first. These materials may be used by CITY as it sees fit. 8. HOLD HARMLESS CONSULTANT hereby agrees to protect, defend, indemnify and hold harmless CITY, its officers, elected or appointed officials, employees, agents and volunteers from and against any and all claims, damages, losses, expenses, judgments, demands and defense costs (including, without limitation, costs and fees of litigation of every nature or liability of any kind or nature) arising out of or in connection with CONSULTANT's (or CONSULTANT's subcontractors, if any) negligent (or alleged negligent) performance of this Agreement or its failure to comply with any of its obligations contained in this Agreement by CONSULTANT, its officers, agents or employees except such loss or damage which was caused by the sole negligence or willful misconduct of CITY. CONSULTANT will conduct all defense at its sole cost and expense and CITY shall approve selection of CONSULTANT's counsel. This indemnity shall agree/ surfnet/professional sves 50 to 100 12-07 3 of 11 apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as limitation upon the amount of indemnification to be provided by CONSULTANT. 9. PROFESSIONAL LIABILITY INSURANCE CONSULTANT shall obtain and furnish to CITY a professional liability insurance policy covering the work performed by it hereunder. This policy shall provide coverage for CONSULTANT's professional liability in an amount not less than One Million Dollars ($1,000,000.00) per occurrence and in the aggregate. The above - mentioned insurance shall not contain a self -insured retention without the express written consent of CITY; however an insurance policy "deductible" of Ten Thousand Dollars ($10,000.00) or less is permitted. A claims -made policy shall be acceptable if the policy further provides that: A. The policy retroactive date coincides with or precedes the initiation of the scope of work (including subsequent policies purchased as renewals or replacements). B. CONSULTANT shall notify CITY of circumstances or incidents that might give rise to future claims. CONSULTANT will make every effort to maintain similar insurance during the required extended period of coverage following PROJECT completion. If insurance is terminated for any reason, CONSULTANT agrees to purchase an extended reporting provision of at least two (2) years to report claims arising from work performed in connection with this Agreement. If CONSULTANT fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the CITY with required proof that agree/ surfnet/professional Svcs 50 to 100 12-07 4 of 11 insurance has been procured and is in force and paid for, the CITY shall have the right, at the CITY's election, to forthwith terminate this Agreement. Such termination shall not effect Consultant's right to be paid for its time and materials expended prior to notification of termination. CONSULTANT waives the right to receive compensation and agrees to indemnify the CITY for any work performed prior to approval of insurance by the CITY. 10. CERTIFICATE OF INSURANCE Prior to commencing performance of the work hereunder, CONSULTANT shall furnish to CITY a certificate of insurance subject to approval of the City Attorney evidencing the foregoing insurance coverage as required by this Agreement; the certificate shall: A. provide the name and policy number of each carrier and policy; B. state that the policy is currently in force; and C. shall promise that such policy shall not be suspended, voided or canceled by either party, reduced in coverage or in limits except after thirty (30) days' prior written notice; however, ten (10) days' prior written notice in the event of cancellation for nonpayment of premium. CONSULTANT shall maintain the foregoing insurance coverage in force until the work under this Agreement is fully completed and accepted by CITY. The requirement for carrying the foregoing insurance coverage shall not derogate from CONSULTANT's defense, hold harmless and indemnification obligations as set forth in this Agreement. CITY or its representative shall at all times have the right to demand the original or a copy of the policy of insurance. CONSULTANT shall pay, in a prompt and timely manner, the premiums on the insurance hereinabove required. agree/ surfnet/professional Svcs 50 to 100 12-07 5 of 11 11. INDEPENDENT CONTRACTOR CONSULTANT is, and shall be, acting at all times in the performance of this Agreement as an independent contractor herein and not as an employee of CITY. CONSULTANT shall secure at its own cost and expense, and be responsible for any and all payment of all taxes, social security, state disability insurance compensation, unemployment compensation and other payroll deductions for CONSULTANT and its officers, agents and employees and all business licenses, if any, in connection with the PROJECT and/or the services to be performed hereunder. 12. TERMINATION OF AGREEMENT All work required hereunder shall be performed in a good and workmanlike manner. CITY may terminate CONSULTANT's services hereunder at any time with or without cause, and whether or not the PROJECT is fully complete. Any termination of this Agreement by CITY shall be made in writing, notice of which shall be delivered to CONSULTANT as provided herein. In the event of termination, all finished and unfinished documents, exhibits, report, and evidence shall, at the option of CITY, become 0 its property and shall be promptly delivered to it by CONSULTANT. 13. ASSIGNMENT AND DELEGATION This Agreement is a personal service contract and the work hereunder shall not be assigned, delegated or subcontracted by CONSULTANT to any other person or entity without the prior express written consent of CITY. If an assignment, delegation or subcontract is approved, all approved assignees, delegates and subconsultants must satisfy the insurance requirements as set forth in Sections 9 and 10 hereinabove. agree/ surfnet/professional Svcs 50 to 100 12-07 6 of 11 14. COPYRIGHTS/PATENTS CITY shall own all rights to any patent or copyright on any work, item or material produced as a result of this Agreement. 15. CITY EMPLOYEES AND OFFICIALS CONSULTANT shall employ no CITY official nor any regular CITY employee in the work performed pursuant to this Agreement. No officer or employee of CITY shall have any financial interest in this Agreement in violation of the applicable provisions of the California Government Code. 16. NOTICES Any notices, certificates, or other communications hereunder shall be given either by personal delivery to CONSULTANT's agent (as designated in Section 1 hereinabove) or to CITY as the situation shall warrant, or by enclosing the same in a sealed envelope, postage prepaid, and depositing the same in the United States Postal Service, to the addresses specified below. CITY and CONSULTANT may designate different addresses to which subsequent notices, certificates or other communications will be sent by notifying the other party via personal delivery, a reputable overnight carrier or U. S. certified mail -return receipt requested: TO CITY: City of Huntington Beach ATTN: Dahle Bulosan 2000 Main Street Huntington Beach, CA 92648 agree/ surfnet/professional svcs 50 to 100 1 z-07 7 of 11 TO CONSULTANT: Bartel Associates, LLC ATTN: John E. Bartell 411 Borel Ave., Ste. 101 San Mateo, CA 94402 17. CONSENT When CITY's consent/approval is required under this Agreement, its consent/approval for one transaction or event shall not be deemed to be a consent/approval to any subsequent occurrence of the same or any other transaction or event. 18. MODIFICATION No waiver or modification of any language in this Agreement shall be valid unless in writing and duly executed by both parties. 19. SECTION HEADINGS The titles, captions, section, paragraph and subject headings, and descriptive phrases at the beginning of the various sections in this Agreement are merely descriptive and are included solely for convenience of reference only and are not representative of matters included or excluded from such provisions, and do not interpret, define, limit or describe, or construe the intent of the parties or affect the construction or interpretation of any provision of this Agreement. 20. INTERPRETATION OF THIS AGREEMENT The language of all parts of this Agreement shall in all cases be construed as a whole, according to its fair meaning, and not strictly for or against any of the parties. If any provision of this Agreement is held by an arbitrator or court of competent jurisdiction to be unenforceable, void, illegal or invalid, such holding shall not invalidate or affect the remaining covenants and provisions of this Agreement. No covenant or provision shall be deemed dependent upon any other unless so expressly provided here. As used in this Agreement, the masculine or neuter gender and singular or plural number shall be deemed to include the other whenever the context so indicates or requires. Nothing contained herein shall be construed so as to require the commission of any act agree/ surfnet/professional sves 50 to 100 12-07 8 of 11 contrary to law, and wherever there is any conflict between any provision contained herein and any present or future statute, law, ordinance or regulation contrary to which the parties have no right to contract, then the latter shall prevail, and the provision of this Agreement which is hereby affected shall be curtailed and limited only to the extent necessary to bring it within the requirements of the law. 21. DUPLICATE ORIGINAL The original of this Agreement and one or more copies hereto have .been prepared and signed in counterparts as duplicate originals, each of which so executed shall, irrespective of the date of its execution and delivery, be deemed an original. Each duplicate original shall be deemed an original instrument as against any party who has signed it. 22. IMMIGRATION CONSULTANT shall be responsible for full compliance with the immigration and naturalization laws of the United States and shall, in particular, comply with the provisions of the United States Code regarding employment verification. 23. LEGAL SERVICES SUBCONTRACTING PROHIBITED CONSULTANT and CITY agree that CITY is not liable for payment of any subcontractor work involving legal services, . and that such legal services are expressly outside the scope of services contemplated hereunder. CONSULTANT understands that pursuant to Huntington Beach City Charter Section 309, the City Attorney is the exclusive legal counsel for CITY; and CITY shall not be liable for payment of any legal services expenses incurred by CONSULTANT. agree/ surfnet/professional sves 50 to 100 12-07 9 of 11 24. ATTORNEY' S FEES In the event suit is brought by either party to construe, interpret and/or enforce the terms and/or provisions of this Agreement or to secure the performance hereof, each party shall bear its own attorney's fees, such that the prevailing party shall not be entitled to recover its attorney's fees from the nonprevailing party. 25. SURVIVAL Terms and conditions of this Agreement, which by their sense and context survive the expiration or termination of this Agreement, shall so survive. 26. GOVERNING LAW This Agreement shall be governed and construed in accordance with the laws of the State of California. 27. SIGNATORIES Each undersigned represents and warrants that its signature hereinbelow has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify CITY fully for any injuries or damages to CITY in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. CONSULT'ANT''s InitialsNff)P1W, C7 28. ENTIRETY The parties acknowledge and agree that they are entering into this Agreement freely and voluntarily following extensive arm's length negotiation, and that each has had the opportunity to consult with legal counsel prior to executing this Agreement. The parties also acknowledge and agree that no representations, inducements, promises, agreements or warranties, oral or otherwise, have been made by that party or anyone acting on that party's behalf, which are not embodied in this Agreement, and that agree/ surfnet/professional svcs 50 to 100 12-07 10 of l I that party has not executed this Agreement in reliance on any representation, inducement, promise, agreement, warranty, fact or circumstance not expressly set forth in this Agreement. This Agreement, and the attached exhibits, contain the entire agreement between the parties respecting the subject matter of this Agreement, and supersede all prior understandings and agreements whether oral or in writing between the parties respecting the subject matter hereof. 29. EFFECTIVE DATE This Agreement shall be effective on the date of its approval by the City Attorney. This Agreement shall expire when terminated as provided herein. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their authorized officers. CONSULTANT, [COMPANY NAME] Bartel Associates, LLC John E. Bartel print name ITS: (circle one) Chairman Presiders Vice President • l By: Marilyn M. Oliver print name ITS: (circle one) Secretar � Chief Financial Ofticer/Asst. Secretary — Treasurer agree/ surfnet/professional sves 50 to 100 12-07 11 of 1 I CITY OF HUNTINGTON BEACH, a municipal corporation of the State of California/ City Manager INI IATED D APP OVED: Director of Finance APPROVED AS TO FORM: q/ City Attorney Date 0A1 L20! `v EXHIBIT "A" A. STATEMENT OF WORK: (Narrative of work to be performed) The current actuary would complete the March 31, 2011 valuations for the 2011/12 ARCS and we would do a June 30, 2011 actuarial valuation for the Retiree Medical Plan and a September 30, 2011 actuarial valuation for the Retirement Supplement Plan. Both valuations will determine the 2012/13 and 2013/14 ARCS We would therefore prepare the actuarial valuations a year before the ARC fiscal year so there would be a one year "lag period" between the valuation date and the applicable fiscal year. This would give the City time to collect data and have the valuation done in a timely manner for budgeting without the need to rush through the process. It would give the City more time to review valuation results, understand any changes in obligations and costs due to changes in assumptions and GASB rules, have more time to plan for any needed changes in funding policy, and have any necessary discussions with or presentations to the City Council. There would be no need to do update valuations since the second year ARC would be determined by a projection of the assets using the assumed rate of return rather than the actual value of assets available a year later. The Retiree Medical Plan valuation date would be June 30, so there would be no need for a supplemental report for Ca1PERS. What the City would lose by doing valuations on this basis is that the valuations would not reflect the most current asset information. However, using an asset smoothing method that spreads investment gains and losses over 5 years makes this alternative more acceptable since projected results will differ less than update results if investment gains and losses are not recognized immediately. The City currently uses a 5-year asset smoothing method for Retiree Medical Plan valuations. It could also do so for the Retirement Supplement Plan valuations. What the City would EXHIBIT A gain is a less hurried and less expensive valuation process. This valuation methodology is a common way for cities and other agencies to report valuation results. Most of our clients prepare valuations on this basis although a few use the methodology currently used by the City. The few that use the City's update methodology generally have large plans with more significant benefits and obligations than those of the City's plans. The City's benefits for the Retiree Medical Plan are the minimum allowed for Safety PEMHCA participants and are frozen dollar amounts payable only to age 65 for Miscellaneous employees. The Retiree Medical Plan's ARC is less than 2% of payroll and its unfunded liability is less than 15% of payroll. The City's benefits under the Retirement Supplement Plan restore the unmodified Ca1PERS allowance for a frozen group of employees. The Retirement Supplement Plan's ARC is about 4.5% of total employee payroll and its unfunded liability is less than 40% of total employee payroll. B. CONSULTANT'S DUTIES AND RESPONSIBILITIES: Our actuarial valuation process includes the following steps: ❑ Data Collection - For the Retiree Medical Plan, the City will provide documentation of plan provisions, City healthcare providers and premiums, contribution policy, asset information, and employee census information including individual plan and coverage elections. For the Retirement Supplement Plan, the City will provide the plan provisions, contribution policy, asset information, and employee census information including benefit payment information for retirees. ❑ Data Reconciliation - We will review the plans and participant data and provide a list of any questions. ❑ Methods & Assumptions - We will recommend the actuarial assumptions and funding methods with the City's input. We can meet with the City for an initial planning meeting to review the plan designs, participant data, actuarial assumptions, and funding methods at its EXHIBIT A request. We understand that the City may request information on alternative funding methods and assumptions. ❑ Valuation Processing - We will prepare the actuarial valuations using ProVal software, a comprehensive and widely used and respected retirement benefit valuation system developed by Winklevoss Technologies, LLC. Our procedures for quality control include the checking of computer programs and calculations by a second actuary and the review of results and presentation materials by senior actuaries. We keep client information secure by encrypting all files kept on our computers. ❑ Preliminary Results Meeting - We will meet with the City to review the preliminary valuation results. Our preliminary results presentation will be in a discussion outline format. The OPEB valuation will include a benchmark survey comparing the City's GASB 45 information with other agency GASB 45 plan studies prepared by Bartel Associates. ❑ Valuation Report - We can, at the City's request, prepare formal valuation reports. We can also prepare executive summaries of the valuation results and draft financial statement footnotes, if needed. ❑ Ca1PERS Certification - Since the City pre -funds its Retiree Medical Plan through CERBT, it will need to provide an actuarial certification, a funding policy certification, and an Excel spreadsheet containing valuation information to Ca1PERS in addition to a valuation report. We will prepare this information as part of the OPEB valuation process. We strongly believe that through our years of experience we have developed an efficient and effective process for preparing and presenting actuarial valuations. Actuarial Valuation Discussion Outline Our actuarial valuation discussion outlines are clear, concise and understandable to nonactuaries. EXHIBIT A Our outlines include: ❑ Summary of plan provisions. ❑ Summary of the data used for the valuation: o employee counts and average ages, service, pay, etc. by employee group c active age/service distributions o active and retiree coverage elections by healthcare plan for the OPEB valuation o retiree coverage (single, 2-party, family) statistics by age for the OPEB valuation ❑.Summary of actuarial methods and assumptions. ❑ GASB accounting information, including benefit costs and obligations as outlined below. ❑ Comparison of the City's costs and obligations with that of other agencies in our database for the OPEB valuation. The discussion outline will include the following GASB information: ❑ Actuarial value of benefits, including: o Present Value of Future Benefits • Actuarial Accrued Liability, broken down by active and retired employees o Plan Assets • Unfunded Actuarial Accrued Liability o Normal Cost o Expected Benefit Payments ❑ Annual Required Contribution, as a dollar amount and as a percentage of payroll, identifying: • Normal Cost • Amortization of the Unfunded Actuarial Accrued Liability ❑ Annual OPEB and Pension Costs. ❑ Net OPEB and Net Pension Obligations. EXHIBIT A ❑ A 10-year projection of the Net Obligation, City contributions, Annual Required Contributions, Annual Costs, and "pay-as-you-go" costs. We can include a projection of benefit payments on a closed group basis for as many years as needed. ❑ Estimated gain/loss analysis showing the reasons for changes in the Actuarial Accrued Liability from the prior valuation. C. CITY'S DUTIES AND RESPONSIBILITIES: The City's staff will be responsible for gathering the information outlined in Section 6 and be available on short notice to answer any questions we have after our review of the data provided. City staff should also be available for at least one meeting when we present preliminary valuation results. D. WORK PROGRAM/PROJECT SCHEDULE: We usually recommend a 6 to 8-week timeframe for an actuarial valuation. For example, for March 31, 2012 valuations for the Retirement Supplement Plan and the Retiree Medical Plan, a possible work schedule would be as follows: Project Steps Estimated Dates 1) The City provides complete and accurate participant data and plan information to Bartel Associates. April 2, 2012 2) The City provides asset information to Bartel Associates April 16, 2012 3) Bartel Associates meets with the City to present preliminary valuation results. May 15, 2012 EXHIBIT A EXHIBIT "B" Payment Schedule (Fixed Fee Payment) Valuation Schedule #4 Retirement Retiree ARC Supplement Plan Medical Plan Fiscal Valuation Actuary Valuation Date Valuation. Year Date 2011-12 Full Valuation Current Actuary 3/31/11 3/31/11 2012-13 Full Valuation New Actuary 9/30/11 6/30/11 2013-14 Update Valuation New Actuary n/a n/a 2014-15 Full Valuation New Actuary 9/30/13 6/30/13 2015-16 Update Valuation New Actuary n/a n/a 2016-17 Full Valuation New Actuary 9/30/15 6/30/15 I. CONSULTANT shall be entitled to monthly progress payments toward the fixed fee set forth herein in accordance with the following progress and payment schedules. 2. Delivery of work product: A copy of every memorandum, letter, report, calculation and other documentation prepared by CONSULTANT shall be submitted to CITY to demonstrate progress toward completion of tasks. In the event CITY rejects or has comments on any such product, CITY shall identify specific requirements for satisfactory completion. 3. CONSULTANT shall submit to CITY an invoice for each monthly progress payment due. Such invoice shall: A) Reference this Agreement; B) Describe the services performed; C) Show the total amount of the payment due; D) Include a certification by a principal member of CONSULTANT's firm that the work has been performed in accordance with the provisions of this Agreement; and E) For all payments include an estimate of the percentage of work completed. Upon submission of any such invoice, if CITY is satisfied that CONSULTANT is making satisfactory progress toward completion of tasks in accordance with this Agreement, CITY shall approve the invoice, in which event payment shall be made within thirty (30) days of receipt of the invoice by CITY. Such approval shall not be unreasonably withheld. If CITY does not approve an invoice, CITY shall notify CONSULTANT in writing of the reasons for non -approval and the schedule of performance set forth in Exhibit "A" may at the option of CITY be suspended until the parties agree that past performance by CONSULTANT is in, or has been brought into compliance, or until this Agreement has expired or is terminated as provided herein. 4. Any billings for extra work or additional services authorized in advance and in writing by CITY shall be invoiced separately to CITY. Such invoice shall contain all of the Surfnet Exhibit B EXHIBIT B Fixed Fee Payment information required above, and in addition shall list the hours expended and hourly rate charged for such time. Such invoices shall be approved by CITY if the work performed is in accordance with the extra work or additional services requested, and if CITY is satisfied that the statement of hours worked and costs incurred is accurate. Such approval shall not be unreasonably withheld. Any dispute between the parties concerning payment of such an invoice shall be treated as separate and apart from the ongoing performance of the remainder of this Agreement. Surfnet Exhibit B EXHIBIT B Fixed Fee Payment PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HUNTINGTON BEACH AND BARTEL ASSOCIATES, INC. FOR ACTUARIAL CONSULTING SERVICES Table of Contents 1 Scope of Services.....................................................................................................1 2 City Staff Assistance................................................................................................2 3 Term; Time of Performance.....................................................................................2 4 Compensation..........................................................................................................2 5 Extra Work...............................................................................................................2 6 Method of Payment..................................................................................................3 7 Disposition of Plans, Estimates and Other Documents...........................................3 8 Hold Harmless.........................................................................................................3 9 Professional Liability Insurance.............................................................................4 10 Certificate of Insurance........................................................... .................................. 5 11 Independent Contractor............................................................................................6 12 Termination of Agreement.......................................................................................6 13 Assignment and Delegation......................................................................................6 14 Copyrights/Patents...................................................................................................7 15 City Employees and Officials..................................................................................7 16 Notices.........................................................................................7 17 Consent....................................................................................................................8 18 Modification.............................................................................................................8 19 Section Headings.....................................................................................................8 20 Interpretation of this Agreement..............................................................................8 21 Duplicate Original....................................................................................................9 22 Immigration...............................................................................................................9 23 Legal Services Subcontracting Prohibited................................................................9 24 Attorney's Fees..........................................................................................................10 25 Survival.....................................................................................................................10 26 Governing Law.........................................................................................................10 27 Signatories.................................................................................................................10 28 Entirety......................................................................................................................10 29 Effective Date................................................................................. I I I IWORTANT , N ttre eerIffie te'bokler i;a an ADDITIONAL INSURED, the poky jWs) mustbe e ondonwd. ti.SUBROGATION IS WAIVED, su*d to ft term and rAI>s t66i* of the p cy,, certain pciiiclas ems" require an a»dorsear xlt A statement on this c oiti does not confer rights to the c+ hok r in lieu of such erWorjoiomo fqs). ERT B'. RICE:JR_ JSi FINANCIALSERVICES, INC. PHONE tAAxX Jt3IiN SAS}GEANT INSURANCE AGENCX >asru� P. Q. B X 4544 WW AF'FORDINCa COVERA M NANO d GLENCALE Cl! 91222 IAA: AMERICAN STATES INSURANCE COMPANY 19704 INSURER B : INDIAN HARBOR INSURANCE COMPAN1Y 36W ' BARTEL-ASSOGIATEa 411 BOREL'AVENUE INSU rat c SUITE 101 *=PERD SAN M AATEO CA _ 9W2 ; INSURER I - INSURER F C{)4lERAGES : CERTIFICATE NUMBER:REVISION NUMBER.. THIS 13 TOO CERTIFY THAT THE POLICIES OF INSURANCE LISTED"BELOW HAVE BEENISSUEDTO THE INSURED NAMED ABOVE z FOR THE Pou.cy PERIOD INDICATED. NOTWITHSTANDING "ANY-'REQUIREIMENT,' TERM OR 'CONDITION :'OF ANY CONTRACT OR OTHER DOCUMENT WITH 1tESPECT TO: WHICH THIS AT CERTIFICE MAY .BE, 4SSUED':OR MAY PERTAIN; ,THE INSURANCE :AFFORDED BY TIME POLICIES DESCRIBED HEREIN IS SUBJECT To ALL THE TERMS, txc.CI ISiONS:AND CONDITIONS OF SUCH POLICII<S i.IMITS SHOVM MAY HAVE BEEN REDUCED B`1 PAID CLAIMS. TYPE rF INSURANCE PSI t�MBER POLICY EFf E� LIMITS GENERAL LIABILITY EACH I OCCURRENCE s :. X COMArEmAL GENERAL LIABILITY ] ^^^ PREMISES Ea aoxxr S CLAIMS k#ACI ® OCCUR l MEB W IAny ons t+ ? .. S 1 C i A , 25CC124429-7 t 112012 001=13 PERsoNALiAow s tobudo G�Nm&AGGREGATE s 2,000=0 CENT AWREGATE LIMIT APPLIES PER: PROL'fXTS-COAPJOP AGG S 0DL1CY'PRO- Lt7G'COMBINED s AUTIOMONLE UAI 0-" r SINGLE UMtT ANYAUTO BOiiILYINJURY,(PsfAaGs ) $ A Alt OVAIED ; A11T05 SCHEDULED 25CC124429-7 00 1=12` 0910112013 I LLY 1NJLIRY (Par } S _. x HIRSOAUTOs D AUit73 .. PROPERTY 134sAA I ; . :UMBRELLA UAB OCCUR 17-11 f EACH OCCURRENCE z EY[CESS" TAB ,.' CLAIMS -MADE - 4 AGGRS ATE UEO. . 1 RETENTIONS s fiL7Fi lAGSIATi1 LiTH i3Y AER "low EI�LC�f FRS' I UTY Ntk 01 WG145163.70 09/0112D12- 09101=13 IdI�.L ELEAt ACGe raT _ .s 1 C eEM x t�E�n 3ga ry in E.L. 6t El E -.EA EMPLOYE s 1,000,000 IaL;.tnsF-ASe-.paacYLIMIT z 1,OUO,OtIfi B �-^— I,; MPPt }1?152t}S 09101t201,2 09It1112{i13 $1;�.� PER CLAIM MISC_ PROFESSIONAL LIABJI � $3,000,000 ANNUAL AGGREGATE IkSCRIP I OF OPERATUMI ACATIC" s) lawmI& Onsci AWWIM.Addlbonal RwWio 30todubs, Name space is raT*edj CERTIFICATE HOLDERIS HERESY NAMED AS AN:ADDITIONAL INSURED CJI I POLICY A-2 CC124429-7 AS RESPECTS OPERATIONS OF THE NAMED INSURED ONLY. SEE ATTACHED FORMS CG8672, .COVERAGE UNDER POLICY 425CC1244294IWs19%ZI5NffQR0t0RY ABOVE ANY OTHER INSURANCE THE CERTIFICATE HOLDER(S) MAY CARRY.. 3!7 DA1' C}TICE t CANCEI LA7 �NIF � MoGRATH, City Attorney By Paul I3TAess� E�siatant:�i Attorn CERT IFiCJ4T E Fif .13ER CANCELLATION SHOULD ANY OF THE AlBOW,015SCRIBIED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEKO' NOTICE VML BE 'DELWEREi3: IN ++� CERTIFICATE ISSUED FOR ACCt2RD CE VYRH THE Y PRCJYIS (*S. INFORMAT i{?t+IttL PURPOSES ONLY~' A REPRESENTR TIK ROBERT'B. RICE.JR O'1988«2010 ACORD CORPOItATION. Afflighft resew Od. ACORD.25.(201=5) The ACORD name arxi Logo are. registered marks of ACORD �rTProfessional Approval , ppoa s PART Date: 8/28/2012 Project Manager Name- Dahle Bulosan Requested by Name if different from Project Manager: Department: Finance PARTS I OF THE PROFESSIONAL SERVICES CONTRACTS APPROVAL FORM MUST BE COMPLETED BY THE REQUESTING DEPARTMENT AND SIGNED BY THE CITY MANAGER, FOR APPROVAL, BEFORE PROCEEDING WITH THE SOLICITATION OR CONTRACT PROCESS. PART I MUST BE FILED WITH ALL APPROVED CONTRACTS. 1) Briefly provide the purpose for the agreement: Actuarial Services on the City's Retirement Supplement and Retiree Medical Plans 2) Estimated cost of the services being sought: $ 80,000 for 3 years (FY 11/12 - FY 13/14) 3) Are sufficient funds available to fund this contract? ® Yes ❑ No If no, please explain: 4) Check below how the services will be obtained: ® A Bid solicitation process in accordance to the MC 3.03.060 procedures will be conducted. ❑ MC 3.03.08(b) — Other Interagency Agreement procedure will be utilized. ❑ MC 3.03,08 — Contract Limits of $30,000 or less exempt procedure will be utilized. 5) Is this contract generally described on the list of professional service contracts approved by the City Council? If the answer to is question is "No," the contract will require approval from the City Council.)__ ® s ❑ No cal Seivices/,Manager Signature 2.c,�`— Z-6,/Z. Date 6) Amount, Business Unit (8 digits) and Object Code (5 digits) where funds are budgeted (Please note that a budget check will occur at the object code level): 70235202.69365 $ 55,000 70335203.69365 $ 25,000 (Ire V -CQ� Bu t Approval Dep rt ent Head ignature(s) v it cto- f Finani` s Signature D City Manager's Signature APPROVEQ45 MNIED ❑ Manager's Signature Date ,?« Data Z Dat IV) ?,7' Dat �/ ) —1,4 4 - / ;)- Date CITY OF HUNTINGTON BEACH Date.- 8/28/2012 Project Manager: Dahle Bulosan Requested by Name if different from Project Manager: Department: Finance PARTS I & II OF THE PROFESSIONAL SERVICES CONTRACTS APPROVAL FORM MUST BE COMPLETED BY THE REQUESTING DEPARTMENT AND SIGNED FOR APPROVAL. PART I & II MUST BE FILED WITH ALL APPROVED CONTRACTS. 1) Name of consultant: Bartel Associates, LLC 2) Contract Number: FIN 012-016-00 (Contract numbers are obtained through Finance Administration x 5630) 3) Amount of this contract: $ NTE 80,000 for 3 years 4) Is this contract less than $50,000? ❑ Yes ❑ No 5) Does this contract fall within $50,000 and $100,000? ❑ Yes ❑ No 6) Is this contract over $100,000? ❑ Yes ❑ No (Note: Contracts requiring City Council Approval need to be signed by the Mayor and City Clerk. Make sure the appropriate signature page is attached to the contract.) 7) Were formal written proposals requested from at least three available qualified consultants? ❑ Yes ❑ No 8) Attach a list of consultants from whom proposals were requested (including a contact telephone number.) 9). Attach Exhibit A, which describes the proposed scope of work. 10) Attach Exhibit B, which describes the payment terms of the contract. ca = �_ �(_ _"�_ -C X: � �'� - .!Z�5 E'94a'- Budge Approva i natu Date !3!Z Dir ctor of Finance or designee) Signature ate Project Summary Report for Actuarial Services Notified as a Planet Bids Downloaded Local Vendor Registered User RFP Vendor CAL PACIFIC LAND SERVICES, INC. X X THOMAS J. ZIA & ASSOCIATES X CalRecovery, Inc. X Urban One X Pacific Municipal Consultants X Keenan & Associates X Main Street Capital Advisors X David Taussig & Associates X J&L Collection Services, Inc X CPI-HR X X UltraSystems Environmental (DBE/WBE/SBE) X Sequoia Concepts, Inc. X Turbo Data Systems, Inc. X Best Practice Systems X visual X Onvia X Bartel Associates, LLC X Bickmore and Associates, Inc. X Bartel Associates, LLC X Lewis & Ellis, Inc. X AMI Risk Consultants Inc. X TOTALS 14 8 1 City of Huntington Beach Funds Available Report 9/30112 Object Cumulative 14 Cumulative 14 Cumulative 14 Cumulative 14 Account Subsidiary Budget Actual Encumbrance Funds Availlable 9/30/12 9/30/12 9/30/12 9/30/12 70235202 - Retirement Medical Supplement 55205 - Retiree Health Insurance 1,100,000.00 1,100,000.00 55255 - Kaiser 116,923.04 -116,923.04 55260 - Blue Shield - HMO 10 132,034.00 -132,034.00 55260 - Blue Shield - High 30 104,908.00 -104,908.00 55260 - Blue Shield - Subsidy 90 31,413.00 -31,413.00 55265 - PERS Med - HMO 10 7,686.00 -7,686.00 55265 - PERS Med - High 30 2,034.00 -2,034.00 55265 - PERS Med - Subsidy 90 390,122.64 0.00 -390,122.64 55200 - Health Insurance 1,100,000.00 785,120.68 0.00 314,879.32 56020 - FICA Medicare 0.00 59,553.00 4,895.00 -64,448.00 55000 - Benefits 1,100,000.00 844,673.68 4,895.00 250,431.32 51000 - PERSONAL SERVICES 1,100,000.00 844,673.68 4,895.00 250,431.32 69365 - Other Professional Services 54,000.00 (� `21,480.00 3,520.00 29,000.00 69300 - Professional Services 54,000.00 21,480.00 3,520.00 29,000.00 69450 - Other Contract Services 0.00 0.00 77200 - To General Fund 100 40,170.00 40,170.00 0.00 77000 - Interdepartmental Charges 40,170.00 40,170.00 0.00 60000 - OPERATING EXPENSES 94,170.00 61,650.00 3,520.00 29,000.0.0 50000 - EXPENDITURES 1,194,170.00 906,323.68 8,415.00 279,431.32 70335203 - Retirement Supplement 53000 - Salaries - Overtime 0.00 0.00 51000 - PERSONAL SERVICES 0.00 0.00 69365 - Other Professional Services 15,000.00 11,955.00 45.00 3,000.00 69300 - Professional Services 44,500.00 44,500.00 69300 - Professional Services 59,500.00 11,955.00 45.00 47,500.00 69450 - Other Contract Services 0.00 0.00 0.00 74000- Pension Payments 3,150,000.00 2,840,178.37 4,198.41 305,623.22 77200 - To General Fund 100 154,809.00 154,809.00 0.00 77000 - Interdepartmental Charges 154,809.00 154,809.00 0.00 60000 - OPERATING EXPENSES 3,364,309.00 3,006,942.37 4,243.41 353,123.22 50000 - EXPENDITURES 3,364,309.00 3,006,942.37 4,243.41 353,123.22 GtAzx-,(- "00,:C", ",( /=X 9/5/2012 2:45:26 PM Page 1 of 1 City of Huntington Beach Funds Available Report 2012 Object Cumulative 14 Cumulative 14 Cumulative 14 Cumulative 14 Account Subsidiary Budget Actual Encumbrance Funds Availiable 2012 2012 2012 2012 Retirement Medical Supplement 55205 - Retiree Health Insurance 1,137, 000.00 1,137, 000.00 55200 - Health Insurance 1,137,000.00 0.00 1,137,000.00 55000 - Benefits 1,137,000.00 0.00 0.00 1,137,000.00 51000 - PERSONAL SERVICES 1,137,000.00 0.00 0.00 1,137,000.00 69365 - Other Professional Services 6,000.00 0.00 0.00 6,000.00 69300 - Professional Services 6,000.00 0.00 0.00 6,000.00 77200 - To General Fund 100 41,375.00 0.00 41,375.00 77000 - Interdepartmental Charges 41,375.00 0.00 41,375.00 60000 - OPERATING EXPENSES 47,375.00 0.00 0.00 47,375.00 50000 - EXPENDITURES 1,184,375.00 0.00 0.00 1,184,375.00 70335203 - Retirement Supplement 69300 - Professional Services 0.00 0.00 0.00 0.00 74000 - Pension Payments 3,839,000.00 0.00 3,839,000.00 77200 - To General Fund 100 159,453.00 0.00 159,453.00 77000 - Interdepartmental Charges 159,453.00 0.00 159,453.00 60000 - OPERATING EXPENSES 3,998,453.00 0.00 0.00 3,998,453.00 50000,- EXPENDITURES 3,998,453.00 0.00 0.00 3,998,453.00 9/5/2012 2:45:55 PM Page 1 of 1