CONTRACT 4953 Professional Services Agreement CLOSEDAgreement No. 4953
PROFESSIONAL SERVICES AGREEMENT
BETWEEN
THE CITY OF EL SEGUNDO AND
BARTEL ASSOCIATES, LLC
This AGREEMENT is entered into this 19th day of November, 2015, by and between the
CITY OF EL SEGUNDO, a municipal corporation and general law city ( "CITY ") and BARTEL
ASSOCIATES, a California Limited Liability Corporation ( "CONSULTANT ").
1. CONSIDERATION.
A. As partial consideration, CONSULTANT agrees to perform the work listed in the
SCOPE OF SERVICES, below;
B. As additional consideration, CONSULTANT and CITY agree to abide by the
terms and conditions contained in this Agreement;
C. As additional consideration, CITY agrees to pay CONSULTANT a sum not to
exceed TWENTY THOUSAND dollars ($20,000) for CONSULTANT's services.
CITY may modify this amount as set forth below. Unless otherwise specified by
written amendment to this Agreement, CITY will pay this sum as specified in the
attached Exhibit "A," which is incorporated by reference.
2. SCOPE OF SERVICES.
A. CONSULTANT will perform services listed in the attached Exhibit "A," which is
incorporated by reference.
B. CONSULTANT will, in a professional manner, furnish all of the labor, technical,
administrative, professional and other personnel, all supplies and materials,
equipment, printing, vehicles, transportation, office space and facilities, and all
tests, testing and analyses, calculation, and all other means whatsoever, except as
herein otherwise expressly specified to be furnished by CITY, necessary or proper
to perform and complete the work and provide the professional services required
of CONSULTANT by this Agreement.
3. PERFORMANCE STANDARDS. While performing this Agreement, CONSULTANT
will use the appropriate generally accepted professional standards of practice existing at the time
of performance utilized by persons engaged in providing similar services. CITY will
continuously monitor CONSULTANT's services. CITY will notify CONSULTANT of any
deficiencies and CONSULTANT will have fifteen (15) days after such notification to cure any
shortcomings to CITY's satisfaction. Costs associated with curing the deficiencies will be borne
by CONSULTANT.
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4. PAYMENTS. For CITY to pay CONSULTANT as specified by this Agreement,
CONSULTANT must submit a detailed invoice to CITY which lists the hours worked and
hourly rates for each personnel category and reimbursable costs (all as set forth in Exhibit "A ")
the tasks performed, the percentage of the task completed during the billing period, the
cumulative percentage completed for each task, the total cost of that work during the preceding
billing month and a cumulative cash flow curve showing projected and actual expenditures
versus time to date.
5. NON - APPROPRIATION OF FUNDS. Payments due and payable to CONSULTANT for
current services are within the current budget and within an available, unexhausted and
unencumbered appropriation of the CITY. In the event the CITY has not appropriated sufficient
funds for payment of CONSULTANT services beyond the current fiscal year, this Agreement
will cover only those costs incurred up to the conclusion of the current fiscal year.
6. ADDITIONAL WORK.
A, CITY's city manager ( "Manager ") may determine, at the Manager's sole
discretion, that CONSULTANT must perform additional work ( "Additional
Work") to complete the Scope of Work. If Additional Work is needed, the
Manager will give written authorization to CONSULTANT to perform such
Additional Work.
B, If CONSULTANT believes Additional Work is needed to complete the Scope of
Work, CONSULTANT will provide the Manager with written notification that
contains a specific description of the proposed Additional Work, reasons for such
Additional Work, and a detailed proposal regarding cost.
C. Payments over $5,000 for Additional Work must be approved by CITY's city
council. All Additional Work will be subject to all other terms and provisions of
this Agreement.
7. FAMILIARITY WITH WORK.
A. By executing this Agreement, CONSULTANT agrees that it has.
i. Carefully investigated and considered the scope of services to be
performed;
ii. Carefully considered how the services should be performed; and
iii. Understands the facilities, difficulties, and restrictions attending
performance of the services under this Agreement.
B. If services involve work upon any site, CONSULTANT agrees that
CONSULTANT has or will investigate the site and is or will be fully acquainted
with the conditions there existing, before commencing the services hereunder.
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Should CONSULTANT discover any latent or unknown conditions that may
materially affect the performance of the services, CONSULTANT will
immediately inform CITY of such fact and will not proceed except at
CONSULTANT's own risk until written instructions are received from CITY.
8. TERM. The term of this Agreement will be from November 19, 2015 to September 30,
2016. Unless otherwise determined by written amendment between the parties, this Agreement
will terminate in the following instances:
A. Completion of the work specified in Exhibit "A";
B. Termination as stated in Section 16.
9. TIME FOR PERFORMANCE.
A. CONSULTANT will not perform any work under this Agreement until:
CONSULTANT furnishes proof of insurance as required under Section 23
of this Agreement; and
ii. CITY gives CONSULTANT a written notice to proceed.
B. Should CONSULTANT begin work on any phase in advance of receiving written
authorization to proceed, any such professional services are at CONSULTANT's
own risk.
10. TIME EXTENSIONS. Should CONSULTANT be delayed by causes beyond
CONSULTANT's control, CITY may grant a time extension for the completion of the contracted
services. If delay occurs, CONSULTANT must notify the Manager within forty-eight hours (48
hours), in writing, of the cause and the extent of the delay and how such delay interferes with the
Agreement's schedule. The Manager will extend the completion time, when appropriate, for the
completion of the contracted services.
11. CONSISTENCY. In interpreting this Agreement and resolving any ambiguities, the main
body of this Agreement takes precedence over the attached Exhibits; this Agreement supersedes
any conflicting provisions. Any inconsistency between the Exhibits will be resolved in the order
in which the Exhibits appear below:
A. Exhibit A: GASB 45 OPEB Actuarial Valuation Fee Estimate & Data Request;
12. CHANGES. CITY may order changes in the services within the general scope of this
Agreement, consisting of additions, deletions, or other revisions, and the contract sum and the
contract time will be adjusted accordingly. All such changes must be authorized in writing,
executed by CONSULTANT and CITY. The cost or credit to CITY resulting from changes in
the services will be determined in accordance with written agreement between the parties.
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13. TAXPAYER IDENTIFICATION NUMBER. CONSULTANT will provide CITY with a
Taxpayer Identification Number.
14. PERMITS AND LICENSES. CONSULTANT, at its sole expense, will obtain and
maintain during the term of this Agreement, all necessary permits, licenses, and certificates that
may be required in connection with the performance of services under this Agreement.
15. WAIVER. CITY's review or acceptance of, or payment for, work product prepared by
CONSULTANT under this Agreement will not be construed to operate as a waiver of any rights
CITY may have under this Agreement or of any cause of action arising from CONSULTANT's
performance. A waiver by CITY of any breach of any term, covenant, or condition contained in
this Agreement will not be deemed to be a waiver of any subsequent breach of the same or any
other term, covenant, or condition contained in this Agreement, whether of the same or different
character.
16. TERMINATION.
A. Except as otherwise provided, CITY may terminate this Agreement at any time
with or without cause.
B. CONSULTANT may terminate this Agreement at any time with CITY's mutual
consent. Notice will be in writing at least thirty (30) days before the effective
termination date.
C, Upon receiving a termination notice, CONSULTANT will immediately cease
performance under this Agreement unless otherwise provided in the termination
notice. Except as otherwise provided in the termination notice, any additional
work performed by CONSULTANT after receiving a termination notice will be
performed at CONSULTANT" own cost; CITY will not be obligated to
compensate CONSULTANT for such work.
D. Should termination occur, all finished or unfinished documents, data, studies,
surveys, drawings, maps, reports and other materials prepared by CONSULTANT
will, at CITY's option, become CITY's property, and CONSULTANT will
receive just and equitable compensation for any work satisfactorily completed up
to the effective date of notice of termination, not to exceed the total costs under
Section 1(C).
E. Should the Agreement be terminated pursuant to this Section, CITY may procure
on its own terms services similar to those terminated.
F. By executing this document, CONSULTANT waives any and all claims for
damages that might otherwise arise from CITY's termination under this Section.
17. OWNERSHIP OF DOCUMENTS. All documents, data, studies, drawings, maps, models,
photographs and reports prepared by CONSULTANT under this Agreement are CITY's
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property. CONSULTANT may retain copies of said documents and materials as desired, but
will deliver all original materials to CITY upon CITY's written notice. CITY agrees that use of
CONSULTANT's completed work product, for purposes other than identified in this Agreement,
or use of incomplete work product, is at CITY's own risk.
18. PUBLICATION OF DOCUMENTS. Except as necessary for performance of service
under this Agreement, no copies, sketches, or graphs of materials, including graphic art work,
prepared pursuant to this Agreement, will be released by CONSULTANT to any other person or
public CITY without CITY's prior written approval. All press releases, including graphic
display information to be published in newspapers or magazines, will be approved and
distributed solely by CITY, unless otherwise provided by written agreement between the parties.
19. INDEMNIFICATION.
A. CONSULTANT agrees to the following:
i, Indemnification for Professional Services. CONSULTANT will save
harmless and indemnify and at CITY's request reimburse defense
costs for CITY and all its officers, volunteers, employees and
representatives from and against any and all suits, actions, or claims,
of any character whatever, brought for, or on account of, any injuries
or damages sustained by any person or property resulting or arising
from any negligent or wrongful act, error or omission by
CONSULTANT or any of CONSULTANT's officers, agents,
employees, or representatives, in the performance of this Agreement,
except for such loss or damage arising from CITY's sole negligence or
willful misconduct.
ii. Indemnification for other Damages. CONSULTANT indemnifies and
holds CITY harmless from and against any claim, action, damages,
costs (including, without limitation, attorney's fees), injuries, or
liability, arising out of this Agreement, or its performance, except for
such loss or damage arising from CITY's sole negligence or willful
misconduct. Should CITY be named in any suit, or should any claim
be brought against it by suit or otherwise, whether the same be
groundless or not, arising out of this Agreement, or its performance,
CONSULTANT will defend CITY (at CITY's request and with
counsel satisfactory to CITY) and will indemnify CITY for any
judgment rendered against it or any sums paid out in settlement or
otherwise.
B. For purposes of this section "CITY" includes CITY's officers, officials,
employees, agents, representatives, and certified volunteers.
C. It is expressly understood and agreed that the foregoing provisions will survive
termination of this Agreement.
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D. The requirements as to the types and limits of insurance coverage to be
maintained by CONSULTANT as required by Section 23, and any approval of
said insurance by CITY, are not intended to and will not in any manner limit or
qualify the liabilities and obligations otherwise assumed by CONSULTANT
pursuant to this Agreement, including, without limitation, to the provisions
concerning indemnification.
20. ASSIGNABILITY. This Agreement is for CONSULTANT's professional services.
CONSULTANT's attempts to assign the benefits or burdens of this Agreement without CITY's
written approval are prohibited and will be null and void.
21. INDEPENDENT CONTRACTOR. CITY and CONSULTANT agree that
CONSULTANT will act as an independent contractor and will have control of all work and the
manner in which is it performed. CONSULTANT will be free to contract for similar service to
be performed for other employers while under contract with CITY. CONSULTANT is not an
agent or employee of CITY and is not entitled to participate in any pension plan, insurance,
bonus or similar benefits CITY provides for its employees. Any provision in this Agreement that
may appear to give CITY the right to direct CONSULTANT as to the details of doing the work
or to exercise a measure of control over the work means that CONSULTANT will follow the
direction of the CITY as to end results of the work only.
22. AUDIT OF RECORDS. CONSULTANT will maintain full and accurate records with
respect to all services and matters covered under this Agreement. CITY will have free access at
all reasonable times to such records, and the right to examine and audit the same and to make
transcript therefrom, and to inspect all program data, documents, proceedings and activities.
CONSULTANT will retain such financial and program service records for at least three (3) years
after termination or final payment under this Agreement.
23. INSURANCE.
A. Before commencing performance under this Agreement, and at all other times this
Agreement is effective, CONSULTANT will procure and maintain the following
types of insurance with coverage limits complying, at a minimum, with the limits
set forth below:
Type of Insurance
Commercial general liability:
Professional Liability
Business automobile liability
Workers compensation
Limits
$1,000,000
$1,000,000
$1,000,000
Statutory Requirement
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B. Commercial general liability insurance will meet or exceed the requirements of
the most recent ISO -CGL Form. The amount of insurance set forth above will be
a combined single limit per occurrence for bodily injury, personal injury, and
property damage for the policy coverage. Liability policies will be endorsed to
name CITY, its officials, and employees as "additional insureds" under said
insurance coverage and to state that such insurance will be deemed "primary"
such that any other insurance that may be carried by CITY will be excess thereto.
Such endorsement must be reflected on ISO Form No. CG 20 10 11 85 or 88, or
equivalent. Such insurance will be on an "occurrence," not a "claims made," basis
and will not be cancelable or subject to reduction except upon thirty (30) days
prior written notice to CITY.
C. Professional liability coverage will be on an "occurrence basis" if such coverage
is available, or on a "claims made" basis if not available. When coverage is
provided on a "claims made basis," CONSULTANT will continue to renew the
insurance for a period of three (3) years after this Agreement expires or is
terminated. Such insurance will have the same coverage and limits as the policy
that was in effect during the term of this Agreement, and will cover
CONSULTANT for all claims made by CITY arising out of any errors or
omissions of CONSULTANT, or its officers, employees or agents during the time
this Agreement was in effect.
D. Automobile coverage will be written on ISO Business Auto Coverage Form CA
00 0106 92, including symbol I (Any Auto).
E. CONSULTANT will furnish to CITY duly authenticated Certificates of Insurance
evidencing maintenance of the insurance required under this Agreement and such
other evidence of insurance or copies of policies as may be reasonably required
by CITY from time to time. Insurance must be placed with insurers with a current
A.M. Best Company Rating equivalent to at least a Rating of "A:VII."
F. Should CONSULTANT, for any reason, fail to obtain and maintain the insurance
required by this Agreement, CITY may obtain such coverage at
CONSULTANT's expense and deduct the cost of such insurance from payments
due to CONSULTANT under this Agreement or terminate pursuant to Section 16.
24. USE OF SUBCONTRACTORS. CONSULTANT must obtain CITY's prior written
approval to use any consultants while performing any portion of this Agreement. Such approval
must approve of the proposed consultant and the terms of compensation.
25. INCIDENTAL TASKS. CONSULTANT will meet with CITY monthly to provide the
status on the project, which will include a schedule update and a short narrative description of
progress during the past month for each major task, a description of the work remaining and a
description of the work to be done before the next schedule update.
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26. NOTICES. All communications to either party by the other party will be deemed made
when received by such party at its respective name and address as follows:
If to CONSULTANT:
Bartel Associates, LLC
411 Borel Ave., Suite 101
San Mateo, CA 94402
Attention: John E. Bartel
If to CITY:
City of El Segundo
350 Main Street
El Segundo, CA 90245
Attention: Misty Cheng
Any such written communications by mail will be conclusively deemed to have been received by
the addressee upon deposit thereof in the United States Mail, postage prepaid and properly
addressed as noted above. In all other instances, notices will be deemed given at the time of
actual delivery. Changes may be made in the names or addresses of persons to whom notices are
to be given by giving notice in the manner prescribed in this paragraph.
27. CONFLICT OF INTEREST. CONSULTANT will comply with all conflict of interest
laws and regulations including, without limitation, CITY's conflict of interest regulations.
28. SOLICITATION. CONSULTANT maintains and warrants that it has not employed nor
retained any company or person, other than CONSULTANT's bona fide employee, to solicit or
secure this Agreement. Further, CONSULTANT warrants that it has not paid nor has it agreed
to pay any company or person, other than CONSULTANT's bona fide employee, any fee,
commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting
from the award or making of this Agreement. Should CONSULTANT breach or violate this
warranty, CITY may rescind this Agreement without liability.
29. THIRD PARTY BENEFICIARIES. This Agreement and every provision herein is
generally for the exclusive benefit of CONSULTANT and CITY and not for the benefit of any
other party. There will be no incidental or other beneficiaries of any of CONSULTANT's or
CITY's obligations under this Agreement.
30. INTERPRETATION. This Agreement was drafted in, and will be construed in accordance
with the laws of the State of California, and exclusive venue for any action involving this
agreement will be in Los Angeles County.
31. COMPLIANCE WITH LAW. CONSULTANT agrees to comply with all federal, state,
and local laws applicable to this Agreement.
32. ENTIRE AGREEMENT. This Agreement, and its Attachments, sets forth the entire
understanding of the parties. There are no other understandings, terms or other agreements
expressed or implied, oral or written. There are One, Three Page (3) Attachment to this
Agreement. This Agreement will bind and inure to the benefit of the parties to this Agreement
and any subsequent successors and assigns.
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Agreement No. 4953
33. RULES OF CONSTRUCTION. Each Party had the opportunity to independently review this
Agreement with legal counsel. Accordingly, this Agreement will be construed simply, as a whole,
and in accordance with its fair meaning; it will not be interpreted strictly for or against either Party.
34. SEVERABILITY. If any portion of this Agreement is declared by a court of competent
jurisdiction to be invalid or unenforceable, then such portion will be deemed modified to the
extent necessary in the opinion of the court to render such portion enforceable and, as so
modified, such portion and the balance of this Agreement will continue in full force and effect.
35. AUTHORITY/MODIFICATION. The Parties represent and warrant that all necessary
action has been taken by the Parties to authorize the undersigned to execute this Agreement and to
engage in the actions described herein. This Agreement may be modified by written amendment.
CITY's executive manager, or designee, may execute any such amendment on behalf of CITY.
36. ACCEPTANCE OF FACSIMILE SIGNATURES. The Parties agree that this Agreement,
agreements ancillary to this Agreement, and related documents to be entered into in connection
with this Agreement will be considered signed when the signature of a party is delivered by
facsimile transmission. Such facsimile signature will be treated in all respects as having the
same effect as an original signature.
37. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience of
reference only and will not affect the interpretation of this Agreement.
38. TIME IS OF ESSENCE. Time is of the essence for each and every provision of this
Agreement.
39. FORCE MAJEURE. Should performance of this Agreement be prevented due to fire, flood,
explosion, acts of terrorism, war, embargo, government action, civil or military authority, the
natural elements, or other similar causes beyond the Parties' reasonable control, then the
Agreement will immediately terminate without obligation of either party to the other.
40. STATEMENT OF EXPERIENCE. By executing this Agreement, CONSULTANT
represents that it has demonstrated trustworthiness and possesses the quality, fitness and capacity
to perform the Agreement in a manner satisfactory to CITY. CONSULTANT represents that its
financial resources, surety and insurance experience, service experience, completion ability,
personnel, current workload, experience in dealing with private consultants, and experience in
dealing with public agencies all suggest that CONSULTANT is capable of performing the
proposed contract and has a demonstrated capacity to deal fairly and effectively with and to
satisfy a public CITY.
[Signatures on next page]
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Agreement No. 4953
IN WITNESS WHEREOF the parties hereto have executed this contract the day and year
first hereinabove written.
ATTEST:
/Ity 1 � Y Clerk .....
APPROVED AS TO FORM:
MARK D. HENSLEY, City Attorney
By:
Da icl King, Jj� L
Assistant City AttornO
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BARTEL ASSOCIATES, LLC
w.
John E. Bartel, President
Taxpayer ID No. 02- 0701578
Agree &r66AA
TEL
SOCIATES, LLC
July 20, 2015
Misty Cheng
Interim Finance Director
City of El Segundo
350 Main Street
El Segundo, CA 90245
Re: GASB 45 OPEB Actuarial Valuation Fee Estimate & Data Request
Dear Ms. Cheng:
Bartel Associates would be pleased to provide the City of El Segundo actuarial consulting services.
This letter summarizes project scope and fees for a June 30, 2015 actuarial valuation on the City's
retiree healthcare plan.
Background
Bartel Associates prepared a June 30, 2013 valuation for the 2014/15 and 2015 /16 fiscal years. GASB
45 generally requires valuations are prepared biennially. The June 30, 2015 valuation will cover the
2016/17 and 2017 /18 fiscal years.
Two important developments occurred since the prior valuation:
• Historically, valuations have not included an implied subsidy (the implied subsidy is the benefit
retirees derive when they are charged the same pre- Medicare premium as employees). This
approach complies with GASB 45, which defers to Actuarial Standards of Practice (ASOP) on
whether the implied subsidy should be included. In May 2014 the Actuarial Standards Board
issued a revised ASOP that now requires actuaries value an implied subsidy for community rated
plans such as PEMHCA. The effective date is for valuations after March 31, 2015 so we are
required to include it. The City implemented this early and the June 30, 2013 valuation included an
implied subsidy. We will continue to include PEMHCA implied subsidy in the June 30, 2015
valuation.
• In June, 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 2017118 fiscal year. The June 30, 2015 valuation will provide
the City a recommended contribution for 2016/17 and 2017 /18 fiscal years, and GASB 45
accounting information for 2016/17. Unless the City wishes to early implement GASB 75, we
suggest the City's September 30, 2018 GASB 75 information be based on the next (June 30, 2017)
valuation as GASB 75 allows an actuarial valuation roll forward not more than 30 months and one
day before the City's fiscal year end. Consequently no GASB 75 fees are included in this letter.
Estimated Fees
The valuation will include a meeting with the City to review the plan provisions, census data, actuarial
methods and assumptions, and valuation results. Our discussion outline for the meeting will include:
1) Historical valuation results and demographic information;
2) Historical asset information including returns;
3) Gain and loss analysis with changes in the Actuarial Accrued Liability since the prior
valuation;
4) 10 -year projection of the Net OPEB Obligation, ARC, Annual OPEB Cost, benefit payments;
5) Impact of the Implied Subsidy;
411 Borel Avenue, Suite 101 m San Mateo, CA 94402
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Agreement No. 4953
Misty Cheng
July 20, 2015
Page 2
6) Results provided separately for Safety and Miscellaneous groups;
7) Statistical comparison of City results with other Bartel Associates GASB 45 valuations;
8) Detailed participant statistics, including summary of healthcare plan and coverage elections;
and
9) Summary of upcoming OPEB and CalPERS issues.
This approach provides the same scope of work as previous valuations we have prepared for the City.
Our fee to prepare the valuation will be approximately $18,000. While this represents 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 $20,000 unless the project scope changes. Note this
valuation will need to include the implied subsidy and fees reflect additional time for this analysis.
Please note our fee estimate assumes:
in We will bill the City at the following hourly rates:
Partner $250-$300
Assistant Vice President $200-$225
Associate Actuary $150
Actuarial Analyst $125
ow GASB 75 information for fiscal year 2017/18 will be provided in the next (June 30, 2017)
valuation.
• The City has made no significant changes to its retiree healthcare plan or healthcare providers since
the last actuarial valuation as of June 30, 2013.
• Participant census data requested will be provided completely and accurately in an Excel
spreadsheet with one record per participant.
at Costs and liabilities will be provided using one funding method and one set of assumptions.
• The City has not changed its contribution policy since the June 30, 2013 valuation.
• All plan and financial information requested will be provided and is internally consistent.
• We will have one meeting with the City to review the valuation results and will provide a
preliminary valuation results discussion outline for the meeting. The discussion outline will
summarize the plan provisions, census data, actuarial methods and assumptions, and the valuation
results.
• We will provide the valuation report, actuarial certification, funding policy certification, and Excel
valuation information spreadsheet required by Ca1PERS. Similar to previous valuation, the report
format will be a certified discussion outline (acceptable to Ca1PERS).
• There will be no additional charges for expenses (e.g., travel, telephone, copying, etc.). The hourly
rates listed above include our costs for these items.
• We will invoice the City monthly based on time incurred, subject to the above maximum fees.
Please note our fee estimate will be higher if:
• Results are needed for alternative plan designs.
• Results are needed separately for additional employee groups.
in The City requests additional meetings. We will base our fee for additional meetings on our billing
rates and the time needed for the meetings and preparation.
The City requests a formal valuation report, an executive summary, or a draft financial statement
footnote. We estimate that our fees would be $2,000 for a formal valuation report, $1,500 for an
executive summary, and $1,000 for a draft financial statement footnote.
411 Bon-A Avenuc, Sui.tc 101 OSan Matco, California 9-4402
Plain: 650/37-7-1600 -frtx 6-50/34.5-80.)-i 'Web.www.barrel as,,ockatcs.com
Misty Cheng Agreement No. 4953
July 20, 2015��
Page 3
Data Requirements
In order for us to begin the GASB 45 valuation, please provide:
u, Summary of plan provisions and copies of the most recent MOUs for bargained employee groups
and agreements for unrepresented groups, including changes since the June 30, 2013 actuarial
valuation.
• Total pay -as- you -go cost for the 2013/14 and 2014 /15 fiscal years.
• All quarterly and annual trust statements received from CalPERS CERBT including contributions
and dates made since March 31, 2014.
• The City's June 30, 2015 OPEB CAFR footnote and required supplementary information (when
available).
• The City's most current CalPERS PEMHCA resolution(s) if different from that provided for the
June 30, 2013 valuation.
• The City's last monthly CalPERS health premium invoice. (Please remove any Social Security
numbers.)
• Active and retired participant data as of June 30, 2015 in electronic format (Excel workbook):
• Active Data - name, employee number (not Social Security number), gender, birth date, hire
date, medical plan, single /2 -party /family coverage, CalPERS pension tier (e.g. 2.7 % @57,
2 % @62, etc.), CalPERS pension plan (Miscellaneous, Safety -Fire, Safety- Police), total
CalPERS service including service at other agencies (if available), City service, bargaining or
employee group (including indication of unrepresented/hourly), spouse's birth date (if
available), and annual PERSable compensation. Indicate the pay period for the compensation
reported. Include any active employees who have waived healthcare coverage. Note if hours for
part-time employees are less than 20 hours per week.
•
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, single /2 -party /family coverage, CalPERS pension plan (Miscellaneous,
Safety -Fire, Safety- Police), bargaining or employee group, spouse's birth date (if available),
portion of premium paid by the City, and portion of premium paid by the retiree. Include any
retirees or surviving spouses of retirees who have waived coverage if they can join the plan at a
later 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, do not provide Social Security numbers for the employee
number. We will not accept any files that contain Social Security Numbers.
• 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. 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.
411 Borel Avenue, Suite 101 - San Mateo, CA 94402
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Misty Cheng
July 20, 2015
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Agreement No. 4953
Timing
We are prepared to begin this project immediately. Normally, the valuation results meeting is set
about 4 -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.
We look forward to continue working with you and the City. Please call me (650- 377 -1601) or Bianca
Lin (650- 377 -1604) with any questions regarding this letter.
I" cIk 600
Sincerely,
John E. Bartel
President
c: Martha Dijkstra , City of El Segundo
Bianca Lin, Bartel Associates, LLC
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letter.docx
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main: 6.50/377 1600 0 Fax: 650/34".)-8057 ' 2veb. www,ba.rtcl- a.s!mciatcs.ccnn