PC Resolution No. 22-02 Page 30 March 3, 2022
E. FIRE DEPARTMENT CONDITIONS
The following Fire Department conditions are imposed with the understanding that theFire Protection Certificate applications) may involve modifications, which may determine additional conditions. The Fire Prevention Division must be notified of any changes to the project proposal. A change in the project description may causeconditions to be imposed.
CONDITIONS FOR DEVELOPMENT PLAN89. Structures Over 30 Feet. Any structure that exceeds thirty (30) feet in height shall meet the California Fire Code Appendix D 105 requirements.
DI05.I Where the vertical distance between the grade plane and the highest roof surface exceeds 30 feet (9144 mm), approved aerial fire apparatus access roads shall be provided. For purposes of this section, the highest roof surface shall be determined by measurement to the eave of apitched roof, the intersection of the roof to the exterior wall, or the top of parapet walls, whichever is greater.
DI5S.2 Aerial fire apparatus access roads shall have a minimum unobstmcted width of 26 feet (7925mm), exclusive of shoulders, in the immediate vicinity of the building or portion thereof.
DI05.3 One of more of the required access routes meeting this condition shall be located not less than 15 feet (4572 mm) and not greater than 30 feet (9144 mm) from the building, and shall be positioned parallel to one entire side of the building. The side of the building on which the aerial fireapparatus access road is positioned shall be approved by the fire code official.
DI05.4 Overhead utility and power lines shall not be located over the aerial fire apparatus access road or between the aerial fire apparatus roadand the building. Other obstructions shall be permitted to be placed with the approval of the fire code official.
90. Access Ways. All access ways shall be installed, made serviceable and maintained for the life of the project.
• Driveway shall have a minimum width of 26 feet.• All portions of the access exceeding 20 percent in slope shall be engineered bmshed concrete.
• Access ways shall be unobstructed and extended to within 150 feet of all portions of the exterior walls of the first story of any building. • A minimum of 13 feet, 6 inches of vertical clearance shall be provided and maintained for the life of the project for emergency apparatus access. • Reference Santa Barbara County Fire Department Development Standard # 1. *
PC Resolution No. 22-02 Page 31 March 3, 2022
91. Designated Fire Lanes. Designated fire lanes shall include red curbs and signs indicating "Fire Lane - No Stopping" placed as required by the fire department.Refer to current adopted California Fire Code.
92. Fire Hydrant Plans. The fire department shall have on file a set of approved complete fire hydrant plans prior to any work being started. • Commercial fire hydrants shall consist of one 4-inch outlet and two 2-1/2 -inch outlets.
• A set of approved fire hydrant plans, stamped and dated by the fire department shall be kept at the job site and available upon request. • Water systems shall be installed exactly as the approved fire hydrant plans dictate. No changes or modifications to these plans shall take place without prior fire department approval.
• No work shall be covered or otherwise rendered inaccessible or unviewable prior to inspection by a fire department representative. • Reference Santa Barbara County Fire Department Development Standard #2. *
GENERAL ADVISORY
93. Elevators. If an elevator is installed for this project, the elevator car shall be able to accommodate a 24-inch by 84-inch ambulance stretcher in the horizontal, open position.
• Emergency medical services symbols shall be placed on both sides of theelevator car door frame. • The symbol shall be a minimum of 3 inches high.
The Fire Prevention Division must be notified of any changes to the project proposal. Achange in the project description may cause conditions to be imposed.If you have any questions or require further information, please call Mike Young, Captain, at 805-681-5528 or 805-681-5523.
F. COUNTY OF SANTA BARBARA BUILDING DIVISION CONDITIONS The following information will be required at submittal of building permit application and plans.
94. A soils report to include an assessment and conclusion of the potential for liquefaction will be required. At a minimum, one boring to a depth of 50' will be required.
95. Provide grading plans for reference in the construction drawings.96. Provide Onsite Storm Water Retention Plans for reference in the construction drawings. The Architect, Structural Engineer and Soils Engineer must coordinate
PC Resolution No. 22-02 Page 32 March 3, 2022
the location of any onsite retention basins in relation to the buildings or structural elements and provide structural design accordingly where applicable
97. Identify on the plans if the project is privately or publicly funded, specify compliance with CBC 11A or 11B as appropriate. Provide a separate "Site Accessibility Plan" detailing accessible routes of travel between buildings, accessible site facilities to the public way and/or street sendng the site for each building. All accessible features (accessible parking, ramps, stairs, paths of travel, number of accessible or adaptable units) must be fully detailed and dimensioned. The accessible route of travel shall be the most practical direct route between accessible building entrances, accessible exits, accessible site facilities, and the accessible entrance to the sites.
98. Incorporate all discretionary conditions of approval and department condition letters into the plans.
99. Incorporate compliance with the applicable CA Green Code in the plans. 100. Specify the type of fire sprinkler system provided and provide a code analysis for allowable area, maximum height and number of stories. Provide a complete, independent fire resistive plan which graphically delineates all fire areas, fire walls, fire barriers, fire partitions, exterior rated walls due to fire separation distance to property lines, horizontal fire-resistive assemblies and fire resistiveconstruction based on the Type of Construction. Provide thorough detailing for horizontal and vertical continuity of the fire rated assemblies on the plans andprotection of penetrations at fire rated assemblies. Label all fire-resistive corridors, shafts, incidental use areas, etc. Cite code sections indicating reasons assemblies are rated.
101. Clearly show egress requirements for the building. A separate, detailed egress plan will be required for clarity of plan review and field inspection. Show occupant load, number of exits required and number of exits provided at eachspace, story and building totals. Provide a calculation for required exit width. Label all components of the exit access, exit, exit discharge and show compliance with applicable provisions addressing those components throughout the building. Specify and detail an accessible path of travel to and from all entrances and exits to the public right of way.
102. Provide a plumbing fixture analysis and access to plumbing fixtures from all parts of the building for common use spaces.
103. Incorporate any conditions of approval and mitigation measures required by the Flood Plain Administrator into the plans, identify all conditions and mitigation measures on the cover sheet.
104. Landscape plans which detail compliance with the current Model Water Efficiency Landscape Ordinance (MWELO) or City requirements (whichever aremost stringent) will be required. 105. Compliance with Federal Access Laws or Standards (i.e.: Americans with Disabilities Act) is solely the responsibility of the property owner and Architect ofRecord.
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106. Plans shall be in compliance with the California Building Codes in effect at the time of building permit application submittal.
If you have any questions or require further information, please call Beth Brooke, PlansExaminer, County of Santa Barbara, at 805-934-6238 (phone).
G. FINANCE DEPARTMENT CONDITIONS
107. Outstanding Fees. The applicant shall pay all fees including, but not limited to, outstanding balances for processing by the City Engineer, Planning Department, Building Department, traffic mitigation fees, water connection fees, sewer fees, school fees, Fire Department mitigation fees and any additional processing deposits as required prior to zoning clearance.
108. Impact Fees. The project applicant shall pay the water, sewer, and traffic impact fees in accordance with City requirements.
Project Applicant/Property Owner Acknowledgement of Required Conditions of Approval Property Owner Signature Date
Project Applicant/Agent/Representative Signature Date
CITY OF BUELLTON
City Council Agenda Staff Report
City Manager Review: SW
Council Agenda Item No.: 9
To: The Honorable Mayor and City Council
From: Rose Hess, Public Works Director
Meeting Date: March 24, 2022
Subject: Consideration of Architectural Contract for Willemsen Property ______________________________________________________________________________
BACKGROUND
In February 2022, staff posted a Request for Qualifications/Proposals (RFQ/P) for Architectural Services for the Willemsen House on the City’s website and also directly sent notices to 4 local Architectural firms. By the deadline of March 2, 2022, the City received 3 proposals. Proposals received were from: Marchi and Associates (Solvang), Roesling Nakamura Terada Architects (Ventura), and Chu Gooding Architects (Los Angeles).
The Scope of Work includes Data Collection, Design Services, and Preparation of Construction Documents. Data Collection would include research and verification of all existing conditions of the existing structure and study sessions with Council regarding design and building space functionality and preliminary designs. Design Services would include development of concept alternatives and detailed design once final direction is provided by the City. Preparation of Construction Documents include completion of plans and specifications and submittal/review/revisions through the appropriate agency.
The proposals were reviewed for consultant’s understanding of the requested Scope of Work and nature of the project, the proximity of the consultant and understanding of local conditions/needs and cost. After review, staff interviewed Marchi and Associates, whose background and location most closely match the needs of the City.
Staff’s recommendation is to award the Architectural Service Contract to Marchi and Associates in the amount of $65,950.
FISCAL IMPACT
Budget amendments would be required to incorporate all costs to the Capital Improvement Fund. It is staff’s intent to spread the costs of these improvements over two fiscal years (Design in FY 21-22 & Construction in FY 22-23) to reduce impacts to the City’s reserve funds. Design Cost is $65,950. Construction cost will be estimated once a concept design has been approved.
Willemsen Architectural Services Page 2 March 24, 2022
RECOMMENDATION
That the City Council approve the Architectural Services Contract with Marchi and Associates in an amount not-to-exceed $65,950 and authorize the City Manager to execute the contract.
ATTACHMENTS
Attachment 1 – RFQ/P
Attachment 2 – Contract with Marchi and Associates
REQUEST FOR QUALIFICATIONS AND PROPOSAL
for ARCHITECTUAL DESIGN SERVICES
NEW LIBRARY /
EVENT SPACE
FOR
THE CITY OF BUELLTON
SCOTT WOLFE, CITY MANAGER, CITY OF BUELLTON PO BOX 1819 HWY 246 BUELLTON, CA. 93427 805-688-5177
February 2022
RFQ/P Due February 23, 2022 at 5:00 p.m.
2 INDEX
PAGE
I INTRODUCTION .................................................................................. ……………........3 II BACKGROUND..............................................................................................................3 III SCOPE OF SERVICES.................................................................................................5 IV DETAILED TASK BREAKDOWN .................................................................................6 V PROPOSAL CONTENT & FORMAT .............................................................................8 VI DESIGN REQUIREMENTS.........................................................................................11 VII PROPOSAL EVALUATION & SELECTION ...............................................................11 VIII GENERAL PROPOSAL TERMS & CONDITIONS ....................................................12
APPENDIX
A. Site Aerial
B. Architecture General Guidelines
C. City Standard Agreement
D. Proposed Library Program Needs
3 I. INTRODUCTION
This Request for Qualifications and Proposal (“RFQ/P”) seeks qualified firms or consultants to provide architectural services for Schematic Design, Design Development, Construction Documents, and Construction Support for a renovation project to convert an existing 3,800 square foot single family residence to a Municipal Building containing a minimum 2,000 square foot City library and additional space for which a use has yet to be finalized but options may include event space associated with the adjacent wedding/event venue. This project is located on a portion of a 4.0 acre property located at 202 Dairyland Drive in Buellton, California (see Appendix AI).
II. BACKGROUND
The City of Buellton, CA is planning for the construction of a new Library within an existing single family home. The following are preliminary facility requirements that need to be developed, designed and bid. A preliminary program needs provided by the Library is included in Appendix D.
This information is preliminary in nature and is subject to revision during plan development. The City of Buellton expects to have the following features, at a minimum, incorporated into the Library:
1. Conversion of the existing residential structure to an appropriate occupancy type to accommodate Library functions as well as other institutional or commercial uses. This will include the provision of ADA compliant restrooms with a capacity adequate for the library facility as well as other potential uses of the building. Restrooms should be accessible from both library and other use areas.
2. Space utilization that maximizes the efficient use of available library square footage, while allowing for another (as yet undetermined) use which will share the building.
3. A building that fits within and responds well to the site and its community in all aspects.
4. Focus on functionality and maintaining an attractive appearance that reflects the historic nature of the site and presents a positive civic image.
5. Use of quality sustainable materials and appropriate construction details that provide long-term durability for interior spaces.
6. A well-designed site access plan that accommodates adequate Disabled Access parking in the immediate vicinity of the Library’s main entrance, and provides for safe entry to and exit from the facility for the public from a main parking lot to be built by the City on the site to the south which will
4 be accessed from Sycamore Drive.
SITE AND AREA DESCRIPTION
The project site lies between an existing single family residential neighborhood and the flood plain of the Santa Ynez River, at 202 Dairyland Road. The property is presently zoned for Residential Use.
The property includes an area about 4 acres in size which comprises 4 parcels (the “upper portion”), and is adjacent to the north of the “lower portion,” which is a single parcel of about 20 acres. Both the upper portion and the lower portion are owned by the City. Various uses are contemplated for both portions. The main house on the upper portion is anticipated to house the City Library and a future use which may be either civic or commercial in nature. Additionally, a historic dairy barn on site will likely be used as an event center, and the area to the east of the barn is slated to house the Santa Ynez Valley Children’s Museum. All of these uses are expected to have their primary parking needs served by a parking lot on the lower portion to the south of the project site.
The lower portion will contain the Santa Ynez Valley Horseback Rides facility and the parking lot to serve both upper and lower portion uses. The lower portion may also be occupied in the future with sports courts and playfields or other recreational uses, though these have not yet been determined.
Architectural Considerations: The City Council has previously discussed future configuration of the Willemsen house to accommodate future uses including the library. Consensus was not reached on this matter. However, discussions did indicate a willingness to consider additions to the existing building to accommodate space needs, budget permitting and assuming architectural consistency.
The Willemsen house is constructed on a raised foundation, with an approximately 4’ crawl space under the entire living area. This gives tremendous flexibility with regard to the ultimate configuration of walls as well as plumbing, electrical, and mechanical improvements which may be needed to serve the selected design. A single load-bearing wall divides the house along a north-south line,
KNOWN SITE CONDITIONS
Site Grade – The site is developed as residential, and has been graded as such. No significant grading is anticipated, with earth work limited to the possible creation of access paths or Disabled Access parking.
5 Existing Neighborhood – the site is located at the southern end of an existing residential neighborhood. It is the desire of the City to minimize noise, light, traffic, and air quality impacts on the residents of this neighborhood through thoughtful site design.
Future Uses of the Site – In addition to being the location of the Library, the City Council has authorized the use of a portion of the site as a children’s outdoor museum, and is anticipated to utilize the historic barn as an event space. Site design should consider these potential uses to minimize conflicts between them to the greatest extent possible.
Vehicular Access – Ingress and egress for the site is available from Dairyland Road. However, primary public vehicular access to the site is requested to be via a parking lot to the south which will be accessed by way of Sycamore Drive through River View Park.
Utilities – Adequate utility services are generally available to serve the site. Some modifications of the utility connections may be required to accommodate the change in building occupancy from a residential structure to a commercial/institutional one.
III. SCOPE OF SERVICES
The focus of the Firm selected will be to provide architectural design services to consider the following items listed below which are areas of concern for the project. Services can incorporate the use of sub-consultants to accomplish identified tasks, if needed. This is not an exact list, but rather to be used as a guide.
Aesthetics
The architectural character of the existing residential structure should be retained to the greatest extent feasible. However, the change from a residential use to a civic or commercial use understandably entails the need for improvements which may need to alter the outward appearance of the structure. As the site will likely be used as a main for hosting events and Citywide activities, the entry to the Library and other areas of the building should be designed so as not to conflict with such events.
Structure
The primary goal here is to use the existing structure, while making the necessary changes to
6 both accommodate new uses within the building as well as meet current Building & Safety Codes, and all Title 24/ADA requirements per the State of California.
Plumbing
Identify and design necessary upgrades to all plumbing fixtures, piping, water lines, sewer connections to street and/or public utilities etc. to meet current Building and Safety Codes, as well as meet all ADA requirements per the State of California.
Electrical
Identify and design necessary upgrades to the electrical system to meet current Building and Safety Codes. An option for consideration is the possibility of having solar added as an energy source.
Roofing
Roofing changes are not anticipated unless required to meet current Fire Codes. The structure will need to meet all current Fire Guideline standards while taking into consideration types of roofing, ventilation, weather proofing etc. Preservation of the existing color and material type is preferred.
A. Data Collection
The successful proposer will be expected to:
1. Develop all necessary reports pertaining to the following areas of concern such as structural, plumbing, electrical, and roofing requirement while verifying all existing site conditions of the existing structure.
2. Conduct at least two study sessions with the City Council to gather input on desired building and space functionality, and subsequently to present and discuss preliminary designs.
B. Design Services
The successful proposer will be expected to include and account for the following tasks within their services proposal:
1. Prepare and attend one (1) Kick off meeting with the City of Buellton staff.
7 2. Project Start Up and Scheduling / Timelines for completion
3. Prepare and attend one (1) City Council Study Session
4. Develop three (3) conceptual design alternatives based upon input from the City Council and staff.
5. Prepare graphic boards, renderings, reports and presentation materials that can be used for presentation purposes.
6. Prepare architectural design plans and details for all restroom buildings for consideration. Plans will include structural, electrical, mechanical, plumbing, fire, Title 24 energy calculations, roofing etc. as necessary, including any technical specifications for additionally scoped items. Solar possibilities can be included as a separate option for consideration.
7. Prepare for and attend one (1) review meeting to present conceptual designs and construction plans to the City of Buellton City Staff.
8. Prepare and attend potential reviews with the Community (if needed)
9. Develop Final Draft Schematic with Add/Alternatives
10. One (1) Review Meeting with City Council Committee and Staff
11. Refine Design (if needed)
12. Prepare Presentation For and Attend one (1) City Council Meeting C. Construction Documents
The successful proposer must provide the following tasks within the service proposal:
1. Preliminary plans at 30% shall be submitted to the City for internal and Council review.
2. (3) Sets of final plans and specifications to submit to the City's Planning Department (if necessary)
3. Comment and address any resulting project conditions.
4. (2) Sets of final plans and specifications to submit to the City's Building and Safety Department (B&S) for review. It is anticipated that this scope of work shall include
8 processing the application through B&S through permits.
5. Resubmit plans and specifications for City's Building and Safety Department in response to plan check comments.
6. Final construction drawings will include all necessary sheets for completion of the construction project, but not limited to any required documentation and details necessary for permits and inspections.
7. Provide one (1) set of Final Plans and specifications in AutoCAD and PDF formats.
8. Prepare Cost Estimates. A preliminary cost estimate will be required at 30% and 100% plan and specifications stages.
9. Completion of As-Built Plans at the close of the project.
D. Cost Proposal
The successful proposer will individually identify the following tasks in the cost proposal:
1. Items within the Data Collection section.
2. Items within the Design Services section.
3. Preparation of Construction Documents.
4. Preparation of presentation materials
5. Preparation of projected construction cost estimates
6. Provide hourly rates and any additional costs or recommendations that may not have been requested that would be beneficial to the project.
The City expects the Consultant to prepare a comprehensive proposal with recommendations, actions, and procedures to accomplish the objectives set forth above. The City seeks a Consultant who is committed to providing high-quality work in a reasonable timeframe that meets all applicable state and federal regulations. The City would like to be in construction by Summer/Fall 2022.
The City shall provide all relevant data in its possession that pertains to this project in support of the Consultant's professional services. The City assumes no responsibility whatsoever with respect to the sufficiency or accuracy of any information supplied. The Consultant shall be responsible for evaluation of all information supplied by the City.
9 The City's Project Manager will direct and coordinate this Project. The Consulting Project Manager shall receive, coordinate and transmit reports and documents to and from the Consulting team and act as liaison.
IV. PROPOSAL CONTENT/FORMAT
The architect shall submit a Technical Qualifications Proposal and a Detailed Cost Proposal. The two proposals should be provided in a sealed envelope and marked on the outside of the envelope “NEW LIBRARY PROPOSAL” -with the name of the firm. One (1) hard copy and one (1) electronic copy, preferably via thumb drive, of the Proposal are required.
Submit proposals to: City of Buellton
107 W. Highway 246
Buellton, CA. 93427
Attention: Rose Hess
Public Works Director
PROPOSALS MUST BE RECEIVED BY THE CITY NO LATER THAN 5:00 P.M., ON February 23, 2022.
Technical Qualifications Proposal Content
The Technical Qualifications Proposal must follow the format identified below and be numbered accordingly. Proposal content should not exceed 15 pages in length.
1. Name and address of firm
2. Principal(s) of firm, Project Architect, Project Team members and how long proposed project team has worked together.
3. Experience of firm in providing requested scope of services, including a contact person for the agency that may provide information regarding the architect’s work.
4. A listing of other projects and references that the architect believes would further support their qualifications for this assignment.
5. Experiences of the Project Architect, particularly involving library projects the Architect has managed and number of years the Architect has worked for their current firm.
6. A listing of the architectural firm’s current projects.
7. A listing of all sub-contractors or consultants proposed by the architect for this project, if any. After the proposal deadline, substitution of consultants may only be made by permission of the City. Identify experience of consultant and provide a list of relevant projects and references demonstrating their qualifications for this work.
8. A listing of any pending or previous litigation over the past five years related to your firm’s work in the architectural field.
10 9. General Proposal Terms and Conditions are attached to this RFQ/P; submittal of a proposal by the architect signifies the architect understands and will abide by these Terms & Conditions.
10. Exceptions -The City reserves the right, without obligation, to grant exceptions to the RFQ/P.
However, the architect must note any exceptions, and their reasons, in their proposal. Exceptions taken will be considered during the evaluation process.
11. A general narrative, not to exceed one page, describing why the architect is qualified for this assignment. Also, provide a statement of overall approach and methodologies the architect proposes to undertake in order to meet the needs of the City.
12. Provide a schedule of completion for the Scope of Work contained in the RFQ/P including any suggested additional work believed by the Architect to be necessary to achieve the City’s goal for Preliminary Site Development of the Project suitable for environmental review. The City would like to be in construction by Summer/Fall 2022.
Cost Proposal Content
The Architect shall provide a separate fee proposal for the requested services. The actual amount shall be not-to-exceed. The architect’s cost proposal shall also include all fees to be paid to the Architect’s consultants, if any.
In addition to the fixed fee for the project, the architect shall provide a schedule of hourly billing rates for the various levels of staff who may participate in the project, should the need for extra services arise. No additional markup will be allowed on fees quoted. The cost proposal shall be submitted with the Technical Qualifications Proposal in a separate, sealed envelope marked “NEW LIBRARY-COST PROPOSAL”, with the architectural firm name. One (1) hard copy and one (1) electronic copy of the cost proposal, preferably via thumb drive are required. It is acceptable to submit one thumb drive to include the Technical Qualifications and Cost Proposal. Please clearly identify files on thumb drive.
11 Payments to the architect shall be made on a monthly basis and shall be in proportion to services performed. The architect shall not be reimbursed for travel expenses associated with work on this project unless the City specifically authorizes certain out-of-town travel. Travel to City offices, the project site, material manufacturers, and jurisdictional agencies are not considered “out of town” travel.
Travel, phone calls, faxes and delivery charges are to be included in the contract price. All prints and reproduction charges for documents used by Architect and their consultants for their “in house” use are to be included in the contract price. Electronic copies of any prints are preferred for City check sets, progress sets and all plans required for City plan checks. If paper copies are needed they will be requested specifically by the City and will be considered reimbursable expenses. All reimbursable expenses shall require prior authorization from the City.
V. DESIGN REQUIREMENTS
The building design shall conform to the latest edition of the California Building Code, California Mechanical and Plumbing Code, California Electrical Code, California Energy Regulations, the American with Disabilities Act (CalDag Manual) for accessibility. Site work shall conform to the latest edition of the Standard Specifications for Public Works Construction.
VI. PROPOSAL EVALUATION AND SELECTION
All proposals properly received before the aforementioned date and time will be evaluated by a Review Committee. RFQ/Ps will be scored based on the following Criteria. Criteria 1 through 5 will be given a number score leading to a total of 100 pts:
1. Overall quality of the proposal including the firm’s understanding of the project and the Architect's approach and methodology for the project.
2. Architect’s Responsiveness to RFQ/P elements including schedule, tasks and budget.
3. Architect’s understanding of the site conditions.
4. The relevant experience of the firm. Maximum consideration for this criterion will be given to those firms that demonstrate library or government building work experience.
5. Any stated exceptions to the City's proposed contract for services.
The firms will be ranked and interviews will be scheduled with the top-ranked firms, as deemed necessary. The firm selected as the most qualified to provide the requested services will be invited to negotiate a final Agreement. If an agreement is not reached, negotiations may be terminated and commenced with the next most qualified firm. The City reserves the right to conduct additional interviews after the cost proposals are opened. Careful attention to the provisions included in this solicitation particularly the use of creative energy conservation and maintenance efficiency measures will be given extra consideration.
12 The City reserves the right to negotiate the specific requirements and costs using the selected proposal as a basis. The City reserves the right to reject any or all proposals at its sole discretion.
The City is not liable for any costs incurred by the architect or their consultants in preparing the proposal.
VII. GENERAL PROPOSAL TERMS AND CONDITIONS
Contract Requirement -The architect to whom the contract is awarded shall execute a written contract with the City within ten (10) calendar days after notice of the award has been sent by electronic mail to the architect at the e-mail address given in the proposal. The contract shall be made in the form adopted by the City and incorporated in this RFQ/P. The architect warrants that it possesses, or has arranged through subcontracts, all capital and other equipment, labor and materials to carry out and complete the work hereunder in compliance with all applicable federal, state, county, and City laws, ordinances, statutes and regulations.
Contract Assignment -The architect 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 prior written consent of the City.
Non-Discrimination -In the performance of the terms of this contract, the architect 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 race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or military and veteran status; or any other basis protected by applicable federal, state, or local law, except as provided in Section 12940 of the Government Code.
Communications Regarding RFQ/P -If a firm is in doubt as to the meaning or intent of any part of the RFQ/P, or discovers discrepancies in or omissions from the RFQ/P, it may submit a written request for an interpretation or correction thereof to Jessica Sandifer, Community Services Manager, City of Buellton. Interpretation or correction of the RFQ/P shall be made only by addendum duly issued by the Parks and Recreation Director. A copy of any such addendum will be mailed or delivered to each person receiving the RFQ/P, and such addendum shall be considered a part of the RFQ/P and shall be incorporated therein. All timely requests for information submitted in writing will receive a written response from the City. Telephone communication with members of City staff is not encouraged, but will be permitted. However, any such oral communication shall not be binding on the City.
13 Payment Terms -The City’s payment terms are 30 (thirty) days from the receipt of an original invoice and City acceptance of the quantity and quality of the services being billed. City reserves the right to delay any post-termination 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.
Ownership of Reports and Data -The originals of all studies, reports, exhibits, documents, data and/or other work material(s) prepared and/or used to comply with any section/condition of this RFQ/P, including any copies of same required by the agreement to be furnished to the City, shall be public records, which shall be open to inspection by the public and shall become and remain the property of the City.
Modification or Withdrawal of Submittals -Any proposal received prior to the date and time specified for receipt of proposals may be withdrawn or modified by written request of the architect. To be considered, however, the modified proposal must be received by the time and date originally specified.
Property Rights -Proposals received within the prescribed deadline become the property of the City and all rights to the contents therein become those of the City.
Confidentiality -Prior to award of the contract, all proposals will be designated confidential to the extent permitted by the California Public Records Act. After award of the contract, or if not awarded, after rejection of all proposals, all responses will be regarded as public records and will be subject to review by the public. Any language purported to render confidential all or portions of the proposals will be regarded as non-effective and will be disregarded.
Amendments to RFQ/P -The City reserve the right to amend the RFQ/P by addendum at least 5 (or 7) days prior to the final proposal submittal date.
Non-Exclusive Contract -The City reserves the right to contract with other firms during the contract term or to issue multiple contracts for individual aspects of the project as may deemed in the best interests of the City.
Insurance – See sample Agreement document for insurance requirements.
Non-Commitment of City -This RFQ/P does not commit the City to award a contract, to pay any costs incurred in the preparation of a proposal responding to this request, or to procure or contract for services. The City reserves the right to accept or reject any or all proposals received as a result of this request, to negotiate with any qualified firm, or to modify or cancel in part or in its entirety the RFQ/P, if it is in the best interest of the City to do so.
14 Public Domain -All products used or developed in the execution of any contract resulting from this RFQ/P will remain in the public domain at the completion of the contract.
Termination -The City reserves the right to terminate the agreement, once executed, upon thirty (30) calendar days written notice to the Architect. Architect may terminate the Agreement with thirty (30) days written notice for City’s breach only - (See Sample Agreement – Appendix C).
Conflicts of Interest – The architect agrees to promptly notify City whenever a client or consultant has an interest in any project referred to Architect for professional services. In particular, architect shall disclose any financial interest or relationship with any construction company that might submit a bid on the resulting construction project. Such project may be withdrawn by the City, with no compensation due, if the consultant has a conflicting interest.
Conflict of Interest Disclosure -In accordance with California Government Code Section 87306, the architect awarded a contract may be required to file a Conflict of Interest Statement, Form 730. If such a requirement is made, the filing must be no later than thirty (30) days after the execution of the contract, annually thereafter prior to April 1st of each year for the duration of the contract, and within thirty (30) days of termination of the contract. Failure to file any required statements will result in withholding payment for services rendered.
Inspections -City reserves the right to inspect the work being done by architect and/or the architect’s subcontractors at any time.
15 APPENDIX A
SITE AERIAL
APPENDIX B
ARCHITECTURE GENERAL GUIDELINES
ARCHITECTURE GENERAL GUIDELINES
The principal architectural characteristics and layout are to be compatible with the surrounding area and structures as discussed in the RFQ/P.
The Buellton Library shall be designed for maximum efficiency and security and those areas to be accessible to the general public including the public entry areas shall be designed for convenience and present an attractive, friendly and comfortable atmosphere.
1. All applicable federal, state and local building, health, and fire codes/ordinances shall be adhered to in the building’s design and construction.
2. The building and site design shall meet the program requirements with respect to development of all spaces and conformance to the area requirements.
3. Building materials and finishes shall be durable and as vandal resistant as possible while maintaining architectural integrity.
4. Site layout shall accommodate required and extra parking spaces and design shall adhere to the City of Buellton parking lot design standards.
5. Site layout/design shall indicate vehicular traffic patterns, facility service access, and ADA paths of travel.
6. Site layout/design shall indicate landscape and irrigation detail
7. Landscaping will enhance the project yet be reasonably easy to maintain, consistent with other public facility landscaping in the community, and conform to the City’s landscape design guidelines.
8. Provide for exterior walkway lighting and security lighting where appropriate.
9. The building and site shall include provisions for security, including digital security cameras.
10. Prior to submitting a proposal, the Architect and consultants shall examine the site and submit in writing any request for clarifications to the City of Buellton’s designated representatives.
APPENDIX C
CITY STANDARD AGREEMENT
Page i
AGREEMENT FOR PROFESSIONAL CONTRACT SERVICES
BETWEEN
THE CITY OF BUELLTON
AND
CONSULTANT
TABLE OF CONTENTS
PAGE
SECTION 1. TERM OF AGREEMENT 1
SECTION 2. SCOPE OF SERVICES 1
SECTION 3. ADDITIONAL SERVICES 1
SECTION 4. COMPENSATION AND METHOD OF PAYMENT 1
SECTION 5. INSPECTION AND FINAL ACCEPTANCE 2
SECTION 6. OWNERSHIP OF DOCUMENTS 2
SECTION 7. CONTRACTORS BOOKS AND RECORDS 2
SECTION 8. STATUS OF CONTRACTOR 3
SECTION 9. STANDARD OF PERFORMANCE 3
SECTION 10. COMPLIANCE WITH APPLICABLE LAWS;
PERMITS AND LICENSES 4
SECTION 11. NONDISCRIMINATION 4
SECTION 12. UNAUTHORIZED ALIENS 4
SECTION 13. CONFLICTS OF INTEREST 4
SECTION 14. CONFIDENTIAL INFORMATION; RELEASE OF
INFORMATION 5
SECTION 15. INDEMNIFICATION 5
SECTION 16. INSURANCE 6
SECTION 17. ASSIGNMENT 6
PAGE
Page ii
SECTION 18. CONTINUITY OF PERSONNEL 6
SECTION 19. TERMINATION OF AGREEMENT 7
SECTION 20. DEFAULT 7
SECTION 21. EXCUSABLE DELAYS 7
SECTION 22. COOPERATION BY CITY 7
SECTION 23. NOTICES 8
SECTION 24. AUTHORITY TO EXECUTE 8
SECTION 25. BINDING EFFECT 8
SECTION 26. MODIFICATION OF AGREEMENT 8
SECTION 27. WAIVER 8
SECTION 28. LAW TO GOVERN; VENUE 9
SECTION 29. ATTORNEYS FEES, COSTS AND EXPENSES 9
SECTION 30. ENTIRE AGREEMENT 9
SECTION 31. SEVERABILITY 9
EXHIBIT "A" SCOPE OF SERVICES/PROPOSAL A-1
EXHIBIT “B" INSURANCE B-1
AGREEMENT FOR PROFESSIONAL CONTRACT SERVICES
BETWEEN
THE CITY OF BUELLTON
AND
CONSULTANT
This AGREEMENT FOR PROFESSIONAL CONTRACT SERVICES BETWEEN THE CITY OF BUELLTON AND CONSULTANT ("AGREEMENT"), is made and entered into this XXth day of XX 20XX, by and among the City of BUELLTON a municipal corporation ("CITY") and CONSULTANT. (“CONTRACTOR”).
In consideration of the mutual covenants and conditions set forth herein, the parties agree as follows:
SECTION 1. TERM OF AGREEMENT.
Subject to the provisions of SECTION 19 "TERMINATION OF AGREEMENT" of this AGREEMENT, the term of this AGREEMENT shall be for a period of XoneX (X) year from the date of execution of this AGREEMENT, as first shown above, or until full and final completion of said project. Such term may be extended upon written agreement of both parties to this AGREEMENT.
SECTION 2. SCOPE OF SERVICES.
(CONTRACTOR) agrees to perform the services set forth in EXHIBIT "A", “SCOPE OF SERVICES/PROPOSAL" and made a part of this AGREEMENT.
SECTION 3. ADDITIONAL SERVICES.
(CONTRACTOR) shall not be compensated for any services rendered in connection with its performance of this AGREEMENT which are in addition to or outside of those set forth in this AGREEMENT or listed in EXHIBIT "A" unless such additional services are authorized in advance and in writing by the City Council or City Manager of CITY. (CONTRACTOR) shall be compensated for any such additional services in the amounts and in the manner agreed to by the City Council or City Manager.
SECTION 4. COMPENSATION AND METHOD OF PAYMENT.
(a) Subject to any limitations set forth in this AGREEMENT, CITY agrees to pay (CONTRACTOR) the amounts specified in EXHIBIT “A” and made a part of this AGREEMENT.
The total compensation, including reimbursement for actual expenses, shall not exceed ___XXX______ DOLLARS ($_XXXX__), unless additional compensation is approved in writing by the City Manager.
(b) Each month (CONTRACTOR) shall furnish to CITY an original invoice for all work performed and expenses incurred during the preceding month. The invoice shall detail charges by the following categories: labor (by sub-category), travel, materials, equipment, supplies, sub-consultant contracts and miscellaneous expenses. CITY shall independently review each invoice submitted by the (CONTRACTOR) to determine whether the work performed and expenses incurred are in compliance with the provisions of this AGREEMENT.
In the event that no charges or expenses are disputed, the invoice shall be approved and paid according to the terms set forth in subsection (c). In the event CITY disputes any charges or expenses, the original invoice shall be returned by CITY to (CONTRACTOR) for correction and resubmission.
(c) Except as to any charges for work performed or expenses incurred by (CONTRACTOR) which are disputed by CITY, CITY will use its best efforts to cause (CONTRACTOR) to be paid within thirty (30) days of receipt of (CONTRACTOR) invoice. (d) Payment to (CONTRACTOR) for work performed pursuant to this AGREEMENT shall not he deemed to waive any defects in work performed by (CONTRACTOR).
SECTION 5. INSPECTION AND FINAL ACCEPTANCE.
CITY may inspect and accept or reject any of (CONTRACTOR)’s work under this AGREEMENT, either during performance or when completed. CITY shall reject or finally accept (CONTRACTOR)’s work within sixty (60) days after submitted to CITY. CITY shall reject work by a timely written explanation, otherwise (CONTRACTOR)’s work shall be deemed to have been accepted. CITY's acceptance shall be conclusive as to such work except with respect to latent defects, fraud and such gross mistakes as amount to fraud. Acceptance of any of (CONTRACTOR)’s work by CITY shall not constitute a waiver of any of the provisions of this AGREEMENT including, but not limited to, sections 15 and 16, pertaining to indemnification and insurance, respectively.
SECTION 6. OWNERSHIP OF DOCUMENTS.
All original maps, models, designs, drawings, photographs, studies, surveys, reports, data, notes, computer files, files and other documents prepared, developed or discovered by (CONTRACTOR) in the course of providing any services pursuant to this AGREEMENT shall become the sole property of CITY and may be used, reused or otherwise disposed of by CITY without the permission of the (CONTRACTOR). Upon completion, expiration or termination of this AGREEMENT, (CONTRACTOR) shall turn over to CITY all such original maps, models, designs, drawings, photographs, studies, surveys, reports, data, notes, computer files, files and other documents.
SECTION 7. CONSULTANTS BOOKS AND RECORDS.
(a) (CONTRACTOR) shall maintain any and all documents and records demonstrating or relating to (CONTRACTOR) 's performance of services pursuant to this AGREEMENT. (CONTRACTOR) shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, or other documents or records evidencing or relating to work, services, expenditures and disbursements charged to CITY pursuant to this AGREEMENT. Any and all such documents or records shall be maintained in accordance with generally accepted accounting principles and shall be sufficiently complete and detailed so as to permit an accurate evaluation of the services provided by (CONTRACTOR) pursuant to this AGREEMENT. Any and all such documents or records shall be maintained for three years from the date of execution of this AGREEMENT and to the extent required by laws relating to audits of public agencies and their expenditures.
(b) Any and all records or documents required to be maintained pursuant to this section shall be made available for inspection, audit and copying, at any time during regular business hours, upon written request by CITY or its designated representative. Copies of such documents or records shall be provided directly to the CITY for inspection, audit and copying when it is practical to do so; otherwise, unless an alternative is mutually agreed upon, such documents and records shall be made available at (CONTRACTOR) 's address indicated for receipt of notices in this AGREEMENT.
(c) Where CITY has reason to believe that any of the documents or records required to be maintained pursuant to this section may be lost or discarded due to dissolution or termination of (CONTRACTOR)'s business, CITY may, by written request, require that custody of such documents or records be given to the requesting party and that such documents and records be maintained by the requesting party. Access to such documents and records shall be granted to CITY, as well as to its successors-in-interest and authorized representatives.
SECTION 8. STATUS OF CONSULTANT.
(a) CONSULTANT is and shall at all times remain a wholly independent contractor and not an officer, employee or agent of CITY. (CONTRACTOR) shall have no authority to bind CITY in any manner, nor to incur any obligation, debt or liability of any kind on behalf of or against CITY; whether by contract or otherwise, unless such authority is expressly conferred under this AGREEMENT or is otherwise expressly conferred in writing by CITY. (b) The personnel performing the services under this AGREEMENT on behalf of CONSULTANT shall at all times be under (CONTRACTOR)'s exclusive direction and control.
Neither CITY, nor any elected or appointed boards, officers, officials, employees or agents of CITY, shall have control over the conduct of (CONTRACTOR) or any of (CONTRACTOR)'s officers, employees or agents, except as set forth in this AGREEMENT. (CONTRACTOR) shall not at any time or in any manner represent that (CONTRACTOR) or any of (CONTRACTOR)'s officers, employees or agents are in any manner officials, officers, employees or agents of CITY.
(c) Neither (CONTRACTOR), nor any of (CONTRACTOR) 's officers, employees or agents, shall obtain any rights to retirement, health care or any other benefits which may otherwise accrue to CITY's employees. (CONTRACTOR) expressly waives any claim (CONTRACTOR) may have to any such rights.
SECTION 9. STANDARD OF PERFORMANCE.
(CONTRACTOR) represents and warrants that it has the qualifications, experience and facilities necessary to properly perform the services required under this AGREEMENT in a thorough, competent and professional manner. (CONTRACTOR) shall at all times faithfully, competently and to the best of its ability, experience and talent, perform all services described herein. In meeting its obligations under this AGREEMENT, (CONTRACTOR) shall employ, at a minimum, generally accepted standards and practices utilized by persons engaged in providing services similar to those required of (CONTRACTOR) under this AGREEMENT.
SECTION 10. COMPLIANCE WITH APPLICABLE LAWS, PERMITS AND LICENSES.
(CONTRACTOR) shall keep itself informed of and comply with all applicable federal, state and local laws, statutes, codes, ordinances, regulations and rules in effect during the term of this AGREEMENT. (CONTRACTOR) shall obtain any and all licenses, permits and authorizations necessary to perform the services set forth in this AGREEMENT. Neither CITY, nor any elected or appointed boards, officers, officials, employees or agents of CITY, shall be liable, at law or in equity, as a result of any failure of (CONTRACTOR) to comply with this section.
SECTION 11. NONDISCRIMINATION.
Basic Provisions. In performing the Work, (CONTRACTOR) agrees as follows:
(1) (CONTRACTOR) will not discriminate against any employee or applicant from employment because of race, creed, color, national origin, ancestry, sexual orientation, political affiliation or beliefs, sex, age, physical handicap, medical condition, marital status or pregnancy (as those terms are defined by the California Fair Employment and Housing Act— Government Code Section 12900-12996), except where such discrimination is based on a bona fide occupational qualification. (CONTRACTOR) will take positive action or ensure that applicants are employed, and that employees are treated during employment, without regard to their race, creed, color, national origin, ancestry, sexual orientation, political affiliation or beliefs, sex, age, physical handicap, medical condition, marital status or pregnancy (as those terms are defined by the California Fair Employment and Housing Act—Government Code Section 12900- 12996), except where such discrimination is based on a bona fide occupational qualification.
Such action shall include but not be limited to the following: Employment upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. (CONTRACTOR) agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by CITY setting forth the provisions of this nondiscrimination clause. (2) (CONTRACTOR) will, in all solicitations or advertisements for employees placed by or on behalf of (CONTRACTOR), state that all qualified applicants will receive consideration for employment without regard to race creed, color, national origin, ancestry, sexual orientation, political affiliation or beliefs, sex, age, physical handicap, medical condition, marital status or pregnancy (as those terms are defined by the California Fair Employment and Housing Act—Government Code Section 12900-12996), except where such discrimination is based on a bona fide occupational qualification.
SECTION 12. UNAUTHORIZED ALIENS.
(CONTRACTOR) hereby promises and agrees to comply with all of the provisions of the Federal Immigration and Nationality Act, 8 U.S.C.A. §1101, et seq. as amended, and in connection therewith, shall not employ unauthorized aliens as defined therein.
Should (CONTRACTOR) so employ such unauthorized aliens for the performance of work and/or services covered by this AGREEMENT, and should any liability or sanctions be imposed against CITY for such use of unauthorized aliens, (CONTRACTOR) hereby agrees to and shall reimburse CITY for the cost of all such liabilities or sanctions imposed, together with any and all costs, including attorneys' fees, incurred by CITY.
SECTION 13. CONFLICTS OF INTEREST.
(a) (CONTRACTOR) covenants that neither it, nor any officer or principal of its firm, has or shall acquire any interest, directly or indirectly, which would conflict in any manner with the interests of CITY or which would in any way hinder (CONTRACTOR) 's performance of services under this AGREEMENT. (CONTRACTOR) further covenants that in the performance of this AGREEMENT, no person having any such interest shall be employed by it as an officer, employee, agent or subcontractor without the express written consent of the City Manager. (CONTRACTOR) agrees to at all times avoid conflicts of interest or the appearance of any conflicts of interest with the interests of CITY in the performance of this AGREEMENT. (b) CITY understands and acknowledges that (CONTRACTOR) is, as of the date of execution of this AGREEMENT, independently involved in the performance of non-related services for other governmental agencies and private parties. (CONTRACTOR) is unaware of any stated position of CITY relative to such projects. Any future position of CITY on such projects shall not be considered a conflict of interest for purposes of this section.
SECTION 14. CONFIDENTIAL INFORMATION; RELEASE OF INFORMATION. (a) All information gained or work product produced by (CONTRACTOR) in performance of this AGREEMENT shall be considered confidential, unless such information is in the public domain or already known to (CONTRACTOR). (CONTRACTOR) shall not release or disclose any such information or work product to persons or entities other than CITY without prior written authorization from the City Manager, except as may be required by law. (b) (CONTRACTOR), its officers, employees, agents or subcontractors, shall not, without prior written authorization from the City Manager or unless requested by the City Attorney of CITY, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories or other information concerning the work performed under this AGREEMENT. Response to a subpoena or court order shall not be considered "voluntary" provided (CONTRACTOR) gives CITY notice of such court order or subpoena. (c) If (CONTRACTOR), or any officer, employee, agent or subcontractor of (CONTRACTOR), provides any information or work product in violation of this AGREEMENT, then CITY shall have the right to reimbursement and indemnity from (CONTRACTOR) for any damages, costs and fees, including attorneys fees, caused by or incurred as a result of (CONTRACTOR)'s conduct.
(d) (CONTRACTOR) shall promptly notify CITY should (CONTRACTOR), its officers, employees, agents or subcontractors be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions or other discovery request, court order or subpoena from any party regarding this AGREEMENT and the work performed thereunder. CITY retains the right, but has no obligation, to represent (CONTRACTOR) or be present at any deposition, hearing or similar proceeding. (CONTRACTOR) agrees to cooperate fully with CITY and to provide CITY with the opportunity to review any response to discovery requests provided by (CONTRACTOR). However, this right to review any such response does not imply or mean the right by CITY to control, direct, or rewrite said response.
SECTION 15. INDEMNIFICATION.
INDEMNITY FOR PROFESSIONAL LIABILITY: When the law establishes a professional standard of care for (CONTRACTOR)’s services, to the fullest extent permitted by
law, (CONTRACTOR) shall indemnify, defend and hold harmless CITY and any and all of it’s boards, officials, employees, and agents (“Indemnified Parties”) from and against all losses, liabilities, damages, costs and expenses, including attorney’s fees and costs to the extent same are caused in whole or in part by any negligent or wrongful act, error or omission of (CONTRACTOR), its officers, agents, employees or subconsultants (or any entity or individual for which (CONTRACTOR) shall bear legal liability) in the performance of professional services under this agreement.
INDEMNITY FOR OTHER THAN PROFESSIONAL LIABILITY: Other than in the performance of professional services and to the full extent permitted by law, (CONTRACTOR) shall indemnify, defend and hold harmless CITY, and any and all of its boards, employees, officials and agents from and against any liability (including liability for claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs of any kind, whether actual, alleged or threatened, including attorneys fees and costs, court costs, interest, defense costs, and expert witness fees), where the same arise out of, are a consequence of, or are in any way attributable to, in whole or in part, the performance of this AGREEMENT by (CONTRACTOR) or by any individual or entity for which (CONTRACTOR) is legally liable, including but not limited to officers, agents, employees or subcontractors of (CONTRACTOR).
SECTION 16. INSURANCE.
(CONTRACTOR) agrees to obtain and maintain in full force and effect during the term of this AGREEMENT the insurance policies set forth in EXHIBIT “B" "INSURANCE" and made a part of this AGREEMENT. All insurance policies shall be subject to approval by CITY as to form and content. These requirements are subject to amendment or waiver if so approved in writing by the City Manager. (CONTRACTOR) agrees to provide CITY with copies of required policies upon request.
SECTION 17. ASSIGNMENT.
The expertise and experience of (CONTRACTOR) are material considerations for this AGREEMENT. CITY has an interest in the qualifications of and capability of the persons and entities who will fulfill the duties and obligations imposed upon (CONTRACTOR) under this AGREEMENT. In recognition of that interest, CONSULTANT shall not assign or transfer this Agreement or any portion of this AGREEMENT or the performance of any of (CONTRACTOR)'s duties or obligations under this AGREEMENT without the prior written consent of the City Council. Any attempted assignment shall be ineffective, null and void, and shall constitute a material breach of this AGREEMENT entitling CITY to any and all remedies at law or in equity, including summary termination of this AGREEMENT. CITY acknowledges, however, that (CONTRACTOR), in the performance of its duties pursuant to this AGREEMENT, may utilize subcontractors.
SECTION 18. CONTINUITY OF PERSONNEL.
(CONTRACTOR) shall make every reasonable effort to maintain the stability and continuity of (CONTRACTOR)'s staff assigned to perform the services required under this AGREEMENT. (CONTRACTOR) shall notify CITY of any changes in (CONTRACTOR)'s staff assigned to perform the services required under this AGREEMENT, prior to any such performance.
SECTION 19. TERMINATION OF AGREEMENT.
(a) CITY may terminate this AGREEMENT, with or without cause, at any time by giving thirty (30) days written notice of termination to (CONTRACTOR). In the event such notice is given, (CONTRACTOR) shall cease immediately all work in progress. (b) (CONTRACTOR) may terminate this AGREEMENT at any time upon thirty- (30) days written notice of termination to CITY.
(c) If either (CONTRACTOR) or CITY fail to perform any material obligation under this AGREEMENT, then, in addition to any other remedies, either (CONTRACTOR), or CITY may terminate this AGREEMENT immediately upon written notice. (d) Upon termination of this AGREEMENT by either (CONTRACTOR) or CITY, all property belonging exclusively to CITY, which is in (CONTRACTOR)’s possession, shall be returned to CITY. (CONTRACTOR) shall furnish to CITY a final invoice for work performed and expenses incurred by (CONTRACTOR), prepared as set forth in SECTION 4 of this AGREEMENT. This final invoice shall be reviewed and paid in the same manner as set forth in SECTION 4 of this AGREEMENT.
SECTION 20. DEFAULT.
In the event that (CONTRACTOR) is in default under the terms of this AGREEMENT, the CITY shall not have any obligation or duty to continue compensating (CONTRACTOR) for any work performed after the date of default and may terminate this AGREEMENT immediately by written notice to the (CONTRACTOR).
SECTION 21. EXCUSABLE DELAYS.
(CONTRACTOR) shall not be liable for damages, including liquidated damages, if any, caused by delay in performance or failure to perform due to causes beyond the control of (CONTRACTOR). Such causes include, but are not limited to, acts of God, acts of the public enemy, acts of federal, state or local governments, acts of CITY, court orders, fires, floods, epidemics, strikes, embargoes, and unusually severe weather. The term and price of this AGREEMENT shall be equitably adjusted for any delays due to such causes.
SECTION 22. COOPERATION BY CITY.
All public information, data, reports, records, and maps as are existing and available to CITY as public records, and which are necessary for carrying out the work as outlined in the EXHIBIT "A” "SCOPE OF SERVICES/PROPOSAL", shall be furnished to (CONTRACTOR) in every reasonable way to facilitate, without undue delay, the work to be performed under this AGREEMENT.
SECTION 23. NOTICES.
All notices required or permitted to be given under this AGREEMENT shall be in writing and shall be personally delivered, or sent by telecopier or certified mail, postage prepaid and return receipt requested, addressed as follows:
To CITY: City of Buellton
Attn:
P.O. Box 1819
107 W. Highway 246
Buellton, CA 93427
To: XXX
XXX
XXX
Notice shall be deemed effective on the date personally delivered or transmitted by facsimile or, if mailed, three (3) days after deposit of the same in the custody of the United States Postal Service.
SECTION 24. AUTHORITY TO EXECUTE.
The person or persons executing this AGREEMENT on behalf of (CONTRACTOR) represents and warrants that he/she/they has/have the authority to so execute this AGREEMENT and to bind (CONTRACTOR) to the performance of its obligations hereunder.
SECTION 25. BINDING EFFECT.
This AGREEMENT shall be binding upon the heirs, executors, administrators, successors and assigns of the parties.
SECTION 26. MODIFICATION OF AGREEMENT.
No amendment to or modification of this AGREEMENT shall be valid unless made in writing and approved by the (CONTRACTOR) and by the City Council. The parties agree that this requirement for written modifications cannot be waived and that any attempted waiver shall be void. In the event of any conflict between the terms and conditions of this AGREEMENT and attached Exhibit “A”, the terms and conditions of this AGREEMENT shall control. In the event of any conflict between the terms and conditions of this AGREEMENT and any attached exhibits, the terms and conditions of this AGREEMENT will control.
SECTION 27. WAIVER.
Waiver by any party to this AGREEMENT of any term, condition, or covenant of this AGREEMENT shall not constitute a waiver of any other term, condition, or covenant.
Waiver by any party of any breach of the provisions of this AGREEMENT shall not constitute a waiver of any other provision, nor a waiver of any subsequent breach or violation of any provision of this AGREEMENT. Acceptance by CITY of any work or services by (CONTRACTOR) shall not constitute a waiver of any of the provisions of this AGREEMENT.
SECTION 28. LAW TO GOVERN; VENUE.
This AGREEMENT shall be interpreted, construed and governed according to the laws of the State of California. In the event of litigation between the parties, venue in state trial courts shall lie exclusively in the County of Santa Barbara. In the event of litigation in a U.S. District Court, venue shall lie exclusively in the Central District of California, in Los Angeles.
SECTION 29. ATTORNEYS FEES, COSTS AND EXPENSES.
In the event litigation or other proceeding is required to enforce or interpret any provision of this AGREEMENT, the prevailing party in such litigation or other proceeding shall be entitled to an award of reasonable attorney's fees, costs and expenses, in addition to any other relief to which it may he entitled.
SECTION 30. ENTIRE AGREEMENT.
This AGREEMENT, including the attached EXHIBITS "A" and “B", is the entire, complete, final and exclusive expression of the parties with respect to the matters addressed therein and supersedes all other agreements or understandings, whether oral or written, or entered into between (CONTRACTOR) and CITY prior to the execution of this AGREEMENT.
No statements, representations or other agreements, whether oral or written, made by any party which are not embodied herein shall be valid and binding. No amendment to this AGREEMENT shall be valid and binding unless in writing duly executed by the parties or their authorized representatives.
SECTION 31. SEVERABILITY.
If a term, condition or covenant of this AGREEMENT is declared or determined by any court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions of this AGREEMENT shall not be affected thereby and the AGREEMENT shall be read and construed without the invalid, void or unenforceable provision(s).
IN WITNESS WHEREOF, the parties hereto have caused this AGREEMENT to be executed the day and year first above written.
CONSULTANT
By: By:
Title: Title:
CITY OF BUELLTON APRROVED AS TO FORM:
By:
Scott Wolf, City Manager Greg Murphy, City Attorney
EXHIBIT "A"
SCOPE OF SERVICES/PROPOSAL
[NOTE: Scope of Services and (CONTRACTOR) Compensation is set forth in the proposal from ___xxx___- dated __xxxx____, attached hereto and incorporated herein by this reference. Total compensation shall not exceed $_xxx_.]
EXHIBIT "B"
INSURANCE
A. Insurance Requirements. (CONTRACTOR) shall provide and maintain insurance, acceptable to the City Manager or City Council, in full force and effect throughout the term of this AGREEMENT, 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 (CONTRACTOR), its agents, representatives or employees.
Insurance is to be placed with insurers with a current A.M. Best's rating of no less than A: VII. (CONTRACTOR) shall provide the following scope and limits of insurance:
1. Minimum Scope of Insurance. Coverage shall be at least as broad as:
(1) Insurance Services Office form Commercial General Liability coverage (Occurrence Form CG 0001).
(2) Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile Liability, including code 1 "any auto" and endorsement CA 0025, or equivalent forms subject to the written approval of the City. (3) Workers' Compensation insurance as required by the
Labor Code of State of California and Employer's Liability insurance and covering all persons providing services on behalf of the (CONTRACTOR) and all risks to such persons under this AGREEMENT.
(4) Errors and omissions liability insurance appropriate to the (CONTRACTOR)'s profession.
2. Minimum Limits of Insurance. (CONTRACTOR) shall maintain limits of insurance no less than:
(1) General Liability: $1,000,000 general aggregate for bodily injury, personal injury and property damage.
(2) Automobile Liability: $1,000,000 per accident for bodily injury and property damage.
(3) Workers' Compensation and Employer's Liability: Workers' Compensation as required by the Labor Code of the State of California and Employers Liability limits of $1,000,000 per accident.
(4) Errors and omissions Liability: $1,000,000 per occurrence.
B. Other Provisions. Insurance policies required by this AGREEMENT shall contain the following provisions:
1. All Policies. Each insurance policy required by this paragraph 5 shall be endorsed and state the coverage shall not be suspended, voided, cancelled by the insurer or either party to this AGREEMENT, reduced in coverage or in limits except after 30 days' prior written notice by Certified mail, return receipt requested, has been given to the CITY FINANCE DIRECTOR.
2. General Liability Accident -- Mobile Liability Rates. (1) CITY and its respective elected and appointed officers, officials, and employees and volunteers are to be covered as additional insureds as respects: liability arising out of activities (CONTRACTOR) performs; products and completed operations of (CONTRACTOR); premises owned, occupied or used by CONSULTANT; or automobiles owned, leased, hired or borrowed by (CONTRACTOR).
The coverage shall contain no special limitations on the scope of protection afforded to CITY, and their respective elected and appointed officers, officials, or employees. (2) (CONTRACTOR)'s insurance coverage shall be primary
insurance with respect to CITY, and its respective elected and appointed, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by CITY, and its respective elected and appointed officers, officials, employees or volunteers, shall apply in excess of, and not contribute with, (CONTRACTOR) 's insurance.
(3) (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.
(4) Any failure to comply with the reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to CITY, and its respective elected and appointed officers, officials, employees or volunteers.
3. Workers' Compensation and Employer’s Liability Coveraqe.
Unless the City Manager otherwise agrees in writing, the insurer shall agree to waive all rights of subrogation against CITY, and its respective elected and appointed officers, officials, employees and agents for losses arising from work performed by (CONTRACTOR).
C. Other Requirements. (CONTRACTOR) agrees to deposit with CITY, at or before the effective date of this contract, certificates of insurance necessary to satisfy CITY that the insurance provisions of this contract have been complied with. The City Attorney may require that (CONTRACTOR) furnish CITY with copies of original endorsements effecting coverage required by this Section. The certificates and endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf. CITY reserves the right to inspect complete, certified copies of all required insurance policies, at any time.
1. (CONTRACTOR) shall furnish certificates and endorsements from each subcontractor identical to those CONSULTANT provides.
2. Any deductibles or self-insured retentions must be declared to and approved by CITY. At the option of CITY, either the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects CITY or its respective elected or appointed officers, officials, employees and volunteers or the (CONTRACTOR) shall procure a bond guaranteeing payment of losses and related investigations, claim administration, defense expenses and claims.
3. The procuring of such required policy or policies of insurance shall not be construed to limit (CONTRACTOR)'s liability hereunder nor to fulfill the indemnification provisions and requirements of this AGREEMENT.
APPENDIX D
PROPOSED LIBRARY PROGRAM NEEDS
Buellton Library Program Needs
Handicapped-accessible entrance with automatic door
Book Sale area in lobby
18 feet wide x 3 feet deep Circulation service desk (dimensions under desk to be provided later) 18 feet counter behind service desk with cabinets below and above for storing office and library supplies Separated Adult and Children areas
Minimum of 48 bays of metal book shelving units for Adult/Spanish/Teens/AV (6 feet high by 3 feet wide) (MAXIMIZE USE OF WALLS FOR INSTALLING SHELVING BAYS AGAINST THEM) Minimum of 15 bays of metal book shelving units for Children’s Fiction and Non-Fiction AV (6 feet high by 3 feet wide)
Minimum of 18 bays of metal book shelving units for all items for younger children (4 feet high by 3 feet wide)
1 piece of display furniture (could be dimensions of 1 shelving unit) Table(s) or desk(s) that holds 8 Adult Internet computers and 1 computer print release station Photocopier/printer/fax that must be adjacent to the Adult Internet computers Short table and chairs for 4 Children’s computers
2 child-size tables with 4 chairs for Children’s area 4 adult-size tables with 4 chairs for Adult area
2-4 comfortable reading chairs for Adult area
Office for Branch Supervisor that holds: desk with computer, chair, storage space for program supplies, book processing supplies, filing cabinet, printer if computer isn’t hooked up to public photocopier, chair for guest, lockable door
2 Unisex Restrooms, both with wall-mounted changing tables 1 Staff Restroom
Staff Break Room with refrigerator, microwave, coffee machine, crockery, utensils, sink, 6 lockable lockers for staff purses, keys, etc.
Staff Work Room area for processing materials, doing book repairs, preparing for programs, etc. Would need a counter, a stool, computer, mailboxes for staff and storage. Would also need to store 3-5 book carts for sorting returns and waiting for shelving.
Ideally library would be shape of a big rectangle, which requires less staff to manage as they can see everyone
Children’s and Teen sections should be clearly delineated Drinking fountain near Children’s area with bottle fill-up capability Community Bulletin Board
1 wall unit for displaying latest issue of 24 magazines 1 6’ x 3’ wall space for staff decoration promoting the Summer Reading Club, book themes, etc. Ability to move furniture around in Children’s area for Story Time in case of bad weather so programs can be held
Easy access to outdoor space for programming
Potential to use the various areas for programming like craft programs, performers, adult book clubs, Friends meetings, etc. If this can be incorporated or provide a separate room for these activities. Janitor’s Closet, containing a floor sink, space for storage of paper towels, toilet paper, vacuum cleaner, etc.
Outdoor book return with inner box on wheels
Phones at circ desk, in staff work room and Branch Supervisor Office Security system
Sprinkler system
Fire alarm system
It is intended that the furniture described herein are also provided in the specifications as alternate bid items so that a turnkey option is provided so the Library would only require their computers, books and materials for move-in.
REQUEST FOR PROPOSALS FOR: $5&+,7(&785$/ SERVICES
ADDENDUM NO. 1
)HEUXUD\2, 20
The following changes, additions and clarifications are hereby made part of the contract documents for the above referenced project and shall be taken into account in the preparation of all proposals and execution of all work. Work shall conform to the requirements of the original contract documents and addenda wherever they apply. All respondents shall acknowledge receipt of this addendum in their proposals. Failure to include this Addendum in the proposal will void the proposal.
1. DEADLINE FOR PROPOSAL SUBMITTAL
The original proposal due date was 5pm by )HEUXUD\. The submittal deadline has been extended to 5pm March 2, 2022.
Respondent Acknowledgement:
SIGNATURE (print and sign)
DATE
TITLE
COMPANY
CITY OF BUELLTON
City Council Agenda Staff Report
City Manager Review: SW
Council Agenda Item No.: 10
To: The Honorable Mayor and City Council
From: Shannel Zamora, Finance Director
Meeting Date: March 24, 2022
Subject: Discussion of Pension Funding Policy
______________________________________________________________________________
BACKGROUND
Employees of the City of Buellton are members of the California Public Employees Retirement System (CalPERS), which is a defined benefit pension plan. CalPERS is funded through three sources: returns on the system’s investment assets or portfolio, employee contributions by CalPERS members, and employer paid-contributions. Each year, CalPERS issues annual actuarial valuation reports. The measurement date lags a couple years. The most current valuation report was issued in July 2021 with a measurement date of June 30, 2020 for FY 2022-23 contributions. The report shows funded status of the Classic Plan is 73.8% and the PEPRA Plan is 93.7%.
Over the past few years, CalPERS Board of Administration has approved several changes to its assumptions, including modifying amortization method to 20 years and lowering the discount rate assumption from 7.0% to 6.8%. The changes in actuarial assumptions impact future funding statuses, employer contributions and unfunded accrued liability (UAL) among several factors.
Establishing a Pension Funding Policy will provide context and guidance during the budget development process, provide a disciplined approach to financial management of longterm liabilities, reassure rating agencies assurance that the City of Buellton is committed to fiscal sustainability, and provide transparency to employees and to the public about how pensions are funded.
The Government Finance Officers Association (GFOA) recommends the adoption of a pension funding policy that address three core elements:
Actuarial Cost Method – The technique used to allocate the total present value of future benefits over an employee’s working career (normal cost/service cost).
Discussion of Pension Funding Policy Page 2 March 24, 2022 Asset Smoothing Method – The technique used to recognize gains or losses in pension assets over some period of time so as to reduce the effects of market volatility and stabilize contributions.
Amortization Policy – The length of time and the structure selected for increasing or decreasing contributions to systematically eliminate any unfunded actuarial accrued liability or surplus.
Currently, the City has been paying an additional discretionary payment (ADP) towards the annual required unfunded accrued liability (UAL) and pays the full UAL in July of the beginning of the new fiscal year to save interest in the long-term. The proposed Pension Funding Policy formalizes what the City has been doing and deploys a variety of strategies with one-time funds to achieve the following objectives:
A. Reduce projected pension contributions to maintain the same levels of service.
B. Increase the funding ratio for both the City’s Classic and PEPRA CalPERS Plans.
If the City Council adopts this proposed policy, staff will analyze the City’s financial situation with the goal of addressing the UAL balance and stabilizing pension costs over the long term. This may include a larger ADP, or the use of other funding mechanisms.
Staff will return to the City Council with recommendations to consider.
FISCAL IMPACT
There is no immediate impact of adopting the policy. If adopted, this policy will guide staff and City Council to allocate appropriate resources to mitigate future pension costs.
RECOMMENDATION
Staff recommends that the City Council discuss the proposed Pension Funding Policy, direct changes be made as appropriate, and direct staff to bring back a resolution adopting the Pension Funding Policy.
ATTACHMENTS
Attachment 1- Draft Pension Funding Policy
TITLE: Pension Funding Policy PAGES: 3
EFFECTIVE DATE: 3/24/2022 REVISION DATE(S):
APPROVED:
I. Purpose:
The purpose of this to ensure an adequate and appropriate approach to the monitoring and payment of the Pension (CalPERS) unfunded liabilities of the City of Buellton. These procedures and guidelines are designed to provide an approach to the payment of pension liabilities to maintain the City of Buellton’s CalPERS retirement plan for current and former employees. The policy shall provide context and guidance during the budget development process, provide a disciplined approach to financial management of these liabilities, reassure rating agencies assurance the City is committed to fiscal sustainability, and provide transparency to employees and the public with regard to how the plans are being funded. This policy deploys a variety of strategies with one-time funds to achieve the following objectives:
A. Reduce projected pension contributions to maintain the same levels of service.
B. Increase the funding ratio for both the City’s Classic and PEPRA CalPERS Plans.
II. Background:
The City contributes to CalPERS. A pension is a retirement account that an employer maintains to give employees a fixed payout when they retire. PERS is a defined benefit plan. The payout usually depends on how long the employee works for the employer and the employee’s salary.
The City of Buellton offers the Classic and PEPRA plans. The Classic Miscellaneous Plan are offered to employees hired before 1/1/2013 or have transferred over from another agency and were contributing to the Classic Plan. Effective 1/1/2013, the State adopted, and the City implemented the California Public Employees’ Pension Reform Act (PEPRA). PEPRA changed the way CalPERS retirement benefits are applied, and places compensation limits on members. The maximum employee contribution rates are set by law.
Investment income, employee contributions and employer contributions fund the total pension cost, including benefits and expenses. Employer contributions are set by actuaries using an investment rate assumption (also known as the “discount rate”) and other assumptions related to salary, payroll, cost of living, mortality rate, disabilities, terminations and retirements. Based on these assumptions,
FINANCIAL POLICY
POLICY NUMBER: FIN 22-01
CITY OF BUELLTON
actuaries develop an annual contribution, that if all assumptions were met, the annual contributions would be sufficient to fund the promised benefit over the working life of the employee. The annual contributions, assuming all future actuarial assumptions are met are referred to as the “Normal Cost” of the promised benefit. The “Normal Cost” loosely represents the cost attributable to services earned during the current period and are expressed as a percentage of pensionable payroll.
While actuarial “assumptions” are the expected results, “experience” represents actual results. If assumptions stray from actual results, unfunded accrued liabilities (UAL) accumulate and amortized (paid off) over a predetermined number of years. If actual experience deviates from assumptions for an extended period of time two things may happen, layers of experience gains and losses can accumulate to unacceptable levels and or the plan actuary may adjust the assumptions to better track actual experience. Both changes in actuarial assumptions and experience gains and losses can add or subtract from the accumulated UAL balance. The method and term of the UAL amortization is dictated by the CalPERS board but is subject to restructuring by the employer.
III. Policy:
It is the policy of the City of Buellton that the payment of pension is a priority and that a proactive approach to funding these liabilities is a prudent financial practice.
Policy related to the payment of CalPERS Pension liabilities are as follows:
A. The City of Buellton will include in the budget and remit to CalPERS, annually, the entire amount of the UAL as shown on the most recently dated Annual Valuation Report. The amount on the report dated typically 2 years prior to the beginning of the fiscal year. For example, Valuated Report with a July 30, 2020 measurement date is for Fiscal Year 2022-23 contributions.
B. The City of Buellton shall remit to CalPERS the required Unfunded Accrued Liability (UAL) amounts per the Annual Valuation Report issued by CalPERS each year and the employer’s normal cost each pay period as required by CalPERS.
C. The City of Buellton will pay the “Employer payment of unfunded liability” each year in one lump sum payment in July of each year in order to maximize the savings in interest charged by CalPERS, thereby, minimizing the required payment each year.
D. Annual surpluses, if any, will be allocated to replenish reserve requirements in accordance with Council Policy, budgetary gaps and then allocated as an additional discretionary payment (ADP) to UAL in the amount recommended by the City Manager and Finance Director during the budget process or as otherwise directed by City Council.
E. Seeking maximum interest savings, the ADP contributed to CalPERS will be applied to pay down the amortization bases with the longest amortization period (in order of maturity).
F. The City will establish a Pension Stabilization Reserve. a. As part of the annual budget process, City Staff shall set aside a portion of any yearend General Fund balance to manage increases in pension contributions. One-time transfers made to the Pension Stabilization Reserve will vary on a year-by-year basis.
IV. Transparency and Reporting:
Funding of the City’s pension benefit should be transparent to all parties including City employees, retirees, recognized employee organizations, the City Council and City residents. In order to achieve this transparency, the following information should be provided:
A. Copies of the most current actuarial valuations for the City’s pension plan shall be published on the City’s website within (60) days of finalization of the actuary.
B. The Finance Director shall submit a written report to City Council annually at an open meeting that covers:
a. The funded status of Council imposed reserve requirements b. Major events that have impacted the funded status of each of the CalPERS plans c. Major events that are known to or are likely to occur that may impact the funding status of each plan
C. The City’s Annual Financial Statement shall be published on the City’s website. The financial statements include information on the City’s pension plans and the funded status of the plans.
D. The City’s annual operating budget shall include appropriations for contributions to CalPERS and the annual pension costs.
V. Review of Funding Policy
Funding pension liability requires a long-term plan. The City will review at a minimum biennially, coincident with preparation of the biennial budget to determine if changes to this policy are necessary to ensure adequate resources are being accumulated to fund pension benefits.
CITY OF BUELLTON
City Council Agenda Staff Report
City Manager Review: SW
Council Agenda Item No.: 11
To: The Honorable Mayor and City Council
From: Shannel Zamora, Finance Director
Date: March 24, 2022
Subject: Determination of Employee Cost of Living Adjustment (COLA) for Fiscal Year 2022-23 and Proposed Increase in City’s Medical Premium Contribution
______________________________________________________________________________
BACKGROUND
Every year as part of the budget process, staff presents to City Council a proposed cost of living adjustment (COLA) for regular full-time staff members. For Fiscal Year 2022-23, staff proposes a 4.3 percent COLA. The requested COLA is based on the Consumer Price Index (CPI), historic internal data, and external market survey data.
CPI is published by the Bureau of Labor Statistics of the U.S. Department of Labor (BLS).
The City of Buellton uses the “annual” average to formulate the cost of living adjustment.
CPI is a measure that examines the weighted average of prices of a basket of consumer goods and services such as housing, transportation, food and medical care. The BLS reported that the 12-month percent change in the CPI from January 2021 through December 2021 was an annual rate of 4.3 percent for the Los Angeles-Long Beach-Anaheim, CA area (Attachment 1). Santa Barbara County is included within this area for CPI.
The 30 year historic average annual CPI is 2.40 percent while the average COLA increase for City of Buellton employees is 2.16 percent (Attachment 2). The requested COLA for Fiscal Year 2022-23 is 2.14 percent higher than the historic average COLA granted to city employees and 1.9 percent higher than the average CPI annual change. A survey was taken of fourteen local cities within Santa Barbara and San Luis Obispo counties. Cities were asked to provide the percentage increase in salaries for their most current COLA (Attachment 3). The average COLA increase for these cities was 2.93 percent or .1.37 percent lower than the City’s COLA request. Staff is proposing a 4.3 percent COLA because historically staff requests CPI as the COLA. The proposed COLA would increase the budget by $83,950 to salary and benefits for full-time employees excluding the City Manager The City Council may consider alternate COLA percentages such a 3 percent increase (which is consistent with other cities), or any other COLA deemed reasonable by City Council.
Employee COLA & Health Benefit Increase Page 2 March 24, 2022 The City Manager is a full time employee of the City, and may be eligible for this COLA as well. However, the City Manager’s employment agreement indicates that while he is eligible for the same COLA as may be received by other City employees as and when authorized by the City Council, the City Council retains sole discretion in determining whether he will receive such a COLA. Therefore, as his annual evaluation date coincides with the new fiscal year, which is the effective date of this COLA, it is recommended that the City Council not consider the City Manager’s receipt of this COLA until his annual evaluation in June.
In addition to the COLA, staff is proposing that City Council consider increasing the City’s employer’s health contribution for regular full-time employees from $800.00 per month to $1,200.00 per month ($400 increase). Subsection A of Section 14.1 Health Benefits of Rule XIV, Employee Benefits, of the City’s Personnel Rules, provides in part that “Accident, health, hospital, dental, and vision insurance to cover non-occupational injuries and sickness for probationary and Regular Full-Time Employees shall be provided by the City.
The scope of coverage and the payment of premiums are subject to periodic review and revision by the City Council and shall be set by resolution of the City Council.” Government Code Section 22892(a) provides that a local contracting agency, under the Public Employees’ Medical and Hospital Care Act, shall fix from time to time by resolution of the governing body of the agency the amount of the employer’s contribution. However, the amount shall not be less than the amount required under Government Code Section 22892(b)(1). The last time that City Council changed the maximum amount that the City would contribute toward medical coverage for employees was in 2006. At that time, City Council increased the maximum medical contribution from $715.34 per month to $800.00 per month, through Resolution No. 06-28.
The California Public Employees’ Retirement System (CalPERS) administers the City’s health benefits plan and notifies the City annually about health benefit plans available in our area. The 2022 eligible health plans are Blue Shield Access+ HMO and PERS Platinum PPO (previously PERS Choice PPO). Attachment 4 provides the current and previous year’s monthly health insurance premiums.
Due to the fact that the cost of medical insurance continues to increase on an annual basis, it may be time to consider establishing an increased cap or maximum amount that the City will contribute toward medical premiums. Increasing this cap would not only assist existing employees of the City in dealing with the increasing costs of health insurance, but would also aid in the attraction of new staff to the City, given the significant portion of income that may be required to be paid for health insurance. Staff is therefore suggesting that the City Council consider capping the employer’s contribution for medical insurance at $1,200 per month. The employee would then be responsible for the additional payment of the premium in excess of the $1,200 per month. The fiscal impact for the increased medical contributions for active full-time employees would be $96,000.
Employee COLA & Health Benefit Increase Page 3 March 24, 2022 In addition, the medical increase will also apply to retired employees. There are currently sixteen retiree subscribers and three receive the maximum amount of $800. The increase in coverage for these three employees would be $14,400.
A survey was conducted of cities in Santa Barbara and San Luis Obispo counties (Attachment 5) and has determined that the $1,200 monthly is consistent with other cities.
The increase would help alleviate the employee’s current contribution to an employee plus dependent and employee plus family plans.
While not a part of this item, staff will bring back to the City Council at an appropriate time a business item to discuss the potential hiring of a consultant to perform a compensation and classification study. Such a comprehensive study is recommended periodically to ensure that the City can remain competitive within the local and regional job markets. Staff anticipates bringing this matter to the City Council for discussion as part of the lead-up to the next biennial budget cycle in early- to mid-2023.
FISCAL IMPACT
The fiscal impact to the City will be dependent upon the action taken by Council. If a 4.3 percent COLA and $400 monthly medical contribution increase is granted, the overall increase to salary and benefits for full-time employees and retirees is approximately $194,350. The General Fund portion is $136,455, Water Fund portion is $24,412 and Wastewater Fund portion is $33,483. Staff estimates that available revenue exists to fund the proposed COLA increase and medical contribution increase.
RECOMMENDATION
That the City Council consider and approve a cost of living adjustment for all regular fulltime employees, effective July 1, 2022, with the exception of the City Manager, for Fiscal Year 2022-23 and that staff bring back a resolution authorizing the approved COLA.
That the City Council consider an increase to the employer paid health contribution for all regular full-time employees, capped at $1,200 per month, effective January 1, 2023, and that staff bring back a resolution authorizing the increased employer paid health contribution.
ATTACHMENTS
Attachment 1 – Consumer Price Index (CPI) - Urban Wage Earners and Clerical Workers; 12-Month Percent Change (Annual)
Attachment 2 – History of Cost of Living Adjustments
Attachment 3 – Cost of Living (COLA) Survey
Attachment 4 – 2022 CalPERS HMO and PPO Rates
Attachment 5 – Health Benefit Survey
1/12/22, 1:40 PM Bureau of Labor Statistics Data
https://data.bls.gov/pdq/SurveyOutputServlet 1/1
Databases, Tables & Calculators by Subject
Change Output Options: From: 2011 To: 2021
include graphs include annual averages
Data extracted on: January 12, 2022 (4:39:51 PM)
CPI for Urban Wage Earners and Clerical Workers (CPI-W) 12-Month Percent Change
Series Id: CWURS49ASA0
Not Seasonally Adjusted
Series Title: All items in Los Angeles-Long Beach-Anaheim, CA, urban wage earners and clerical workers, not seasonally adjusted Area: Los Angeles-Long Beach-Anaheim, CA
Item: All items
Base Period: 1982-84=100
Download:
Year Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Annual HALF1 HALF2 2011 2.0 2.6 3.5 3.9 3.7 3.3 2.7 2.7 3.5 3.1 3.2 2.2 3.0 3.2 2.9 2012 2.1 2.1 2.0 1.3 1.5 1.5 1.9 2.5 2.2 3.2 2.1 2.0 2.0 1.8 2.3 2013 1.9 2.4 1.3 0.9 1.0 1.5 1.6 0.9 0.7 -0.3 0.5 1.2 1.1 1.5 0.8 2014 0.8 0.4 1.0 1.6 1.8 1.9 2.1 1.8 1.6 1.4 1.0 0.3 1.3 1.3 1.4 2015 -0.7 -0.4 0.2 0.0 0.9 0.4 1.2 1.0 0.4 0.7 1.4 1.9 0.6 0.1 1.1 2016 3.3 2.3 1.3 1.6 0.6 1.1 0.3 0.6 1.5 1.9 1.5 1.7 1.5 1.7 1.3 2017 1.7 2.5 2.4 2.5 2.4 2.2 2.5 2.9 3.2 3.0 3.7 3.7 2.7 2.3 3.2 2018 3.7 3.7 3.9 4.1 4.3 4.2 4.0 4.1 3.9 4.3 3.8 3.3 3.9 4.0 3.9 2019 2.9 2.6 2.7 3.6 3.4 3.3 3.3 2.9 3.2 3.6 3.5 3.2 3.2 3.1 3.3 2020 3.5 3.5 2.2 0.6 0.6 1.3 1.9 2.2 1.4 0.6 1.0 1.5 1.7 1.9 1.4 2021 1.1 1.4 2.7 4.2 4.5 4.7 4.5 4.5 4.8 5.6 6.4 6.9 4.3 3.1 5.4 U.S. BUREAU OF LABOR STATISTICS
U.S. BUREAU OF LABOR STATISTICS Postal Square Building 2 Massachusetts Avenue NE Washington, DC 20212-0001 Telephone:1-202-691-5200 Federal Relay Service:1-800-877-8339 www.bls.gov Contact Us
12 month
CPI Change COLA Effective
"Annual" Year Granted Date
3.10% 1992 - 7/1/1992
3.40% 1993 - 7/1/1993
2.00% 1994 2.00% 7/1/1994
1.40% 1995 - 7/1/1995
0.90% 1996 3.00% 7/1/1996
2.20% 1997 2.50% 7/1/1997
1.20% 1998 1.50% 7/1/1998
2.00% 1999 1.50% 7/1/1999
2.30% 2000 2.50% 7/1/2000
3.80% 2001 2.50% 7/1/2001
2.70% 2002 1.24% 7/1/2002
3.50% 2003 3.50% 7/1/2003
1.80% 2004 1.80% 7/1/2004
3.70% 2005 3.70% 7/1/2005
5.40% 2006 5.40% 7/1/2006
3.20% 2007 3.00% 7/1/2007
3.90% 2008 3.50% 7/1/2008
-0.01% 2009 - 7/1/2009
1.80% 2010 - 7/1/2010
1.80% 2011 2.00% 7/1/2011
2.10% 2012 2.10% 7/1/2012
2.00% 2013 2.00% 7/1/2013
1.1% 2014 2.00% 7/1/2014
1.3% 2015 2.00% 7/1/2015
0.6% 2016 2.00% 7/1/2016
1.5% 2017 1.50% 7/1/2017
2.70% 2018 2.70% 7/1/2018
3.90% 2019 3.50% 7/1/2019
3.20% 2020 3.20% 7/1/2020
1.70% 2021 2.00% 7/1/2021
4.30% 2022 4.30% 7/1/2022
2.40% Average 2.16% Average
Assuming 4.3% in 2022
City of Buellton
History of
Cost of Living Adjustments Granted
\\fileserver\Users\Finance Director\Accounting\Payroll\Salary Ranges\2022-23 COLA\CPI History 2022 1-12-22 3/14/2022
City of Buellton
COLA survey
March 2022
CITY COLA
SEIU/POA: FY 21-22 eff. 7/9/2021 3.5%, FY 22-23 eff 7/8/2022 3.5%, FY 23-24 eff 7/7/23 3.5% Management: FY 21-22 eff. 7/9/2021 3.5%, FY 22-23 eff 7/8/2022 3.5%, FY 23-24 eff 7/7/23 3.5%(tentative) Atascadero* 4.00% SEIU: FY 21-22 5% in addtion to inequity adjustments for multiple postions, FY 22-23 4% FY 23-24 3.5% Executive Management: FY 21-22 5% plus inequity adjustment, FY 22-23 4% 23-24 3.5% Carpinteria 3.00% FY 21-22 effective 7/1/21 3%
Goleta FY 20-21 eff 1/2/21 2%
FY 21-22: 3% and up to an additional 1% if CPI-U for the LA-Long Beach-Anaheim area in March 2022 is greater than 3% FY 22-23: 3% and up to an additional 1% if CPI-U for the LA-Long Beach-Anaheim area in March 2023 is greater than 3% Grover Beach 3.00% FY 21-22: 2% increase, FY 22-23: 3% FY 23-24: 3% Guadalupe 3.00% FY 21-22: 3%, FY 22-23: 3%
Unrepresented Employees: FY 21-22 effective 7/1/2021 2% Management, Supervisory & Confidential employees: FY 21-22 effective 7/1/2021 2% Morro Bay 5.00% SEUI: FY 21-22: 5%,
Paso Robles* SEUI: 3% eff/ 1/26/2020, 2% eff 1/10/21, 3% eff 1/9/2022 Unrepresented Employees, Professional and Management Group: 3% eff 2/23/2020, 2% eff 1/10/21, 3% eff 1/9/22 Pismo Beach 1.00% All bargaining units: FY 20 1%, FY 21 2%, FY 22 1% San Luis Obispo Unrepresented Confidential Employees: FY 21-22 3%
2.83% Management: FY 21-22 3%
SLOCEA: FY 21-22: 2.5%
General Employees: eff 3/28/2020 2.5%, eff 3/27/21 2.5% Santa Barbara Supervisory Emplpyees: eff 12/18/21 2.5%
Non-represented Management and Confidential Employees: 2022 3.0%, eff 12/31/22 2.5% Solvang 2.25% FY 21-22: 2.5%. FY 22-23 will be negotiated Average Increase for 14 Cities: 2.93%
Source: Various Cities in Santa Barbara and San Luis Obispo Counties # of Cities Surveyed: 14
Survey Question: What is the percentage increase in salaries for most recent COLA ? *Averaged if City has multiple bargaining units.
Lompoc* 2.00%
Santa Maria* 3.00%
COLA Agreement
Arroyo Grande 3.50%
3.00%
Mid-Management: FY 21-22 COLAs and Inequity adjustments are combined into the following percentages:
o Associate Civil Engineer 4.75%, Associate Civil Engineer-Registered Engineer 5%, Recreation Supervisor 10%,Operations -Manager 15.5%
3.00%
2.50%
Current Proposed Current New
ER Contribution
ER
Contribution
Employee
Contribution
Employee
Contribution*
EE Only $ 900.22 $ 800.00 $ 1,200.00 $ 100.22 $ (299.78) EE + 1 $ 1,800.44 $ 800.00 $ 1,200.00 $ 1,000.44 $ 600.44 EE + 2 $ 2,340.57 $ 800.00 $ 1,200.00 $ 1,540.57 $ 1,140.57 EE Only $ 882.18 $ 800.00 $ 1,200.00 $ 82.18 $ (317.82) EE + 1 $ 1,764.36 $ 800.00 $ 1,200.00 $ 964.36 $ 564.36 EE + 2 $ 2,293.67 $ 800.00 $ 1,200.00 $ 1,493.67 $ 1,093.67 * If negative, paid out to employee as taxable income.
Opt-Out Medical Allowance: Current New
9 employees $800.00 $1,200.00 $600/Semi-Monthly
PERS Platinum (PPO)
Monthly Contribution
Medical Plan Rates
2022
Blue Shield Access+ (HMO)
HMO Premiums, Attachment 1, page 1 of 2
2022 Statewide Per Subscriber Per Month PSPM Premiums
Health Maintenance Organization (HMO) Plans Only
July Board of Administration Offsite Final Proposed Premiums 2021 2022
Basic Plans1 Single 2-Party Family Single 2-Party Family Percent Change Anthem HMO Select $ 800.55 $ 1,601.10 $ 2,081.43 $ 848.08 $ 1,696.16 $ 2,205.01 5.94% Anthem HMO Traditional 1,220.32 2,440.64 3,172.83 1,198.07 2,396.14 3,114.98 (1.82%) Blue Shield Access+ 938.96 1,877.92 2,441.30 900.22 1,800.44 2,340.57 (4.13%) Blue Shield Trio 722.56 1,445.12 1,878.66 742.70 1,485.40 1,931.02 2.79% Health Net Salud y Más 425.02 850.04 1,105.05 486.51 973.02 1,264.93 14.47% Health Net SmartCare 924.36 1,848.72 2,403.34 1,007.13 2,014.26 2,618.54 8.95% Kaiser Permanente 761.62 1,523.24 1,980.21 804.67 1,609.34 2,092.14 5.65% Kaiser Out of State 1,040.15 2,080.30 2,704.39 1,138.95 2,277.90 2,961.27 9.50% Sharp 632.27 1,264.54 1,643.90 699.21 1,398.42 1,817.95 10.59% UnitedHealthcare Alliance 755.61 1,511.22 1,964.59 818.03 1,636.06 2,126.88 8.26% UnitedHealthcare Harmony - - - 737.35 1,474.70 1,917.11 N/A Western Health Advantage 757.02 1,514.04 1,968.25 741.26 1,482.52 1,927.28 (2.08%) Basic HMO Weighted Average 4.69%
2021 2022
Medicare Plans2 Single 2-Party Family Single 2-Party Family Percent Change Anthem Medicare Preferred $ 383.37 $ 766.74 $ 1,150.11 $ 360.19 $ 720.38 $ 1,080.57 (6.05%) Blue Shield Medicare PPO - - - 353.11 706.22 1,059.33 N/A Kaiser Sr. Advantage 324.48 648.96 973.44 302.53 605.06 907.59 (6.76%) Kaiser Out of State 317.48 634.96 952.44 295.52 591.04 886.56 (6.92%) Sharp Direct Advantage 244.39 488.78 733.17 263.85 527.70 791.55 7.96% UnitedHealthcare Group 311.56 623.12 934.68 294.65 589.30 883.95 (5.43%) UnitedHealthcare Edge - - - 347.21 694.42 1,041.63 N/A
Western Health Advantage - - - 314.94 629.88 944.82 N/A Medicare HMO Weighted Average (6.37%)
2022
Combination Plans Subscriber in M &
1 Dependent in B
Subscriber in M &
2+ Dependents in B
Subscriber in M,
1 Dependent in B &
1 Dependent in M
Subscriber in B &
1 Dependent in M
Subscriber in B &
2+ Dependents in M
Subscriber in B,
1 Dependent in B &
1 Dependent in M
Anthem HMO Select $ 1,208.27 $ 1,717.12 $ 1,229.23 $ 1,208.27 $ 1,568.46 $ 1,717.12 Anthem HMO Traditional 1,558.26 2,277.10 1,439.22 1,558.26 1,918.45 2,277.10 Blue Shield Access+ 1,253.33 1,793.46 1,246.35 1,253.33 1,606.44 1,793.46 Blue Shield Trio 1,095.81 1,541.43 1,151.84 1,095.81 1,448.92 1,541.43 Kaiser Sr. Advantage 1,107.20 1,590.00 1,087.86 1,107.20 1,409.73 1,590.00 Kaiser Out of State 1,434.47 2,117.84 1,274.41 1,434.47 1,729.99 2,117.84 Sharp Direct Advantage 963.06 1,382.59 947.23 963.06 1,226.91 1,382.59 UnitedHealthcare Alliance/Group 1,112.68 1,603.50 1,080.12 1,112.68 1,407.33 1,603.50 UnitedHealthcare Alliance/Edge 1,165.24 1,656.06 1,185.24 1,165.24 1,512.45 1,656.06 UnitedHealthcare Harmony/Group 1,032.00 1,474.41 1,031.71 1,032.00 1,326.65 1,474.41 UnitedHealthcare Harmony/Edge 1,084.56 1,526.97 1,136.83 1,084.56 1,431.77 1,526.97 Western Health Advantage 1,056.20 1,500.96 1,074.64 1,056.20 1,371.14 1,500.96 1 CalPERS 2022 Basic plan premiums are portfolio rated with a two-year phase-in. 2 Kaiser Out of State is available outside of California. Sharp is available is available in Region 2 only. All other plans are available in all three regions.
HMO Premiums, Attachment 1, Page 2 of 2
2022 Regional PSPM Premiums for Public Agencies and Schools Health Maintenance Organization (HMO) Plans Only
July Board of Administration Offsite Final Proposed Premiums 2021 2022
Basic Plans1 Single 2-Party Family Single 2-Party Family Anthem Select $925.60 $1,851.20 $2,406.56 $1,015.81 $2,031.62 $2,641.11 9.75% Anthem Traditional 1,307.86 2,615.72 3,400.44 1,304.00 2,608.00 3,390.40 (0.30%) Blue Shield Access+ 1,170.08 2,340.16 3,042.21 1,116.01 2,232.02 2,901.63 (4.62%) Blue Shield Trio 880.50 1,761.00 2,289.30 898.54 1,797.08 2,336.20 2.05% Health Net SmartCare 1,120.21 2,240.42 2,912.55 1,153.00 2,306.00 2,997.80 2.93% Kaiser CA 813.64 1,627.28 2,115.46 857.06 1,714.12 2,228.36 5.34% UnitedHealthcare Alliance 941.17 1,882.34 2,447.04 1,020.28 2,040.56 2,652.73 8.41% Western Health Advantage 757.02 1,514.04 1,968.25 741.26 1,482.52 1,927.28 (2.08%) Anthem Select $674.69 $1,349.38 $1,754.19 $712.43 $1,424.86 $1,852.32 5.59% Anthem Traditional 1,046.04 2,092.08 2,719.70 1,007.13 2,014.26 2,618.54 (3.72%) Blue Shield Access+ 938.96 1,877.92 2,441.30 900.22 1,800.44 2,340.57 (4.13%) Blue Shield Trio 722.56 1,445.12 1,878.66 742.70 1,485.40 1,931.02 2.79% Health Net Salud y Más 458.66 917.32 1,192.52 548.26 1,096.52 1,425.48 19.54% Health Net SmartCare 769.11 1,538.22 1,999.69 845.69 1,691.38 2,198.79 9.96% Kaiser CA 669.77 1,339.54 1,741.40 706.02 1,412.04 1,835.65 5.41% Sharp 632.27 1,264.54 1,643.90 699.21 1,398.42 1,817.95 10.59% UnitedHealthcare Alliance 723.84 1,447.68 1,881.98 775.09 1,550.18 2,015.23 7.08% UnitedHealthcare Harmony - - - 782.74 1,565.48 2,035.12 N/A Anthem Select $639.10 $1,278.20 $1,661.66 $676.48 $1,352.96 $1,758.85 5.85% Anthem Traditional 984.21 1,968.42 2,558.95 935.57 1,871.14 2,432.48 (4.94%) Blue Shield Access+ 834.88 1,669.76 2,170.69 779.87 1,559.74 2,027.66 (6.59%) Blue Shield Trio 660.49 1,320.98 1,717.27 668.13 1,336.26 1,737.14 1.16% Health Net Salud y Más 412.88 825.76 1,073.49 463.87 927.74 1,206.06 12.35% Health Net SmartCare 691.48 1,382.96 1,797.85 764.96 1,529.92 1,988.90 10.63% Kaiser CA 669.84 1,339.68 1,741.58 719.78 1,439.56 1,871.43 7.46% UnitedHealthcare Alliance 720.89 1,441.78 1,874.31 771.85 1,543.70 2,006.81 7.07% UnitedHealthcare Harmony - - - 714.28 1,428.56 1,857.13 N/A Kaiser Out of State $1,040.15 $2,080.30 $2,704.39 $1,138.95 $2,277.90 $2,961.27 9.50% 1 CalPERS 2022 Basic plan premiums are portfolio rated with two-year phase-in.
Los Angeles, Riverside and San Bernardino
Basic Premiums - Out of State
Percent
Change
Basic Premiums - Region 1
Alameda, Alpine, Amador, Butte, Calaveras, Colusa, Contra Costa, Del Norte, El Dorado, Glenn, Humboldt, Lake, Lassen, Marin, Mariposa, Mendocino, Merced, Modoc, Mono, Monterey, Napa, Nevada, Placer, Plumas, Sacramento, San Benito, San Francisco, San Joaquin, San Mateo, Santa Clara, Santa Cruz, Shasta, Sierra, Siskiyou, Solano, Sonoma, Stanislaus, Sutter, Tehama, Trinity, Tuolumne, Yolo and Yuba Basic Premiums - Region 2
Fresno, Imperial, Inyo, Kern, Kings, Madera, Orange, San Diego, San Luis Obispo, Santa Barbara, Tulare and Ventura Basic Premiums - Region 3
PPO Premiums, Attachment 2, Page 1 of 2
2022 Statewide PSPM Premiums
Preferred Provider Organization (PPO) Plans Only
July Board of Administration Offsite Final Proposed Premiums 2021 2022
2021 Basic Plans Single 2-Party Family 2022 Basic Plans1 Single 2-Party Family Percent Change Anthem EPO Del Norte $849.23 $1,698.46 $2,208.00 Anthem EPO Del Norte $946.78 $1,893.56 $2,461.63 11.49% PERSCare 1,111.87 2,223.74 2,890.86 PERS Platinum 946.78 1,893.56 2,461.63 (14.85%) PERS Choice 849.23 1,698.46 2,208.00 11.49%
PERS Select 527.39 1,054.78 1,371.21 PERS Gold 650.38 1,300.76 1,690.99 23.32% Total PPO Basic Weighted Average Change 8.67%
2021 2022
2021 Medicare Plans Single 2-Party Family 2022 Medicare Plans Single 2-Party Family Percent Change PERSCare $381.25 $762.50 $1,143.75 PERS Platinum $381.94 $763.88 $1,145.82 0.18% PERS Choice 349.97 699.94 1,049.91 9.14%
PERS Select 349.97 699.94 1,049.91 PERS Gold 377.41 754.82 1,132.23 7.84% Total PPO Medicare Weighted Average Change 5.48%
2022
Combination Plans Subscriber in M &
1 Dependent in B
Subscriber in M &
2+ Dependents in B
Subscriber in M,
1 Dependent in B &
1 Dependent in M
Subscriber in B &
1 Dependent in M
Subscriber in B &
2+ Dependents in M
Subscriber in B,
1 Dependent in B &
1 Dependent in M
PERS Platinum $1,328.72 $1,896.79 $1,331.95 $1,328.72 $1,710.66 $1,896.79 PERS Gold 1,027.79 1,418.02 1,145.05 1,027.79 1,405.20 1,418.02 1CalPERS 2022 Basic plan premiums are portfolio rated with two-year phase-in.
PPO Premiums, Attachment 2, Page 2 of 2
2022 Regional PSPM Premiums for Public Agencies and Schools Preferred Provider Organization (PPO) Plans Only
July Board of Administration Offsite Final Proposed Premiums 2021 2022
2021 Basic Plans Single 2-Party Family 2022 Basic Plans1 Single 2-Party Family Percent Change
Basic Premiums - Region 1
Alameda, Alpine, Amador, Butte, Calaveras, Colusa, Contra Costa, Del Norte, El Dorado, Glenn, Humboldt, Lake, Lassen, Marin, Mariposa, Mendocino, Merced, Modoc, Mono, Monterey, Napa, Nevada, Placer, Plumas, Sacramento, San Benito, San Francisco, San Joaquin, San Mateo, Santa Clara, Santa Cruz, Shasta, Sierra, Siskiyou, Solano, Sonoma, Stanislaus, Sutter, Tehama, Trinity, Tuolumne, Yolo and Yuba Anthem EPO Del Norte $935.84 $1,871.68 $2,433.18 Anthem EPO Del Norte $1,057.01 $2,114.02 $2,748.23 12.95% PERSCare 1,294.69 2,589.38 3,366.19 PERS Platinum 1,057.01 2,114.02 2,748.23 (18.36%) PERS Choice 935.84 1,871.68 2,433.18 12.95%
PERS Select 566.67 1,133.34 1,473.34 PERS Gold 701.23 1,402.46 1,823.20 23.75% Basic Premiums - Region 2
Fresno, Imperial, Inyo, Kern, Kings, Madera, Orange, San Diego, San Luis Obispo, Santa Barbara, Tulare and Ventura PERSCare $1,115.68 $2,231.36 $2,900.77 PERS Platinum $882.18 $1,764.36 $2,293.67 (20.93%) PERS Choice 783.19 1,566.38 2,036.29 12.64%
PERS Select 476.92 953.84 1,239.99 PERS Gold 587.78 1,175.56 1,528.23 23.24% Basic Premiums - Region 3
Los Angeles, Riverside and San Bernardino
PERSCare $1,036.07 $2,072.14 $2,693.78 PERS Platinum $863.37 $1,726.74 $2,244.76 (16.67%) PERS Choice 761.23 1,522.46 1,979.20 13.42%
PERS Select 459.94 919.88 1,195.84 PERS Gold 575.56 1,151.12 1,496.46 25.14% Basic Premiums - Out of State
PERSCare $1,008.08 $2,016.16 $2,621.01 PERS Platinum $847.71 $1,695.42 $2,204.05 (15.91%) PERS Choice 760.17 1,520.34 1,976.44 11.52%
2021 2022
2021 Medicare Plans Single 2-Party Family 2022 Medicare Plans Single 2-Party Family Percent Change
Medicare Premium Rates - All Regions
PERSCare $381.25 $762.50 $1,143.75 PERS Platinum $381.94 $763.88 $1,145.82 0.18% PERS Choice 349.97 699.94 1,049.91 9.14%
PERS Select 349.97 699.94 1,049.91 PERS Gold 377.41 754.82 1,132.23 7.84%
Health Benefit Survey sent to Santa Barbara County and San Luis Obispo County Cities Sent 3/2/2022
# of Cities Surveyed: 14
City Opt-Out - Cash Out EE EE+1 EE+Family
Arroyo Grande* SEIU
Employee Only Health Premium
Amount $ 751.51 $ 1,416.68 $ 1,825.16
Arroyo Grande* AGPOA
Employee Only Health Premium
Amount $ 745.53 $ 1,404.76 $ 1,809.64
Arroyo Grande* Management
Employee Only Health Premium
Amount $ 745.53 $ 1,404.76 $ 1,809.64
Atascadero* $ 1,076.63 $ 1,513.88 $ 2,035.57
Carpinteria
Benefit allowance of 50% of
premium paid by the City for
that annual single coverage in
the PERS Health Benefit HMO
Plan. Employee receives benefit
as a one-time cash payment
Buellton $ 800.00 $ 800.00 $ 800.00 $ 800.00
Goleta-FY 21/22 $ 950.00 $ 1,295.00 $ 1,295.00 $ 1,295.00 Goleta-FY 22/23 $ 950.00 $ 1,315.00 $ 1,315.00 $ 1,315.00 Guadalupe
$ 700 contribution towards
Deferred Comp $ 700.00
Lompoc None $ 506.70 $ 971.76 $ 1,286.13
Paso Robles $ 300.00 $ 653.00 $ 1,257.00 $ 1,640.00
Pismo Beach $ 947.83 $ 917.83 $ 1,589.02 2,103.93**
Solvang $ 650.00 $ 875.00
* Includes medical/dental/vision
** EE + Children = $2,072.93
*** Employees who elect single-only and have an eligible spouse or family dependents and choose to cover dependents under another insurance, will receive a benefit equal to 50% of the City's additional contribution amount which would have been paid for either employee+1 or employee+Family coverage as my be applicable to that employee.
Medical Monthly Contribution
70% of premium
75% of Premium
City contributes most of health insurance annual
premium. Employee is responsible for .029% of
their annual salary times the percentage change
in insurance premium with a minimum annual
increase of 5% and a maximum of 30% for
employees who elect an HMO Plan. Employees
who elect PPO plan contributions the same
formula for HMO plus the difference between
the total cost of PPO and HMO premiums. ***