HomeMy WebLinkAbout06.C- Finance RESOLUTION(ID#2606) DOC ID: 2606
CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION
Agreement/Contract Amendment
From: David Cain M/CC Meeting Date: 08/05/2013
Prepared by: Veronica Martinez, (909) 384-
5242
Dept: Finance Ward(s): All
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino Authorizing the
Execution of a First Amendment to the Consultant Services Agreement Between Bartel
Associates LLC and the City of San Bernardino. (#2606)
Current Business Registration Certificate: Yes
Financial Impact:
Account Budgeted Amount: $35.000.00 Account No.Account Numbers: 5502 and 5505
Program General Government and Debt Services, Professional and Contract Services
Motion: Adopt the Resolution.
Synopsis of Previous Council Action:
May 20, 2013 - Resolution 2013-98 was approved authorizing an agreement for$39,200.00 with
Bartel Associates LLC and the City of San Bernardino for bankruptcy and health care actuarial
cost analyses.
Background:
Under current bankruptcy proceedings,research is ongoing to identify ways to reduce payments
for retiree healthcare (medical and life insurance). Bartel Associates LLC has provided detailed
alternatives that best describe the range of possible cost saving reductions in benefits.This
actuarial analysis uses statistical models to manage financial uncertainty by making educated
predictions about future events.An anticipated key finding of this analysis is the variability of
cost-sharing structure within each actuarial valuation.
This work includes three actuarial cost analyses of scenarios reflecting alternative retiree medical
benefits under the City's bankruptcy proceedings. In summary the work for three actuarial cost
analyses of scenarios reflecting alternative retiree medical benefits under the City's bankruptcy
proceedings is required for compliance with GASB 45 regulations. The cost analyses for these
scenarios will be produced with the preliminary actuarial for Other Post-Employment Benefits
(OPEB)Actuarial Valuation and will be utilized by staff in the City's financial reporting.
Additional CalPERS and OPEB valuation work includes:
•Bankruptcy proceedings and the City's CalPERS plans, including meeting and prep
>June 30, 2012 OPEB valuation work related to three alternative scenarios under bankruptcy
• Incorporate CalPERS new smoothing and amortization policy and new expected
Updated:7/15/2013 by Telicia Lopez
2606
assumption changes
City Attorney Review:
Supporting Documents:
reso 2606 (PDF)
agrmt 2606 (PDF)
2013-98 Resolution approving Bartel Associates Agreement (PDF)
Bartel Associates Agreement 2013-98 (PDF)
Updated:7/15/2013 by Telicia Lopez
RESOLUTION NO.
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
2 SAN BERNARDINO AUTHORIZING THE EXECUTION OF A FIRST
3 AMENDMENT TO THE CONSULTANT SERVICES AGREEMENT BETWEEN
BARTEL ASSOCIATES LLC AND THE CITY OF SAN BERNARDINO.
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5 NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND COMMON
6 COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS:
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7 SECTION I. The City Manager is hereby authorized and directed to execute this First
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Amendment to the Consultant Service Agreement between Bartel Associates LLC and the a
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9 City of San Bernardino.
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SECTION 2. The Purchasing Manager is hereby authorized to issue an amended
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12 Purchase Order to Bartel Associates LLC for bankruptcy and health care actuarial cost
13 analyses for a total amount not to exceed$35,000.00.
14 SECTION 3. The authorization granted hereunder shall expire and be void and of no m°,
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further effect if the Agreement is not executed by both parties and returned to the Office of the
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City Clerk within sixty(60) days following the effective date of this Resolution. m
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1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
2 SAN BERN AYMINO AUTHORIZING THE EXEu UTION OF A FIRST
AMENDMENT TO THE CONSULTANT SERVICES AGREEMENT BETWEEN
3 BARTEL ASSOCIATES LLC AND THE CITY OF SAN BERNARDINO.
4 1 HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
5 and Common Council of the City of San Bernardino at a meeting
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thereof,held on the day of , 2013,by the following vote,to wit: E
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Council Members: AYES NAYS ABSTAIN ABSENT E
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9 MARQUEZ
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10 JENKINS d
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VALDIVIA a
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14 KELLEY c
15 JOHNSON a
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16 MCCAMMACK
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Georgeann Hanna, City Clerk c
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20 The foregoing Resolution is hereby approved this day of ,2013. `
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Patrick J. Morris,Mayor a
23 City of San Bernardino
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Approved as to form:
25 JAMES F. PENMAN,
26 City Attorney
27 By:
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FIRST AMENDMENT TO CONSULTANT SERVICES AGREEMENT
BETWEEN THE CITY OF SAN BERNARDINO AND
BARTEL ASSOCIATES LLC
THIS FIRST AMENDMENT is made and entered into as of August 5, 2013 by and between the
CITY OF SAN BERNARDINO, a charter city ("City"), and Bartel Associates LLC ("Consultant").
In consideration of the mutual covenants and conditions set forth herein, the parties agree as
follows:
1. This Amendment is made with respect to the following facts and purposes:
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a. On May 20, 2013, the City and Consultant entered into an agreement entitled E
"Consultant Services Agreement Between the City Of San Bernardino and Bartel
Associates LLC, for a total amount of Thirty Nine Thousand Two Hundred Dollars and no E
cents ($39,200.00). a
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b. The parties now desire to increase the amount of the agreement by an additional Thirty
Five Thousand Dollars ($35,000.00) to a total amount not to exceed Seventy Four E
Thousand Two Hundred Dollars ($74,200.00) and amend the Agreement as set forth in a
this Amendment.
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2. Section S. Compensation of the Agreement is hereby amended to increase the amount io
that the City agrees to pay the Consultant a not-to-exceed total amount of Seventy Four
Thousand Two Hundred Dollars ($74,200.00). City shall pay Consultant for services
kor rendered pursuant to this Agreement at the time and in the manner set forth herein. The first U
amendment amount shall not exceed Thirty Five Thousand Dollars ($35,000.00) for N
additional Consultant services. a
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3. Except for the changes specifically set forth herein, all other terms and conditions of the
Agreement shall remain in full force and effect. m
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IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by N
and through their respective authorized officers, as of the date first above written.
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CITY OF SAN BERNARDINO BARTEL ASSOCIATES LLC, E
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Allen Parker, City Manager John Bartel, President E
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ATTEST: APPROVED AS TO FORM:
Georgeann Hanna, City Clerk Ja es F. Penman, City Attorney
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RESOLUTION NO. 2013-98
S �.
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE EXECUTION OF A CONSULTANT
3 SERVICES AGREEMENT BETWEEN BARTEL ASSOCIATES LLC AND THE a
CITY OF SAN BERNARDINO FOR CONSULTANT SERVICES. Cl)
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5 NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND COMMON a)
6 COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: Q
7 SECTION 1. The City Manager of the City of San Bernardino is hereby authorized c>0
8 and directed to execute on behalf of said City a Consultant Service Agreement between
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Bartel Associates LLC and the City of San Bernardino for consultant services, a copy of Q
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which is attached hereto marked Exhibit "A" and incorporated herein by reference as fully
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12 as though set forth at length.
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13 SECTION 2. The Purchasing Manager is hereby authorized to issue a Purchase Order N
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14 to Bartel Associates LLC for consultant services for a total amount not to exceed $39,200.00. E
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15 SECTION 3. The authorization granted hereunder shall expire and be void and of no Q
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further effect if the agreement is not executed by both parties and returned to the Office of the .!2
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City Clerk within sixty(60) days following the effective date of the Resolution. Q
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2013-98
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
1 SAN BERNARDINO AUTHORIZING THE EXECUTION OF CONSULTANT E
SERVICES AGREEMENT BETWEEN BARTEL ASSOCIATES LLC AND THE 'or-
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CITY OF SAN BERNARDINO FOR CONSULTANT SERVICES.
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I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
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and Common Council of the City of San Bernardino at a joint regular meeting E
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thereof, held on the day of May , 2013,by the following vote,to wit:
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7 Council Members: AYES NAYS ABSTAIN ABSENT y
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MARQUEZ x c
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JENKINS
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11 VALDIVIA x
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KELLEY
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18 Georgei Hanna, C Clerk Q
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19 The foregoing Resolution is hereby approved this ,1 day of May ,2013. 00
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Patr�kJ. Morris, yor
22 1 y of San Bernardino
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Approved as to form: a
24 JAMES F. PENMAN,
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City orney
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26 By'
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2013-98
CONSULTANT SERVICES AGREEMENT
BETWEEN THE CITY OF SAN BERNARDINO AND
BARTEL ASSOCIATES,LLC.
This Consultant Service Agreement(this"Agreement")is made and entered into this 20th
day of May 2013 ("Effective Date") by and between the City of San Bernardino, a public body,
corporate and politic (hereinafter referred to as the "City") and Bartel Associates, LLC. E
(hereinafter referred to as the "Consultant") (sometimes jointly referred to herein as the
"Parties"). a
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WITNESSETH:
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A. WHEREAS, The CITY of San Bernardino is in need of a Consultant to provide d
actuarial valuation for cost analyses of three retiree medical benefits under the bankruptcy E
proceedings. N
B. WHEREAS, it has been determined by the Finance Director that Consultant N
represents that it has that degree of specialized expertise contemplated within California
Government Code, Section 37103, and holds all necessary licenses to practice and perform the •o
services herein contemplated; and N
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C. WHEREAS, CONSULTANT is competent, experienced and able to perform said 6
responsible services;and M
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D. WHEREAS, CONSULTANT will provide the most advantageous and c
responsible services; N
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NOW THEREFORE, in consideration of mutual covenants contained in this Agreement T
and the mutual benefits to be derived there from,the parties agree as follows: N
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1. TERM. E
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This agreement shall be in full force and effect for the term as stated in Exhibit A, unless Q
extended by amendment. N
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2. CONSULTANT RESPONSIBILITIES: o
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Consultant is responsible for performing the work as identified in Exhibit A, contained
herein. The Consultant commits the necessary principal personnel to the performance of
such services for the duration of this Agreement. 0°
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3. CITY RESPONSIBILITIES E
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The City shall provide, in a reasonable timely fashion, the Consultant with any a
documentation, records, reports, statistics or other data or information pertinent to the
provision of services, which are reasonably available to the City. The City will provide a
contact person to assist in the timely resolution of any issues that may arise.
EXHIBIT"A"
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2013-98
(MA, 4. CONFIDENTIALITY
OF REPORTS
The Consultant snail;weep confidcntia'= °.11 reports, infnrrnation and data received,prepared or
assembled pursuant to performance hereunder. Such information shall not be made available
to any person, news release, firm, corporation, or entity without prior written consent of the r
City or as otherwise required by law.
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5. COMPENSATION
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The actuarial valuation cost analyses of retiree medical benefits (three scenarios)for the City
of San Bernardino will not exceed $39,200.00. This fee is inclusive of all professional fees N
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and expenses. E
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NONDISCRIMINATION-,MONITORING AND REPORTING WORK PERFORMANCE. y
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In the performance of this Agreement and in the hiring and recruitment of employees,
Consultant shall not engage in, nor permit its officers, employees or agents to engage nn,
discrimination in employment of persons because of their race, religion, colon, national 0
on in, ancestry, age, mental or physical disability, medical condition, marital status, sexual a
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gender or sexual orientation,or any other status protected by law. ad
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7. CONFLICT OF INTEREST m
The Consultant shall maintain a code or standard of conduct. The Consultant shall neither 0
solicit nor accept gratuities, favors, or anything of monetary value for work completed under
the Scope of Services. To the extent permissible by state laws, rules and regulations, the CO
standards adopted by the Consultant shall provide for penalties, sanctions, or other
disciplinary actions to be applied for violations of such standards by the Consultant. N
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8. INDEPENDENT CONTRACTOR E
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The Parties intend that the relationship between them created under the Agreement is that of Q
an independent contractor only. The Consultant shall perform each element of the work set 0
forth in the Scope of Services as an independent contractor and shall not be considered an
employee of the City. This Agreement is by and between the Consultant and the City, and is C
not intended, and shall not be construed, to create the relationship of agent, servant, a
employee, partnership, joint venture or association, between the City and the Consultant.
The City is interested only in the results obtained under the Agreement; unless otherwise CO
indicated and under unusual circumstances,the manner and means of performing the services r
are subject to the Consultant's sole control. The Consultant shall have no right or authority
to bind or commit the City. The Consultant shall not be entitled to any benefits, including, E
without limitation, worker's compensation,
disability insurance, vacation or sick pay. The
Consultant shall be responsible for providing at its expense, and in its name, disability, a
worker's compensation or other insurance.
The sons
ultant assumes full and sole responsibility for, and shall therefore pay, any and all
federal and state income taxes, Social Security, estimated taxes, unemploymentt taxes, and
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2013-98
any other taxes incurred as result of the compensation set forth herein. The Consultant
agrees further to provide the City with proof of payment upon reasonable demand. The
Consultant holds the City harmless from and against any and all claims, demands, losses,
costs, fees, liabilities, taxes, penalties, damages or injuries suffered by the City (including,
but not limited to, attorney fees and court costs, whether or not litigation is commenced)
arising out of the failure of the Consultant to comply with this provision. Further, this a
indemnification shall apply to any and all claims, demands, losses, costs, fees, liabilities,
taxes, penalties, damages and injuries suffered by the City as a result of the classification of
the Consultant as independent contractor under this Agreement. a
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9. RECORDS
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The Consultant shall keep full and accurate records of all consulting work performed under aa)
this Agreement. All records, content, sketches, drawings, prints, computations, charts,
reports and other documentation made in the course of the consulting work performed N
hereunder, or in anticipation of the consulting work to be performed in regard to this in
Agreement, shall at all times be and remain the sole property of the City and the Consultant
shall turn over to the City all copies of the Work Records within seven(7) calendar days after
a written request by City. c
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10. BUSINESS LICENSE/TIN a
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Consultant shall obtain a San Bernardino business license and provide the City with evidence m
that its license has been obtained on or before receipt of payment hereunder. The Consultant
agrees to keep said license current and valid throughout the term of this Agreement.
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Consultant shall obtain a state and federal taxpayer identification number and shall provide o
evidence to the City that this number has been obtained.
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11. RIGHT TO OBTAIN OTHER CONTRACTURAL ARRANGEMENTS.
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The Consultant at any time has the right: (a) accept employment or other association with L
any person, city or company in the United States of America or any Territory thereof, or a
through media reasonably accessible by persons in the United States of America or any a
Territory thereof, or (b) in the United States of America or any Territory thereof, or through 2
media reasonably accessible by Persons in the United States of America or any Territory
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thereof, engage in activities, projects or services similar in nature or competitive with those Q
of the City, limited only by the confidential information described in Section 4, or (c)
become employed by, associate with or otherwise engage any entity anywhere in the world. m
The City acknowledges that the provisions of this Section are reasonable in light of the
legitimate business needs of the City. E
12. SUCCESSOR AND ASSIGNMENT.
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The services as contained herein are to be rendered by the Consultant whose name is as
appears first above written and said Consultant shall not assign nor transfer any interest in
this Agreement without the prior written consent of the City.
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13.INDEMN
IFICATION.
The Consuitant agrees to irl mnif,�, defend and hold harmless the City of San Bernardino
("City"), its agents, officers and employees from and against all liability, expense, including
defense costs and legal fees, and claims for damages of any nature whatsoever, including,but
not limited to, bodily injury, death, personal injury or property damage arising out of this
Agreement from the Consultant's or the Consultant's employees or agents negligence, errors E
performed by or on behalf of the Consultant
or omissions connected with the services
pursuant to this Agreement. The costs, k on behalf of the CITY shall be considered a
members of his office in enforcing this Agreement
as "attorneys' fees" for the purposes of this paragraph. The Consultant agrees to obtain a
policy of insurance in the minimum amount of$1,000,000.00 (one million dollars) to cover
any and all claims. The Consultant shall provide the City with evidence that the necessary
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liability insurance has been obtained, and that the Agency has been named as an additional
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insured on said policy by the Effective Date hereof.
14.LIMITATION OF LIABILITY N
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The City agrees that Contractor's total liability to the City for any and all damages 0
whatsoever arising out of or in any way related to this Agreement from any cause, including a
but not limited to contract liability or Contractor's negligence, errors,omissions,strict <
liability,breach of contract or breach of warranty shall not,in the aggregate, exceed
$150,000.
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In no event shall Contractor be liable for indirect, special, incidental,economic, c
consequential or punitive damages, including but not limited to lost revenue,lost profits, N
replacement goods, loss of technology rights or services,loss of data,or interruption or loss a
of use of software or any portion thereof regardless of the legal theory under which such A
damages are sought even if Contractor has been advised of the likelihood of such damages, N
and notwithstanding any failure of essential purpose of any limited remedy.
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Any claim by the City against Contractor relating to this Agreement must be made in writing
and presented to Contractor within one(1)year after the date on which Contractor completes a
performance of the services specified in this Agreement.
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15.MODIFICATION. 0
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This Agreement may be supplemented, amended, or modified only by the mutual agreement
of the Parties. No supplement, amendment, or modification of this Agreement shall be m
binding unless it is in writing and signed by both parties.
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16. CHOICE OF LAW.
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This Agreement, and any dispute arising from the relationship between the parties to this a
Agreement, shall be governed by California law, excluding any laws that direct the
application of another jurisdiction's laws.
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17. COMPLIANCE WITH LAWSNENUE
The parties agree to be bound by applicable federal, state, and local laws, regulations and
directives as they pertain to the pe1fOrm&11ce of this Agreement.
The parties hereto agree that all actions or proceedings arising in connection with this
Agreement shall be tried and litigated either in the State courts located in the County of San
Bernardino, State of California or the U.S. District Court for the Central District of E
California,Riverside Division.The aforementioned choice of venue is intended by the parties
to be mandatory and not permissive in nature. a
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18. SEVERABILILTY c
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In the event that any provision herein contained is held to be invalid, void or illegal by any 0
court of competent jurisdiction, the same shall be deemed severable from the remainder of
this Agreement and shall in no way affect, impair, or invalidate any other provision contained a
herein. If any such provision shall be deemed invalid due to its scope of breadth, such
provision shall be deemed valid to the extent of the scope of breadth permitted by law. d
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19. INTERPRETATION 0
No p rovision of this Agreement is to be interpreted for or against either party because that
party or that party's legal representative drafted such provision, but this Agreement is to be
construed as if it were drafted by both parties hereto. m
20. WAIVER °
or remedy contained in or
No waiver of a breach, failure of any condition, or any right Y N
granted by the provisions of this Agreement shall be effective unless it is in writing and M
signed by the party waiving the breach, failure, right, or remedy. No waiver of any breach, o
failure, right, or remedy, shall be deemed a waiver of any other breach, failure, right or
remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless E
the writing so specifies.
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21.NOTICE
Notices herein shall be presented in person or by certified or registered United States mail, as
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follows:
To the Consultant: Bartel Associates, LLC
411 Borel Avenue, Suite 101 t
San Mateo, Ca 94402 m
Attn: 41 Bartel,President
Phone: (650) 377-1600 E
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To the City: City of San Bernardino a
300 North D Street
San Bernardino, CA 92418
Attn: Finance Director
Phone: (909) 384-5331
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Noth in g paragraph in this shall be construed to prevent the giving of notice by personal
service.
22.ENTIRE AGREEMENT
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This Agreement, with Exhibit "A", constitutes the final, complete and exclusive statement of
the terms and the agreement between the parties pertaining to the engagement of the -c
Consultant by the City and the entire understanding of the parties and supersedes all prior
and contemporaneous understandings or agreements of the parties. No party has been Q
induced to enter into this Agreement by, no is any party relying on, any representation or U)
warranty outside those expressly set forth in this Agreement.
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IN WITNESS WHEREOF,the parties hereto have caused this Agreement to be executed the day
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and year first written above. a
CITY OF SAN BERNARDINO in
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Dated:
By: O
Al J. Parker, City Manager a
CONSULTANT
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Bartel ssociat�, L
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Dated: BY:
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John Bartel,President N
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Approved as to Form: E
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Exhibit A
Scope of Work
Retiree Healthcare Benefit Actuarial Cost Analyses for Bankruptcy Proceedings
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This scope of work shall include an actuarial cost analyses reflecting alternative retiree medical benefits
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under the City's bankruptcy proceedings.This scope of work summarizes our fees for actuarial cost V
analyses of only the City's bankruptcy proceedings. The cost analyses were produced with the
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preliminary actuarial valuation results and have been presented to City staff. a
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Background
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Under the current bankruptcy proceedings, the City intends to reduce its payments for retiree healthcare
(medical and life insurance). Details of the future benefits have not yet been formally agreed upon. We
provided three alternatives that best describe the range of possible reductions in benefits. The first
alternative is the highest cost/lowest reduction of benefits,while the third alternative shows the lowest Q
cost/largest reduction in benefits. The second alternative shows a reduction in benefits that is in between
the other two scenarios. The table below shows a summary of the alternative benefits as compared to the m
current benefits:
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Current Alternative Scenario 0
MOUs #1 #2 #3 Q
• PEMHCA • Capped at • Capped at • Capped at �S
■ Cash Subsidy during Minimum(4.5% $112/month for $112/month for $112/month for Z
Bankruptcy(1/1/l3 to increases) all retirees all retirees all retirees
6/30/14) m
• Police with . Same as • $112 cap • $112 cap c
■ Cash Subsidy after 20/25/30 YOS Current MOUs applies to all applies to all N
Bankruptcy(beginning receive retirees,future retirees,no
2014/15) $200/350/450 increases at 3% future increases rn
(3%increases) M
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• Yes,for all • Yes,for all • Yes,for all • Yes,for current C-4
■ Implied Subsidy retirees retirees retirees retirees a
• Eliminated for E
future retirees
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Additional data work required for the OPEB valuation in order to clean up the data prior to use in the
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actuarial valuation. Cleanup involved matching multiple files in order to remove erroneous data and
replace it with corrected data. V
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At the end of January,the City Council approved a number of resolutions related to the bankruptcy. a
Generally these resolutions set the current cash benefits to $112/month and all the above assume this
continues through June 30,2014. `6
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Fees '
Our fees for the actuarial cost analyses under the City's retiree healthcare plan, will not exceed
$39,200.00, unless the project scope changes. This fee estimate does not include additional fees if we are
asked to adjust any of the alternative scenarios described above.
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fees are based upon the following hourly rates:
These $250-$300
Partner
Assistant Vice President $200-$225
Senior Actuarial Analyst $150
Actuarial Analyst $125
Administrative Support $75 c
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Our fee estimate may be higher if: r-
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• The City changes any of the scenarios,or needs cost analyses under additional scenarios. E
• Results are needed separately for additional employee groups. a
• Results are needed for additional assumptions,funding methods,contribution policies,or alternative r Cn
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plan designs. d
Additional meetings to discuss the alternatives are required. E
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