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HomeMy WebLinkAboutBartel Associates - 2017 Agreements. AGREEMENT FOR SERVICES (For contracts over $5,000 - CONSULTANT) This AGREEMENT made this I:S+ day o'401- 20 17 , between: CITY: City of Gilroy, having a principal place of business at 7351 Rosanna Street, Gilroy, California and CONSULTANT: Bartel Associates, LLC, having a principal place of business at 411 Borel Avenue, San Mateo, CA 94402. ARTICLE 1. TERM OF AGREEMENT This Agreement will become effective on August 1, 2017 and will continue in effect through December 31, 2018 unless terminated in accordance with the provisions of Article 7 of this Agreement. Any lapse in insurance coverage as required by Article 5, Section D of this Agreement shall terminate this Agreement regardless of any other provision stated herein. Df Initial ARTICLE 2. INDEPENDENT CONTRACTOR STATUS It is the express intention of the parties that CONSULTANT is an independent contractor and not an employee, agent, joint venturer or partner of CITY. Nothing in this Agreement shall be interpreted or construed as creating or establishing the relationship of employer and employee between CITY and CONSULTANT or any employee or agent of CONSULTANT. Both parties acknowledge that CONSULTANT is not an employee for state or federal tax purposes. CONSULTANT shall not be entitled to any of the rights or benefits afforded to CITY'S employees, including, without limitation, disability or unemployment insurance, workers' compensation, medical insurance, sick leave, retirement benefits or any other employment benefits. CONSULTANT shall retain the right to perform services for others during the term of this Agreement. ARTICLE 3. SERVICES TO BE PERFORMED BY CONSULTANT A. Specific Services CONSULTANT agrees to: Perform the services as outlined in Exhibit "A" ( "Specific Provisions ") and Exhibit "B" ( "Scope of Services "), within the time periods described in Exhibit "C" ( "Milestone Schedule "). B. Method of Performing Services CONSULTANT shall determine the method, details and means of performing the above - described services. CITY shall have no right to, and shall not, control the manner or determine the method of accomplishing CONSULTANT'S services. 4835 - 2267 -03610 LAC104706083 C. Employment of Assistants CONSULTANT may, at the CONSULTANT'S own expense, employ such assistants as CONSULTANT deems necessary to perform the services required of CONSULTANT by this Agreement, subject to the prohibition against assignment and subcontracting contained in Article 5 below. CITY may not control, direct, or supervise CONSULTANT'S assistants in the performance of those services. CONSULTANT assumes full and sole responsibility for the payment of all compensation and expenses of these assistants and for all state and federal income tax, unemployment insurance, Social Security, disability insurance and other applicable withholding. D. Place of Work CONSULTANT shall perform the services required by this Agreement at any place or location and at such times as CONSULTANT shall determine is necessary to properly and timely perform CONSULTANT'S services. ARTICLE 4. COMPENSATION A. Consideration In consideration for the services to be performed by CONSULTANT, CITY agrees to pay CONSULTANT the amounts set forth in Exhibit "D" ( "Payment Schedule "). In no event however shall the total compensation paid to CONSULTANT exceed $23,500. B. Invoices CONSULTANT shall submit invoices for all services rendered. C. Payment Payment shall be due according to the payment schedule set forth in Exhibit "D ". No payment will be made unless CONSULTANT has first provided City with a written receipt of invoice describing the work performed and any approved direct expenses (as provided for in Exhibit "A ", Section IV) incurred during the preceding period. If CITY objects to all or any portion of any invoice, CITY shall notify CONSULTANT of the objection within thirty (30) days from receipt of the invoice, give reasons for the objection, and pay that portion of the invoice not in dispute. It shall not constitute a default or breach of this Agreement for CITY not to pay any invoiced amounts to which it has objected until the objection has been resolved by mutual agreement of the parties. D. Expenses CONSULTANT shall be responsible for all costs and expenses incident to the performance of services for CITY, including but not limited to, all costs of equipment used or provided by CONSULTANT, all fees, fines, licenses, bonds or taxes required of or imposed against CONSULTANT and all other of CONSULTANT'S costs of doing business. CITY shall not be responsible for any expenses incurred by CONSULTANT in performing services for CITY, except for those expenses constituting "direct expenses" referenced on Exhibit "A." 4835 - 2267 -03610 _2_ LA004706083 ARTICLE 5. OBLIGATIONS OF CONSULTANT A. Tools and Instrumentalities CONSULTANT shall supply all tools and instrumentalities required to perform the services under this Agreement at its sole cost and expense. CONSULTANT is not required to purchase or rent any tools, equipment or services from CITY. B. Workers' Compensation CONSULTANT agrees to provide workers' compensation insurance for CONSULTANT'S employees and agents and agrees to hold harmless, defend with counsel acceptable to CITY and indemnify CITY, its officers, representatives, agents and employees from and against any and all claims, suits, damages, costs, fees, demands, causes of action, losses, liabilities and expenses, including without limitation reasonable attorneys' fees, arising out of any injury, disability, or death of any of CONSULTANT'S employees. C. Indemnification of Liability, Duty to Defend 1. As to professional liability, to the fullest extent permitted by law, CONSULTANT shall defend, through counsel approved by CITY (which approval shall not be unreasonably withheld), indemnify and hold harmless CITY, its officers, representatives, agents and employees against any and all suits, damages, costs, fees, claims, demands, causes of action, losses, liabilities and expenses, including without limitation attorneys' fees, to the extent arising or resulting directly or indirectly from any willful or negligent acts, errors or omissions of CONSULTANT or CONSULTANT'S assistants, employees or agents, including all claims relating to the injury or death of any person or damage to any property. 2. As to other liability, to the fullest extent permitted by law, CONSULTANT shall defend, through counsel approved by CITY (which approval shall not be unreasonably withheld), indemnify and hold harmless CITY, its officers, representatives, agents and employees against any and all suits, damages, costs, fees, claims, demands, causes of action, losses, liabilities and expenses, including without limitation attorneys' fees, arising or resulting directly or indirectly from any act or omission of CONSULTANT or CONSULTANT'S assistants, employees or agents, including all claims relating to the injury or death of any person or damage to any property. D. Insurance In addition to any other obligations under this Agreement, CONSULTANT shall, at no cost to CITY, obtain and maintain throughout the term of this Agreement: (a) Commercial Liability Insurance on a per occurrence basis, including coverage for owned and non -owned automobiles, with a minimum combined single limit coverage of $1,000,000 per occurrence for all damages due to bodily injury, sickness or disease, or death to any person, and damage to property, including the loss of use thereof; and (b) Professional Liability Insurance (Errors & Omissions) with a minimum coverage of $1,000,000 per occurrence or claim, and $2,000,000 aggregate; provided however, Professional Liability Insurance written on a claims made basis must comply with the requirements 4835 - 2267 -03610 LAM04706083 -3- set forth below. Professional Liability Insurance written on a claims made basis (including without limitation the initial policy obtained and all subsequent policies - purchased as renewals or replacements) must show the retroactive date, and the retroactive date`musf be before the earlier of the effective date of the contract or the 'beginning of the contract _work. Claims made Professional Liability Insurance must -be 'ainiained, and written evidence bf ins_urance must be provided, for at least five' (5y years after the :completion of the contract ' work. If claims made coverage is canceled or non - renewed, and "not replaced -with an6ther61diirms =made poIicy'forMri with a retroactive date prior to the earlier of the effective date of the _ contractor the =beginning of the contract work, CONSULTANT must purchase so called "extended ,re- or ' tail" coverage for a minimum of five (5),years after completion of work, which- must,also show',a retroactive date that is before the earlier of the effective date of the contract or the beginning .,of,the contractwork. As a condition precedent to ,CITY'S.-obligations under this Agreement,;CONSULTANT shall- furnish written evidence of such coverage (naming CITY, itsofficeis and employees as additional insured s`onthe.Comprehensive Liability insurance policy,referred'to in (4 immediately above via a specific endorsement) and requiring thirty (30) days written notice_ of policy•lapse or cancellation, or of a material change in policy terms. E. Assign -ment Notwithstanding any, rovision,of this A reement neither this -A Bement nor an duties or g- yL - -p g_ r any of CONSULTANT under this Agreement may, be ,assigned or subcontracted by CONSULTANT without the prior written consent of CITY, which CITY4hay withhold in'its sole and absolute discretion. F. State and Federal Taxes As CONSULTANT is not CITY'S employee, CONSULTANT,shall be 'responsible, for paying, all required state and federa'li takes. Without limiting the foregoing,; CONSULTANT acknowledges and agrees that: • CITY will not withhold FICA'(Social Security) from CONSULTANT'S payments; • CITY will not make state or federal unemployment insurance contributions on CONSULTANT'S Behalf; . • CITY will not withhold! state or federal income tax from payment to CONSULTANT; • CITY will -not make disability insurance contributions on behalf of • CITY will not obtain workers' compensation insurance on behalf of CONSULTANT. 4835- 2267 -03610 =4= LAM04706083 ARTICLE 6. OBLIGATIONS OF CITY A. Cooperation of City CITY agrees to respond to all reasonable requests of CONSULTANT and provide access, at reasonable times following receipt by CITY of reasonable notice, to all documents reasonably necessary to the performance of CONSULTANT'S duties under this Agreement. B. Assignment CITY may assign this Agreement or any duties or obligations thereunder to a successor governmental entity without the consent of CONSULTANT. Such assignment shall not release CONSULTANT from any of CONSULTANT'S duties or obligations under this Agreement. ARTICLE 7. TERMINATION OF AGREEMENT A. Sale of Consultant's Business/ Death of Consultant. CONSULTANT shall notify CITY of the proposed sale of CONSULTANT's business no later than thirty (30) days prior to any such sale. CITY shall have the option of terminating this Agreement within thirty (30) days after receiving such notice of sale. Any such CITY termination pursuant to this Article 7.A shall be in writing and sent to the address for notices to CONSULTANT set forth in Exhibit A, Subsection V.H., no later than thirty (30) days after CITY' receipt of such notice of sale. If CONSULTANT is an individual, this Agreement shall be deemed automatically terminated upon death of CONSULTANT. B. Termination by City for Default of Consultant Should CONSULTANT default in the performance of this Agreement or materially breach any of its provisions, CITY, at CITY'S option, may terminate this Agreement by giving written notification to CONSULTANT. For the purposes of this section, material breach of this Agreement shall include, but not be limited to the following: 1. CONSULTANT'S failure to professionally and /or timely perform any of the services contemplated by this Agreement. 2. CONSULTANT'S breach of any of its representations, warranties or covenants contained in this Agreement. CONSULTANT shall be entitled to payment only for work completed in accordance with the terms of this Agreement through the date of the termination notice, as reasonably determined by CITY, provided that such payment shall not exceed the amounts set forth in this Agreement for the tasks described on Exhibit C" which have been fully, competently and timely rendered by CONSULTANT. Notwithstanding the foregoing, if CITY terminates this Agreement due to CONSULTANT'S default in the performance of this Agreement or material breach by CONSULTANT of any of its provisions, then in addition to any other rights and remedies CITY 4835 - 2267 -03610 _5 _ LAD04706083 may have, CONSULTANT shall reimburse CITY, within ten (10) days after demand, for any and all costs and expenses incurred by CITY in order to complete the tasks constituting the scope of work as described in this Agreement, to the extent such costs and expenses exceed the amounts CITY would have been obligated to pay CONSULTANT for the performance of that task pursuant to this Agreement. C. Termination for Failure to Make Agreed -Upon Payments Should CITY fail to pay CONSULTANT all or any part of the compensation set forth in Article 4 of this Agreement on the date due, then if and only if such nonpayment constitutes a default under this Agreement, CONSULTANT, at the CONSULTANT'S option, may terminate this Agreement if such default is not remedied by CITY within thirty (30) days after demand for such payment is given by CONSULTANT to CITY. D. Transition after Termination Upon termination, CONSULTANT shall immediately stop work, unless cessation could potentially cause any damage or harm to person or property, in which case CONSULTANT shall cease such work as soon as it is safe to do so. CONSULTANT shall incur no further expenses in connection with this Agreement. CONSULTANT shall promptly deliver to CITY all work done toward completion of the services required hereunder, and shall act in such a manner as to facilitate any the assumption of CONSULTANT's duties by any new consultant hired by the CITY to complete such services. ARTICLE 8. GENERAL PROVISIONS A. Amendment & Modification No amendments, modifications, alterations or changes to the terms of this Agreement shall be effective unless and until made in a writing signed by both parties hereto. B. Americans with Disabilities Act of 1990 Throughout the term of this Agreement, the CONSULTANT shall comply fully with all applicable provisions of the Americans with Disabilities Act of 1990 ( "the Act ") in its current form and as it may be amended from time to time. CONSULTANT shall also require such compliance of all subcontractors performing work under this Agreement, subject to the prohibition against assignment and subcontracting contained in Article 5 above. The CONSULTANT shall defend with counsel acceptable to CITY, indemnify and hold harmless the CITY OF GILROY, its officers, employees, agents and representatives from and against all suits, claims, demands, damages, costs, causes of action, losses, liabilities, expenses and fees, including without limitation reasonable attorneys' fees, that may arise out of any violations of the Act by the CONSULTANT, its subcontractors, or the officers, employees, agents or representatives of either. C. Attorneys' Fees If any action at law or in equity, including an action for declaratory relief, is brought to enforce or interpret the provisions of this Agreement, the prevailing party will be entitled to reasonable 4835 - 2267 -03610 LAC104706083 -6- attorneys' fees, which may be set by the court in the same action or in a separate action brought for that purpose, in addition to any other relief to which that party may be entitled. D. Captions The captions and headings of the various sections, paragraphs and subparagraphs of the Agreement are for convenience only and shall not be considered nor referred to for resolving questions of interpretation. E. Compliance with laws The CONSULTANT shall keep itself informed of all State and National laws and all municipal ordinances and regulations of the CITY which in any manner affect those engaged or employed in the work, or the materials used in the work, or which in any way affect the conduct of the work, and of all such orders and decrees of bodies or tribunals having any jurisdiction or authority over the same. Without limiting the foregoing, CONSULTANT agrees to observe the provisions of the Municipal Code of the CITY OF GILROY, obligating every contractor or subcontractor under a contract or subcontract to the CITY OF GILROY for public works or for goods or services to refrain from discriminatory employment or subcontracting practices on the basis of the race, color, sex, religious creed, national origin, ancestry of any employee, applicant for employment, or any potential subcontractor. F. Conflict of Interest CONSULTANT certifies that to the best of its knowledge, no CITY employee or office of any public agency interested in this Agreement has any pecuniary interest in the business of CONSULTANT and that no person associated with CONSULTANT has any interest that would constitute a conflict of interest in any manner or degree as to the execution or performance of this Agreement. G. Entire Agreement This Agreement supersedes any and all prior agreements, whether oral or written, between the parties hereto with respect to the rendering of services by CONSULTANT for CITY and contains all the covenants and agreements between the parties with respect to the rendering of such services in any manner whatsoever. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein, and that no other agreement, statement or promise not contained in this Agreement shall be valid or binding. No other agreements or conversation with any officer, agent or employee of CITY prior to execution of this Agreement shall affect or modify any of the terms or obligations contained in any documents comprising this Agreement. Such other agreements or conversations shall be considered as unofficial information and in no way binding upon CITY. 4835 - 2267 -03610 _�_ LAC104706083 H. Governing Law and Venue This Agreement shall be governed by and construed in accordance with the laws of the State of California without regard to the conflict of laws provisions of any jurisdiction. The exclusive jurisdiction and venue with respect to any and all disputes arising hereunder shall be in state and federal courts located in Santa Clara County, California. I. Notices Any notice to be given hereunder by either party to the other may be effected either by personal delivery in writing or by mail, registered or certified, postage prepaid with return receipt requested. Mailed notices shall be addressed to the parties at the addresses appearing in Exhibit "A", Section V.H. but each party may change the address by written notice in accordance with this paragraph. Notices delivered personally will be deemed delivered as of actual receipt; mailed notices will be deemed delivered as of three (3) days after mailing. J. Partial Invalidity If any provision in this Agreement is held by a court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions will nevertheless continue in full force without being impaired or invalidated in any way. K. Time of the Essence All dates and times referred to in this Agreement are of the essence. L. Waiver CONSULTANT agrees that waiver by CITY of any one or more of the conditions of performance under this Agreement shall not be construed as waiver(s) of any other condition of performance under this Agreement. Executed at Gilroy, California, on the date and year first above written. CONSULTANT: Bartel Associates, LLC By: _ ltwvl9l,� Name: Doug Pr r Title: Vice President Social Security or Taxpayer Identification Number 02 0701578 4835 - 2267 -03610 LAM04706083 -g- CITY: CITY OF GILROY By: Q� � *' Name:/Ammy F rbis Title: inane Director Approved as to Form City Attorney 4835 - 2267 -0361v1 _9_ LAM04706083 EXHIBIT "A" SPECIFIC PROVISIONS I. PROJECT MANAGER CONSULTANT shall provide the services indicated on the attached Exhibit "B ", Scope of Services ( "Services "). (All exhibits referenced are incorporated herein by reference.) To accomplish that end, CONSULTANT agrees to assign Doug Pry, who will act in the capacity of Project Manager, and who will personally direct such Services. Except as may be specified elsewhere in this Agreement, CONSULTANT shall furnish all technical and professional services including labor, material, equipment, transportation, supervision and expertise to perform all operations necessary and required to complete the Services in accordance with the terms of this Agreement. I1. NOTICE TO PROCEED /COMPLETION OF SERVICE A. NOTICE TO PROCEED CONSULTANT shall commence the Services upon delivery to CONSULTANT of a written "Notice to Proceed ", which Notice to Proceed shall be in the form of a written communication from designated City contact person(s). Notice to Proceed may be in the form of e-mail, fax or letter authorizing commencement of the Services. For purposes of this Agreement, Jimm.. Forbis shall be the designated City contact person(s). Notice to Proceed shall be deemed to have been delivered upon actual receipt by CONSULTANT or if otherwise delivered as provided in the Section V.H. ( "Notices ") of this Exhibit "A ". B. COMPLETION OF SERVICES When CITY determines that CONSULTANT has completed all of the Services in accordance with the terms of this Agreement, CITY shall give CONSULTANT written Notice of Final Acceptance, and CONSULTANT shall not incur any further costs hereunder. CONSULTANT may request this determination of completion when, in its opinion, it has completed all of the Services as required by the terms of this Agreement and, if so requested, CITY shall make this determination within two (2) weeks of such request, or if CITY determines that CONSULTANT has not completed all of such Services as required by this Agreement, CITY shall so inform CONSULTANT within this two (2) week period. III. PROGRESS SCHEDULE The schedule for performance and completion of the Services will be as set forth in the attached Exhibit "C ". IV. PAYMENT OF FEES AND DIRECT EXPENSES Payments shall be made to CONSULTANT as provided for in Article 4 of this Agreement. 4835 - 2267 -03610 LAC104706083 Direct expenses are charges and fees not included in Exhibit "B ". CITY shall be obligated to pay only for those direct expenses which have been previously approved in writing by CITY. CONSULTANT shall obtain written approval from CITY prior to incurring or billing of direct expenses. Copies of pertinent financial records, including invoices, will be included with the submission of billing(s) for all direct expenses. V. OTHER PROVISIONS A. STANDARD OF WORKMANSHIP CONSULTANT represents and warrants that it has the qualifications, skills and licenses necessary to perform the Services, and its duties and obligations, expressed and implied, contained herein, and CITY expressly relies upon CONSULTANT'S representations and warranties regarding its skills, qualifications and licenses. CONSULTANT shall perform such Services and duties in conformance to and consistent with the standards generally recognized as being employed by professionals in the same discipline in the State of California. Any plans, designs, specifications, estimates, calculations, reports and other documents furnished under this Agreement shall be of a quality acceptable to CITY. The minimum criteria for acceptance shall be a product of neat appearance, well - organized, technically and grammatically correct, checked and having the maker and checker identified. The minimum standard of appearance, organization and content of the drawings shall be that used by CITY for similar purposes. B. RESPONSIBILITY OF CONSULTANT CONSULTANT shall be responsible for the professional quality, technical accuracy, and the coordination of the Services furnished by it under this Agreement. CONSULTANT shall not be responsible for the accuracy of any project or technical information provided by the CITY. The CITY'S review, acceptance or payment for any of the Services shall not be construed to operate as a waiver of any rights under this Agreement or of any cause of action arising out of the performance of this Agreement, and CONSULTANT shall be and remain liable to CITY in accordance with applicable law for all damages to CITY caused by CONSULTANT'S negligent performance of any of the services furnished under this Agreement. C. RIGHT OF CITY TO INSPECT RECORDS OF CONSULTANT CITY, through its authorized employees, representatives or agents, shall have the right, at any and all reasonable times, to audit the books and records (including, but not limited to, invoices, vouchers, canceled checks, time cards, etc.) of CONSULTANT for the purpose of verifying any and all charges made by CONSULTANT in connection with this Agreement. CONSULTANT shall maintain for a minimum period of three (3) years (from the date of final payment to CONSULTANT), or for any longer period required by law, sufficient books and records in accordance with standard California accounting practices to establish the correctness of all charges submitted to CITY by CONSULTANT, all of which shall be made available to CITY at the CITY's offices within five (5) business days after CITY's request. 4835 - 2267 -0361v1 _2_ LAC104706083 D. CONFIDENTIALITY OF MATERIAL All ideas, memoranda, specifications, plans, manufacturing procedures, data (including, but not limited to, computer data and source code), drawings, descriptions, documents, discussions or other information developed or received by or for CONSULTANT and all other written and oral information developed or received by or for CONSULTANT and all other written and oral information submitted to CONSULTANT in connection with the performance of this Agreement shall be held confidential by CONSULTANT and shall not, without the prior written consent of CITY, be used for any purposes other than the performance of the Services, nor be disclosed to an entity not connected with the performance of the such Services. Nothing furnished to CONSULTANT which is otherwise known to CONSULTANT or is or becomes generally known to the related industry (other than that which becomes generally known as the result of CONSULTANT'S disclosure thereof) shall be deemed confidential. CONSULTANT shall not use CITY'S name or insignia, or distribute publicity pertaining to the services rendered under this Agreement in any magazine, trade paper, newspaper or other medium without the express written consent of CITY. E. NO PLEDGING OF CITY'S CREDIT. Under no circumstances shall CONSULTANT have the authority or power to pledge the credit of CITY or incur any obligation in the name of CITY. F. OWNERSHIP OF MATERIAL. All material including, but not limited to, computer information, data and source code, sketches, tracings, drawings, plans, diagrams, quantities, estimates, specifications, proposals, tests, maps, calculations, photographs, reports and other material developed, collected, prepared (or caused to be prepared) under this Agreement shall be the property of CITY, but CONSULTANT may retain and use copies thereof subject to Section V.D of this Exhibit "A ". CITY shall not be limited in any way in its use of said material at any time for any work, whether or not associated with the City project for which the Services are performed. However, CONSULTANT shall not be responsible for, and City shall indemnify CONSULTANT from, damages resulting from the use of said material for work other than PROJECT, including, but not limited to, the release of this material to third parties for work other than on PROJECT. G. NO THIRD PARTY BENEFICIARY. This Agreement shall not be construed or deemed to be an agreement for the benefit of any third party or parties, and no third party or parties shall have any claim or right of action hereunder for any cause whatsoever. 4835 - 2267 -03610 LAC104706083 -3- H. NOTICES. Notices are to be sent as follows: CITY: Jimmy Forbis City of Gilroy 7351 Rosanna Street Gilroy, CA 95020 CONSULTANT: Doug Pry Bartel Associates, LLC 411 Borel Avenue, Suit 101 San Mateo, CA 94402 FEDERAL FUNDING REQUIREMENTS. ❑ If the box to the left of this sentence is checked, this Agreement involves federal funding and the requirements of this Section V.I. apply. ® If the box to the left of this sentence is checked, this Agreement does not involve federal funding and the requirements of this Section V.I. do not apply. DBE Program CONSULTANT shall comply with the requirements of Title 49, Part 26, Code of Federal Regulations (49 CFR 26) and the City- adopted Disadvantaged Business Enterprise programs. 2. Cost Principles Federal Acquisition Regulations in Title 48, CFR 31, shall be used to determine the allowable cost for individual items. Covenant against Contingent Fees The CONSULTANT warrants that he /she has not employed or retained any company or person, other than a bona fide employee working for the CONSULTANT, to solicit or secure this Agreement, and that he /she has not paid or agreed to pay any company or person, other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift or any other consideration, contingent upon or resulting from the award or formation of this Agreement. For breach or violation of this warranty, the Local Agency shall have the right to annul this Agreement without liability or, at its discretion, to deduct from the agreement price or consideration, or otherwise recover, the full amount of such fee, commission, percentage, brokerage fee, gift or contingent fee. 4835 - 2267 -03610 -4- LAM04706083 EXHIBIT "B" SCOPE OF SERVICES 4835 - 2267- 0361u1 LAM04706083 EXHIBIT "C" MILESTONE',SCHEDULE 4835- 2N7 -0361v1 _ 1 LACk04706083 EXHIBIT "D" PAYMENT SCHEDULE 4835- 2267 -0361v1 LAC104706083 EXHIBIT B,C,D BB// RTE SSdGATFS LLC April 10, 2017 Barbara J. Voss Assistant Finance Director City of Gilroy 7351 Rosanna Street Gilroy, CA 95020 Re: OPEB Actuarial Valuation Fee Estimate & Data Request Dear Ms. Voss: Bartel Associates would be pleased to provide the City of Gilroy actuarial consulting services. This letter summarizes the project scope and our fee estimate for a June 30, 2017 actuarial valuation on the City's retiree healthcare plan and RRIB (Retention/Recognition Incentive Benefit) plans. Background Bartel Associates prepared a June 30, 2015 valuation for the 2014/15 and 2015 /16 fiscal years. In June 2015, GASB approved revised OPEB accounting rules under Statement No. 75, Accounting and Financial Reporting for Postemployment Benefits Other Than Pensions. This statement replaces GASB 45, effective for the City's 2017 /18 fiscal year. The June 30, 2017 valuation will provide the City GASB 45 information for 2016/17 and GASB 75 information for the 2017 /18 fiscal year. Estimated Fees The valuation includes a meeting at the City to review plan provisions, census data, actuarial methods and assumptions, and results. This approach provides the same scope of work as previous valuations we prepared for the City. Our discussion outline for the meeting will include: 1) Historical valuation results and demographic information; 2) Gain and loss analysis with changes in the Actuarial Accrued Liability since the prior valuation; 3) 10 -year projection of contributions and benefit payments; 4) Results provided separately for Miscellaneous, Exempt, Police, and Fire groups; 5) Statistical comparison of City results with other Bartel Associates OPEB valuations; 6) Detailed participant statistics, including summary of healthcare plan and coverage elections; and 7) Summary of upcoming OPEB and Ca1PERS issues. Information provided, timing, and fees are as follows: 1 Assumes beginning of year measurement date under GASB 75 (e.g. 6/30/17 Measurement Date for 2017/18) 411 Borel Avenue, Suite 101 • San Mateo, California 94402 main. 650/377 -1600 • fax 650/345 -8057 • web www bartel- associates com Approximate F_ ees Project Start /Completion Datel Estimate Cap Valuation report and meeting, including August 2017/ $ 16,000 $ 18,000 ■ 6/30/17 funded status October 2017 ■ GASB 45 information for 16/17 GASB 75 disclosure report for 17/18 August 2017/ 2,000 2,500 October 2017 GASB 75 disclosure report for 18/19 August 2018/ 2,500 3,000 October 2018 Total 20,500 23,500 1 Assumes beginning of year measurement date under GASB 75 (e.g. 6/30/17 Measurement Date for 2017/18) 411 Borel Avenue, Suite 101 • San Mateo, California 94402 main. 650/377 -1600 • fax 650/345 -8057 • web www bartel- associates com Barbara J. Voss April 10, 2017 Page 2 t . Please note that our fee estimate assumes: in We will bill the City at the following hourly rates: Position _ Hourly Rate Partner & President $ 320 Partner & Vice President 270 Assistant Vice President 240 Associate Actuary 190 Senior Actuarial Analyst 170 Actuarial Analyst 140 o While the estimated fees represent the likely cost of the valuation, it is possible the valuation may require additional time. We understand the City's budgeting needs and agree not to bill more than the cap amounts above unless the project scope changes. • The RRIB will be accounted for under GASB 45 and 75, rather than GASB 27 and 73. • The City has made no changes to its retiree healthcare plan or healthcare providers since the last actuarial valuation as of June 30, 2015. • Participant census data requested will be provided completely and accurately in an Excel workbook with one record per participant. in All plan, financial, and census information requested will be provided and is internally consistent. • Costs and liabilities will be provided using one funding method and one set of assumptions. • The City is not prefunding these benefits in an OPEB trust. • There will be no additional charges for expenses (e.g., travel, telephone, copying, etc.). The hourly rates above include our costs for these items. • We will invoice the City monthly based on time incurred, subject to the above maximum fees. Please note that our fee estimate will be higher if: ■ Results are needed separately for additional employee groups. ■ Results are needed for alternative plan designs. a The City requests additional meetings. We will base our fee for additional meetings on our billing rates and the time needed for the meetings and preparation. • Assistance with footnotes under GASB 75 beyond our GASB 75 reports (which will contain all actuarial related information needed for footnotes). • The City requests an executive summary. Data Requirements In order for us to begin the OPEB valuation, please provide: • Summary of OPEB plan provisions and copies of the most recent MOUs for bargained employee groups and agreements for unrepresented groups if they have changed from those provided for the June 30, 2015 valuation. • Total OPEB retiree pay -as- you -go costs separately by OPEB and RRIB for 2016/17. • Draft of the City's June 30, 2017 OPEB financial statement footnote and required supplementary information (if not available on City's website). • The City's most current CalPERS PEMHCA resolution(s) if different from that provided for the June 30, 2015 valuation. • The City's June 2017 Ca1PERS health premium invoice. Please remove any Social Security numbers. • Active and retired participant data as of the June 30, 2017 valuation date in an Excel workbook format. 411 Borel Avenue, Suite 101 • San Mateo, California 94402 main 650/377 -1600 • fax 650/345 -8057 • web www.bartel- associates.com • 4 ' Barbara J. Voss April 10, 2017 BA Page 3 • Active Data - name, employee number (not Social Security number), gender, birth date, hire date, medical plan, medical coverage (single /2- party /family), CalPERS pension tier (e.g. 2.7 % @57, 2 % @62), total CalPERS service including service at other agencies (if available), employee group (Miscellaneous, Exempt, Police, Fire), and annual PERSable compensation. Indicate the pay period for the compensation reported. Include any active employees who have waived healthcare coverage. • Retiree Data - name, employee number (not Social Security number), gender, birth date, hire date, retirement type (service retirement, disability retirement, surviving spouse), retirement date, medical plan, medical coverage (single /2 -party /family), employee group (Miscellaneous, Exempt, Police, Fire), spouse's birth date (if available), portion of premium paid by the City (separately by PEMHCA and RRIB benefits), and portion of premium paid by the retiree (separately by PEMHCA and RRIB benefits). Include any retirees or surviving spouses of retirees who have waived coverage. • The census data provided should be a snapshot of the City's active employees and retirees as of the June 30, 2017 valuation date. If the City provides census data as of a different date, the City should verify it is acceptable to its auditors. • The City can request a copy of its June 30, 2017 CalPERS PEMHCA database by downloading and submitting the CalPERS "GASB 45 Data Extract Request and Non - Disclosure Agreement" and the "GASB 45 Data Extract Receiving Party Sending Electronic Information Agreement" from the CalPERS website. This data extract may be helpful to the City in assembling the requested employee census information, including retirees who waived coverage. If the City wants us to use the CalPERS data extract for the valuation, it should (1) add PERSable compensation to each active record, (2) add bargaining unit or employee group to each active and retiree record if results are needed by employee group, (3) remove any retirees who are not eligible to participate in the City's retiree healthcare plan, for example, if they did not retire directly from the City, (4) add any benefit paid by the City to retirees outside of PEMHCA, and (5) make any additions, deletions, or changes necessary to make the file current as of the valuation date. • In lieu of individual PERSable compensation, the City can provide the current average PERS pay rate for employees and for each bargaining unit or employee group if results are needed by employee group. Indicate the pay period for the compensation reported. • In order to maintain confidentiality, please do not provide Social Security numbers for the employee number. We will delete any files that include Social Security numbers and request a revised file. • Our fee estimate assumes that the City will merge and reconcile all data files and provide one census file with one complete record for each employee and eligible retiree in an Excel workbook. If the City needs our help to merge and reconcile data, our fees will be higher. We may need additional data depending on our review of the City's retiree medical plan design. Timing Normally, the valuation results meeting is set about 4 to 6 weeks after we receive all the requested information and the City replies to any questions we may have after our initial review of the requested data. 411 Borel Avenue, Suite 101 -San Mateo, California 94402 main 650/377 -1600 -fax 650/345 -8057 -web www.bartel - associates corn 41 . Barbara J. Voss April 10, 2017 $7z4) Page 4 We look forward to continue working with you and the City. Please call me (650- 377 -1602) with any questions. Sincerely, zd��'T� Doug Pryor Vice President c: John Bartel, Bartel Associates, LLC O ThenrsTuty of CnlroyTropose1sMI7\BA GJroyO 17 -0410 OPEB GASB 75 fee letter docx 411 Borel Avenue, Suite 101 • San Mateo, California 94402 main 650/377 -1600 • fax 650/345 -8057 • web www bartel- assoclates.com ACC>Ra CERTIFICATE OF LIABILITY INSURANCE DATE(MM/DD/YYYY) 09/12/2016 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(les) must have ADDITIONAL INSURED provisions or 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 UAME.CT ROBERT B RICE, JR SARGEANT INSURANCE AGENCY, LLC (PA N o 818- 561 -2600 FAX No : 818-436-5988 7740 Painter Ave Ste 210 E-MAIL DD SS. ROBERT@SARGEANTI NSU RANCE COM INSURERS AFFORDING COVERAGE NAIC 0 INSURERA: LIBERTY MUTUAL INSURNACE Whittler CA 90602 -2477 INSURED INSURERS: AMTRUST/TECHNOLOGY INSURANCE CO 42376 BARTEL ASSOCIATES, LLC INSURERC: INDIAN HARBOR INSURANCE COMPANY 36940 411 BOREL AVE STE 101 INSURER D: INSURER E: $ 2,000,000 SAN MATEO CA 94402 -3525 INSURER F: COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS INTRR TYPE OF INSURANCE 26% ADDLSUBR POLICY NUMBER POLICY ///YYYY MM/DDIYY Y LIMITS COMMERCUIL GENERAL LIABILITY EACH OCCURRENCE $ 2,000,000 CLAIMS -MADE ® OCCUR DAMAGE TO RENTEly- PREMISES Ea occurrence $ 2,000,000 MED EXP (Any one person) $ 10,000 PERSONAL BADVINJURY $ 2,000,000 A X BKS (17) 57297374 09/01/2016 09/01/2017 GEN'L AGGREGATE LIMIT APPLIES PER GENERAL AGGREGATE $ 4,000,000 POLICY [::] PRO ❑ JECT LOC PRODUCTS - COMP /OPAGG $ 4,000,000 $ OTHER AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT Ea accident $ 1,000,000 BODILY INJURY (Per person) $ ANY AUTO A OWNED SCHEDULED AUTOS ONLY AUTOS X BAS (17) 57297374 09/01/2016 09/01/2017 BODILY INJURY (Per accident) $ HIRED NON -OWNED PROPERTY DAMAGE Per accident $ AUTOS ONLY AUTOS ONLY UMBRELLA LIAB OCCUR EACH OCCURRENCE $ HCLAIMS-MADE AGGREGATE $ EXCESS LIAR DED RETENTION $ $ WORKERS COMPENSATION PER OTH- I I AND EMPLOYERS' LIABILITY Y / N STATUTE ER E L EACH ACCIDENT $ 1,000,000 B ANY PROPRIETOR /PARTNER /EXECUTIVE OFFICER/MEM BER EXCLUDED? ❑ NIA X TWC3571825 09/01/2016 09/01/2017 E L DISEASE - EA EMPLOYEE $ 1,000,000 (Mandatory In NH) If yes, describe under DESCRIPTION OF OPERATIONS below E L DISEASE - POLICY LIMIT $ 1,000,000 Per Occurance $5,000,000 MISC PROFESSIONAL LIABILITY C MPP001715212 09/01/2016 09/01/2017 Annual Aggregate $5,000,000 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached If more space Is required) CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE City of Gilroy THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. 7351 Rosanna Street Gilroy, Ca 95020 AUTHORIZED REPRESENTATIVE tCPVE'Y'E" �. RLf.E' ©1988 -2015 ACORD CORPORATION. All ACORD 25 (2016/03) The ACORD name and logo are registered marks of ACORD POLICY NUMBER- BKS 57 29 73 74 COMMERCIAL GENERAL LIABILITY CG 20 10 04 13 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED - OWNERS, LESSEES OR CONTRACTORS - SCHEDULED PERSON OR ORGANIZATION This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE Name Of Additional Insured Person(s) Or Organization(s) Locations Of Covered Operations The City of Gilroy, it's official, officers, employees, agents and volunters ALL LOCATIONS OF THE NAMED INSURED Information required to complete this Schedule, if not shown above, will be shown in the Declarations A. Section II — Who Is An Insured is amended to include as an additional insured the person(s) or organization(s) shown in the Schedule, but only with respect to liability for "bodily injury", "property damage" or "personal and advertising injury" caused, in whole or in part, by. 1. Your acts or omissions; or 2. The acts or omissions of those acting on your behalf; in the performance of your ongoing operations for the additional insured(s) at the location(s) designated above However: 1. The insurance afforded to such additional insured only applies to the extent permitted by law; and 2. If coverage provided to the additional insured is required by a contract or agreement, the insurance afforded to such additional insured will not be broader than that which you are required by the contract or agreement to provide for such additional insured. B. With respect to the insurance afforded to these additional insureds, the following additional exclusions apply: This insurance does not apply to "bodily injury" or "property damage" occurring after- '. All work, including materials, parts or equipment furnished in connection with such work, on the project (other than service, maintenance or repairs) to be performed by or on behalf of the additional insured(s) at the location of the covered operations has been completed; or 2. That portion of "your work" out of which the injury or damage arises has been put to its intended use by any person or organization other than another contractor or subcontractor engaged in performing operations for a principal as a part of the same project CG 20 10 0413 © Insurance Services Office, Inc., 2012 Page 1 of 2 C. With respect to the insurance afforded to these additional insureds, the following is added to Section III — Limits Of Insurance: If coverage provided to the additional insured is required by a contract or agreement, the most we will pay on behalf of the additional insured is the amount of insurance: 1. Required by the contract or agreement; or Page 2 of 2 2. Available under the applicable Limits of Insurance shown in the Declarations; whichever is less This - endorsement shall not increase the applicable Limits of Insurance shown in the Declarations © Insurance Services Office, Inc., 2012 CG 20 10 04 13 .