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HomeMy WebLinkAbout05627 - BAY ACTUARIAL CONSULTANTS FOR CITY'S WORKERS' COMPENSATION PROGRAM CONSULTING SERVICES AGREEMENT Bay actuarial Consultants THIS AGREEMENT FOR CONSULTING SERVICES (the "Agreement") is made and entered into this 28°i day of September, 2007, by and between the City of Palm Springs, a California charter city and municipal corporation ("City'), and Bay Actuarial Consultants, a California Corporation ("Consultant"). RECITALS A. City is permissibly self-insured for workers' compensation benefits for employees that suffer injury or industrial illness. B. City is required by statute to maintain a reserve fund to cover workers' compensation claims. C. To maintain its perarnissible self-insured status, City is required to conduct periodic actuarial studies of its reserve fiord to validate that sufficient funds are available to cover all existing workers' compensation claims. D. City has not performed an actuarial study of its workers' compensation program or reserve fiend for several years and finds itself in need of a detailed analysis of its total unfunded liability for workers' compensation ("'Project")_ E. Based on the Consultant's experience, qualifications, and reputation, City has determined that Consultant is qualified to prepare an actuarial study and desires to retain Consultant for the Project_ NOW, THEREFORE, in consideration of the promises and mutual agreements contained herein, City agrees to retain and does hereby retain Consultant and Consultant agrees to provide services to the City as follows: AGREEMENT 1. CONSULTANT SERVICES 1.1 Scope of Services. In compliance with all terms and conditions of this Agreement, Consultant shall provide all of the labor, materials, and expenses necessary to complete the Project as described in the Scope of Services/Work attached to this Agreement as Exhibit "A" and incorporated herein by reference (the "services" or "work"), which includes the agreed upon schedule of performance and the schedule of fees. Consultant warrants that all services and work shall be performed in a competent, professional, and satisfactory matuier in accordance with all standards prevalent in the industry. In the event of any inconsistency between the terms contained in the Scope of Services/Work and the terns set forth In the main body of this Agreement, the terms set forth in the main body of this Agreement shall govern. I Revised: 10/31/2007 1.2 Compliance with Law. All scrvices rendered under this Agreement shall be provided by Consultant in accordance with all applicable federal, state, and local laws, statutes and ordinances and all lawful orders, rules, and regulations pronmulgaLed thereunder. 1.3 Licenses and Permits. Consultant shall obtain at its sole cost and expense such licenses, permits, and approvals as may be required by law for the performance of the services required by this Agreement. 1.4 Familiarity with Work. By executing this Agreement, Consultant warrants that it has carefully considered how the work should be performed and fully understands the facilities, difficulties, and restrictions attending performance of the work under this Agreement. 2. TIME FOR COMPLETION. The time for completion of the services to be performed by Consultant is an essential condition of this Agreement. Consultant shall prosecute regularly and diligently the work of this Agreement according to the agreed upon schedule of performance set forth in Exhibit "A." Consultant shall not be accountable for delays in the progress of its work caused by any condition beyond its control and without the fault or negligence of Consultant_ Delays shall not entitle Consultant to any additional compensation regardless of the party responsible for the delay. 3. COMPENSATION OF CONSULTANT 3.1 Compensation of Consultant. For the services rendered pursuant to this Agreement, Consultant shall be compensated and reimbursed, in accordance with the schedule of fees set forth in Exhibit "A," which total amount shall not exceed $4,800, 3.2 Method of Pavment. Consultant shall be paid a lump sum amount as set forth in Exhibit "A" upon the successful completion of Project. Consultant shall submit to City an invoice, in the form approved by City's finance director, for services rendered. City shall make a good faith effort to pay Consultant within thirty(30) days of receipt of Consultant's invoice. 3.3 Changes. In the event any change or changes in the Scope of Services/Work is requested by City, the parties hereto shall execute a written amendment to this Agreement, setting forth with particularity all terms of such amendment, including, but not limited to, any additional fees. An amendment may be entered into: A_ To provide for revisions or modifications to documents or other work product or work when documents or other work product or work is required by the enactment or revision of law subsequent to the preparation of any documents, other work product, or work; B. To provide for additional services not included in this Agreement or not customarily furnished in accordance with generally accepted practice in Consultant's profession. 3.4 Appropriations. This Agreement is subject to and contingent upon funds being appropriated therefore by the City Council of City for each fiscal year covered by the 2 Revised: 1 0/3112 0 0 7 Agreement. if such appropriations are not made, this Agreement shall automatically terminate without penalty to City. 4. PERFORMANCE SCHEDULE 4.1 Time of Essence. Time is of the essence in the performance of this Agreement. 4.2 Schedule of Performance. All services rendered pursuant to this Agreement shall be performed pursuant to the agreed upon schedule ot'perfornance set forth in Exhibit "A." The extension of any time period must be approved in writing by the Contract Officer. 4.3 Force Maieurc. The time for performance of services to be rendered pursuant to this Agreement may be extended because of any delays due to unForeseeable causes beyond the control and without the fault or negligence of Consultant, including, but not limited to, acts of God or of a public enemy, acts of the government, fires, earthquakes, floods, epidemic, quarantine restrictions, riots, strikes, freight embargoes, and unusually severe weather if Consultant shall within ten (10) days of the commencement of such condition notify the Contract Officer who shall thereupon ascertain the facts and the extent of any necessary delay, and extend the time for performing the services for the period of the enforced delay when and if in the Contract Officer's judgment such delay is justified, and the Contract Officer's determination shall be final and conclusive upon the parties to this Agreement. 4.4 Term. Unless earlier terminated in accordance with Section 9.5 of this Agreement, this Agreement shall continue in full Force and effect for a period of ninety (90) days, commencing on September 28, 2007, and ending on December 28, 2007, unless extended by mutual written agreement of the parties. 5. COORDINATION OF WORK 5.1 Representative of Consultant. The following principal of Consultant is hereby designated as being the principal and representative of Consultant authorized to act in its behalf with respect to the services and work specified herein and make all decisions in connection therewith: Jack Joyce, Principal. It is expressly understood that the experience, knowledge, education, capability, and reputation of the foregoing principal is a substantial inducement for City to enter into this Agreement. Therefore, the foregoing principal shall be responsible during the tern of this Agreement for directing all activities of Consultant and devoting sufficient tine to personally supervise the services hereunder. The foregoing principal may not be changed by Consultant without prior written approval of the Contract Officer, 5.2 Contract Officer. The Contract Officer shall be the City Manager, or his/her designee. It shall be the Consultant's responsibility to keep the Contract Officer, or his/her designee, fully informed of the progress of the performance of the services and Consultant shall refer any decisions that must be made by City to the Contract Officer. Unless otherwise specified herein, any approval of City required hereunder shall mean the approval of the Contract Officer. 5.3 Prohibition Against Subcontracting or Assimnment. The experience, knowledge, education, capability, and reputation of Consultant, its principals and employees, 3 Revised: 10/31/2007 were a substantial inducement for City to enter into this Agreement. Therefore, Consultant shall not contract with any other individual or entity to perform in whole or in part the services required hereunder without the express written approval of City. In addition, neither this Agreement nor any interest herein may be assigned or transferred, voluntarily or by operation of law, without the prior written approval of City. 5.4 Independent Contractor. Neither City nor any of its employees shall have any control over the manner, mode, or means by which Consultant, its agents or employees, perform the services required herein, except as otherwise set forth herein. Consultant shall perform all services required herein as an independent contractor of City and shall not be an employee of City and shall remain at all times as to City a wholly independent contractor with only such obligations as are consistent with that role; however, City shall have the right to review Consultant's work product, result, and advice. Consultant shall not at any time or in any manner represent that it or any of its agents or employees are agents or employees of City. 6. INSURANCE Consultant shall procure and maintain, at its sole cost and expense, policies of insurance as set forth in Exhibit"B,"which is attached hereto and is incorporated herein by reference. 7. INDEMNIFICATION. To the fullest extent permitted by law, Consultant shall defend (at Consultant's sole cost and expense), indemnify, protect, and hold harmless City, its elected officials, officers, employees, agents, and volunteers (collectively the "Indennnified Parties"), from and against any and all liabilities, actions, suits, claims, demands, losses, costs, judgments, arbitration awards, settlements, damages, demands, orders, penalties, and expenses including legal costs and attorney fees (collectively "Claims"), including but not limited to Claims arising from injuries to or death of persons (Consultant's employees included), for darnage to property, including property owned by City, from any violation of any federal, state, or local law or ordinance, and from errors and omissions committed by Consultant, its officers, employees, representatives, and agents, which Claims arise out of or are related to Consultant's performance under this Agreement, but excluding such Claims arising from the negligence or willful misconduct of the City, its elected officials, officers, employees, agents, and volunteers. Under no circumstances shall the insurance requirements and hrniits set forth in this Agreement be construed to limit Consultant's indemni Ccatiori obligation or other liability hereunder. 8. RECORDS AND REPORTS 8.1 Reports. Consultant shall periodically prepare and submit to the Contract Officer such reports concerning the performance of the services required by this Agreement as the Contract Officer shall require. 8.2 Records. Consultant shall keep such books and records as shall be necessary to properly perform the services required by this Agreement and enable the Contract Officer to evaluate the performance of such services. The Contract Officer shall have full and free access to such books and records at all reasonable times, including the right to inspect, copy, audit, and make records and transcripts from such records- 4 Revised, 10/3112007 8.3 Ownership of Documents. All drawings. specifications, reports, records, documents, and other materials prepared by Consultant in the perfonnance of this Agreement shall be the property of City and shall be delivered to City upon request of the Contract Officer or upon the termination of this Agreement, and Consultant shall have no claim for further employment or additional compensation as a result ol' the exercise by City of its full tights or ownership of the documents and materials hereunder. Consultant may retain copies of such documents for its own use. Consultant shall have an unrestricted right to use the concepts embodied therein. 8.4 Release of Documents. All drawings, specifications, reports, records, docurnents, and other materials prepared by Consultant in the performance of services under this Agreement shall not be released publicly without the prior written approval of the Contract Officer. 8.5 Cost Records. Consultant shall maintain all hooks, documents, papers, employee time sheets, accounting records, and other evidence pertaining to costs incurred while performing under this Agreement and shall make such materials available at its offices at all reasonable times during the term of this Agreernent and for three (3) years from the date of final payment for inspection by City and copies thereof shall be promptly furnished to City upon request. 9. ENFORCEMENT OF AGREEMENT 9.1 California Law. This Agreement shall be construed and interpreted both as to validity and to performance of the parties in accordance with the laws of the State of California. Legal actions concerning any dispute, claim, or matter arising out of or in relation to this Agreement shall be instituted in the Superior Court of the County of Riverside, State of California, or any other appropriate court in such county, and Consultant covenants and agrees to submit to the personal jurisdiction of such court in the event of such action. 9.2 Waiver. No delay or omission in the exercise of any right or remedy of a non- defaulting party on any default shall itnpair such right or remedy or be construed as a waiver. No consent or approval of City shall be deemed to waive or render unnecessary City's consent to or approval o f any subsequent act of Consultant. Any waiver by either party of any default must be in writing and shall not be a waiver of any other default concerning the same or any other provision of this Agreement. 9.3 Rights and Remedies are Cumulative. Except with respect to rights and remedies expressly declared to be exclusive in this Agreement, the rights and remedies of the parties are cumulative and the exercise by either party o F one or more of such rights or remedies shall not preclude the exercise by it, at the same or different times, of any other rights or remedies for the same default or any other default by the other party. 9.4 Legal Action. In addition to any other rights or remedies, either party may take legal action, in law or in equity, to cure, correct, or remedy any default, to recover damages for any default, to compel specific perfonnance of this Agreement, to obtain injunctive relief, a declaratory judgment, or any other remedy consistent with the purposes of this Agreement. 5 Revised: 10131/2007 9.5 Termination Prior to EmAration of Term. City reserves the right to terminate this Agreement at any tune, with or without cause, upon thirty (30) days written notice to Consultant, except that where termination is due to the fault of Consultant and constitutes an ira nediate danger to health, safety, and general welfare, the period of notice shall be such shorter tine as may be determined by the City. Upon receipt of the notice of termination, Consultant shall immediately cease all services hereunder except such as may be specifically approved by the Contract Officer. Consultant shall be entitled to compensation for all services rendered prior to receipt of the notice of termination and for any services authorized by the Contract Officer thereafter. Consultant may terminate this Agreement, with or without cause, upon thirty (30) days written notice to City. 10. CITY OFFICERS AND EMPLOYEES; NON-DISCRIMINATION 10.1 Non-Liability of Citv Officers and Emplovees. No officer or employee of City shall be personally liable to the Consultant, or any successor-in-interest, in the event of any default or breach by City or for any amount which may become due to the Consultant or its successor, or for breach of any obligation of the terms of this Agreement. 10.2 Covenant Against Discrimination. Consultant covenants that, by and for itself, its heirs, executors, assigns, and all persons claiming under or through them, that there shall be no discrimination or segregation in the performance of or in connection with this Agreement regarding any person or group of persons on account of race, color, creed, religion, sex, marital status, disability, sexual orientation, national origin, or ancestry- It. MISCELLANEOUS PROVISIONS 11.1 Notice. Any notice, demand, request, consent, approval, or communication either party desires or is required to give to the other party or any other person shall be in writing and either served personally or sent by pre-paid, first-class mail to the address set forth below. Either party may change its address by notifying the other party of the change of address in writing. Notice shall be deemed communicated seventy-two (72) hours from the time of mailing if mailed as provided in this Section. To City: City of Palm Springs Attention: City Manager & City Clerk 3200 E_ Tahquitz Canyon Way Palm Springs, California 92262 To Consultant: Bay Actuarial Consultants Attention: Jack Joyce, Principal 346 Rheem Blvd., Suite 204 Mora.-a, California 94566 11.2 Integrated Agreement. This Agreement contains all of the agreements of the parties and cannot be amended or modified except by written agreement. 6 Revised: 1 0131/2 0 0 7 11.3 Amendment. This Agreement may be amended at any time by the mutual consent of the parties by an instrument in writing. 11.4 Severability. In the event that any one or more of the phrases, sentences, clauses, paragraphs, or sections contained in this Agreement shall be declared invalid or unenforceable by valid judgment or decree of a court of competent jurisdiction, such invalidity or unenforceability shall not affect any of the remaining phrases, sentences, clauses, paragraphs, or sections of this Agreement, which shall be interpreted to carry out the intent of the parties hereunder. 11.5 Authority. The persons executing this Agreement on behalf o F the parties hereto warrant that they are duly authorized to execute this Agreement on behalf of said parties and that by so executing this Agreement the parties hereto are formally bound to the provisions of this Agreement. [SIGNATURE PAGE SEPARATELY ATTACHED] 7 Revised: 10131/2007 M WITNESS WHEREOF, the parties have executed this Agreement as of the dates stated below. "CITY" City of Palm Springs Date: By: IT0 lu ?_ ButzlaffCity Man ig --Administration •ATTEST OVE1ASTOFORM: alnes Thompson, p a/ZPoa gY r City Cleric Title: — "CONSULTANT" Bay Actuarial Consultants Date: �d �2 9 ' 6 By: A aj Principal Date: Secretary 9 Revised:9/26/2007 EXHIBIT "A" CONSULTANT'S SCOPE OF SERVICES/WORK Including, Schedule of.Fees And Schedule of Perfonnance 9 Revised: 1013112007 Bay Actuarial Consultants August 30, 2007 Mr. Troy L. Butzlaff Assistant City Manager City of Palm Springs 3200 Past Tahqultz Canyon Way Palm Springs, CA 92263-2743 Dear Mr. Butzlaff: We are pleased to have the opportunity to provide actuarial consulting services to the City of Palm Springs. Scope of the Review We will prepare a written actuarial report on the City's workers' compensation program. The report will describe our analysis and explain our conclusions and will contain various charts and graphs that illustrate the important points. We will discuss the effects of workers' compensation reform legislation and compare the City's statistics with averages from our extensive database of workers' compensation claims against other southern California cities. The report will address the following topics: 1) 2007-08 Loss Costs. Projection of losses expected to be incurred during the year that began on July 1, 2007. We will provide this in terms of self-funding rates per $100 of payroll at self-insured retentions of$500,000, $750,000, $1 million, and $2 million. 2) Liability as of 6130107. We will estimate the liability for unpaid self- insured losses. 3) Discounting. We will provide the estimates for items (1) and (2) above on both discounted and undiscounted (nominal) bases at interest rates of between 0% and 6%. 345 Rheem Blvd.,Salto 204, Moraga,Oalifomla 94556 Tel 925•377 5269 • Coll 325 399.1596 • Fax 925 377 5270 . Email poyceRBayActuarial.com 4) Quantification of Variability. We will provide 70%, 80%, and 90% confidence levels for items (1) and (2). 5) Cash Flow. The report will include a projection of 2007-08 claims expenditures. We will provide a detailed discussion and explanation of any odd or unusual items that we notice, such as any trends that differ substantially from those that we are accustomed to seeing with our many southern California city clients. Bay Actuarial serves many California cities and we maintain large reference databases of workers' compensation claims. Data, Timing and Fees We can produce the reports relatively quickly if necessary. Our flat fee for this work will be $4,800 for the report. This will cover all time and expense. We do not expect to incur any travel time or expense. We will provide you with timely and professional service. If you have any questions or suggestions, please call me at (925) 377-5269. Respectfully, BAY ACTUARIAL CONSULTANTS 0O'd Jam. Jack Joyce Principal Fellow, Casualty Actuarial Society Member, American Academy of Actuaries cc: John Stephens, Keenan & Associates EXHIBIT "B" INSURANCE PROVISIONS Including Verification of Coverage, Sufficiency of Insurers, Errors and Omissions Coverage, Minimum Scope of Insurance, Deductibles and Self-Insured Retentions, and Severability of Interests (Separation of Insureds) 10 Revised: 10/31/2007 Insurance Consultant shall procure and maintain, at its sole cost and expense, and submit concurrently with its execution of this Agreement, in a form and content satisfactory to the City, public liability and property damage insurance against all claims for injuries against persons or damages to property resulting fi-om Consuhrrlt's performance under this Agreement. Consultant shall also carry workers' compensation insurance in accordance with California workers' compensation laws. Such insurance shall be kept in full Force and ef•'I'ect during the term of this Agreement, including any extension thereof, and shall not be cancelable without thirty (30) days advance written notice to City of any proposed cancellation. Certificates ofinsurance evidencing the foregoing and designating the City, its elected officials, officers, employees, agents, and volunteers as additional named insureds by original endorsement shall be delivered to and approved by City prior to commencement of services. The procuring of such insurance and the delivery of policies, certificates, and endorseme,uts evidencing the same shall not be construed as a limitation of Consultant's obligation to indemnify City, its elected officials, officers, agents, employees, and volunteers. A. Minimum Scone of Insurance. The minimum amount of insurance required hereunder shall be as follows: I. Comprehensive general liability and personal injury with linxits of at least one million dollars ($1,000,000.00) combined single limit coverage per occurrence and two million dollars ($2,000,000) general aggregate; 2. Automobile liability insurance with limits of at least one million dollars ($1,000,000.00) per occurrence; 3. Rev i-}iah;,:«•,xxrc��e=.�„�-ace--vm-ia�ic»Ts-)-�35�r��xee-�+vi•,txr,:•_nrrrrtsaf a� least oRe m: lie a , afs a F„ t: a , , iu•� inn nnm n;9A9:A0}�]ei=0 ce�ri�iari�—.�d�rimravrra.Olxm�—�.-vv�� arcrrua�aggregate;-ate 4. Workers' Compensation insurance in the statutory arnount as required by the State of California and Employer's Liability Insurance with limits of at least one million dollars $1 million per occurrence. If Consultant has no employees, Consultant shall complete the City's Request for Waiver of Workers' Compensation Insurance Requirement form. For any claims related to this Agreement, Consultant's insurance coverage shall be primary insurance; as respects City and its respective elected officials, officers, employees, agents, and volunteers. Any insurance or self-insurance maintained by City and its respective elected officials, officers, employees, agents, and volunteers shall be in excess of Consultant's insurance and shall not contribute with it. For Workers' Compensation and Employer's Liability Insurance only, the insurer shall waive all rights of subrogation and contribution it may have against City, its elected officials, officers, employees, agents, and volunteers. }r. �i'i'diT�-rvrraLr.mm�c�=del^}lg��ll•$1�r6'v`3(le�-rira'fr•C Prof,ssk)arnl ebilkasidraiiee, C�silt nr tail 1iis,afa:3e 5-n....,,,,.,..en 4.. ,.t..:_..._,,.. hr e F I I Revised: 10/31/2007 tke eonl•1i1 «: F r .. ,,1+ ,.. ser-i--- il..,,,_ «1,: no oemerrt 'rain t. ri '"1 , xisrrrar.,.. _ b IfT91ith«l. same .. in the ameia� fequi-r-e by this AgFeet"ii I'`o , Llree ZS aftef e eleti o f G'+,.....,,hftnt'sSeFvimee�3 undmer �his Agfeement. tilt ant shall .lse ,_e-1ec1.__,..1 m. ��;ii the-requ�alEe-or-eex�n..�,ro•I .. habili pehey. C. Sufficicney of Insurers. Insurance required herein shall be provided by authorized insurers in good standing with the State of Cali fornia. Coverage shall be provided by insurers admitted in the State of Califomia with an A.M. Best',,; Key Rating of B-1--i , Class VII, or better, unless otherwise acceptable to the City. D. Verification of Coverage. Consultant shall furnish City with both certificates of insurance and endorsements, including additional insured endorsements, effecting all of the coverages required by this Agreement. The certificates and endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf. All proof of insurance is to be received and approved by the City before work commences- City reserves the right to require Consultant's insurers to provide complete, certified copies of all required insurance policies at any time. Additional insured endorsements are not required for Errors and Omissions and Workers' Compensation policies. Verification of Insurance coverage may be provided by: (1) an approved General and/or Auto Liability Endorsement Porn for the City of Palm Springs or (2) an acceptable Certificate of Liability insurance Coverage with an approved Additional Insured Endorsement with the following endorsements stated on the certificate: 1. "The City of Palm Springs, its officials, emplovees, and agents are named as an additional insured... " ("as respects City of Palm Springs Contract No. 11or 'for any and all workperformed with the City"maybe included in this statement). 2. "This insurance is primary and non-contributory over any insurance or self-, insurance the City may have..." ("as respects City of'Pahn Springs Contract No._" or 'far any and all work perfortned with the Cio," may be included in this statement). 3. "Should any of the above described policies be canceled before the expiration date thereof, the issuing c'ompanv will mail 30 days written notice to the Certificate Holder named." Language such as, "endeavor to" mail and "but failure to mail such notice shall impose no obligation or liability of any kind upon the company, its agents or representative" is not acceptable and must be crossed out. 4. Both the Workers' Compensation and Employers' Liability politics shall contain the insurer's waiver of subrogation in favor of City, its elected officials, officers, employees, agents, and volunteers. In addition to the endorsements listed above, the City of Palm Springs shall be named the certificate holder on the policies- l2 Revised: 10/31/2007 All certificates of insurance and endorsements are to be received and approved by the City before work conunences. All certificates of insurance must be authorized by a person with authority to bind coverage, whether that is the authorised agent/broker or insurance underwriter. Failure to obtain the required documents prior to the commencement of work shall not waive the Consultant's obligation to provide them. E. Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared to and approved by the City prior to commencing any work or services under this Agreement. At the option of the City, either the insurer shall reduce or eliminate such deductibles or Self-insured retentions as respects the City, its elected officials, officers, employees, agents, and volunteers; or, Consultant shall procure a bond guaranteeing paytnent of losses and related investigations, claim administration, and del'ense expenses. Certificates of Insurance must include evidence of the amount of any deductible or self-insured retention under the policy. Consultant guarantees payment of all deductibles and self-insured retentions. F. Severability_of-Interests (Separation of Insureds). This insurance applies separately to each insured against whom claim is made or suit is brought except with respect to the limits of the insurer's liability. 13 Revised: 10/31/2007