City of San Luis Obispo

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1 City of San Luis Obispo 990 Palm Street San Luis Obispo, CA Notice Requesting Proposals for COST OF SERVICES STUDY The City of San Luis Obispo is requesting sealed proposals for a cost of services study pursuant to Specification No All proposals must be received by the Department of Finance by 3:00 P. M. on Thursday, October 28, 1999, when they will be opened publicly in the City Hall Council Chambers, 990 Palm Street, San Luis Obispo, CA Proposals received after said time will not be considered. To guard against premature opening, each proposal shall be submitted to the Department of Finance in a sealed envelope plainly marked with the proposal title, specification number, proposer name, and time and date of the proposal opening. Proposals shall be submitted using the forms provided in the specification package. A pre-proposal conference will be held at City Hall in the Council Hearing Room on Monday, October 18, 1999 at 10:00 A. M. to answer any questions that the prospective proposers may have regarding the City's request for proposals. Specification packages and additional information may be obtained by contacting Linda Asprion at (805) The City of San Luis Obispo is committed to including disabled persons in all of our services, programs and activities. Telecommunications Device for the Deaf (805)

2 Specification No TABLE OF CONTENTS A. Description of Work 1 B. General Terms and Conditions 4 Proposal Requirements Contract Award and Execution Contract Performance C. Special Terms and Conditions 9 Proposal Content Proposal Evaluation and Selection Proposal Review and Award Schedule Pre-Proposal Conference Ownership of Materials Release of Reports and Information Copies of Reports and Information Required Deliverable Products Attendance at Meetings and Hearings Alternative Proposals D. Agreement 12 E. Insurance Requirements 14 F. Proposal Submittal Forms 16 Proposal Submittal Summary References State of Past Contract Disqualifications APPENDICES Labor Cost Rates Summary of City Fees Resolution No Adopting a Master Fee Schedule for City Services ENCLOSURES Financial Plan Cost Allocation Plan

3 Section A DESCRIPTION OF WORK 1. OVERVIEW Under the City s user fee cost recovery policy, the City reviews and updates service charges on an ongoing basis to ensure that they keep pace with changes in the cost-of-living as well as changes service levels and delivery methods. In implementing this policy, the City has adopted a strategy of comprehensively analyzing service costs and related revenues every five years, with interim adjustments annually based on changes in the consumer price index. David M. Griffith and Associates prepared our last benchmark analysis under this approach in Accordingly, it is time to prepare a comprehensive evaluation of service costs and related revenues. 2. PROJECT GOALS The primary purpose of this project is to answer four basic questions: a. What does it cost the City to provide various services? b. Are these costs reasonable? c. What are current cost recovery levels? d. What fee changes are necessary to achieve adopted cost recovery policies? 3. GENERAL FUND FOCUS OPERATING PROGRAMS Rate setting for our enterprise operations (water, sewer, parking, transit and golf) is not part of the workscope of this project; its primary focus is on General Fund operating services - public safety, development review, parks & recreation, and other General Fund operations. However, selected services and related charges in our enterprise operations (such as setting meters, starting new accounts, disconnecting service for non-payment), which reduce general-purpose rate requirements, are included in the workscope. Since the focus is on cost recovery for ongoing services, evaluating development impact fees related to capital improvement financing is not part of this workscope. 4. WORK ALREADY PERFORMED BY THE CITY a. User fee cost recovery policy. The City has adopted a comprehensive user fee cost recovery policy, which sets forth an overall framework for evaluating cost recovery factors, and establishes specific user fee goals. Although we want the consultant s review and comments on this policy, we expect it to form the primary foundation for determining cost recovery levels. The policy for user fees and enterprise fund charges is provided in pages B-6 through B-10 of the enclosed Financial Plan. b. Cost allocation plan. The City has developed an in-house model for allocating organization-wide indirect costs to direct costs. Again, although we want the consultant s review and comments on this plan, we anticipate continuing to use this plan in allocating indirect costs in the future and expect it to be used in identifying service costs as part of this study. The cost allocation plan is enclosed. City staff will update this for by the time this project starts. -1-

4 c. Labor rates. Provided in Appendix A is a comprehensive listing of labor rates for all City positions based on salary, benefits, and indirect costs. d. Comprehensive fee listing. As part of our Revenue Manual, we have compiled a comprehensive listing of City service charges. Current fees are provided in Appendix B. e. Program and activity costs. As part of the Financial Plan, the City has identified direct costs for over 70 programs and approximately 600 activities. Operating program goals and costs are comprehensively set forth in Section D of the enclosed Financial Plan. 5. CONSULTANT WORKSCOPE a. Review existing policies, plans and cost of service information, and offer comments and recommendations for improvement as appropriate. b. Identify total cost of providing various City services at the lowest reasonable activity level. As discussed above, the primary focus of this analysis is on General Fund fees, although selected enterprise fund charges will be included. In preparing this analysis, the consultant should use existing policies, plans and service cost information to the maximum extent feasible. c. Form an opinion of the reasonableness of City costs, given City service levels and policies as well as practices in other agencies in California. d. Compare these costs with existing recovery levels. This should include service areas where the City is currently charging for services as well as areas where we do not but perhaps should in light of our cost recovery policies and practices of other cities. e. Recommend appropriate fees and charges based on this analysis in order to achieve adopted cost recovery levels. f. Evaluate rate structures and make recommendations as appropriate. g. Compare existing and proposed fees in key benchmark areas with those charged by other agencies in San Luis Obispo County as well as comparable cities outside of the County. Comparable Cities Davis Monterey Napa Palm Springs Petaluma Santa Barbara Santa Cruz Santa Maria Ventura Visalia San Luis Obispo County Agencies Arroyo Grande Atascadero Grover Beach Morro Bay Paso Robles Pismo Beach County of San Luis Obispo -2-

5 h. Develop and present findings in a manner that ensure understanding, confidence and credibility by operating staff, interested community members and policy-makers in the overall work product. i. Produce a final report that summarizes key results and findings; describes each service; identifies its cost, key cost components and current cost recovery level; recommends new fees based on this analysis and the City s cost recovery goals; assesses the reasonableness of City costs; and compares current and recommended fees with benchmark fee areas in identified agencies. j. Report on other matters that come to your attention in the course of your evaluation that in your professional opinion the City should consider. In summary, we expect a final product that reflects technical excellence as well as a strong policy orientation. 6. PROJECT COMPLETION We would like to complete this project including presentation of findings and recommendations to the Council within 90 days after contract execution. Assuming a contract award date of December 1, 1999, policy recommendations would be presented to Council in April PROJECT BUDGET The City has budgeted $47,500 for consultant assistance in completing this work. -3-

6 Section B GENERAL TERMS AND CONDITIONS PROPOSAL REQUIREMENTS 1. Requirement to Meet All Provisions. Each individual or firm submitting a proposal (proposer) shall meet all of the terms, and conditions of the Request for Proposals (RFP) specifications package. By virtue of its proposal submittal, the proposer acknowledges agreement with and acceptance of all provisions of the RFP specifications. 2. Proposal Submittal. Each proposal must be submitted on the form(s) provided in the specifications and accompanied by any other required submittals or supplemental materials. Proposal documents shall be enclosed in an envelope, which shall be sealed and addressed to the Department of Finance, City of San Luis Obispo, 990 Palm Street, San Luis Obispo, CA, In order to guard against premature opening, the proposal should be clearly labeled with the proposal title, specification number, name of proposer, and date and time of proposal opening. No FAX submittals will be accepted. 3. Insurance Certificate. Each proposal must include a certificate of insurance showing: a. The insurance carrier and its A.M. Best rating. b. Scope of coverage and limits. c. Deductibles and self-insured retention. The purpose of this submittal is to generally assess the adequacy of the proposer s insurance coverage during proposal evaluation; as discussed under paragraph 12 below, endorsements are not required until contract award. The City s insurance requirements are detailed in Section E. 4. Year 2000 Compliance Strategy. Each proposal must include a description of the proposer s Year 2000 compliance strategy (or statement of why this is not relevant to the purchase). 5. Proposal Quotes and Unit Price Extensions. The lump sum prices quoted by the proposer must be entered in figures in the spaces provided on the Proposal Submittal Form(s). Any lump sum bid shall be stated in figures. The Proposal Submittal Form(s) must be totally completed. 6. Proposal Withdrawal and Opening. A proposer may withdraw its proposal, without prejudice prior to the time specified for the proposal opening, by submitting a written request to the Director of Finance for its withdrawal, in which event the proposal will be returned to the proposer unopened. No proposal received after the time specified or at any place other than that stated in the "Notice Requesting Proposals" will be considered. All proposals will be opened and declared publicly. Proposers or their representatives are invited to be present at the opening of the proposals. 7. Submittal of One Proposal Only. No individual or business entity of any kind shall be allowed to make or file, or to be interested in more than one proposal, except an alternative proposal when specifically requested; however, an individual or business entity which has submitted a subproposal to a proposer submitting a proposal, or who has quoted prices on materials to such proposer, is not thereby disqualified from submitting a sub-proposal or from quoting prices to other proposers submitting proposals. -4-

7 8. Cooperative Purchasing. During the term of the contract, the successful proposer will extend all terms and conditions to any other local governmental agencies upon their request. These agencies will issue their own purchase orders, will directly receive goods or services at their place of business, and will be directly billed by the successful proposer. 9. Communications. All timely requests for information submitted in writing will receive a written response from the City. Telephone communications with City staff are not encouraged, but will be permitted. However, any such oral communication shall not be binding on the City. CONTRACT AWARD AND EXECUTION 10. Proposal Retention and Award. The City reserves the right to retain all proposals for a period of 60 days for examination and comparison. The City also reserves the right to waive non-substantial irregularities in any proposal, to reject any or all proposals, to reject or delete one part of a proposal and accept the other, except to the extent that proposals are qualified by specific limitations. See the "special terms and conditions" in Section C of these specifications for proposal evaluation and contract award criteria. 11. Competency and Responsibility of Proposer. The City reserves full discretion to determine the competence and responsibility, professionally and/or financially, of proposers. Proposers will provide, in a timely manner, all information, which the City deems necessary to make such a decision. 12. Contract Requirement. The proposer to whom award is made (Contractor) shall execute a written contract with the City within ten (10) calendar days after notice of the award has been sent by mail to it at the address given in its proposal. The contract shall be made in the form adopted by the City and incorporated in these specifications. 13. Insurance Requirements. The Contractor shall provide proof of insurance in the form, coverages and amounts specified in Section E of these specifications within 10 (ten) calendar days after notice of contract award as a precondition to contract execution. 14. Business Tax. The Contractor must have a valid City of San Luis Obispo business tax certificate prior to execution of the contract. Additional information regarding the City's business tax program may be obtained by calling (805) CONTRACT PERFORMANCE 15. Ability to Perform. The Contractor warrants that it possesses, or has arranged through subcontracts, all capital and other equipment, labor, materials, and licenses necessary to carry out and complete the work hereunder in compliance with any and all federal, state, county, city, and special district laws, ordinances, and regulations. 16. Laws to be Observed. The Contractor shall keep itself fully informed of and shall observe and comply with all applicable state and federal laws and county and City of San Luis Obispo ordinances, regulations and adopted codes during its performance of the work. 17. Payment of Taxes. The contract prices shall include full compensation for all taxes, which the Contractor is required to pay. 18. Permits and Licenses. The Contractor shall procure all permits and licenses, pay all charges and fees, and give all notices necessary. -5-

8 19. Safety Provisions. The Contractor shall conform to the rules and regulations pertaining to safety established by OSHA and the California Division of Industrial Safety. 20. Public and Employee Safety. Whenever the Contractor's operations create a condition hazardous to the public or City employees, it shall, at its expense and without cost to the City, furnish, erect and maintain such fences, temporary railings, barricades, lights, signs and other devices and take such other protective measures as are necessary to prevent accidents or damage or injury to the public and employees. 21. Preservation of City Property. The Contractor shall provide and install suitable safeguards, approved by the City, to protect City property from injury or damage. If City property is injured or damaged as a result of the Contractor's operations, it shall be replaced or restored at the Contractor's expense. The facilities shall be replaced or restored to a condition as good as when the Contractor began work. 22. Immigration Act of The Contractor warrants on behalf of itself and all subcontractors engaged for the performance of this work that only persons authorized to work in the United States pursuant to the Immigration Reform and Control Act of 1986 and other applicable laws shall be employed in the performance of the work hereunder. 23. Contractor Non-Discrimination. In the performance of this work, the Contractor agrees that it will not engage in, nor permit such subcontractors as it may employ, to engage in discrimination in employment of persons because of age, race, color, sex, national origin or ancestry, sexual orientation, or religion of such persons. 24. Work Delays. Should the Contractor be obstructed or delayed in the work required to be done hereunder by changes in the work or by any default, act, or omission of the City, or by strikes, fire, earthquake, or any other Act of God, or by the inability to obtain materials, equipment, or labor due to federal government restrictions arising out of defense or war programs, then the time of completion may, at the City's sole option, be extended for such periods as may be agreed upon by the City and the Contractor. In the event that there is insufficient time to grant such extensions prior to the completion date of the contract, the City may, at the time of acceptance of the work, waive liquidated damages which may have accrued for failure to complete on time, due to any of the above, after hearing evidence as to the reasons for such delay, and making a finding as to the causes of same. 25. Payment Terms. The City's payment terms are 30 days from the receipt of an original invoice and acceptance by the City of the materials, supplies, equipment, or services provided by the Contractor (Net 30). 26. Inspection. The Contractor shall furnish City with every reasonable opportunity for City to ascertain that the services of the Contractor are being performed in accordance with the requirements and intentions of this contract. All work done and all materials furnished, if any, shall be subject to the City's inspection and approval. The inspection of such work shall not relieve Contractor of any of its obligations to fulfill its contract requirements. 27. Audit. The City shall have the option of inspecting and/or auditing all records and other written materials used by Contractor in preparing its invoices to City as a condition precedent to any payment to Contractor. 28. Interests of Contractor. The Contractor covenants that it presently has no interest, and shall not acquire any interest direct, indirect or otherwise, which would conflict in any manner or degree -6-

9 with the performance of the work hereunder. The Contractor further covenants that, in the performance of this work, no subcontractor or person having such an interest shall be employed. The Contractor certifies that no one who has or will have any financial interest in performing this work is an officer or employee of the City. It is hereby expressly agreed that, in the performance of the work hereunder, the Contractor shall at all times be deemed an independent contractor and not an agent or employee of the City. 29. Hold Harmless and Indemnification. The Contractor agrees to defend, indemnify, protect and hold the City and its agents, officers and employees harmless from and against any and all claims asserted or liability established for damages or injuries to any person or property, including injury to the Contractor's employees, agents or officers which arise from or are connected with or are caused or claimed to be caused by the NEGLIGENT OR WRONGFUL acts or omissions of the Contractor, and its agents, officers or employees, in performing the work or services herein, and all expenses of investigating and defending against same; provided, however, that the Contractor's duty to indemnify and hold harmless shall not include any claims or liability arising from the established sole negligence or willful misconduct of the City, its agents, officers or employees. 30. Contract Assignment. The Contractor shall not assign, transfer, convey or otherwise dispose of the contract, or its right, title or interest, or its power to execute such a contract to any individual or business entity of any kind without the previous written consent of the City. 31. Year 2000 Compliance. The Contractor warrants that the goods or services provided to the City, including those provided through subcontractors, are Year 2000 compliant. For the purpose of this contract, Year 2000 compliant means that goods or services provided to the City will continue to fully function, fault-free, before, at and after the Year 2000, without interruption or human intervention; and if applicable, any data outside of the date range , including leap years, will be correctly processed in any level of computer hardware or software, including, but not limited to, microcode, firmware, application programs, files and data bases. This warranty supersedes all warranty disclaimers or limitations, and all limitations on liability, otherwise provided by the Contractor. 32. Termination. If, during the term of the contract, the City determines that the Contractor is not faithfully abiding by any term or condition contained herein, the City may notify the Contractor in writing of such defect or failure to perform; which notice must give the Contractor a 10 (ten) calendar day notice of time thereafter in which to perform said work or cure the deficiency. If the Contractor has not performed the work or cured the deficiency within the ten days specified in the notice, such shall constitute a breach of the contract and the City may terminate the contract immediately by written notice to the Contractor to said effect. Thereafter, neither party shall have any further duties, obligations, responsibilities, or rights under the contract except, however, any and all obligations of the Contractor's surety shall remain in full force and effect, and shall not be extinguished, reduced, or in any manner waived by the termination thereof. In said event, the Contractor shall be entitled to the reasonable value of its services performed from the beginning date in which the breach occurs up to the day it received the City's Notice of Termination, minus any offset from such payment representing the City's damages from such breach. "Reasonable value" includes fees or charges for goods or services as of the last milestone or task satisfactorily delivered or completed by the Contractor as may be set forth in the Agreement payment schedule; compensation for any other work, services or goods performed or provided by the Contractor shall be based solely on the City's assessment of the value of the work-in-progress in completing the overall workscope. -7-

10 The City reserves the right to delay any such payment until completion or confirmed abandonment of the project, as may be determined in the City's sole discretion, so as to permit a full and complete accounting of costs. In no event, however, shall the Contractor be entitled to receive in excess of the compensation quoted in its proposal. -8-

11 Section C SPECIAL TERMS AND CONDITIONS 1. Proposal Content. Your proposal must include the following information: Submittal Forms a. Proposal submittal summary. b. Certificate of insurance. c. Description of your firm s Year 2000 compliance strategy (or statement why this is not relevant to the purchase). d. References from at least three firms for whom you have provided similar services. e. Statement of any past contract disqualifications. Qualifications f. Experience of your firm in performing similar services. g. Resumes of the individuals who would be assigned to this project, including any subconsultants. h. Standard hourly billing rates for the assigned staff, including any sub-consultants. Work Program i. Description of your approach to completing the work. j. Tentative schedule by phase and task for completing the work. k. Estimated hours for your staff in performing each major phase of the work, including sub-consultants. l. Services or data to be provided by the City. m. Any other information that would assist us in making this contract award decision. Compensation n. Proposed compensation and payment schedule tied to accomplishing key tasks. Proposal Length and Copies o. Proposals should not exceed 15 pages, including attachments and supplemental materials. p. Seven (7) copies of the proposal must be submitted. 2. Proposal Evaluation and Consultant Selection. Proposals will be evaluated by a review committee based on the following criteria: a. Understanding of the work required by the City. b. Quality, clarity and responsiveness of the proposal. c. Demonstrated competence and professional qualifications necessary for successfully performing the work required by the City. d. Recent experience in successfully performing similar services. e. Proposed approach in completing the work. f. References. g. Background and experience of the specific individuals to be assigned to this project. h. Proposed compensation. -9-

12 As reflected above, contract award will not be based on price, but on a combination of factors that represent the best overall value for completing the workscope as determined by the City. After evaluating the proposals and discussing them further with the finalists or the tentatively selected contractor, the City reserves the right to further negotiate the proposed workscope and/or method and amount of compensation. 3. Proposal Review and Award Schedule. The following is an outline of the anticipated schedule for proposal review and contract award: a. Issue RFP 10/6 b. Conduct pre-proposal conference 10/18 c. Receive proposals 11/1 d. Complete proposal evaluation 11/5 e. Conduct finalist interviews 11/9 f. Finalize staff recommendation 11/15 g. Award contract 11/19 h. Execute contract 11/29 i. Start work 12/1 4. Pre-Proposal Conference. A pre-proposal conference will be held at the following location, date, and time to answer any questions that prospective proposers may have regarding this RFP: Monday, October 18, :00 A.M. City Hall, Council Hearing Room 990 Palm Street, San Luis Obispo 5. Ownership of Materials. All original drawings, plan documents and other materials prepared by or in possession of the Contractor as part of the work or services under these specifications shall become the permanent property of the City, and shall be delivered to the City upon demand. 6. Release of Reports and Information. Any reports, information, data, or other material given to, prepared by or assembled by the Contractor as part of the work or services under these specifications shall be the property of City and shall not be made available to any individual or organization by the Contractor without the prior written approval of the City. 7. Copies of Reports and Information. If the City requests additional copies of reports, drawings, specifications, or any other material in addition to what the Contractor is required to furnish in limited quantities as part of the work or services under these specifications, the Contractor shall provide such additional copies as are requested, and City shall compensate the Contractor for the costs of duplicating of such copies at the Contractor's direct expense. 8. Required Deliverable Products. The Contractor will be required to provide: a. Thirty (30) copies of the final report, which addresses all elements of the workscope. City staff will review any documents or materials provided by the Contractor and, where necessary, the Contractor will be required to respond to staff comments and make such changes as deemed appropriate. b. One camera-ready original, unbound, each page printed on only one side, including any original graphics in place and scaled to size, ready for reproduction. -10-

13 c. When computers have been used to produce materials submitted to the City as a part of the workscope, the Contractor must provide the corresponding computer files to the City, compatible with the following programs whenever possible unless otherwise directed by the project manager: Word Processing Word Spreadsheets Excel Desktop Publishing CorelDraw, PageMaker Computer Aided Drafting (CAD) AutoCAD Computer files must be on 3, high-density, write-protected diskettes, formatted for use on IBM-compatible systems. Each diskette must be clearly labeled and have a printed copy of the directory. 9. Attendance at Meetings and Hearings. As part of the workscope and included in the contract price is attendance by the Contractor at up to three (3) public meetings to present and discuss its findings and recommendations. Contractor shall attend as many "working" meetings with staff as necessary in performing workscope tasks. 10. Alternative Proposals. The proposer may submit an alternative proposal (or proposals) that it believes will also meet the City's project objectives but in a different way. In this case, the proposer must provide an analysis of the advantages and disadvantages of each of the alternatives, and discuss under what circumstances the City would prefer one alternative over the other(s). If an alternative proposal is submitted, the maximum length of the proposal may be expanded proportionately by the number of alternatives submitted. -11-

14 Section D FORM OF AGREEMENT AGREEMENT THIS AGREEMENT is made and entered into in the City of San Luis Obispo on this day of, by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as City, and [ ], hereinafter referred to as Contractor. W I T N E S S E T H: WHEREAS, on October 6, 1999, City requested proposals for the preparation of a comprehensive cost of services study per Specification No WHEREAS, pursuant to said request, Contractor submitted a proposal, which was accepted by City for said study. NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained, the parties hereto agree as follows: 1. TERM. The term of this Agreement shall be from the date this Agreement is made and entered, as first written above, until acceptance or completion of said study. 2. INCORPORATION BY REFERENCE. City Specification No and Contractor's proposal dated October 28, 1999, are hereby incorporated in and made a part of this Agreement. 3. CITY'S OBLIGATIONS. For providing services, as specified in this Agreement, City will pay and Contractor shall receive therefore compensation in a total sum not to exceed [$ ]. 4. CONTRACTOR'S OBLIGATIONS. For and in consideration of the payments and agreements hereinbefore mentioned to be made and performed by City, Contractor agrees with City to do everything required by this Agreement and the said specifications. 5. AMENDMENTS. Any amendment, modification or variation from the terms of this Agreement shall be in writing and shall be effective only upon approval by the Director of Finance of the City. -12-

15 6. COMPLETE AGREEMENT. This written Agreement, including all writings specifically incorporated herein by reference, shall constitute the complete agreement between the parties hereto. No oral agreement, understanding, or representation not reduced to writing and specifically incorporated herein shall be of any force or effect, nor shall any such oral agreement, understanding, or representation be binding upon the parties hereto. 7. NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage prepaid by registered or certified mail addressed as follows: City Director of Finance City of San Luis Obispo 990 Palm Street San Luis Obispo, CA Contractor [ ] [ ] [ ] [ ] 8. AUTHORITY TO EXECUTE AGREEMENT. Both City and Contractor do covenant that each individual executing this agreement on behalf of each party is a person duly authorized and empowered to execute Agreements for such party. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first above written. ATTEST: CITY OF SAN LUIS OBISPO, A Municipal Corporation Lee Price, City Clerk By: John Dunn, City Administrative Officer APPROVED AS TO FORM: CONTRACTOR Jeffrey G. Jorgensen, City Attorney By: -13-

16 Section E INSURANCE REQUIREMENTS: Consultant Services The Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Contractor, its agents, representatives, employees, or subcontractors. Minimum Scope of Insurance. Coverage shall be at least as broad as: 1. Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001). 2. Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile Liability, code 1 (any auto). 3. Workers' Compensation insurance as required by the State of California and Employer's Liability Insurance. 4. Errors and Omissions Liability insurance as appropriate to the consultant's profession. Minimum Limits of Insurance. Contractor shall maintain limits no less than: 1. General Liability: $1,000,000 per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit. 2. Automobile Liability: $1,000,000 per accident for bodily injury and property damage. 3. Employer's Liability: $1,000,000 per accident for bodily injury or disease. 4. Errors and Omissions Liability: $1,000,000 per occurrence. Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either: the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City, its officers, officials, employees and volunteers; or the Contractor shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. Other Insurance Provisions. The general liability and automobile liability policies are to contain, or be endorsed to contain, the following provisions: 1. The City, its officers, officials, employees, agents and volunteers are to be covered as insureds as respects: liability arising out of activities performed by or on behalf of the Contractor; products and completed operations of the Contractor; premises owned, occupied or used by the Contractor; or automobiles owned, leased, hired or borrowed by the Contractor. The coverage shall contain no special limitations on the scope of protection afforded to the City, its officers, official, employees, agents or volunteers. 2. For any claims related to this project, the Contractor's insurance coverage shall be primary insurance as respects the City, its officers, officials, employees, agents and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees, agents or volunteers shall be excess of the Contractor's insurance and shall not contribute with it. 3. Any failure to comply with reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to the City, its officers, officials, employees, agents or volunteers. 4. The Contractor's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. -14-

17 5. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to the City. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best's rating of no less than A:VII. Verification of Coverage. Contractor shall furnish the City with a certificate of insurance showing maintenance of the required insurance coverage. Original endorsements effecting general liability and automobile liability coverage required by this clause must also be provided. The endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf. All endorsements are to be received and approved by the City before work commences. -15-

18 PROPOSAL SUBMITTAL SUMMARY The undersigned declares that she or he has carefully examined Specification No , which is hereby made a part of this proposal; is thoroughly familiar with its contents; is authorized to represent the proposing firm; and agrees to perform the specified work for the following cost quoted in full: COST OF SERVICES STUDY $ Certificate of insurance attached; insurance company s A.M. Best rating:. Description of your firm s Year 2000 compliance strategy (or statement why this is not relevant to the purchase) attached. Firm Name and Address Contact Phone Signature of Authorized Representative Date -16-

19 REFERENCES Number of years engaged in providing the services included within the scope of the specifications under the present business name:. Describe fully the last three contracts performed by your firm, which demonstrate your ability to provide the services included with the scope of the specifications. Attach additional pages if required. The City reserves the right to contact each of the references listed for additional information regarding your firm's qualifications. Reference No. 1 Customer Name Contact Individual Telephone & FAX number Street Address City, State, Zip Code Description of services provided including contract amount, when provided and project outcome Reference No. 2 Customer Name Contact Individual Telephone & FAX number Street Address City, State, Zip Code Description of services provided including contract amount, when provided and project outcome Reference No. 3 Customer Name Contact Individual Telephone & FAX number Street Address City, State, Zip Code Description of services provided including contract amount, when provided and project outcome -17-

20 STATEMENT OF PAST CONTRACT DISQUALIFICATIONS The proposer shall state whether it or any of its officers or employees who have a proprietary interest in it, has ever been disqualified, removed, or otherwise prevented from bidding on, or completing a federal, state, or local government project because of the violation of law, a safety regulation, or for any other reason, including but not limited to financial difficulties, project delays, or disputes regarding work or product quality, and if so to explain the circumstances. Do you have any disqualification as described in the above paragraph to declare? Yes No If Yes, explain the circumstances. Executed on at under penalty of perjury of the laws of the State of California, that the foregoing is true and correct. Signature of Authorized Proposer Representative -18-

21 PROPOSERS LIST COST OF SERVICES STUDY SPECIFICATION NO Arthur Anderson Mr. David Azevedo 1 Market Plaza San Francisco, CA Phone No: Fax No: KPMG LLP Mr. Tom Snow 725 Figueroa Street Los Angeles, CA Phone No: Fax No: After 11/1/99 address will be: 355 So. Grand Avenue Suite 2000 Los Angeles, Ca Price, Coopers & Lybrand Ms. Kelly Pittner 4675 Mac Arthur Court Suite 1500 Newport Beach, CA Phone No: Fax No: Deloitte & Touche 60 S. Market Street San Jose, CA Phone No: Fax No: DMG-Maximus, Inc. Ms. Erin Payton 430 Fifth Street Suite F Lake Oswego, Oregon Phone No Fax No David Taussig & Associates 425 University Ave. Suite 110 Sacramento, CA Phone No Fax No Contact: Susan Goodwin Economic Research Associates Mr. Bill Andersen 964 Fifth Avenue, Suite 214 San Diego, CA Phone No Fax No Reiter Lowry Consultants W. Bernardo Court San Diego, CA Phone No Fax No Contact: Gregg Lowry MBIA MuniFinancial Single Oak Drive Temecula, CA Phone: Fax No Contact: Bob Spencer Revenue Cost Specialists, LLC Mr. Eric Johnson 2545 E. Chapman, Suite 103 Fullerton, CA Phone No Fax No Kosmont & Associates Ms. Maria Harlan 601 South Figueroa Street, Suite 4895 Los Angeles, CA Phone No Fax No Mr. Lawrence Williams Williams Kuebelbeck & Associates 1765 Challenge Way Suite 100 Sacramento, CA Phone No

22 Appendix A LABOR COST RATES The following schedules identify hourly labor rates for all regular City positions based on five key factors: Annual salary (based on the top of the salary range) Benefits (retirement, workers compensation, medicare, unemployment and group insurance) Productive Hours (annual regular hours - generally 2080 except for sworn fire staff - less vacation, sick leave, holidays and break hours) Citywide indirect costs for services such as legal services, accounting, personnel, insurance and building maintenance Departmental and program administration costs Each schedule summarizes the specific factors used in calculating hourly labor rates. TABLE OF CONTENTS Regular City Positions by Functional Area Page Public Safety Police A-1 Fire A-2 Public Utilities A-3 Transportation A-4 Leisure, Cultural & Social Services A-5 Community Development A-6 General Government A-8

23 Appendix B SUMMARY OF CITY FEES The following schedules summarize current fees for City services. Most of these fees focus on services provided through the General Fund, although selected water service fees that reduce general-purpose rate requirements are also included. These schedules reflect fees charged by the City to recover costs for ongoing services; evaluating development impact fees related to capital improvement financing is not part of the workscope of this cost of services study, and as such, they are not included. TABLE OF CONTENTS Public Safety Fire services B-1 Police services B-8 Public Utilities Selected water service charges B-10 Leisure, Cultural & Social Services Children s services B-11 Aquatics B-12 Teens & Seniors B-12 Adult athletics B-12 Youth athletics B-13 Instructional classes B-13 Special events B-14 Indoor facilities B-14 Outdoor facilities B-15 Community Development Building fees B-16 Planning fees B-26 Engineering fees B-28 Maps & publications B-29 General Government Delinquent account late fees B-30 Fees for photo copies and faxes B-31 Banner fees B-32 Parade and special event fees B-33

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