HomeMy WebLinkAboutActuarial Sciences Associated (ASA) - 1999-04-05,
CITY OF HUNTINGTON BEACH
2000 MAIN STREET
OFFICE OF THE CITY CLERK
CONNIE BROCKWAY
CITY CLERK
CALIFORNIA 92648
LETTER OF TRANSMITTAL OF ITEM APPROVED BY THE CITY COUNCIL/
REDEVELOPMENT AGENCY OF THE CITY OF HUNTINGTON BEACH
Name 1
ZZ5/ i / i / 1
Street
See Attached Action Agenda Item
Date of Approval
Enclosed For Your Records Is An Executed Copy Of The Above Referenced Agenda Item.
Remarks:
Connie Brockway
City Clerk
Attachments: Action Agenda Page
Agreement
Bonds
Insurance
RCA
Deed
Other
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Name
Department
RCA Agreement
Insurance Other
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Name
Department
RCA Agreement
Insurance Other
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Department RCA
Name Department RCA
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Risk Ih]anagement Dept.
Ageement Insurance Other
Ageement Insurance Other
lasurance
Received by Name - Company Name - Date
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(Telephone: 714.536.5227)
Council/Agency Meeting He -5"-
Deferred/Continued to:
A Approy, Cl Conditionally Approved ❑ Denied
Council Meeting Date: April 5, 1999
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City Clerk's Sign e
Department ID Number: AS 99-03
CITY OF HUNTINGTON BEACH
y
REQUEST FOR COUNCIL ACTION
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,
SUBMITTED TO:
HONORABLE MAYOR AND CITY COUNCIL
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SUBMITTED BY:
Ray Silver, City Administrate
PREPARED BY:
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John Reekstin, Director of Administrative Services
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SUBJECT:
Approve Assignment of Rights and Delegation of Duties from KPMG Peat
Marwick to Actuarial Sciences Associated for Actuarial Services
Statement of Issue, Funding Source, Recommended Action, Alternative Actlon(s), Analysis, Environmental Status, Attachmen
Statement of Issue: Due to KPMG Peat Marwick's discontinuance of actuarial services, an
Assignment or Rights and Delegation of Duties to Actuarial Services Associated (ASA) is
required relating to the City's Retirement Supplement and Medical Retirement programs.
Funding Source: NIA
Recommended Action: Approve the Assignment of Rights and Delegation of Duties from
KPMG Peat Marwick to ASA and approve the application for insurance waiver.
Alternative Action(s):
Do not honor the remaining KPMG Peat Marwick contract and obtain bids for actuarial
services.
Analysis: In 1997 the City entered into a four year contract with KPMG Peat Marwick for
actuarial services for the City's Retirement Supplement and Medical Retirement programs.
These actuarial services are required for the City's annual audit. The City had contracted
with KPMG Peat Marwick since 1991. The contract runs through fiscal year 1999/2000.
In November 1998 KPMG Peat Marwick discontinued its actuarial services and assigned its
rights under the contract with the City to ASA. Many of the individuals who worked for KPMG
Peat Marwick on the City's plan now work for ASA and will do the professional work on the
City's actuarial needs.
ASA will honor the terms of the original contract with KPMG Peat Marwick. Staff is therefore
recommending that the contract be assigned to ASA.
Environmental Status: NIA
R QUEST FOR COUNCIL ACTS
MEETING DATE: April 5, 1999 DEPARTMENT ID NUMBER: AS 99-43
Attachments :
1. Original Contract with KPMG Peat Marwick
2. Assignment of Rights and Delegation of Duties from KPMG Peat
Marwick to Actuarial
3. Letter from KPMG Peat Marwick Concerning Actuarial and
Benefits Consulting Services Dated December 4, 1998
4. Letter Signed by ASA and KPMG Peat Marwick Concerning
Delegation of Actuarial Studies Services
5. Application for Insurance Requirements Waiver or Modification
RCA Author: Robert Sedlak
ACiSEV ZOC -2- IMMS 59 W35 AM
i
ATTACHMENT #1
AGREEMENT BETWEEN THE CITY OF HUNTINGTON BEACH
AND KPMG PEAT MARWICK, L.L.P.,
FOR ACTUARIAL STUDIES SERVICES
1. TERM OF AGREEMENT
2. WORK STATEMENT
3. CITY STAFF ASSISTANCE
4. TIME OF PERFORMANCE
5. COMPENSATION
6. EXTRA WORK
7. METHOD OF PAYMENT
8. ADVICE AND CONSULTATION
9. INDEMNIFICATION AND HOLD HARMLESS
10. WORKERS' COMPENSATION
11. INSURANCE
12. CERTIFICATES OF INSURANCE; ADDITIONAL INSURED
ENDORSEMENTS
13. INDEPENDENT CONTRACTOR
14. TERMINATION OF AGREEMENT
15. ASSIGNMENT AND SUBCONTRACTING
16. CITY EMPLOYEES AND OFFICIALS
17. FAIR EMPLOYMENT PRACTICES/EQUAL OPPORTUNITY ACTS
18. AGENCY
19. CONFLICT OF INTEREST
20. NOTICES
21. IMMIGRATION
22. LEGAL SERVICES SUBCONTRACTING PROHIBITED
23. ENTIRETY
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AGREEMENT BETWEEN THE CITY OF.HUNTINGTON BEACH
AND KPMG PEAT MARWICK, L.L.P.
FOR ACTUARIAL STUDIES SERVICES
THIS AGREEMENT is made and entered into this day of
1997, by and between the CITY OF HUNTINGTON BEACH, a municipal corporation of the
State of California, hereinafter referred to as "CITY", and KPMG PEAT MARWICK, L.L.P., a
limited liability partnership, hereinafter referred to as "CONSULTANT."
WHEREAS, CITY desires to engage the services of an independent firm to conduct
actuarial studies for the CITY's supplemental retirement plan and retiree medical plan to obtain
all required financial statement disclosure information for both the retirement supplement and
retiree medical plan that is required by the Government Accounting Standards Board; and
Pursuant to documentation on file in the office of the City Clerk, the provisions of
HBMC Chapter 3.03 relating to procurement of professional service contracts has been complied
with; and
CONTRACTOR has been selected to perform said services,
NOW, THEREFORE, it is agreed by CITY and CONTRACTOR as follows:
This Agreement shall commence on the day and year set forth herein as the
execution date and shall terminate upon completion of CONTRACTOR's submittal of their final
report for the fiscal year ending September 30, 2000.
CONTRACTOR shall provide all services as described in the Request for
Proposal, CONTRACTOR's proposal dated April 25, 1997, and Scope of Services (hereinafter
collectively referred to as Exhibit "A"), which is attached hereto and incorporated into this
Agreement by this reference. Said services shall sometimes hereinafter be referred to as
"PROJECT."
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CONTRACTOR hereby designates Dan Frankenstein and Margaret McBride
who shall represent it and be its sole contacts and agents in all consultations with CITY during
the performance of this Agreement.
R. \. Masi.
CITY shall assign a staff coordinator to work directly with CONTRACTOR in the
Performance of this Agreement.
QOki .u:►
Time is of the essence of this Agreement. The services of the CONTRACTOR
are to commence as soon as practicable after the execution of this Agreement, and all tasks
specified in Exhibit "A" shall be completed as soon as practicable after the end of each fiscal
year. The time for performance of the tasks identified in Exhibit "A" are generally to be shown
in the Scope of Services on the Work Program/Project Schedule. This schedule may be amended
to benefit the PROJECT, if mutually agreed by the CITY and CONTRACTOR.
CONTRACTOR shall complete all reports by the dates detailed in the Proposal.
REMEN'repula-M&T.11t►
In consideration of the performance of the services described herein, CQY agrees
to pay CONTRACTOR fees as follows: FY 1996/97 - $19,000; FY 1997/98 - $6,500;
FY 1998/99 - $20,000; FY 1999/2000 - $7,000.
The maximum annual fee shall include all costs and expenses of CONTRACTOR
for performance of the services described herein.
In the event CITY requires additional services not included in Exhibit "A," or
changes in the scope of services described in Exhibit "A," CONTRACTOR will undertake such
work after receiving written authorization from CITY. Additional compensation for such extra
work shall be allowed only if the prior written approval of CITY is obtained.
If unusual circumstances are encountered which make it necessary for CONTRACTOR to
do additional work, CONTRACTOR shall report such conditions to CITY's City Council and
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City Administrator prior to undertaking such additional work, and request additional
compensation at CONTRACTOR's agreed billing rates, all of which shall be subject to a written
amendment hereto, approved by the City Council.
7. MEMOD OF PAYMENT
A. CONTRACTOR shall be entitled to progress payments toward the fixed
fee set forth herein in accordance with the progress and payment schedules set forth in Exhibit
"At'
B. Delivery of work product: A copy of every technical memo and report
prepared by CONTRACTOR shall be submitted to the 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. Any such product which has not
been formally accepted or rejected by CITY shall be deemed accepted.
C. The CONTRACTOR shall submit to the CITY an invoice for each
progress payment due. Such invoice shall:
1) Reference this Agreement;
6 2) Describe the services performed;
3) Show the total amount of the payment due;
4) Include a certification by a principal member of the
CONTRACTOR's firm that the work has been performed in accordance with the
provisions of this Agreement; and
completed.
5) For all payments, include an estimate of the percentage of work
Upon submission of any such invoice, if CITY is satisfied that
CONTRACTOR is making satisfactory progress toward completion of tasks in accordance with
this Agreement, CITY shall promptly approve the invoice, in which event payment shall be made
within thirty (34) 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
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CONTRACTOR in writing of the reasons for non -approval, within seven (7) calendar days of
receipt of the invoice, and the schedule of performance set forth in Exhibit "A" shall be
suspended until the parties agree that past performance by CONTRACTOR is in, or has been
brought into compliance, or until this Agreement is terminated as provided herein.
D. Any billings for extra work or additional services authorized by CITY
shall be invoiced separately to the CITY. Such invoice shall contain all of the 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.
audit reports.
E. Final payment shall be made when CITY receives CONTRACTOM final
CONTRACTOR shall provide advice and consultation on matters that may arise
from time to time that will affect accounting, auditing, or operating procedures.
CONTRACTOR shall provide CITY staff with advice and consultation as required throughout
the year relating to subject matter of this Agreement.
' 1 uh �►:►1 .�� 1 .:tu
CONTRACTOR hereby agrees to indemnify, defend, and hold and save harmless
CITY, its officers and employees from any and all liability, including any claim of liability and
any and all losses or costs arising out of the negligent performance of this Agreement by
CONTRACTOR, its officers or employees.
CONTRACTOR shall comply with all of the provisions of the Workers'
Compensation Insurance and Safety Acts of the State of California, the applicable provisions of
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the California Labor Code and all amendments thereto; and all similar state or federal acts or
laws applicable; and shall indemnify, defend and hold harmless CITY from and against all
claims, demands, payments, suits, actions, proceedings, and judgments of every nature and
description, including attorney fees and costs presented, brought or recovered against CITY, for
or on account of any liability under any of said acts which may be incurred by reason of any
work to be performed by CONTRACTOR under this Agreement.
CONTRACTOR shall obtain and furnish evidence to CITY of maintenance of
statutory workers compensation insurance and employers liability in an amount of not less than
$100,000 bodily injury by accident, each occurrence, $100,000 bodily injury by disease, each
employee, and $250,000 bodily injury by disease, policy limit.
In addition to the workers compensation insurance and CONTRACTOR's
covenant to indemnify CITY, CONTRACTOR shall obtain and furnish to CITY the following
insurance policies covering the PROJECT:
A. General Liability Insurance
A policy of general public liability insurance, including motor vehicle coverage.
Said policy shall indemnify CONTRACTOR, its officers, agents, and employees, while acting
within the scope of their duties; against any and all claims of arising out of or in connection with
the PROJECT, and shall provide coverage in not less than the following amount: combined
single limit bodily injury and property damage, including products/completed operations liability
and blanket contractual liability, of $1,000,000 per occurrence. If coverage is provided under a
form which includes a designated general aggregate limit, the aggregate limit must be no less
than $1,000,000. Said policy shall name CITY, its officers, and employees as Additional
Insureds, and shall specifically provide that any other insurance coverage which may be
applicable to the PROJECT shall be deemed excess coverage and that CONTRACTOR's
insurance shall be primary.
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g Aag reemenlpeatmaA05119197
CONTRACTOR shall acquire a professional liability insurance policy covering
the work performed by it hereunder. Said policy shall provide coverage for CONTRACTOR's
professional liability in an amount not less than $500,000 per claim. A claims made policy shall
be acceptable.
WEEMDR-WRINKS.I.W10 ► : i
Prior to commencing performance of the work hereunder, CONTRACTOR shall
furnish to CITY certificates of insurance, subject to approval of the City Attorney, evidencing the
foregoing insurance coverages as required by this Agreement; said certificates shall provide the
name and policy number of each carrier and policy, and shall state that the policy is currently in
force and shall promise to provide that such policies will not be canceled or modified without
thirty (30) days' prior written notice of CITY. CONTRACTOR shall maintain the foregoing
insurance coverages in force until the work under this Agreement is fully completed and
accepted by CITY.
The requirement for carrying the foregoing insurance coverages shall not derogate
from the provisions for indemnification of CITY by CONTRACTOR under the Agreement.
CITY or its representative shall at all times have the right to demand the original or a copy of all
said policies of insurance. CONTRACTOR shall pay, in a prompt and timely manner, the
premiums on all insurance hereinabove required.
A separate copy of the additional insured endorsement to each of
CONTRACTOR's insurance policies, naming the CITY, its officers, and employees as
Additional Insureds shall be provided to the City Attorney for approval prior to any payment
hereunder.
CONTRACTOR is, and shall be, acting at all times in the performance of this
Agreement as an independent contractor. CONTRACTOR shall secure at its expense, and be
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responsible for any and all payment of all taxes, social security, state disability insurance
compensation, unemployment compensation, and other payroll deductions for CONTRACTOR
and its officers, agents, and employees and all business licenses, if any, in connection with the
services to be performed hereunder.
14. TERMINATION OF AGREEMENT
All work required hereunder shall be performed in a good and workmanlike
manner. CITY may terminate CONTRACTOR's services hereunder at any time with or without
cause, and whether or not PROJECT is fully complete. Any termination of this Agreement by
CITY shall be made in writing, notice of which shall be delivered to CONTRACTOR as
provided herein. Either party may terminate this Agreement upon thirty days' written notice,
delivered in accordance with the provisions under Paragraph 21 of this Agreement.
is. ASSLGNMENT AND SUBCONTRACTING
This Agreement is a personal service contract, and the supervisory work
hereunder shall not be delegated by CONTRACTOR to any other person or entity without the
consent of CITY.
16. CITY EMPLOYEES AND OFFICIALS
CONTRACTOR 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.
17. FAIR EMPLOYMENT PRACTICESIEQUAL OPPORTUNITY ACTS
In the performance of this Agreement, CONTRACTOR shall comply with all
applicable provisions of the California Fair Employment Practices Act (California Government
Code § 12940, et seq.) and the applicable equal employment provisions of the Civil Rights Act of
1964 (U.S C. 2000e, et seq.).
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18. AGENCY
Except as CITY may specify in writing, CONTRACTOR shall have no authority,
express or implied, to act on behalf of CITY as its agency in any capacity whatsoever.
CONTRACTOR shall have no authority hereunder, express or implied, to bind CITY to any
obligation whatsoever.
During the term hereof, CONTRACTOR shall not accept or perform any
employment, or have any financial interest, which in any way conflicts with its performance of
this Agreement. Huntington Beach City Charter §616 provides that during the term hereof,
CONTRACTOR may have no personal interest, direct or indirect, in the fiscal affairs of the
CITY government or any of its officers.
I
Any notice or special instructions required to be given in writing under this
Agreement shall be given either by personal delivery to CONTRACTOR's agent (as designated
in Section 1 hereinabove) or to CITY's Director of Finance, 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, addressed as follows:
TO CITY:
Daniel Villella
Director of Finance
City of Huntington Beach
2000 Main Street
Huntington Beach, CA 92649
TO CONTRACTOR:
Daniel Frankenstein
KPMG Peat Marwick, L.L.P.
Center Tower, 650 Town Center Drive
Costa Mesa, CA 92628
CONTRACTOR 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.
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gAagreemenlpeatmar105119197
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* i\V _MTSTWIMM W 64,161 of I Ii
CONTRACTOR 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. CONTRACTOR 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
CONTRACTOR.
23. ENTIRETY
The foregoing, and Exhibit "A": attached hereto, set forth the entire Agreement
between the parties.
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gAagreamenlpeatmar105119197
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be
executed by and through their authorized offices the day, month and year first above written.
KPMG PEAT MARWICK, L.L.P.,
a California limited liability partnership:
By: L
Daniel W. Frankenstein
Its: Principal
By: Y�
Mar et M ride
Its: Partner
ATTEST:
CITY OF HUNTINGTON BEACH, A
municipal corporation of the State of
California
A-0
?4 Al�o
Mayor
APPROVED AS TO FORM:
City Attorney
At; 11 .3 !
g1agreemeMpeatmarkOS/19197
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ATTACHMENT
#2
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CONSENT TO ASSIGNMENT OF ACTUARIAL SERVICES CONTRACT
The CITY OF HUNTINGTON BEACH and KPMG entered into that certain agreement for
actuarial services dated June 16, 1997 ("the Agreement"), and KPMG has assigned the Agreement to
ASA and the Agreement requires the City's approval of assignments and the City desires to approve
such assignment.
Therefore, the CITY OF HUNTINGTON BEACH hereby consents to the assignment to ASA,
a California corporation, of the Contract for Actuarial Services involving the CITY OF
HUNTINGTON BEACH and KPMG ("Assignor"). The subject matter of the underlying contract is
as follows: Contract for Actuarial Studies Services dated June 16, 1997, between the CITY OF
HUNTINGTON BEACH and KPMG.
The assignment includes the delegation of contractual duties of performance under the
contract by and between the CITY OF HUNTINGTON BEACH and KPMG.
The CITY OF I-IUNTINGTON BEACH agrees to hold Assignor harmless for any breach of
the contract subsequent to the execution of this Assignment and shall look solely to the Assignee for
performance under the contract. All other terms and conditions thereof shall remain the same.
DATED: "?
KPMG:
By:
Ae
print name
ITS: circle one) ChairmaniPresidenuVice President/
Partner
AND
By: f-
-if 6zLi�---TTr
print name
ITS: (circle one) Secretary/Chief Financial OfficerfAsst.
Secretary - Treasurer/ artner
REVIEWED AND APPROVED:
C"7, = .
City Adm n strator
CITY OF HUNTINGTON BEACH, a
municipal corporation of the State of
Cali 17 �&
Mayor
ATTEST:
0 P
(.��
City Clerk
APPROVED AS TO FORM:
�th(.Attorri
INITIATED AND APPROVED:
6-L,
Dir ctor of Administrative Services
WV99agree/consent 01 /26i99
ATTACHMENT #3
=-..
Peat Marwick LLP
725 Soith F-gue•oa Street
Los Angeles. CA 90017
December 4, 1998
Telephore 213 972 4000 -e e`ax 213 622 1217
15
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Mr. Robert Sedlak, Jr..
Principal Accountant
City of Huntington Beach
2000 Main Street
Huntington Beach, California 92648
Re: Actuarial and Benefits Consulting Services
Dear Robert:
KPMG Peat Mar -wick has been providing actuarial and benefits consulting services to the
Cite of Huntington Beach for the Retirement Supplement Plan and Retiree Subsidy
Medical Plan under terms of a contract dated June 16, 1997.
Effective November 13. 1998, KPMG's California actuarial and benefits consulting
practice was acquired by ASA. Accordingly, KPMG is no longer providing actuarial and
benefits consulting services. Therefore, KPMG requests that the City of Huntington
Beach transfer terms of the contract to ASA.
Sincerely,
KPMG
Robert E. Buce
:' cit} hhch';.Corr -x terk pm a. doe
cc: Fred Heidorn
Brad Au
ATTACHMENT #4
0
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Delegation of Actuarial Studies Services
With respect to the Agreement between the City of Huntington Beach and KPMG for
Actuarial Studies Services, dated .tune 16, 1997, ASA and KPMG agree to the following:
Effective November 13, 1998, KPMG agrees to delegate 1 assign rights and ASA agrees
to accept, with the consent of the City of Huntington Beach, the terms of the contract.
ASA will perform the Actuarial Studies Services in accordance with the terms of the
Agreement.
Frederick N. Heidorn
Vice President and Managing Actuary
ASA
4
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Partner
KPMG
fA6tyhbchlcarrlxfer2.doc
333 SOUTH GRAND AVENUE
SUITE 1650
LOS ANGELES CA 90071
Tel 2 U 253 16t0
Fax 213 687 9292
•
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ATTACHMENT #5
EXHIBIT H
CITY OF HUNTINGTON BEACH
APPLICATION FOR INSURANCE REQUIREMENTS WAIVER OR VIODWICATION
Na^ie%Tale,'Deps trtent of Requesting Staff Member: _chris Mendoza/Ofc Spec/Risk Mgmt
1 Date of Request: 2/16/99
3. Name crContrac(or!Perrnittee: ASA Acquisition Corporation
4. Description of %vi)-]; to be rerforrr.ed: Actuarial services for FY 97/9$, 98/99 and 99/00
5. Ler,et .- o Contract,
6. Type -7 lnsurznceWaiver or Modification Regueste& Cancel lat inn rl_auc;e wnraj nq - insurance
com s
04Q - - (lt) Cover
— �- -
7. Reason for Request for Waiver or Reduction of Liir.its: Uemen is
S. Identify t!:e risk-s to the City if this request for waiver or nnodifica:ions granted:
Departtnen. Head Signature:
(This section to be completed by the Risk,lfanager)
Recommendation:
AD; rove Deny Risk Manager's Signature;Da4* �/ >! /� ; Z Z, 7 Z
(This .section fo he completed by the City Attorney) ti
Recomtnendation : I
Approv Deny Citv Attorney's Signature/Date i
Settlement Corn mince approval [is] [is note required for ICts ,`-iver. . Ir `•_"Eea c--a C.cm,—i.itcC PV -YO Y 2i is r'uq n,cLu. soIbP,la
to City A.1m.r,ey's Office to be placed or, the agenda. Recommendation: Approve Deny
City Council approval [is] [is not] required for this waiver. If City Council approval is required, attach this form to the
RCA after consideration by the Settlement Committee. This insurance waiver [is] [is not] on Ci y Council agenda.
jmp/klresoution/' .srep/215/98
7
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PRODLICGR (908) 689-1.092 FAX (908) 689-0694
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION
Sowers, Schumann & Welch
ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR
Route 31 North
ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.
P.O. Box 978
COMPANIES AFFORDING COVERAGE
Washington, N) 07882
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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 REOUIREMENT, 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.
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DEiCPoPT7ON OF OPERAMuNSILOGT10r19NEHICLESMPECULL fTEMS
he City of Huntington Beach, its agents, officers and employees are named as additional
insured on the General Liability coverage, but only with respects to work performed by the
named insured.
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SHMM ANY OF THE MOVE M1101 M POLICIES BE C WIC✓ L= BEFORE THE
E1MRAUM DATE THEREOF, THE MISUI IG COMPANY WILL ENDEAVOR TO UAL
The City of Huntington Beach it Agents
_j�DAYSWWrrFNNOTICISTOTHECRMICATGHOLAERNAMEDTOTHELEFT,
Officers and Employees
MIT FAILURE TD MAIL SUCH NOTICE SHALL IMPOSE NO OBLIGATWF) OR LIABILITY
2000 Main St.
OF ANY Mn UPON THE COMPANY, nt AGE► S OR REPRESG►RATNES-
Huntington Beach, CA 92648
AlmaoRQE0REPRGrrNTATIVG
Dawn Spinnler
' '{ , I!I 'I IIII III P I I II �I! I IIII
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'• Pages: _ �� •
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Date: Re: A J P J, z� ,-,
04,"le CITY OF HUNTINGTON BEACH
2000 PAAIN STREET FAX: 7141374.1597 CALIFORNIA 92648
RISK MANAGEMENT DIVISION
PLEASE F0.3WARD THIS N10T;CE TO YOUR INSURANCE AGENT. YOUR INSURANCE AGENT is to make anylafl corrections for
resubmittal. The enclosed certificate of ins-irarce 7as been returned to you for the following reasonls):
has not been approved for the following reasons
1.❑ No General Liability Insurance was submitted or the existing coverage has lapsed. Upon submittal, items 2-6 apply.
2.0 Your endorsement naming the City of Huntington Beach as additional insured is incomplete. The Additional Insured
Endorsement must name the City of Huntington Beach its Agents, Officers and Employees as additional insured for the certificate
of Generaf Liability Insurance to be approved.
3, 9 In the Cancellation Clause, pease inclL de a 30-dav cancellation notice and strike -out the words "endeavor to" and "but
failure to mail such notice shall impose -no obligation or [!ability of any kind upon the company,its agents or representatives."
Except for Public Works contracts, t 0-day notice in the event of non-payrnent is acceptable.
4.7 The certificate does not provide at !east $1.000,000 combined single limit General Liability insurance coverage
per occurrence, or the period of coverage has lapsed.
5.❑ Any deductible, self -insured retention or other modification of coverage requires a waiver which must be requested frorn
Risk Management. ❑ Check this box to request a waiver. Purpose: ❑ Contract or ❑ Permit with the City. Explain the
nature and tireframe of the pending work on the back of this page and return it with your insurance certificate.
6.❑ !nsurance must be placed wi:i. a California admitted carrier with a current A.M. Best's Rating of no less than A:VII (Errors and
0--missions L iabiiity of 51,000,000 per occ_;rrerce'.
has not been approved for the following reasons
7.� Certificate of Workers' Cor^ipe,isa:ion Insurance has not been provided or has lapsed. Upon submittal, items 8 1Q apply, If
you have no employees, you must sign the Dec armion of Nan -Employer Status form available from the Risk ",Ganagement Division
of the City.
8.0 The Workers' Compensation insurance shown does not meet California statutory limits of at least $100,000 bodily injury
per disease or accident; $300,000 bodily injury by disease policy limit.
9.t8 In the Cancellation Clause. please include a 30-day cancellation notice and strike -out the words "endeavor to" and "but
failure to rnail such notice shall impose no obligation or liability of any kind upon the company, its agents or representatives."
Except for Public Works contracts, 10-day notice in the event of non-payment is acceptab'e.
10. ❑ Any deductib e, self-insureu •etenucn or other rrcdifcation of coverage requires a waiver which must be requested from
Risk Management, ❑ Check this box to request a waiver. Purpose: ❑, Contract or ❑ Permit with the City. Explain the
nature and timeframe of the pending work on the back of this page and return it with your insurance certificate.
has not been approved for the following reasons
1 1 ❑ Failure to provide a minimum of $ 1 ,000,000 Professional Liability insurance for a contractor providing professional services
(items 12-13 appfy). Additional fnsured Endorsement is not required.
12.7 in -.he Cancei:ation Clause• p ease '^-c!uce a 30-day cancel!ation notice and strike -out the words "endeavor to" and "but
failure to nail such notice Shill! impose roc obligation e iability of any kind upon the company, its ngents o_r_re_presentativrs,"
Except for Public Works contracts. ' 0-day notice in the evert of non-payment is acceptable..
13. ❑ Any deductible, self -insured retention or other modification of coverage requires a waiver which must be requested from
Risk Management. ❑ Check this box to request a waiver. Purpose: ❑ Contract or ,❑ Permit with the City. Explain the
nature and timeframe of the pending work on the back of this page and return it with your insurance certificate.
Proof of all required insurance must be submitted as a complete ackage (i.e., Gen. Liability, Work Comp., etc.) for approval. If
not, the individual proof forms have been returned to you, changes or corrections noted, for re -submittal as a package. Please
contact Chris Mendoza at 7141536-5252 if you have any questions/comments. r
o:\`orms\return. doc ;Revised: 1/15/99) ,
RCA ROUTING SHEET
INITIATING DEPARTMENT:
Administrative Services
SUBJECT:
Approve Assignment of Rights and Delegation of Duties
from KPMG Peat Marwick to ASA Consulting Services for
Actuarial Services
COUNCIL MEETING DATE:
April 5, 1999
`RCA ATTACHMENTS
:° STATUS
Ordinance (wlexhibits & legislative draft if applicable)
Not Applicable
Resolution (w/exhibits & legislative draft if applicable)
Not Applicable
Tract Map, Location Map and/or other Exhibits
Not Attached (Explain)
Contract/Agreement (w/exhibits if applicable)
(Signed in full by the City Attomey)
Attached
Subleases, Third Party Agreements, etc.
(Approved as to form by City Attorney)
Not Applicable
Certificates of Insurance (Approved by the City Attomey)
Attached
Financial Impact Statement (Unbudget, over $5,000)
Not Applicable
Bonds (If applicable)
Not Applicable
Staff Report (If applicable)
Not Applicable
Commission, Board or Committee Report (If applicable)
Not Applicable
Findings/Conditions for Approval and/or Denial
Not Applicable
EXPLANATION FOR. MISSING; ATTACHMENTS
REVIEWED ::
.
RETURNED `
..
FOR
ED .
Administrative Staff
{ }
{ }
Assistant City Administrator (initial)
{ }
( }
City Administrator (Initial)
City Clerk
{ }
EXPLANATION FOR RETURN OF ITEM:
RCA Author: Robert Sedlak
Council/Agency Meeting Held:
Deferred/Continued to:
•
pproved ClConditio ally Approved ❑ Denied
L-
;Qe City CI 's Signature
Council Meeting Date: June 16, 1997
Department ID Number: AS 97-020
CITY OF HUNTINGTON BEACH
REQUEST FOR COUNCIL ACTION
SUBMITTED TO: Honorable Mayor and City Council
SUBMITTED BY: Michael T. Uberuaga, City Admin
PREPARED BY: Robert J. Franz, Deputy City Admini
SUBJECT: Approval of Contract with KPMG Peat 9-a rwick foi
Statement of Issue, Funding Source, Recommended Action, Alternative Action(s), Analysis, Enviror
al Servi
Statement of Issue: The City's Supplemental Retirement and Retiree Medical Plans
require actuarial studies as part of the City's annual audit.
Funding,.$ource: For fiscal year 1996/97, this contract will be paid from appropriations in
the Retirement Supplement and Retiree Medical Plans. In future years, these amounts will
be budgeted as a separate item within those funds.
Recommended Action: Approve the attached contract
perform actuarial services for fiscal years 1996/97, 1997/98,
with KPMG Peat Mffimicw to
1998/99, and 1999/20Q66
S y { C"i
C-0 { C7 T
T �{
0 Ty h7 m
Co =5 A
Y_
1. Select AON Consulting Services to perform the study. Y
2. Select William Mercer, Incorporated to perform the study71
3. Direct staff to obtain additional proposals.
4.
Apallyajs: The Government Accounting Standards Board (GASB) requires detailed
disclosures for pension plans and other post -employment benefit plans. The City of
Huntington Beach maintains two pension plans (normal and supplemental) and one post -
retirement plan (retiree medical plan.) The City's normal pension plan is administered by the
California Public Employment Retirement System (PERS) and all of the required studies are
done by PERS. The City's other two plans (supplemental retirement and retiree medical) are
self-administered. The City contracts with an actuary to conduct the required actuarial
studies.
t, "" q--/
REQUEST FOR COUNCIL ACTION
MEETING DATE: June 16, 1997
DEPARTMENT ID NUMBER: AS 97-020
The actuarial studies must be performed at least once every two years and updated on the
off -years. 1996/97 and 1998/99 will require full studies while 1997/98 and 1999/2000 will
only require updates. The purpose of the study is to supply the City with information
regarding plan liabilities, actuarially determined funding costs, and financial statement
disclosures in accordance with applicable GASB pronouncements.
Staff sent request for proposals (RFPs) to four firms and received three responses. Staff
asked that the proposal be for four years. The fee quotations received were as follows:
Firm•
._1996197
1997198.
. 998199 4
9999/2000»
KPMG Peat Marwick
$ 19,000
$ 6,500
$ 20,000
$ 7,000
William Mercer, Incorporated
30,000
7,000
30,000
7,000
AON Consulting Services
45,000
14,300
45,000
14,300
Based on the quotations, staff is recommending that the City Council contract with KPMG
Peat Marwick to perform the actuarial studies. KPMG Peat Marwick has performed the
studies for the past six years and given competent, professional service.
Environmental Status: Not applicable.
1. KPMG Peat Marwick & Associates Proposal
2. Agreement Between the City and KPMG Peat Marwick
3. Certificate of Insurance
ACTRCA.DOC
AUTHOR: SEDLAKR
.2-
05123/97 3:02 PM
C7
�J
ATTACHMENT #1
' I ��l
The Global Leader
w. ilk " " AW " 4 i l s B
CITY OF HUNTINGTON BEACH
PROPOSAL FOR ACTUARIAL CONSULTING SERVICES
MARCH 1997
Zt .
Compensation & Benefits
I
KPMG Peat Marwick LLP
Center Tower Telephone 714 850 4300 Te:efax 714 850 4488
650 Tc,,+:-i Certe, give
Costa Mesa, CA 92626
April 25, 1997
Mr. Richard Amadril
Purchasing Central Services Manager
City of Huntington Beach
2000 Main Street
Huntington Beach, California 92648
Proposal for Actuarial Consulting Services
Dear Mr. Amadril:
We appreciate the opportunity to present our proposal for actuarial consulting services for the
City of Huntington Beach.
In the following Sections, we describe our understanding of the background, objectives, and scope of the
services we will perform. KPMG Peat Marwick LLP vvill commit the professional resources identified in
this proposal to perform this project in a highly efficient manner.
We have enjoyed working with the City of Huntington Beach these past six years on various projects and
feel confident our experience in providing actuarial and consulting assistance to government clients will
continue to be a valuable asset to the City. We look forward to working with you on this engagement.
If you have any questions or would like to discuss the proposal in further detail, please call me at
(714) 850-4348.
Very truly yours
KPMG Peat Marwick LLP
Daniel W. Frankenstein, A.S.A
Principal
DWF:ss1/97042501
Enclosure
cc: Robert Sedlak
Robert J. Franz
Dan McLellan
CITY OF HUNTINGTON BEACH
PROPOSAL FOR ACTUARIAL CONSULTING SERVICES
CONTENTS
I Background
H Scope of Services
in Qualifications
TV References
V Fees
4
Gl
7
0
VI Resumes 14
BACKGROUND
Retirement Supplement Program
The City of Huntington Beach provides pension benefits to its retired employees through the
California Public Employees Retirement System (PERS.) Currently, there are about 1,000
active employees and 250 retired employees covered under this System. The benefits payable
under the System are determined based on the employee's final average earnings, the
employee's employment and the employee's age at retirement. Annually, PERS actuarially
determines the necessary employer contributions and the benefit obligation information
necessary to be disclosed in the City's financial statement pursuant to the Government
Accounting Standards Board Statement (GASB). Employee contribution rates under the
System which are reimbursable by the City are set by contract and normally remain unchanged.
Under PERS, as an employee retires, the employee may elect to receive his monthly benefit in
one of the alternative benefit payment forms which provides a survivor benefit to the
employee's beneficiary after the employee dies. In order to cover the cost of the death benefit,
if the employee elects one of these alternative benefit payment forms, the employee's monthly
benefit amount is actuarially reduced.
In order that the employee's monthly pension benefit does not reduce as a result of the death
benefit payable to the beneficiary, the City has adopted the City's Retirement Supplement
Program. All employees who are eligible to participate in PERS are covered by this program.
Under this program, any employee who retires from the City and elects to receive his monthly
pension in a form which provides a survivor benefit after the employee dies will be eligible to
receive a monthly benefit from this Retirement Supplement Program. The amount of the benefit
will equal the difference between what the employee would have received if the employee had
elected the normal benefit payment form that does provide for a survivor benefit and what the
employee actually receives. This benefit will be payable for as long as the employee lives.
In prior years, the City funded the retirement supplement plan on a "pay as you go" basis. In
recent years the City has begun to fund the Plan on an actuarial basis, but as of June 30, 1996
there is still a large unfunded accrued liability. The City has been reporting the liabilities for the
Retirement Supplement Plan in accordance with GASB Statement No. 5. For fiscal years
beginning on and after October 1, I996, the City wishes a valuation performed as of June 30
(prior to the close of the fiscal year with the first being June 30, 1997) and the results of that
valuation used for the liability disclosures of the Plan in accordance with GASB Statement
No. 25 and the City's financial statement cost disclosures in accordance with GASB Statement
No. 27.
BACKGROUND continued
Retiree Subsidy Medical Program
An employee who has retired from the City with a minimum of ten years of service or is granted
:an industrial disability retirement shall be eligible to participate in the City's medical plans and
.the City shall contribute toward a portion of the cost of such coverage in accordance with the
schedule of benefits. The subsidy does not currently cover the full cost of coverage.
Therefore, the benefit is similar to an additional retirement income benefit. The subsidy has
increased from its initial level in 1987. However, the subsidy is frozen at its current level and it
is not the intention of the City to increase it further. Benefits are also provided for eligible
dependents. The benefit for employees after attaining age 65 is the lesser of the allowable
subsidy or the premium for Medicare Part A.
In prior years, the City funded the Retiree Medical Subsidy Program on a "pay as you go" basis.
In recent years the City has begun to fund the Plan on an actuarial basis, but as of June 30, 1996
there is still a large unfunded accrued liability. The City has been reporting the financial
statement disclosure for the Retiree Subsidy Medical Program in accordance with GASB
Statement No. 12 on a pay as you go basis but now wishes to disclose in accordance with
GASB Statement No. 12 on an advance funded actuarial basis. For fiscal years beginning on
and after October 1, 1996, the City wishes a valuation performed as of June 30 (prior to the
close of the fiscal year with the first being June 30, 1997) and the results of that valuation used
for the City's financial statement cost disclosures in accordance with GASB Statement No. 12.
It is our understanding that the scope of this project is to supply the City with information
concerning the level of plan liabilities, actuarially determined funding costs, and all appropriate
Plan and City financial statement disclosures in accordance with the applicable GASB
Statements.
1]
H SCOPE OF SERVICES
The City wishes to retain an outside professional firm to perform an actuarial valuation for the
Retirement Supplement Plan and the Retiree Subsidy Medical Program to:
♦ Determine the employer contribution rates (as percentages of total payroll) for the fiscal
years ending September 30, 1997 through September 30, 2000 inclusive. The employer
contribution rates should be broken down by normal cost rate and unfunded service
liability rates and broken down by employee groups (fire safety, life guard, police safety
and miscellaneous employees).
♦ Determine the benefit obligations and trend information necessary for GASB No. 12, 25,
and 27 reporting purposes.
♦ A full actuarial study will be performed for the Fiscal year ending September 30, 1997
and September 30, 1999 and an actuarial update for the fiscal years ending
September 30, 1998 and September 30, 2000.
♦ In performing the actuarial valuations, the actuarial cost method and the assumptions used
should agree with those used by PERS. The valuation date will be June 30.
♦ All information from the actuarial valuations must be completed by the December 31,
following the close of the fiscal year.
♦ The valuations will provide:
• Present value of total benefits.
• Accumulated post -retirement benefit obligation.
• Present value of future medical benefits for present and future retirees.
• Cash flow analysis over the short and long term if the current program remains
unchanged.
• Current year normal cost.
• Annual Required Contribution (ARC)
• Annu:al Pension Cost (APC)
• Amortization of unrecognized prior service cost.
• Actuarial gains or losses.
• All required trend information for the years available.
• Plan summaries.
• Statement of actuarial assumptions and methods.
• Report and discussion of results.
III QUALIFICATIONS
KPMG is a national leader in human resource consulting in the United States --with over 400
actuarial, employee benefits, compensation, and investment analysis personnel.
Our=Orange County Consulting practices will perform the work on this project. We have
professionals experienced in all service areas. The actuarial group is one of Peat Marwick's
largest with eight Associates and Fellows of the society of Actuaries, two Principals, including
both health and pension actuaries.
KPMG has performed the valuations and prepared the required disclosures for the City's plans
since 1991, This has provided us with an unmatched understanding of the City, the plans, the
funding methodology, the appropriate actuarial assumptions, and the employee and retiree data.
We have a six year history to draw upon to ensure accuracy and consistency from year to year.
We believe this strong past relationship will ease the City's effort to implement these new
accounting requirements as well as provide a seamless transition.
We believe accuracy and useful advice are the two most important things you should expect
from your consultant. We can deliver these because we have qualify professionals and relevant
experience in:
♦ Calculation of liabilities
♦ Benefit plan design, implementation, and communication for a wide variety of both public
and corporate clients
♦ Funding and reporting of pension and post -retirement medical plans
♦ Long-term client relationships that stem from our dedication to quality service.
Our project team includes:
Dan Frankenstein, A.S.A., Principal -.Mr, Frankenstein is an actuary in charge of our Orange
County benefits office. He will be responsible for the technical management of the liability
valuation. As the engagement principal, he is also responsible for your satisfaction with overall
quality and timeliness of our work.
Dan McLellan, A.S.A., Sr. Manager - Mr. McLellan is an actuary in our Western Region. In
addition to providing technical input into the liability valuation, he will manage the overall work
on the project.
We will access other professional and technical skills when necessary
• 0
IV REFERENCES
Specific Client references for similar projects completed in this office are listed below:
City of Huntington Beach
Contact: Mr. Robert Sedlak, Jr.
Principal Accountant
2000 Main Street
Huntington Beach, CA 92648
(714) 536-5907
City of Irvine
Contact: Mr. Jeffrey F. Niven
Manager of Fiscal Services
City of Irvine
1 Civic Center Plaza
Irvine, California 92606-5208
(714)724-6027
City of Long Beach
Contact: Ms. Barbara Hennessy
City Controller
333 West Ocean Boulevard
Long Beach, California 90802
(310) 570-6450
County of San Bernardino
Contact: Ms. Myrna Cogan
Chief, Employee Benefits/Transactions
County Civic Building - East
157 West Fifth Street, 1 st Floor
San Bernardino, California 92415-0440
(909) 387-2643
8
i 0
V FEES
KPMG Peat Marwick LLP is compensated on a fee -for -service basis --independent of insurers
and other third party providers --fees include estimated expenses for computer, travel, long
distance telephone calls, etc.
Hourly rates are based on salaries of professionals assigned to this project, and we strive to
keep the cost of high -quality results to a minimum through effective project management.
Our fees for performing the actuarial valuation for the Retirement Supplement Plan including all
disclosures for the Plan in accordance with GASB Statement No. 25 and 27, completion of the
valuation for the Retiree Subsidy Medical Plan and all relevant disclosures in accordance with
GASB Statement No. 12 and 26 for each of the next four fiscal years are as follows:
Type of
Valuation Date Valuations Fee
June 30, 1997 Full S 19,000
June 30, 1998 Update 6,500
June 30, 1999 Full 20,000
June 30, 2000 Update 7,000
Fees include all expenses and are guaranteed for the proposed scope of work.
VI RESUMES
DANIEL W. FRANKENSTEIN, A.S.A.
Engagement Principal
Mr. Frankenstein is a Principal in the Compensation and Benefits Consulting Department of
KPMG Peat Marwick. He has over twenty years of experience in employee benefits
specializing in the retirement area and directs the delivery of compensation and benefits
consulting services in Orange, San Diego and Riverside Counties. Mr. Frankenstein joined the
Firm in 1986. Prior to joining Peat Marwick, he was employed by a national employee benefits
consulting firm in Chicago.
During his career he has completed a wide variety of employee benefit consulting engagements
including:
♦ Directed the Actuarial Valuation and cost estimates for a large municipal retirement
system.
♦ Reviewed and consulted on the actuarial assumptions and funding of a California city
retirement system.
♦ Consults with the Board of Retirement of a California Public Employee Retirement
System on Plan Interpretation and Funding
♦ Consults and directs the plan allocation services for a California county 401(k) Plan.
♦ Periodically reviews actuarial reports and funding requirements of governmental
retirement systems for compliance with GASB reporting.
♦ Directed the design, implementation and administration of a flexible compensation
program for a savings and loan association.
♦ Prepared calculations and government filings for plan terminations of insolvent and
solvent savings and loan associations.
He is an Associate of the Society of Actuaries, a Member of the American Academy of
Actuaries and an Enrolled Actuary under ERISA. He is a past officer of the Compensation and
Benefits Association of San Diego and a member of the Western Pension Conference.
He has served as Enrolled Actuary for large and small pension plans as well as multi -employer
plans. He has managed the design and implementation of flexible benefits, 401(k), profit sharing
and pension plans. In addition, he has experience in designing individually tailored pension
plans for sole practitioners and professional corporations.
Mr. Frankenstein received a bachelor of science degree from the College of Insurance in New
York City with a major in Actuarial Science.
•
0
RESUMES continued
L. DANIEL McLELLAN
Senior Manager
Mr. McLellan is a Senior Manager in the Employee Benefits Consulting Department of the San
Diego office of KPMG Peat Marwick. He has over 17 years of experience in employee
benefits, primarily in the area of pension consulting.
Mr. McLellan's engagement activities have included the following:
♦ Consults and directs the plan allocation services for a California county 401(k) Plan.
♦ Assists a California county in the design of an alternative retirement system including
actuarial calculations for GASB reporting and funding.
♦ Serving as the Enrolled Actuary for large and small corporate pension plans.
♦ Designing and implementing retirement plans for corporations, privately -held companies
and professional corporations.
♦ Administering pension plans, including benefit calculations, government filings, summary
plan descriptions and benefit statements.
♦ Performing actuarial valuations and consulting for a wide variety of pension plans,
including union negotiated plans, multi -employer plans, cash balance plans, 401(k) plans,
and public employee pension plans.
♦ Designing and administering of non -qualified supplemental executive benefit programs.
♦ Periodically reviews actuarial reports and funding requirements of governmental
retirement systems for compliance with GASB reporting.
Mr. McLellan joined the Firm in 1990. Prior to joining Peat Marwick, he was employed by a
national employee benefits consulting firm in Phoenix, Arizona.
Mr. McLellan is a graduate of the University of Texas where he earned his M.B.A. Mr.
McLellan is an Associate of the Society of Actuaries, a Member of the American Academy of
Actuaries and an Enrolled Actuary under the Employee Retirement Income Security Act of
1974 (ERISA). He was the past president of the Arizona Actuarial Club.
•
•
ATTACHMENT #2
•
AGREEMENT BETWEEN THE CITY OF HUNTINGTON BEACH
AND KPMG PEAT MARWICK, L.L.P.
FOR ACTUARIAL STUDIES SERVICES
THIS AGREEMENT is made and entered into this ILA day of,„e
1997, by and between the CITY OF HUNTINGTON BEACH, a municipal corporation of the
State of California, hereinafter referred to as "CITY", and KPMG PEAT MARWICK, L.L.P., a
limited liability partnership, hereinafter referred to as "CONSULTANT."
WHEREAS, CITY desires to engage the services of an independent firm to conduct
actuarial studies for the CITY's supplemental retirement plan and retiree medical plan to obtain
all required financial statement disclosure information for both the retirement supplement and
retiree medical plan that is required by the Government Accounting Standards Board; and
Pursuant to documentation on file in the office of the City Clerk, the provisions of
HBMC Chapter 3.03 relating to procurement of professional service contracts has been complied
with; and
CONTRACTOR has been selected to perform said services,
NOW, THEREFORE, it is agreed by CITY and CONTRACTOR as follows:
This Agreement shall commence on the day and year set forth herein as the
execution date and shall terminate upon completion of CONTRACTOR's submittal of their final
report for the fiscal year ending September 30, 2000.
CONTRACTOR shall provide all services as described in the Request for
Proposal, CONTRACTOR's proposal dated April 25, 1997, and Scope of Services (hereinafter
collectively referred to as Exhibit "A"), which is attached hereto and incorporated into this
Agreement by this reference. Said services shall sometimes hereinafter be referred to as
"PROJECT."
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gAagreemernVeatmaA05119197
CONTRACTOR hereby designates Dan Frankenstein and Margaret McBride
who shall represent it and be its sole contacts and agents in all consultations with CITY during
the performance of this Agreement.
CITY shall assign a staff coordinator to work directly with CONTRACTOR in the
performance of this Agreement.
MINNEUVOTAUSYS; i C1/ :.
Time is of the essence of this Agreement. The services of the CONTRACTOR
are to commence as soon as practicable after the execution of this Agreement, and all tasks
specified in Exhibit "A" shall be completed as soon as practicable after the end of each fiscal
year. The time for performance of the tasks identified in Exhibit "A" are generally to be shown
in the Scope of Services on the Work Program/Project Schedule. This schedule may be amended
to benefit the PROJECT, if mutually agreed by the CITY and CONTRACTOR.
CONTRACTOR shall complete all reports by the dates detailed in the Proposal.
In consideration of the performance of the services described herein, CITY agrees
to pay CONTRACTOR fees as follows: FY 1996/97 - $19,000; FY 1997/98 - $6,500;
FY 1998/99 - $20,000; FY 1999/2000 - $7,000.
The maximum annual fee shall include all costs and expenses of CONTRACTOR
for performance of the services described herein.
� XA 0 C7��i'Li
In the event CITY requires additional services not included in Exhibit "A," or
changes in the scope of services described in Exhibit "A," CONTRACTOR will undertake such
work after receiving written authorization from CITY. Additional compensation for such extra
work shall be allowed only if the prior written approval. of CITY is obtained.
If unusual circumstances are encountered which make it necessary for CONTRACTOR to
do additional work, CONTRACTOR shall report such conditions to CITY's City Council and
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g Aagreemenlpeatmar\05119/97
0 .
City Administrator prior to undertaking such additional work, and request additional
compensation at CONTRACTOR's agreed billing rates, all of which shall be subject to a written
amendment hereto, approved by the City Council.
7. METHOD OF PAYMENT
A. CONTRACTOR shall be entitled to progress payments toward the fixed
fee set forth herein in accordance with the progress and payment schedules set forth in Exhibit
B. Delivery of work product: A copy of every technical memo and report
prepared by CONTRACTOR shall be submitted to the 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. Any such product which has not
been formally accepted or rejected by CITY shall be deemed accepted.
C. The CONTRACTOR shall submit to the CITY an invoice for each
progress payment due. Such invoice shall:
1) Reference this Agreement;
2) Describe the services performed;
3) Show the total amount of the payment due;
4) Include a certification by a principal member of the
CONTRACTOR's firm that the work has been performed in accordance with the
provisions of this Agreement; and
5) For all payments, include an estimate of the percentage of work
completed.
Upon submission of any such invoice, if CITY is satisfied that
CONTRACTOR is making satisfactory progress toward completion of tasks in accordance with
this Agreement, CITY shall promptly 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
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gAagreemenlpeatmar105119197
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CONTRACTOR in writing of the reasons for non -approval, within seven (7) calendar days of
receipt of the invoice, and the schedule of performance set forth in Exhibit "A" shall be
suspended until the parties agree that past performance by CONTRACTOR is in, or has been
brought into compliance, or until this Agreement is terminated as provided herein.
D. Any billings for extra work or additional services authorized by CITY
shall be invoiced separately to the CITY. Such invoice shall contain all of the 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.
E. Final payment shall be made when CITY receives CONTRACTOR's final
audit reports.
8. ADVICE AND CONSULTATION
CONTRACTOR shall provide advice and consultation on matters that may arise
from time to time that will affect accounting, auditing, or operating procedures.
CONTRACTOR shall provide CITY staff with advice and consultation as required throughout
the year relating to subject matter of this Agreement..
9. INDEMNIFICATION AND HOLD HARMLESS
CONTRACTOR hereby agrees to indemnify, defend, and hold and save harmless
CITY, its officers and employees from any and all liability, including any claim of liability and
any and all losses or costs arising out of the negligent performance of this Agreement by
CONTRACTOR, its officers or employees.
10. WORKERS' COMUNSTION
CONTRACTOR shall comply with all of the provisions of the Workers'
Compensation Insurance and Safety Acts of the State of California, the applicable provisions of
4
gAagreemeMpeatmarM/19197
the California_ Labor Code and all amendments thereto; and all similar state or federal acts or
laws applicable; and shall indemnify, defend and hold harmless CITY from and against all
claims, demands, payments, suits, actions, proceedings, and judgments of every nature and
description, including attorney tees and costs presented, brought or recovered against CITY, for
or on account of any liability under any of said acts which may be incurred by reason of any
work to be performed by CONTRACTOR under this Agreement.
CONTRACTOR shall obtain and furnish evidence to CITY of maintenance of
statutory workers compensation insurance and employers liability in an amount of not less than
$100,000 bodily injury by accident, each occurrence, $100,000 bodily injury by disease, each
employee, and $250,000 bodily injury by disease, policy limit.
I L INSURANCE
In addition to the workers compensation insurance and CONTRACTOR's
covenant to indemnify CITY, CONTRACTOR shall obtain and furnish to CITY the following
insurance policies covering the PROJECT:
A. General Liability Insurance
A policy of general public liability insurance, including motor vehicle coverage.
Said policy shall indemnify CONTRACTOR, its officers, agents, and employees, while acting
within the scope of their duties, against any and all claims of arising out of or in connection with
the PROJECT, and shall provide coverage in not less than the following amount: combined
single limit bodily injury and property damage, including products/completed operations liability
and blanket contractual liability, of $1,000,000 per occurrence. If coverage is provided under a
form which includes a designated general aggregate limit, the aggregate limit must be no less
than $1,000,000. Said policy shall name CITY, its officers, and employees as Additional
Insureds, and shall specifically provide that any other insurance coverage which may be
applicable to the PROJECT shall be deemed excess coverage and that CONTRACTOR's
insurance shall be primary.
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9 aag reemen%peatmar105119I97
CONTRACTOR shall acquire a professional liability insurance policy covering
the work performed by it hereunder. Said policy shall provide coverage for CONTRACTOR's
professional liability in an amount not less than $500,000 per claim. A claims made policy shall
be acceptable.
Prior to commencing performance of the work hereunder, CONTRACTOR shall
furnish to CITY certificates of insurance, subject to approval of the City Attorney, evidencing the
foregoing insurance coverages as required by this Agreement; said certificates shall provide the
name and policy Number of each carrier and policy, and shall state that the policy is currently in
force and shall promise to provide that such policies will not be canceled or modified without
thirty (30) days' prior written notice of CITY. CONTRACTOR shall maintain the foregoing
insurance coverages in force until the work under this Agreement is fully completed and
accepted by CITY.
The requirement for carrying the foregoing insurance coverages shall not derogate
from the provisions for indemnification of CITY by CONTRACTOR under the Agreement.
CITY or its representative shall at all times have the right to demand the original or a copy of all
said policies of insurance. CONTRACTOR shall pay, in a prompt and timely manner, the
premiums on all insurance hereinabove required.
A separate copy of the additional insured endorsement to each of
CONTRACTOR's insurance policies, naming the CITY, its officers, and employees as
Additional Insureds shall be provided to the City Attorney for approval prior to any payment
hereunder.
MIMMEM"M ►1 Ii �.;*..
CONTRACTOR is, and shall be, acting at all times in the performance of this
Agreement as an independent contractor. CONTRACTOR shall secure at its expense, and be
6
g aagreeme nlpeatmar10S119197
•
responsible for any and all payment of all taxes, social security, state disability insurance
compensation, unemployment compensation, and other payroll deductions for CONTRACTOR
and its officers, agents, and employees and all business licenses, if any, in connection with the
services to be performed hereunder.
M �►i'iU i`►/:�111 C17�[17 �I:TrT.�T�lui�fl�l
All work required hereunder shall be performed in a good and workmanlike
manner. CITY may terminate CONTRACTOR's services hereunder at any time with or without
cause, and whether or not PROJECT is fully complete. Any termination of this Agreement by
CITY shall be made in writing, notice of which shall be delivered to CONTRACTOR as
provided herein. Either party may terminate this Agreement upon thirty days' written notice,
delivered in accordance with the provisions under Paragraph 21 of this Agreement.
This Agreement is a personal service contract, and the supervisory work
hereunder shall not be delegated by CONTRACTOR to any other person or entity without the
consent of CITY.
MMKOW&DMU 2XI 01 W]"M 1ZI] W W [r] 4" Il•1
CONTRACTOR 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
In the performance of this Agreement, CONTRACTOR shall comply with all
applicable provisions of the California Fair Employment Practices Act (California Government
Code § 12940, et seq.) and the applicable equal employment provisions of the Civil Rights Act of
1964 (U. S. C. 2000e, et seq. ).
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gAagreemenlpeatmar105119l97
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18. AGENCY
Except as CITY may specify in writing, CONTRACTOR shall have no authority,
express or implied, to act on behalf of CITY as its agency in any capacity whatsoever.
CONTRACTOR shall have no authority hereunder, express or implied, to bind CITY to any
obligation whatsoever.
During the term hereof, CONTRACTOR shall not accept or perform any
employment, or have any financial interest, which in any way conflicts with its performance of
this Agreement. Huntington Beach City Charter §616 provides that during the term hereof,
CONTRACTOR may have no personal interest, direct or indirect, in the fiscal affairs of the
CITY government or any of its officers.
20. NOTICES
Any notice or special instructions required to be given in writing under this
Agreement shall be given either by personal delivery to CONTRACTOR's agent (as designated
in Section 1 hereinabove) or to CITY's Director of Finance, 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, addressed as follows:
TO CITY:
Daniel Villella
Director of Finance
City of Huntington Beach
2000 Main Street
Huntington Beach, CA 92648
u u : • 1]�I
TO CONTRACTOR:
Daniel Frankenstein
KPMG Peat Marwick, L.L.P.
Center Tower, 650 Town Center Drive
Costa Mesa, CA 92628
CONTRACTOR 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 regarding employment verification.
8
g:1ag reemenlpeatma r\05119197
22. LEGAL SERVICES SUBCONTRACTING PROHIBITED
CONTRACTOR 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. CONTRACTOR 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
CONTRACTOR.
23. ENTIRETY
The foregoing, and Exhibit "A": attached hereto, set forth the entire Agreement
between the parties.
9
gAagreemenlpeatmar105/19197
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be
executed by and through their authorized offices the day, month and year first above written.
KPMG PEAT MARWICK, L.L.P.,
a California limited liability partnership
By:�
Daniel W. Frankenstein
Its: Principal
By:
Margqret M ride
Its: Partner
ATTEST:
CITY OF HUNTINGTON BEACH, A
municipal corporation of the State of
California
4441�
Mayor
APPROVED AS TO FORM:
A:S-2 -
City Attorney _ Z
10
g:lag reeme nlpeatmarlo5119197
AGREEMENT BETWEEN THE CITY OF HUNTINGTON BEACH
AND KPMG PEAT MARWICK, L.L.P.,
FOR ACTUARIAL STUDIES SERVICES
1. TERM OF AGREEMENT
2. WORK STATEMENT
3. CITY STAFF ASSISTANCE
4. TIME OF PERFORMANCE
5. COMPENSATION
6. EXTRA WORK
7. METHOD OF PAYMENT
8. ADVICE AND CONSULTATION
9. INDEMNIFICATION AND HOLD HARMLESS
10. WORKERS' COMPENSATION
11. INSURANCE
12. CERTIFICATES OF INSURANCE; ADDITIONAL INSURED
ENDORSEMENTS
13. INDEPENDENT CONTRACTOR
14. TERMINATION OF AGREEMENT
15. ASSIGNMENT AND SUBCONTRACTING
16. CITY EMPLOYEES AND OFFICIALS
17. FAIR EMPLOYMENT PRACTICES/EQUAL OPPORTUNITY ACTS
18. AGENCY
19. CONFLICT OF INTEREST
20. NOTICES
21. IMMIGRATION
22. LEGAL SERVICES SUBCONTRACTING PROHIBITED
23. ENTIRETY
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Document231k105119197
s
ATTACHMENT #3
4,
Global Professional
Services
MH.
Piet
Minet Inc.
1801 McGill College Avenue
Suite 1100
Montreal, Quebec 113A 2N4
Telephone: 514.288.22 7 3
Fax: 514.982.5175
We, the undersigned Insurance Brokers, hereby verify that Park Indemnity Limited has issued the
following described insurance which is in force as of the date hereof: -
NAME OF ASSURED:
TBA
LIMIT:
CANCELLATION:
KPMG PEAT MARWICK LLP
Park Indemnity Limited
12:01 a.m. June 1st, 1997
to
12:01 a.m. June 1st, 1998
US$500,000 (an annual aggregate)
This policy is non -cancellable during the period shown except by
mutual agreement.
Subject to the terms, conditions, exclusions and limitations of the Policy and coinsurance by the
Assured for percentages of the limit not insured.
This document is furnished as a matter of information only. The issuance of this document does
not make the person or organization to whom it is issued an additional Assured, nor does it modify
in any manner the contract of insurance between the Assured and Park Indemnity Limited. Any
amendment, change or extension of such contract can only be effected by specific endorsement
attached hereto.
ISSUED TO: City of Huntington Beach
2000 Main Street,
Huntington Beach, California
U.S.A. 92646
t
ISSUED AT:
Montreal, Quebec Per:
DATE: May 2nd, 1997 Divisional
113 i :J
CITY T ORIIE1
BY: V
nr-.rn_:::� Ci..p Attorne��
A member of The St. Paul Companies, Inc.
Director
J WP1JQW7 C0RM95V0F1%9aKPV0G7 DOC 2
RISK MANAGEMENT
liar 16 12 22 PH '97
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS 97391
rFRTIFIrATF nr]FC AIr)T AkA;=Mn FYTFNn nR Al TFR THE r.0VFRAr;F AFFnpnFn RV TWF POI Ir..IFS RFI CHAT
PIiCiDiICE7i;
COMPANIES AFFORDING COVERAGE
Sedgwick James of Connecticut, Inc.
COMPANY
Hartford Square North
LETTER EMPLOYERS INSURANCE OFWAUSAU
COMPANY
10 Columbus Boulevard
Hartford, CT 06106
LEfTERB
COMPANY
LETTER C
IkSURE0 > - _ . -.- _ ..: _ °.. :_ _
pESCRIPTION OF OPERATIONSILOCATIONMPECIAL:rrEMS
KPMG Peat Marwick LLP
Three Chestnut Ridge Road
Montvale, NJ 07645-0435
THIS IS TO CERTIFY THAT POLICES Or 1NSIFANCE LISTED RELOw-1AVE BEEN 6SLIEDTO THE NSUPED
NAMED ABOVE FORTFE POLICY PERIOD INDICATED 13NArH TANDIN3A%YREDJREVEjT.TER4OR
CO\ORION OF ANY CONTRACTOR OTHER DOCIA/ENT VJM RESPECTTO WI-121-1 THIS CERTIFICATE MAY
BE ISSUEDOR MAY PERTAIN THE tMRANLE AFfOFDED eYTFE POLICIES DESCRBED+EAEN B
SLBJECrTO ALL THE TERMS. EXCLUMNS. AND OOM1UrnrriS OF e.1Ci PDL CES
PWcV -
- POLICY
LTR
TYPEOF<INSIFAANCE:
�W--. 1-NUMBER .
EFFECiNEf`
tEXAIRAT'16N1
GENERAL LIABILITY
General Aggregate
$2,000,000
Products - Comp/OpComp/Op Aggregate
$1,000,000
A
X OCCURRENCE
4837.02.000109
711196
711197
Contractual
$1,000,000
Personal & Adv Injury
S1,000,000
Each occurrence
$1,000,000
A
WORKERS COMPENSATION AND
Workers Compensation
Statutory Limits
£L Each Accident
$500=0
EMPLOYERS LIABILITY
EL Disease - Policy Limit
$1,000,000
MT,OR,WI
4817-02-000109
711196
711197
EL Disease - Each Employee
$500,000
AIO States
481 7-00-OD01 09
AUTOMOBILE LIABILITY
A
X OWNED
Each Accident
X NON DWNED
4837-00-0001 D9
711196
711197
B.I. and P.D. Combined
$1,000,000
X HIRED
Ap01TIONAL,INFORMA770N�.
The City of Huntington Beach, its agents, officers and
employees are named as additional insureds per the attached endorseme
CER77FICRTEHOLOER::.CANCELLATION.
_
-
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELED BEFORE THE
The City of Huntington Beach
EXPIRATION DATE THEREOF, THE ISSUING COMPANY WILL MAIL
its agents, officers and employees
30 DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT.
2000 Main Street
Huntington Beach, CA 9264E
AUUMIZED R ESENTATIVE
Sedgwick James Form 006B-3.96
GAIT HUTTON
CITY A'iTORIdEX
By: (�
+;• Attorney
Date Issued: 02-May-97
ADD'L.^r!-) ENDORSCMEENT ATTACHED
uEM ENT
NY 16 iL 32 PH '97
` 05/02/97 FRI 14:30 FAX 617 221 4494 RISK 3.9.WAGEE;NT 4jt,
9002
KPMG PEAT l+1AARWICK
Policy Number: 4837-02-000109
:'bie endorsemeer is affective Q7101/96sad will terminate with the policy. It is ismsed by tie eampaay deatgoated
in the rise u0ioas. All ether parovidow of the policy main unebanged,
THM ENDORMaNT CLAN= THE POLICY. MASE READ 1T CARF7iT LLY.
Additional Insured Endorsement
[Detsigneted Person or 4rganizatlon j
Wo eodetseowt mcdifm issuraaaa provi& d snider din [allowing:
C01040ERCTAL GENERAL 7 LABUXI ' COVMUGE PART
WHO IS AN I MMD Esectl= nJ is amended to mode as sn hmned the person or orgoLuthm slaws in the Schedule as
an inane but only with respect to iiabs7itl► arising ant of your apamdons or pamamim ownt d by or rented to you. _
Nana of Peusaa ar 0cgwizdku City of Huntington Beach, CA
its Agents, officers and employees
Copydgbt, Inmtrmw Services Office, Ine., 1994
ejaG 20 26 1195
Issued: 11-85
32 1H '97
CITY OF HUNTINGTON BEACH
2000 Main St.
Huntington Beach, CA 92648
Administrative Services Department
March 19, 1997
KPMG Peat Marwick
650 Town Center Drive
Costa Mesa, CA 92626
Attn: Dan Frankenstein
Dear Mr. Frankenstein:
The City of Huntington Beach is requesting proposals for an actuarial study on the City's
retirement supplement and retiree medical plans. The studies should provide all of the
required information of the Government Accounting Standards Board (GASB)
pronouncements for pensions and post -employment benefits other than pension
obligations.
A description of the plans can be found in the attached copies the notes to the City's
Comprehensive Annual Financial Report for the fiscal year ending September 30, 1996.
The City is now funding the Retiree Medical Plan on an actuarial basis so there will be
additional required disclosures for this plan. These disclosures can be found in GASB
Statements 12,14, and 26. For fiscal year 1996/97, the City must comply with GASB
pronouncements 24,25,26, and 27 for pension disclosures. To enhance your
understanding of these plans I have attached copies of a memorandum of
understanding with an employee association for these plans. All associations have the
same information for these plans.
The City is requesting a four-year proposal for the studies. According to GASB
pronouncements, the City is required to have a bi-annual study, with an actuarial update
performed on the off years. For fiscal year 1996/97 a full study will be required, so the
proposal should be for a full study in 1996/97, an update in 1997/98, a full study in
1998/99, and an update in 1999/2000.
The City is on an October 1st to September 30th fiscal year. CALPERS is on a July 1st
to June 30th fiscal year. In order to be consistent with all other pension information, the
City would like the actuarial study to be performed on a July 1 to June 30th fiscal year.
Information to perform the study should be available around September 30th of each
year. The desired completion date of the study is December 31 st of each year.
0
Required InformationProposal
The following information should be included in the proposal-
1 . A statement as to your firm's general understanding of the engagement and
timelines involved.
2. A statement as to your firm's experience dealing with this type of assignment for
governmental agencies.
3. A listing of client references.
4. A listing of resumes of key personnel assigned to the engagement.
5. A fixed -fee listed for each year broken down by retirement supplement and retiree
insurance.
Criteria for Selection__
The selected firm will:
1. Demonstrate an ability to complete the studies in a professional, timely manner.
2. Have significant experience with governmental agencies.
3. Demonstrate an understanding of the engagement.
4. Submit a competitive fee.
5. Demonstrate a capability to comply with the City's insurance requirements.
Attached is a copy of the current requirements (these requirements are currently
being reviewed by the City Council for possible modification).
Timelines for Selection
Below is a tentative calendar for the selection process:
• April 25th- Interested firms will submit five copies of your proposal to Richard
Amadril, Purchasing Central Services Manager, 2000 Main St. Huntington Beach,
CA 92648.
• April 25th to May 2nd- City staff reviews proposals and may decide to interview
selected firms..
• June 2nd- Staff recommendation is submitted to City Council for approval.
If you have any questions, call Robert Sedlak, Principal Accountant at (714) 536-5907.
Sincerely,
Robert J. Franz,
Deputy City Administrator
0
u
March 19, 1997
CITY OF HUNTINGTON BEACH
2000 Main St.
Huntington Beach, CA 92648
Administrative Services Department
William Mercer Incorporated
1100 Town & Country Road
Orange, CA 92668
Dear Sirs:
The City of Huntington Beach is requesting proposals for an actuarial study on the City's
retirement supplement and retiree medical plans. The studies should provide all of the
required information of the Government Accounting Standards Board (GASB)
pronouncements for pensions and post -employment benefits other than pension
obligations.
A description of the plans can be found in the attached copies the notes to the City's
Comprehensive Annual Financial Report for the fiscal year ending September 30, 1996.
The City is now funding the Retiree Medical Plan on an actuarial basis so there will be
additional required disclosures for this plan. These disclosures can be found in GASB
Statements 12,14, and 26. For fiscal year 1996/97, the City must comply with GASB
pronouncements 24,25,26, and 27 for pension disclosures. To enhance your
understanding of these plans I have attached copies of a memorandum of
understanding with an employee association for these plans. All associations have the
same information for these plans.
The City is requesting a four-year proposal for the studies. According to GASB
pronouncements, the City is required to have a bi-annual study, with an actuarial update
performed on the off years. For fiscal year 1996/97 a full study will be required, so the
proposal should be for a full study in 1996/97, an update in 1997/98, a full study in
1998/99, and an update in 1999/2000.
The City is on an October 1 st to September 30th fiscal year. CALPERS is on a July 1 st
to June 30th fiscal year. In order to be consistent with all other pension information; the
City would like the actuarial study to be performed on a July 1 to June 30th fiscal year.
Information to perform the study should be available around September 30th of each
year. The desired completion date of the study is December 31 st of each year,
Required Information in Proposal
The following information should be included in the proposal:
1. A statement as to your firm's general understanding of the engagement and
timelines involved.
2. A statement as to your firm's experience dealing with this type of assignment for
governmental agencies.
3. A listing of client references.
4. A listing of resumes of key personnel assigned to the engagement.
5. A fixed -fee listed for each year broken down by retirement supplement and retiree
insurance.
Criteria for Selection
The selected firm will:
1. Demonstrate an ability to complete the studies in a professional, timely manner.
2. Have significant experience with governmental agencies.
3. Demonstrate an understanding of the engagement.
4. Submit a competitive fee.
5. Demonstrate a capability to comply with the City's insurance requirements.
Attached is a copy of the current requirements (these requirements are currently
being reviewed by the City Council for possible modification).
Timelines for Selection
Below is a tentative calendar for the selection process:
• April 25th- Interested firms will submit five copies of your proposal to Richard
Amadril, Purchasing Central Services Manager, 2000 Main St. Huntington Beach,
CA 92648.
• April 25th to May 2nd- City staff reviews proposals and may decide to interview
selected firms..
• June 2nd- Staff recommendation is submitted to City Council for approval.
If you have any questions, call Robert Sedlak, Principal Accountant at (714) 536-5907.
Sincerely,
Robert J. Franz,
Deputy City Administrator
•
•
March 19, 1997
CITY OF HUNTINGTON BEACH
2000 Main St.
Huntington Beach, CA 92648
Administrative Services Department
Foster Higgins & Company
2029 Century Park East #1400
Los Angeles, CA 90067
Dear Sirs:
The City of Huntington Beach is requesting proposals for an actuarial study on the City's
retirement supplement and retiree medical plans. The studies should provide all of the
required information of the Government Accounting Standards Board (GASB)
pronouncements for pensions and post -employment benefits other than pension
obligations.
A description of the plans can be found in the attached copies the notes to the City's
Comprehensive Annual Financial Report for the fiscal year ending September 30, 1996.
The City is now funding the Retiree Medical Plan on an actuarial basis so there will be
additional required disclosures for this plan. These disclosures can be found in GASB
Statements 12,14, and 26. For fiscal year 1996/97, the City must comply with GASB
pronouncements 24,25,26, and 27 for pension disclosures. To enhance your
understanding of these plans I have attached copies of a memorandum of
understanding with an employee association for these plans. All associations have the
same information for these plans.
The City is requesting a four-year proposal for the studies. According to GASB
pronouncements, the City is required to have a bi-annual study, with an actuarial update
performed on the off years. For fiscal year 1996/97 a full study will be required, so the
proposal should be for a full study in 1996/97, an update in 1997/98, a full study in
1998/99, and an update in 1999/2000.
The City is on an October 1st to September 30th fiscal year. CALPERS is on a July 1st
to June 30th fiscal year. In order to be consistent with all other pension information, the
City would like the actuarial study to be performed on a July 1 to June 30th fiscal year.
Information to perform the study should be available around September 30th of each
year. The desired completion date of the study is December 31 st of each year.
Required Information in Proposal
The following information should be included in the proposal:
1. A statement as to your firm's general understanding of the engagement and
timelines involved.
2. A statement as to your firm's experience dealing with this type of assignment for
governmental agencies.
3. A listing of client references.
4. A listing of resumes of key personnel assigned to the engagement.
5. A fixed -fee listed for each year broken down by retirement supplement and retiree
insurance.
Criteria for Selection
The selected firm will:
1. Demonstrate an ability to complete the studies in a professional, timely manner.
2. Have significant experience with governmental agencies.
3. Demonstrate an understanding of the engagement.
4. Submit a competitive fee.
5. Demonstrate a capability to comply with the City's insurance requirements.
Attached is a copy of the current requirements (these requirements are currently
being reviewed by the City Council for possible modification).
Timelines for Selection
Below is a tentative calendar for the selection process:
• April 25th- Interested firms will submit five copies of your proposal to Richard
Amadril, Purchasing Central Services Manager, 2000 Main St. Huntington Beach,
CA 92648.
• April 25th to May 2nd- City staff reviews proposals and may decide to interview
selected firms..
• June 2nd- Staff recommendation is submitted to City Council for approval.
If you have any questions, call Robert Sedlak, Principal Accountant at (714) 536-5907.
Sincerely,
Robert J. Franz,
Deputy City Administrator
0
i
March 19, 1997
CITY OF HUNTINGTON BEACH
2000 Main St.
Huntington Beach, CA 92648
Administrative Services Department
Aon Consulting and Insurance Services
707 Wilshire Boulevard Suite 5700
Los Angeles, CA 90030-0596
Dear Sirs:
The City of Huntington Beach is requesting proposals for an actuarial study on the City's
retirement supplement and retiree medical plans. The studies should provide all of the
required information of the Government Accounting Standards Board (GASB)
pronouncements for pensions and post -employment benefits other than pension
obligations.
A description of the plans can be found in the attached copies the notes to the City's
Comprehensive Annual Financial Report for the fiscal year ending September 30, 1996.
The City is now funding the Retiree Medical Plan on an actuarial basis so there will be
additional required disclosures for this plan. These disclosures can be found in GASB
Statements 12,14, and 26. For fiscal year 1996/97, the City must comply with GASB
pronouncements 24,25,26, and 27 for pension disclosures. To enhance your
understanding of these plans I have attached copies of a memorandum of
understanding with an employee association for these plans. All associations have the
same information for these plans.
The City is requesting a four-year proposal for the studies. According to GASB
pronouncements, the City is required to have a bi-annual study, with an actuarial update
performed on the off years. For fiscal year 1996/97 a full study will be required, so the
proposal should be for a full study in 1996/97, an update in 1997/98, a full study in
1998/99, and an update in 1999/2000.
The City is on an October 1st to September 30th fiscal year. CALPERS is on a July 1st
to June 30th fiscal year. In order to be consistent with all other pension information, the
City would like the actuarial study to be performed on a July 1 to June 30th fiscal year.
Information to perform the study should be available around September 30th of each
year. The desired completion date of the study is December 31st of each year.
(5) 06/16/97 - Coun*gency Agenda - Page 5
C-3. (City Coun M Cityreaasurer April 1997 Investment Summary Review (310.20)
Communication from the City Treasurer transmitting the Monthly Investment Report for
April, 1997.
Recommended Motion:
Review monthly report. Following review of the report, by motion of Council, accept the
Monthly Investment Report for April, 1997, pursuant to Section 17.0 of the Investment
Policy of the City of Huntington Beach.
[Slide Report Presented (Slide Report available in City Clerk's Office
for Public review and copies)]
(a113414.C�1:�
Anyone wishing to speak on an OPEN public hearing is requested to complete the attached
pink form and give it to the Sergeant -at -Arms is located near the Speaker's Podium.
MIR7010"k, 1711111,57.3
All matters listed on the Consent Calendar are considered by the City Council and
Redevelopment Agency to be routine and will be enacted by one motion in the form listed.
Recommended -Motion: Approve all items on the Consent Calendar by affirmative roll call vote.
E-1. (Ci!y Cou cil/RedeyelopmentAgency) Minutes (120.65) -Approve and adopt
minutes of the City Council and Redevelopment Agency regular meeting of May 5, 1997
as written and on file in the Office of the City Clerk. ubmitted.by the City Clerk
[Approved and Adopted 6-0 (Harman; Absent)]
E-2. (City Council) Agreement Between City And KPMG Peat Marwick For Actuarial Studies
_Services For Supplemental RetilrerYyeat/Retiree Medical Plans - Approve and authorize
the Mayor and City Clerk to execute the Agreement Between City and KPMG Peat Marwick
for Actuarial Studies Services to perform actuarial services for fiscal years 1996/97, 1997/98,
1998/99 and 1999/2000. Submi ed_by the Deputy City_Admin�strator-Administrative
Services Director (600.10)
[Approved 6-0 (Harman: Absent)]
(5)
Required Information in Proposal
The following information should be included in the proposal:
1. A statement as to your firm's general understanding of the engagement and
timelines involved.
2. A statement as to your firm's experience dealing with this type of assignment for
governmental agencies.
3. A listing of client references.
4. A listing of resumes of key personnel assigned to the engagement.
5. A fixed -fee listed for each year broken down by retirement supplement and retiree
insurance.
Criteria for Selection
The selected firm will:
1. Demonstrate an ability to complete the studies in a professional, timely manner.
2. Have significant experience with governmental agencies.
3. Demonstrate an understanding of the engagement.
4. Submit a competitive fee.
5. Demonstrate a capability to comply with the City's insurance requirements.
Attached is a copy of the current requirements (these requirements are currently
being reviewed by the City Council for possible modification).
Timelines for Selection
Below is a tentative calendar for the selection process:
• April 25th- Interested firms will submit five copies of your proposal to Richard
Amadril, Purchasing Central Services Manager, 2000 Main St. Huntington Beach,
CA 92648.
• April 25th to May 2nd- City staff reviews proposals and may decide to interview
selected firms..
• June 2nd- Staff recommendation is submitted to City Council for approval.
If you have any questions, call Robert Sedlak, Principal Accountant at (714) 536-5907.
Sincerely,
Robert J. Franz,
Deputy City Administrator
•
9
CITY OF HUNTINGTON BEACH
2000 MAIN STREET CALIFORNIA 92648
OFFICE OF THE CITY CLERK
CONNIE BROCKWAY
CRY CLERK
CITY CLERK LETTER OF TRANSMITTAL REGARDING ITEM APPROVED BY THE
CITY COUNCILIREDEVELOPNIENT AGENCY APPROVED ITEM
DATE:Name
city, state, zip
See Attached Action Agenda Item E ~ Z
4
ATTENTION: 16�—z 4A"4��
DEPARTMENT:
REGARDING: t
Date of Approval 6 7
Enclosed For Your Records Is An Executed Copy Of The Above Referenced Item For Your Records.
Connie Brockway
City Clerk
Attachments: Action Agenda Page
RCA
Remarks:
Agreement Bonds
Deed Other
Insurance
CC:Lz�z
'�amj D enl RCS
Agrc
InsurOther
ance
Name Department RCA
Agreement
Insurance Other
Name Department RCA
Agreement
Insurance Other
Risk Management Department Insurance Copy
G: Followup'agrmts. trans Itr
i Telepho ne: 7 74.536.5227 j