6.6 Attachment 4 - Comparison of Budget vs. Actual and Prior Year's Expenditures (for the Nine Months Ending March 31, 2023) 89 CITY OF FOSTER CITY/ESTERO MUNICIPAL IMPROVEMENT DISTRICT COMPARISON OF BUDGET VS. PROJECTED ACTUAL EXPENDITURES
BUDGET VS ACTUAL & CURRENT VS PRIOR
FOR THE NINE MONTHS ENDED MARCH 31, 2023
FY 2022-23
PROJECTED
ACTUAL
FY 2022-23
ACTUAL ACTUAL
FY 2020-21
INCREASE /
DECREASE /
FROM
% OF BUDGET % OF BUDGET
SAVINGS (EXCESS) FROM
AMENDED BUDGET
FY 2021-22
9 MONTHS
% FY 2022-23 FY 2021-22
AMENDED
BUDGET
(INCLUDING CIP
CARRYOVERS)
9 MONTHS 9 MONTHS INCREASE 9 MONTHS 9 MONTHS
Fund
143
$ % AS OF 3/31/2023 AS OF 3/31/2022 AS OF 3/31/2021 PRIOR YEAR (DECREASE) AS OF 3/31/2023 AS OF 3/31/2022 PUBLIC SAFETY IMPACT FEE $
$
72,000 $
$
72,000 $
$
-
-
0.0%
0.0%
$ -
-
$ -
-
$ -
-
$
$
-
-
-
-
-
-
-
-144 TRANSPORTATION IMPACT FEE 230,000 230,000 $ $ $
TOTAL SPECIAL REVENUE FUNDS $ 11,943,522 $ 11,779,909 $ 163,613 $ 0 $ 4,153,646 $ 1,833,636 $ 2,039,317 $ 2,320,010 126.5% 34.8% 30.9% 230 DEBT SERVICE FUND (5)
(6)
$ 6,378,988 $ 6,378,988 $ - 0.0%
0.0%
$
$
6,376,713 $
$
6,488,113 $
$
1,305,682 $ (111,400) (1.7%) 100.0% 99.9%
CAPITAL PROJECTS FUNDS
301 CIP PROJECTS-CITY $ 16,591,714 $ 16,591,714 $ - 1,498,253 35,359 587,898 $ 1,462,894 4137.3% 9.0% 3.7%
CAPITAL ASSET ACQUISITION AND REPLACEMENT
FUND326
327
$
$
7,015,009 $
$
7,015,009 $
$
-
-
0.0%
0.0%
$
$
7,015,009 $
$
- $
$
- $
$
7,015,009 - 100.0%
77.1%
-
LEVEE PROJECT FUND 22,511,272 22,511,272 17,354,921 21,221,761 18,100,356 (3,866,840) (18.2%) 995.3% TOTAL CAPITAL PROJECTS FUNDS $ 46,117,995 $ 46,117,995 $ - - $ 25,868,183 $ 21,257,120 $ 18,688,254 $ 4,611,063 21.7% 56.1% 210.8%
ENTERPRISE FUNDS
401
405
408
409
451
453
454
455
456
458
459
WATER REVENUE (7) $
$
$
$
$
$
$
$
$
$
$
17,206,366
7,506,711
342,875
-
$
$
$
$
$
$
$
$
$
$
$
15,571,800
7,506,711
342,875
-
$
$
$
$
$
$
$
$
$
$
$
1,634,566 9.5%
0.0%
0.0%
-
$
$
$
$
$
$
$
$
$
$
$
9,887,611
131,394
250,002
-
$
$
$
$
$
$
$
$
$
$
$
9,348,576
584,211
35,184
-
$
$
$
$
$
$
$
$
$
$
$
9,751,921 $
$
$
$
$
$
$
$
$
$
$
539,035
(452,817)
214,818
-
5.8%
(77.5%)
610.6%
-
57.5%
1.8%
72.9%
-
59.2%
44.5%
17.0%
-
CIP-WATER -
-
-
-
-
-
-
-
-
-
258,916
WATER EQUIPMENT REPLACEMENT
WATER CONNECTION FEES
WASTEWATER REVENUE
WASTEWATER RATE STABILIZATION
SM-FC PUBLIC FINANCING AUTHORITY LOAN
CIP-WASTEWATER
43,757
-
9,222,485
-
9,222,485
-
0.0%
-
5,299,755
-
4,897,617
-
4,586,472 402,138
-
8.2%
-
57.5%
-
59.3%
--
(5)
(5)
1,862,966
40,762,923
-
1,862,966
40,762,923
-
0.0%
0.0%
-
2,084,250
24,876,748
-
2,087,125
17,270,569
-
2,083,625 (2,875)
7,606,179
-
(0.1%)
44.0%
-
111.9%
61.0%
-
111.7%
31.3%
-
6,522,980
WASTEWATER PLANT EXPANSION -
-
-
WASTEWATER EQUIPMENT REPLACEMENT
WASTEWATER NOTES/WIFIA LOAN/SRF LOAN
359,894
3,144,700
359,894
3,144,700
0.0%
0.0%
55,985
3,139,920
111,570
2,047,156
(55,585)
1,092,764
(49.8%)
53.4%
15.6%
99.8%
87.2%
34119.3%
460
461
WASTEWATER CONNECTION FEES
STATE REVOLVING LOAN FUND
$
$
-
-
$
$
-
-
$
$
-
-
-
-
$
$
-
-
$
$
-
-
$
$
-
-
$
$
-
-
-
-
-
-
-
-
TOTAL ENTERPRISE FUNDS $ 80,408,920 $ 78,774,354 $ 1,634,566 2.0% $ 45,725,665 $ 36,382,008 $ 23,247,671 $ 9,343,657 25.7% 56.9% 43.4%
INTERNAL SERVICE FUNDS
VEHICLE RENTAL FUND501
502
503
504
505
507
508
509
$
$
$
$
$
$
$
$
2,235,115
373,100
$
$
$
$
$
$
$
$
2,235,115
373,100
$
$
$
$
$
$
$
$
-
-
-
-
-
-
-
-
0.0%
0.0%
0.0%
0.0%
0.0%
0.0%
0.0%
0.0%
$
$
$
$
$
$
$
$
1,146,077
100,370
$
$
$
$
$
$
$
$
1,221,993
45,873
$
$
$
$
$
$
$
$
775,198
119,523
518,797
1,211,291
1,638,711
136,378
124,902
51,399
$
$
$
$
$
$
$
$
(75,916)
54,497
(6.2%)
118.8%
43.8%
16.6%
8.5%
51.3%
26.9%
86.8%
59.9%
50.0%
59.0%
62.4%
62.4%
62.3%
12.2%
105.0%
54.3%
52.7%
61.4%
63.4%
49.3%
EQUIPMENT REPLACEMENT FUND
SELF INSURANCE FUND (1) 1,343,529
2,623,392
3,748,300
238,320
1,343,529
2,623,392
3,748,300
238,320
1,166,562
1,571,078
1,872,520
140,698
811,161
1,347,864
1,725,151
146,305
135,936
233,968
355,401
223,214
147,369
(5,607)
7,465
INFORMATION TECHNOLOGY
BUILDING MAINTENANCE
LONGEVITY RECOGNITION PLAN
PEMHCA FUND
(3.8%)
5.5%229,704 229,704 143,401
COMPENSATED ABSENCES FUND 561,036 561,036 350,244 116,276 49.7% TOTAL INTERNAL SERVICE FUNDS $ 11,352,496 $ 11,352,496 $ - - $ 6,490,950 $ 5,668,251 $ 4,576,199 $ 822,699 14.5% 57.2% 57.9%
FIDUCIARY FUND
604 SUCESSOR ANGENCY
607 TOURISM ASSESSMENT
608 SMC FIRE FEES
$
$
$
335,997
-
220,860
$
$
$
335,997
-
220,860
$
$
$
-
-
-
0.0%
-
0.0%
$
$
$
10,610
-
64,751
$
$
$
11,091
31,430
89,907
$ 10,283 $
$
$
(481)
(31,430)
(25,156)
(4.3%)
(100.0%)
(28.0%)
3.2%
-
29.3%
2.0%
36.6%
65.2%
TOTAL CITY / EMID FUNDS $ 211,681,823 $ 209,883,644 $ 1,798,179 0.8% $ 128,081,400 $ 109,916,003 $ 85,013,996 $ 18,165,397 16.5% 60.5% 65.9% Notes and Explanation of Variances:
Expenditures for various departments exceeded 75% of the annual budget as various payments were made that covered costs for the full year, including annual insurance premiums and required employer unfunded accrued liability pension payments (e.g. the City elected to prepay the entire year's monthly unfunded liability obligations to CalPERS in July). These July payments totaled $7.51M, $6.79M, and $6.21M for FY 22/23, FY 21/22, and FY 20/21 respectively. The citywide cash savings from the early payments were $258,000, 233,000, and $214,000 respectively. The City made all of its quarterly contributions of $2.18M each to SMC Fire Dept. JPA for FY 2022-23 1 2
3 4
Full year contract support costs for CalOPPS were reviewed in Q2 of FY 2022-23 and reduced as a result of the analysis In September 2020, the City discontinued hosting the Bay Area Employee Relations Services (BAERS) program and transferred the remaining Fund Balance to the General Fund Since the 22 workforce housing units were acquired later than anticipated, management and O&M costs have been reduced for FY 2022-23.
The City and District's debt service payments are made in August and February of each fiscal year 5 6
7 The City acquired 22 units of workforce housing in August 2022 Since FYE 22's total water consumption was reduced due to water conservation, anticipated FYE 23 expenditures have also been recalibrated.
6.6 Attachment 4 - Comparison of Budget vs. Actual and Prior Year's Expenditures (for the Nine Months Ending March 31, 2023) 90 DATE: May 15, 2023
TO: Mayor and Members of the City Council
VIA: Stefan Chatwin, City Manager
FROM: Priscilla Schaus, Communications Director/City Clerk DEPARTMENT: Communications/City Clerk
SUBJECT: APPOINTMENT OF ONE MEMBER TO NEW FULL TERM ON
THE PLANNING COMMISSION
RECOMMENDATION
It is recommended that the City Council interview and by resolution, appoint one (1) member to new full term from June 1, 2023 through May 31, 2027 on the Planning Commission. With this appointment, the Planning Commission will have a full complement.
EXECUTIVE SUMMARY
A notice of vacancy to fill the new full term on the Planning Commission was advertised in the local newspapers, posted on social media, and displayed on the City's website, FCTV, and the marquee for five (5) weeks. Four (4) residents submitted their applications by the established deadline. An additional resident submitted an application after the deadline, and the application was not included for consideration for appointment at tonight’s meeting, however the resident was invited to apply to future recruitments.
The following four residents (listed in alphabetical order) are to be considered tonight:
1. Noemi Avram
2. Navneet Goel
3. Robert Pedro
4. Howard Roth
7.1 7.1 Staff Report
91 California Environmental Quality Act
Not Applicable
FISCAL IMPACT
There is no fiscal impact.
CITY COUNCIL VISION, MISSION, AND VALUE/PRIORITY AREA
City Council Operations and Improved Community Engagement ATTACHMENTS:
Attachment 1 - Resolution
Attachment 2 - Notice of Vacancy
Attachment 3 - Planning Commission Applications
7.1 7.1 Staff Report
92 RESOLUTION NO.____________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FOSTER CITY
APPOINTING ONE MEMBER TO THE FOSTER CITY PLANNING COMMISSION
CITY OF FOSTER CITY
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FOSTER CITY, as follows:
WHEREAS, effective June 1, 2023, _________________ is hereby appointed to fill one new full term from June 1, 2023 to May 31, 2027 on the Foster City Planning Commission.
PASSED AND ADOPTED as a resolution of the City Council of the City of Foster City at the regular meeting held on the 15th day of May, 2023, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
JON FROOMIN, MAYOR
ATTEST:
PRISCILLA SCHAUS, CITY CLERK
7.1 Attachment 1 - Resolution
93 NEWS RELEASE
The City of Foster City
Priscilla Schaus, Public Information Officer
[email protected]; (650) 286-3250
FOR IMMEDIATE RELEASE
Press Release #032323-01
Serve Your Community – Join the Planning Commission
Contact: Priscilla Schaus, Communications Director/City Clerk, (650) 286-3250, [email protected]
Foster City, CA; March 23, 2023 – Want to make a positive impact in Foster City? Serving on a Commission is an opportunity for you to participate in local government and serve your community. The City of Foster City is currently accepting applications for the Planning Commission to fill one vacancy. Term information is as follows:
• Planning Commission (one vacancy): Four-year term, starting June 1, 2023 to May 31, 2027. Meetings are held on the 1st and 3rd Thursday of each month, and Study Sessions, if needed, are held on the 1st and 3rd Tuesday of each month.
The Planning Commission consists of five Foster City residents. To be eligible to apply, a resident must be at least eighteen years old and must have continuously resided in the City for a period of at least three years immediately prior to submission of an application for appointment to the Planning Commission. Community involvement in Foster City, a license in architecture and relevant experience will be considered in evaluating applicants. Appointments are made by the City Council. Planning Commissioners are compensated $269 per month and are eligible to participate in the City’s health benefits plan.
The Planning Commission acts under Policies and Ordinances adopted by the City Council as set forth in Chapter 2.28 of the Foster City Municipal Code. The Commission makes recommendations to the City Council regarding General Plan amendments, rezoning, zoning ordinance amendments, environmental review, and other matters related to land use and development in the City. The Commission also reviews and renders decisions on conditional use permits, major room additions, new home constructions, use permit modifications, and major development projects pursuant to the architectural and design review and subdivision sections of the Foster City Municipal Code.
7.1 Attachment 2 - Notice of Vacancy
94 Those interested are invited to submit applications by 5:00 p.m. on Thursday, April 27, 2023.
Applicants are required to attend the May 15, 2023 City Council meeting for consideration of official appointment. For more information and to download an application, visit www.fostercity.org/bc-pc. Return completed applications by email to [email protected].
Please note that incomplete applications will not be accepted. ###
7.1 Attachment 2 - Notice of Vacancy
95 7.1
Attachment 3 - Planning Commission Applications
96 7.1
Attachment 3 - Planning Commission Applications
97 7.1
Attachment 3 - Planning Commission Applications
98 7.1
Attachment 3 - Planning Commission Applications
99 7.1
Attachment 3 - Planning Commission Applications
100
7.1 Attachment 3 - Planning Commission Applications
101
7.1 Attachment 3 - Planning Commission Applications
102
7.1 Attachment 3 - Planning Commission Applications
103
DATE: May 15, 2023
TO: Mayor and Members of the City Council President and Members of the Estero Municipal Improvement District (EMID) Board of Directors
VIA: Stefan Chatwin, City/District Manager
FROM: Stefan Chatwin, City/District Manager
DEPARTMENT: City Manager
SUBJECT: CONSIDERATION OF CANCELING THE JUNE 19, 2023 CITY
COUNCIL REGULAR MEETING AND SCHEDULING A SPECIAL
MEETING AFTER JUNE 19, 2023 AND BEFORE JUNE 30, 2023
RECOMMENDATION
It is recommended that the City Council/EMID Board of Directors (City Council) provide direction on whether to cancel the June 19, 2023 City Council Regular Meeting, and schedule a Special Meeting after June 19, 2023 and before June 30, 2023.
EXECUTIVE SUMMARY
Juneteenth, observed on June 19, was made a federal holiday in the United States in 2021 to commemorate the emancipation of enslaved African Americans. To acknowledge and honor this important date and event in U.S. history, the City Council may choose to cancel the June 19, 2023 City Council Regular meeting and call a Special meeting on another date after June 19, 2023 and before June 30, 2023. A Special Meeting held before June 30, 2023 is necessary to adopt the Foster City/Estero Municipal Improvement District FY 2023-24 Budget prior to the start of the fiscal year.
BACKGROUND
Juneteenth is a combination of the words June and nineteenth. It commemorates the day, more than two months after the end of the Civil War – and more than two years
7.2 7.2 Staff Report
104
after Abraham Lincoln issued the Emancipation Proclamation – when enslaved Black Americans in Galveston, Texas, were informed of their freedom. President Joe Biden signed the legislation that made Juneteenth a federal holiday in June 2021.
California Assembly Bill 1655 was approved on September 29, 2022, allowing state employees to take paid time off on June 19th or the nearest Friday or Monday if it falls on a weekend. Currently, Juneteenth is not an official holiday in Foster City, however the day is commemorated via ceremonial functions, and the City Council may choose to cancel the June 19, 2023 City Council Regular meeting in observation of Juneteenth.
In accordance with the budget adoption process, the City Council must adopt the Foster City/Estero Municipal Improvement District Budget before June 30, 2023, prior to the start of the new fiscal year on July 1, 2023. To adopt the budget, the City Council may choose to hold the June 19, 2023 Regular City Council meeting, or cancel the meeting in honor of Juneteenth, and hold a Special meeting on Tuesday, June 20, 2023 or Monday, June 26, 2023 or on another preferred day prior to June 30, 2023.
California Environmental Quality Act
Not Applicable
FISCAL IMPACT
There is no fiscal impact associated with this item.
CITY COUNCIL VISION, MISSION, AND VALUE/PRIORITY AREA
City Council Operations and Improved Community Engagement
7.2 7.2 Staff Report
105
DATE: May 15, 2023
TO: Mayor and Members of the City Council
VIA: Stefan Chatwin, City Manager
Marlene Subhashini, Assistant City Manager
FROM: Derek Schweigart, Parks and Recreation Director
Tiffany Oren, Recreation Manager
DEPARTMENT: Parks and Recreation
SUBJECT: RECREATION CENTER REBUILD PROJECT (CIP 301-678)
UPDATE INCLUDING CONFIRMING THE PREFERRED
BUILDING CONCEPTUAL DESIGN AND SITE PLAN AND
CONSIDERATION OF OTHER PROJECT OPTIONS AND
ALTERNATIVES NEEDED FOR THE SCHEMATIC DESIGN
PHASE
RECOMMENDATION
It is recommended that the City Council, by Minute Order, receive and accept this project update by Group 4 Architecture, Research + Planning, Inc. (“Group 4”) on the Recreation Center Rebuild Project (“Project”) and confirm the preferred building conceptual design and site plan and provide input and direction on other project options and alternatives to be incorporated into the schematic design phase for the Project.
EXECUTIVE SUMMARY
In November 2022, the City signed an agreement with Group 4 for professional design, bidding, and construction support services for the Recreation Center Rebuild Project (CIP 301-678). Over the past 4 months, Group 4 worked closely with staff on the conceptual design phase of the project including conducting extensive community outreach for feedback on key design layouts and features. The multilayered public participation plan included input from over 1,000 community members, as well as from
8.1 8.1 Staff Report
106
the Project Task Force, Parks and Recreation Committee, Planning Commission, and City Council.
The design team has taken into consideration all the input received on the building and project site design values and developed two (2) conceptual design options for both the building and the project site. This includes input on site opportunities and constraints, cost parameters and sustainability principles in the development of the two (2) distinct design options that were reviewed by the Task Force and by the Planning Commission and Parks and Recreation Committee during their joint study session meetings.
The design options include both a single-story building “Sails” concept and a two-story building “Gullwing” concept. There are also two (2) parking site options that largely maintain the existing three-bay parking lot for efficient use of the project budget while they vary on the placement of a new smaller bay of parking for the drop-off zone, ADA, and electric vehicle parking. For either concept, the proposed site will be greatly enhanced with many outdoor social gathering spaces, flexible areas for markets and festivals, and the presence of several terraces and patios that accommodates indoor- outdoor use of the new recreation center’s many rooms and spaces. All these spaces have expansive views and connections to the lagoon.
At the May 15th City Council meeting, the City Council is being asked to confirm the preferred conceptual building design and site plan and parking option. Staff is also seeking input and direction on the various project options and alternatives from a list developed for the Council’s consideration at the end of schematic design.
BACKGROUND
On August 1, 2022, the City Council approved the Request for Proposal for professional design, bidding, and construction support services for the Project.
At the City Council regular meeting on November 21, 2022, the City Council awarded an agreement with Group 4 for professional design, bidding, and construction support services for the Project. Group 4 began working on the project’s initial phases of the project in January which included conceptual design and refinement and schematic design which are scheduled to be completed by September 2023.
Over the last 4 months, the design team and staff have been working to complete the conceptual design for the project, started the environmental review process and launched the project management task force (“Task Force”) for the project. The design process included a multilayered participation plan involving input from over 1,000 community members who attended various open houses, pop-ups, and intercept kiosks at community events, and an online survey. In addition, there were four (4) Project Task Force meetings, two (2) Joint Study Session meetings with the Planning Commission and the Park and Recreation Committee, two (2) City Council project update presentations (March 6 & April 17), and multiple project management and technical meetings with staff and department heads.
8.1 8.1 Staff Report
107
The interactive planning process has created a shared vision for the new Recreation Center. This included Project Management Team (PMT) bimonthly meetings with Group 4 and staff ensuring project goals and objectives align with expectations, budget, schedule, and scope. The PMT has also been monitoring and adjusting the project participation plan and reviewing content and exhibits before presentations and meetings.
The Task Force has been meeting monthly to provide the design team with input, vet options and strategies, preview community outreach exhibits, and support the project team in outreach efforts. Two of the three planned, joint study sessions with the Parks and Recreation Committee and Planning Commission have been conducted where the members have worked together to provide input on the building and site design values, site strategies, and building concept options.
Project technical meetings have been conducted with City staff that include planning, CEQA, recreation, essential facility designation, and the boardwalk design. These meetings have assisted in confirming the programmatic, functional, and operational requirements of the new recreation facility and the site.
The project team conducted the first day-long Integrated Design Workshop (IDW) for the project where City departments, recreation staff, maintenance team, designers, and the cost estimator reviewed the building and the site components and discussed functional requirements, preferred building systems, performance requirements, and project budget.
Based on the project background, and input received on building and project site design values, two (2) conceptual designs were developed for the site and building. The design team has incorporated significant community input, site opportunities and constraints, cost parameters, and sustainability principles in the development of these two (2) distinct designs options that were reviewed by the Task Force, and during the joint Planning Commission and Park and Recreation Committee study session meetings.
ANALYSIS
Option #1 Single-Story Building Design – “Sails” Concept The single-story building design concept organizes the Recreation Center’s amenities to respond to both its street and park frontages. The “Sails” concept gradually angles as one moves into the park, bending to provide a clear view from the amphitheater along the lagoon boardwalk to the building and beyond to parking amenities, pickleball courts, and the Vibe. This angle in turn provides additional frontage for program spaces along the lagoon while allowing large Community Hall spaces to position along both meadow and lagoon edges with optimal solar orientation. Internally, a lobby connects visitors between the two wings of the building and allows for efficient movement around and through Leo J. Ryan Park. Finally, the expansive lagoon-facing terrace is protected by a curving trellis, providing glare protection, and reducing solar heat gain, while allowing
8.1 8.1 Staff Report
108
for indoor-outdoor activities from the entry terrace to the meadow. The single-story “Sails” concept is illustrated in Graphics 1 and 2 which also shows the building included in Parking Option 1 which expands the existing parking lot that is between the existing building and the Vibe Teen Center to the north and further described in the staff report.
Graphic # 1 – Single-Story Sails Concept – View looking North Source: Group 4 Architecture, Research + Planning, Inc.
Graphic # 2 – Single-Story Sails Concept – Plan shown with Parking Option 1
8.1 8.1 Staff Report
109
Source: Group 4 Architecture, Research + Planning, Inc.
Option #2 Two-story Building Design – “Gullwing” Concept The two-story building design concept maintains a compact footprint to provide additional space for park amenities, as well as a unique second floor balcony with distant views west to the lagoon and beyond. This “Gullwing” Concept utilizes curving overhang roofs to create a unique presence and approach to the building from both the parking lot and park itself, while providing appropriately scaled interior spaces. This compact footprint allows for public terraces to spill out from the site, providing optimal linkages to a series of new outdoor spaces from the water’s edge to the second-floor balcony.
On the first floor, a community lounge opens to both the boardwalk and parking lot and provides access to ceramics, preschool, and meeting room spaces with their respective outdoor amenities. Moving further into the building, the divisible community hall anchors the west side of the building, and opens to extensive views out to the lagoon, meadow, and amphitheater beyond. Along the south side of the building, new terraces extend from the entry, past existing willow trees, and down to the water’s edge, providing exterior gathering spaces for both formal and informal events. The building orientation provides wind protection, expanding the possible use of these outdoor spaces throughout the year.
On the second floor, the double-height community lounge’s monumental stairs will create an ample approach to the divisible activity room, as well as to the two (2) fitness rooms. Both spaces will share expansive views out to the lagoon and beyond, and will support outdoor activities along the large, fully usable balcony. Through this two-story approach, both the Recreation Center and Leo J. Ryan Park would benefit from additional outdoor space and amenities unique to Foster City. The two-story “Gullwing” Concept is illustrated in Graphics 3 and 4 which also shows the building included in Parking Option 1 which expands the existing parking lot that is between the existing building and the Vibe Teen Center to the north and further described in the staff report.
Graphic # 3 – Two-Story Gullwing Concept – View looking east from lagoon Source: Group 4 Architecture, Research + Planning, Inc.
8.1 8.1 Staff Report
110
Source: Group 4 Architecture, Research + Planning, Inc.
Graphic # 4 – Two-Story Gullwing Concept – Plan shown with Parking Option 1 Source: Group 4 Architecture, Research + Planning, Inc.
SITE OPTIONS
The new Recreation Center, located alongside the lagoon in Leo J Ryan Park, slightly north of the existing building, is envisioned as being the social heart for Foster City, with many outdoor social gathering spaces as well as flexible areas for markets and festivals. The site design includes a new arrival plaza which integrates the relocated Rotary Rose Garden, a drop-off with views to the lagoon, and convenient parking.
Surrounding the building are several terraces and patios, accommodating indoor- outdoor use of the Center's many rooms and spaces. The building is set (4) four feet above the waterfront boardwalk, which allows people seated in the building's indoor and outdoor spaces to overlook people walking and jogging on the Boardwalk.
Southeast of the building are two (2) public social terraces not connected to the Recreation Center's indoor spaces and cascade from the arrival plaza and lobby down to the lagoon. The design extends and completes the park's walks and vegetation to provide an attractive strolling loop and easy connections to Foster Square and other neighboring uses. The existing three-bay parking lot will receive a maintenance refresh, but largely remain as is to be budget efficient and keep some parking available for other users of the park.
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Based on the site analysis, existing conditions and input received on site design values, two (2) parking layout options were developed for the site and building.
Parking Option # 1
Parking Option 1 expands the existing parking lot that is between the existing building and the Vibe Teen Center to the north, with a new double loaded parking lot perpendicular to Shell Blvd., a new drop off zone that is conveniently located close to the building entrance, and space for ADA and electric vehicle parking. In terms of land use, Option 1 is the most efficient parking option as it maintains the park along Shell Blvd. as the foreground to the new building. A new right turn only lane is being added to the driveway at the parking lot entrance to facilitate easy egress from the lot. Option 1 layout works for both the single-story and the two-story building plans.
Graphic # 5 – Parking Option # 1
Source: Group 4 Architecture, Research + Planning, Inc.
Parking Option # 2
Parking Option 2 provides a new entry drive with parking that starts at the existing senior parking lot and then turns parallel to Shell Blvd. where it extends to connect with the exiting parking lot that is between the existing Recreation Center and the Vibe Teen Center. The new double loaded parking drive includes a new drop off zone that is conveniently located close to the building entrance, and space for ADA and electrical
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vehicle parking. In terms of land use, Option 2 is not as efficient as Option 1 since it requires a new entry drive and additional circulation that is between Shell Blvd. and the new building. Like Option 1, a new right turn only lane is added to the driveway at the parking lot entrance to facilitate easy egress from the lot. Parking Option 2 layout only works for the two-story building design concept with a modified through lobby.
Graphic # 6 – Parking Option # 2
Source: Group 4 Architecture, Research + Planning, Inc.
Project Budget
Cost estimates have been completed for both conceptual design options, the single- story and the two-story options are estimated to cost the same. The single-story option has additional costs associated with the larger envelope and foundation while the more efficient footprint of the two-story option has additional costs associated with the vertical circulation of the stairs and elevator. At this conceptual design milestone, both options are approximately 5% over the budgeted $42 million for construction, including allowances for unknown cost, and things that will be designed in detail later, as well as almost 12% for escalation to the midpoint of construction (midpoint averages the escalation between start and finish). As the project moves forward through schematic design, City staff, the design team, and the construction manager will continue to work together to value engineer and refine the selected design to align the base project with the project budget. The detailed project budget, estimate of construction cost for the
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base project, and identified alternates will be presented to the City Council at the completion of the schematic design phase by September 2023.
Recommended City Council Actions:
Staff is requesting direction from the City Council on the following:
1. Confirm selection of the preferred conceptual building design and site plan and parking option.
Feedback received on the Building Design Concept and Parking Options from the Project Task Force, and the Planning Commission and the Park and Recreation Committee at their joint study session indicated a clear preference for the Two- Story Gullwing Building Design Concept and Parking Option 1 as indicated by following polling:
1) Building Design Concept
Building Design Concept Options: Two Story - Gullwing One Story - Sail Task Force 8 Votes 0 Vote
Planning Commission and
Park and Recreation Committee
9 Votes 1 Vote
2) Parking Option
Parking Concept Options: Parking Option 1 Parking Option 2 Task Force 7 Votes 1 Vote
Planning Commission and
Park and Recreation Committee
9 Votes 1 Vote
The Project Team is asking the City Council to confirm the selection of the Two- Story Gullwing Building Design Concept and Parking Option 1 as the preferred conceptual design options and to be used for the development of the schematic design.
2. Confirmation of project alternatives/options to be developed for Council’s consideration at the end of schematic design.
At the March 6, 2023, and April 17, 2023, City Council Meetings, the Council expressed interest in obtaining additional information on potential alternatives and options for the project. The following list includes topics that have been
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identified as items that the Council may want to consider for the project. If confirmed, the project team will further develop both scope and cost information for each of the following and present to Council at the end of schematic design for their consideration.
1. LEED Gold Additional Features and Cost (note LEED Silver is included in the current project scope)
2. LEED Platinum Additional Features and Cost
3. All electric building, and new REACH Codes
4. Achieving Net Zero Building
5. Photovoltaics system, (infrastructure included in current project scope)
6. Pricing for upgrading to an essential facility, (cost will be developed on a relative order of magnitude basis)
7. Pricing for boardwalk conceptual design based on design work that is happening concurrent with the New Recreation Center Schematic Design
8. The addition of park restrooms with exterior access to the building program
9. Two (2) additional bocce courts
California Environmental Quality Act
This project update is not a subject of the California Environmental Quality Act.
However, the Recreation Center Rebuild Project will include a CEQA review as part of project scope.
FISCAL IMPACT
The current agreement with Group 4 contains proposed fees in the amount of $5,558,207 which includes all contract amendments. Additionally, a project contingency in the amount of $650,000 or approximately 12% of the contract amount was approved to pay for additional services to mitigate unforeseen tasks or for additional services that may be required
CITY COUNCIL VISION, MISSION, AND VALUE/PRIORITY AREA
Facilities and Infrastructure
ATTACHMENTS:
Attachment 1 – Group 4 presentation slide deck
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FOSTER CITY RECREATION CENTER
REBUILD
PROGRAMMING + CONCEPTUAL DESIGN
CITY COUNCIL PRESENTATION
City of Foster City
City of Foster City | May 15, 2023
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2 1. Project Update and Confirmation of:
1) Preferred Conceptual Design Options
Parking: Option 1, extension of existing south parking lot Building Design: Gullwing Two-Story
2) Project Alternatives/Options that will be presented for consideration at the end of schematic design.
LEED Gold Additional Features and Cost (LEED Silver base min.) LEED Platinum Additional Features and Cost
All electric building, REACH Codes
Achieving net zero building
Photovoltaics
Pricing for upgrading to an essential facility (ROM)
Amphitheater to boat launch boardwalk/waterfront improvements Exterior access park restroom(s) and new playground?
Additional bocce courts
o Other building project scope and upgrade alternates?
COUNCIL ACTION FOR MAY 15, 2023
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AGENDA
3 1. Work Plan & Schedule Update
2. Summary of Participation
3. Conceptual Design
Parking Options
Site + Building Design Options
4. Recommendations
5. Next Steps
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4 TODAY
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5 PROJECT MEETINGS
Project Management Meetings (PMT)
1/12-1:30-4– PMT #2 Today
01/19 – PMT #3
02/2 – PMT #4
02/16– PMT #5
03/2 – PMT #6
03/16 – PMT #7
03/30 – PMT #8
04/13 – PMT #9
04/17 – Project Budget Mtg w Griffin
04/27 – PMT #10- TODAY!
05/11 – PMT #11
• 05/25 – PMT #12
• 06/08 – PMT #13
• 06/15 – PMT #14
• 06/22 – PMT #15
• 07/06 – PMT #16 (tbc)
• 07/20 – PMT #17 (tbc)
• 08/03 – PMT #18 (tbc)
• 08/17 – PMT #19 (tbc)
Technical Meeting
P+R Tech. Mtg #1
Planning Tech Mtg #1
Public Works Tech Mtg #1
P+R Tech Mtg #2
Planning Tech Mtg #2 (TBC)
Essential Facility Mtg. #1
Integrated Design Workshop (IDW)
03/17 - IDW #1
• Thurs 6/29 IDW #2 (date tbc)
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6 PROJECT PUBLIC MEETINGS
Task Force Meeting
01/25 - Meeting #1
02/22 – Meeting #2
03/22 – Meeting #3
04/19 – Meeting #4
• 05/24 – Meeting #5
• 06/28 – Meeting #6
City Council Meetings
03/06 – Meeting #1
• 05/15 – Meeting #2: Conceptual Design Update
• 09/18 – Meeting #3: Schematic Design
Update
Jt. Planning Commission +
Park and Recreation Committee
03/02 – Meeting #1
04/06 – Meeting #2
• 06/01 Meeting #3
Planning Commission (CEQA)
• 8/17 Public Hearing (date tbc )
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7 1. Project Schedule Upcoming
Task Force Committee May 24
Community Outreach Round May 25- June 11
Joint P+R Committee and Planning
Commission: 6/1/2023
2. Project Website
URL: rebuildtherec.org
Ongoing updates with minutes and
presentation exhibits
User registration and data sharing with City
for email blasts
3. Project Registered for LEED 4/12/2023
PROJECT MANAGEMENT
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8 What we have heard so far..
Online Survey
Planning Commission and Parks +
Recreation Joint Meeting
Little League Opening Day
Project Task Force
✔
City Council
Community Open-House
Holi Festival
Farmer’s Market
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9 COMMUNITY OUTREACH TO DATE
OUTREACH OPPORTUNITIES
Engagement with Project Task Force
Engagement with technical groups
Outreach at Little League Opening Day
Public meetings
Community Open House
Outreach at Senior Meals
Outreach at Farmer’s Market
Outreach at Holi Festival
Online survey (March 3 to March 19) – 488 responses as of 3/20 TOTAL PARTICIPANTS(in person + online) ~1009
Project Website
Advertised on City website
Email blasts
Online Survey
Social media posts
News outlets
OUTREACH RESULTS
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10 COMMUNITY OUTREACH TO DATE
Project Task Force Meeting
Joint Planning Commission and Parks &
Recreation Committee Meeting
Little League Opening Day
Open House
Little League Opening Day
Farmers Market
Holi Festival
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11 7%
10%
22%
25%
26%
26%
26%
28%
34%
34%
40%
43%
-50 0 50 100 150 200 250 300 350 400 450 500
CHUNKY FURNITURE
BRIGHTLY COLORED FURNITURE
ROSE GARDEN
FIRE FEATURE
MULTIUSE ACTIVITY MEADOW
GARDEN TERRACES
OUTDOOR GAMES
SOCIAL TERRACE
COMMUNAL TABLES AND FOOD TRUCKS
DECORATIVE LIGHTING
MARKETS AND FAIRS
WATERFRONT TERRACES
NUMBER OF VOTES = 103
ONLINE SURVEY PARKS AND RECREATION COMMITTEE
PLANNING COMMISSION LITTLE LEAGUE - 18 AND UNDER
LITTLE LEAGUE - OVER 18 COMMUNITY OPEN-HOUSE - 18 AND OVER COMMUNITY OPEN-HOUSE - UNDER 18 COMMUNITY OPEN-HOUSE - OUT-OF-TOWN
SENIOR LUNCH FARMERS MARKET - RESIDENT
FARMERS MARKET - UNDER 18 FARMERS MARKET - OUT-OF-TOWN
HOLI FESTIVAL - RESIDENT HOLI FESTIVAL - UNDER 18
HOLI FESTIVAL - OUT-OF-TOWN PERCENTAGE OF RESPONDENTS
SITE DESIGN VALUES
WATERFRONT
TERRACES
is the top priority
for the
community
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12 CONCEPT OPTIONS: PARKING
PARKING OPTION 1 PARKING OPTION 2
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13 OUTDOOR AMENITIES
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14 WATERFRONT TERRACES
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15 COMMUNAL TABLES WITH FOOD TRUCKS
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16 SOCIAL TERRACES
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17 MARKETS AND FAIRS
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18 GARDEN TERRACES
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19 ROSE GARDEN
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20 BUILDING DESIGN VALUES
INDOOR/
OUTDOOR
is the top priority
for the
community
NATURAL
STRUCTURED
3%
6%
10%
10%
13%
14%
16%
19%
19%
34%
34%
36%
-50 0 50 100 150 200 250 300 350 400
BOLD
COLORFUL
ORGANIC
CONTEXTUAL
NAUTICAL INSPIRED
ICONIC
BAY ECOLOGY
TIMELESS
MODERN
WARM/INVITING
NATURE INSPIRED
INDOOR/OUTDOOR
NUMBER OF VOTES = 103
PROJECT TASK FORCE ONLINE SURVEY
PARKS AND RECREATION COMMITTEE PLANNING COMMISSION
LITTLE LEAGUE - 18 AND UNDER LITTLE LEAGUE - OVER 18
COMMUNITY OPEN-HOUSE - 18 AND OVER COMMUNITY OPEN-HOUSE - UNDER 18
COMMUNITY OPEN-HOUSE - OUT-OF-TOWN SENIOR LUNCH
FARMERS MARKET - RESIDENT FARMERS MARKET - UNDER 18
FARMERS MARKET - OUT-OF-TOWN HOLI FESTIVAL - RESIDENT
HOLI FESTIVAL - UNDER 18 HOLI FESTIVAL - OUT-OF-TOWN
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21 BUILDING CONCEPT OPTIONS
SINGLE STORY: SAILS CONCEPT
TWO STORY: GULLWING CONCEPT
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22 ONE STORY SAILS CONCEPT DRAFT
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23 SINGLE STORY SAILS – AERIAL VIEW TO NORTHWEST
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24 SINGLE STORY SAILS CONCEPT – ENTRY APPROACH FROM PARKING
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25 SINGLE STORY SAILS CONCEPT – VIEW FROM TERRACE
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26 SINGLE STORY SAILS CONCEPT – VIEW FROM LAGOON
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27 SINGLE STORY SAILS CONCEPT – VIEW FROM MEADOW
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28 SINGLE STORY SAILS CONCEPT – VIEW FROM SHELL
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29 BUBBLE DIAGRAM – TWO STORY DRAFT
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30 TWO STORY GULLWING – AERIAL VIEW TO NORTHWEST
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31 TWO STORY GULLWING CONCEPT – NEW DROPOFF TO LAGOON
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32 TWO STORY GULLWING CONCEPT – BEER GARDEN TO ENTRY
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33 TWO STORY GULLWING CONCEPT – MEADOW TO NEW REC CENTER
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34 TWO STORY GULLWING CONCEPT – SHELL BLVD TO NEW REC CENTER
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35 TWO STORY GULLWING CONCEPT – LAGOON TO NEW REC CENTER
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36 JOINT PLANNING + PARK & REC; TASK FORCE MEETINGS
JOINT
COMMITTEE 9 1
TASK FORCE
MEETING
7 1
JOINT
COMMITTEE 1 9
TASK FORCE
MEETING 0 8
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37 CONCEPTUAL COST MODEL - Summary
• Currently Both Conceptual Designs are ~4.5% over $42M escalated construction budget
FOSTER CITY RECREATION CENTER REBUILD
CONCEPTUAL COST MODEL 4/13/2023
Hard Cost* Escalation** Hard Cost* +
Escalation**
11.89%
Building & Sitework
Building $31,800,000 $3,780,000 $35,580,000
Sitework $7,490,000 $890,000 $8,380,000
SUBTOTAL $39,290,000 $4,670,000 $43,960,000
CONSTRUCTION BUDGET PER RFP $42,000,000
(delta) $1,960,000
* Hard Costs includes direct costs, markups + design contingency **Escalated to mid-point of Construction April 2025 (Construction June 2024 to March 2026)
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38 1. Project Update and Confirmation of:
1) Preferred Conceptual Design Options
Parking: Option 1, extension of existing south parking lot Building Design: Gullwing Two-Story
2) Project Alternatives/Options that will be presented for consideration at the end of schematic design.
LEED Gold Additional Features and Cost (LEED Silver base min.) LEED Platinum Additional Features and Cost
All electric building, REACH Codes
Achieving net zero building
Photovoltaics
Pricing for upgrading to an essential facility (ROM)
Amphitheater to boat launch boardwalk/waterfront improvements Exterior access park restroom(s)
Additional bocce courts
o Other building project scope and upgrade alternates?
COUNCIL ACTION FOR MAY 15, 2023
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153
39 QUESTIONS/COMMENTS?
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AGENDA
40 NEXT STEPS
Task Force Meeting– hybrid
• 05/24 – Meeting #5
• 06/28 – Meeting #6
Joint Park and Recreation Committee and Planning
Committee
• 06/01
Planning Commission
• 08/17
City Council Presentation
• 05/15
• 09/18
Community Outreach
• Community Outreach 1
Online Survey March 3 - 19, 2023
Drop-in Community Meeting March 8, 4-7pm
• Community Outreach 2: 5/25 – 6/11
Online Survey May 25 – June 11, 2023
Drop-in Community Meeting tba
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THANK YOU!
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DATE: May 15, 2023
TO: Mayor and Members of the City Council President and Members of the Estero Municipal Improvement District (EMID) Board of Directors
VIA: Stefan Chatwin, City/District Manager
FROM: Julie Paping, Administrative Services Director
DEPARTMENT: Administrative Services
SUBJECT: CLASSIFICATION STUDY AND COMPENSATION STUDY
REPORTS
RECOMMENDATION
It is recommended that the City Council/EMID Board of Directors (City Council), by Minute Order, receive and accept the Classification Study Report and Compensation Study Report prepared by Koff & Associates, a division of Gallagher Benefit Services, Inc. (Koff & Associates).
EXECUTIVE SUMMARY
In 2021, the City Council identified the completion of a classification study as a key initiative under its Staff Empowerment and Operational Excellence value/priority area.
The City Council approved an agreement with Koff & Associates for completion of the Classification Study at a cost not to exceed $84,320. Then, in 2022, the City Council approved an agreement with Koff & Associates for completion of a Compensation Study at a cost not to exceed $60,390. Koff & Associates has completed both studies and will present its findings at tonight’s meeting. No further action will be taken on this item at this time.
BACKGROUND/ANALYSIS
Classification Study:
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During the City Council Vision and Policy Summit on February 10, 2021, the City Council identified the completion of a Classification Study as a key initiative under the Staff Empowerment and Operational Excellence value/priority area. The City Council reaffirmed the classification study as a key initiative at the March 11, 2021 Special Meeting when a recap of the Vision and Policy Summit and implementation plan was presented to City Council.
At the April 5, 2021 Regular Meeting, the City Council adopted Resolutions No. 2021- 40 and 3566 approving the issuance of a Request for Proposals (RFP) for Classification Study services. The purpose of the study was to update job classification standards to reflect the current organizational structure and provide clarity in job requirements for future and existing employees to attract and retain high-caliber talent.
Following the issuance of the RFP, staff received four (4) proposals and recommended to the City Council to enter into an agreement with Koff & Associates for Classification Study services at a cost not to exceed $84,320. At the June 21, 2021 Regular Meeting, the City Council adopted Resolutions No. 2021-90 and 3588 approving the agreement and appropriating the necessary funding.
The launch of the study was marked by an orientation meeting with staff members to review study objectives, the process for the study, and to answer questions. Position Description Questionnaires (PDQs) were distributed to all employees to gather information on job duties and knowledge, skills, and abilities required for each position.
The PDQ responses were reviewed by supervisors and department heads. Follow-up interviews were conducted by Koff & Associates with some employees. Using the information gathered through the questionnaire and interview process, Koff & Associates prepared draft job classifications which were distributed to employees for review. Employees were given the opportunity to provide feedback on those draft job classifications and, where it felt appropriate, Koff & Associates incorporated the feedback and updated the draft job classifications.
Koff & Associates completed the Classification Study (Attachment 4 - Linked) in May 2022; however, the report was not brought to City Council until now to allow time for the completion of the related Compensation Study. It is important to note some staffing and position changes have been made since the completion of the study.
Compensation Study:
At the November 15, 2021, Regular Meeting, the City Council approved Resolutions No. 2021-170 and 3619 authorizing the issuance of a Request for Proposals (RFP) for Compensation Study services. The purpose of the study was to review the pay plan and benefits for employees to ensure the organization continues to remain competitive in attracting and retaining top talent. In response to the RFP, the City received two (2) proposals.
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At the February 7, 2022, Regular Meeting, the City Council approved Resolutions No. 2022-9 and 3633 approving an agreement with Koff & Associates for Compensation Study services in an amount not to exceed $60,390. Preliminary results of the study were shared with the former Human Resources Director in September 2022. Data was collected from comparator agencies; however, staff determined a need to update the information gathered as many of the comparator agencies had entered into new labor agreements after the initial data was collected. At the January 9, 2023, Special Meeting, the City Council approved Resolutions No. 2023-1 and 3699 approving an amendment to the agreement with Koff & Associates so that updated compensation information could be gathered at an additional cost not to exceed $8,250.
Koff & Associates has completed the Compensation Study (Attachment 5 - Linked) and a summary of the findings can be found on page one of the report.
Next Steps:
Following City Council’s acceptance of the report, staff will engage bargaining units to complete the meet and confer process.
California Environmental Quality Act
Not Applicable
FISCAL IMPACT
There is no financial impact associated with accepting and receiving the report.
CITY COUNCIL VISION, MISSION, AND VALUE/PRIORITY AREA
Staff Empowerment and Operational Excellence
ATTACHMENTS:
Attachment 1 - Agreement with Koff & Associates (Classification Study) Attachment 2 - Agreement with Koff & Associates (Compensation Study) Attachment 3 - Contract Amendment No. 1 (Compensation Study) Attachment 4 - Classification Study Report prepared by Koff & Associates Attachment 5 - Compensation Study Report prepared by Koff & Associates
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1 PROFESSIONAL SERVICES AGREEMENT
FO
R
CLASSIFICATION STUDY SERVICES
This
Agreement is made and entered into as of the 21 day of June, 2021 by and between the City of Foster City hereinafter called "CITY" and Gallagher Benefit Services, Inc. hereinafter called "CONSULTANT".
RE
CITALS
This Agreement is entered into with reference to the following facts and circumstances:
A. That
CITY desires to engage CONSULTANT to provide professional services in the CITY;
B. That
CONSULTANT is qualified to provide such services to the CITY and; C. That
the CITY has elected to engage the services of CONSULTANT upon the terms and conditions as hereinafter set forth.
1. Services. The services to be performed by CONSULTANT under this Agreement shall include those services set forth in Exhibit A, which is, by this reference, incorporated herein and made a part hereof as though it were fully set forth herein.
Per
formance of the work specified in said Exhibit A is hereby made an obligation of CONSULTANT under this Agreement, subject to any changes that may be made subsequently hereto upon the mutual written agreement of the said parties.
Wher
e in conflict, the terms of this Agreement supersede and prevail over any terms set forth in Exhibit A.
2. Term; Termination. (a) The term of this Agreement shall commence upon the date hereinabove written and shall expire upon completion of performance of services hereunder by CONSULTANT. (b) Notwithstanding the provisions of (a) above, either party may terminate this Agreement without cause by giving written notice not less than ten (10) days prior to the effective date of termination, which date shall be included in said notice.
In the event of such termination, CITY shall compensate CONSULTANT for services rendered, and reimburse CONSULTANT for costs and expenses incurred, to the date of termination, calculated in accordance with the provisions of paragraph 3. In ascertaining the services actually rendered to the date of termination, consideration shall be given both to completed work and work in process of completion. Nothing herein contained shall be deemed a limitation upon the right of CITY to terminate this Agreement for cause, or otherwise to exercise such rights or pursue such remedies as may accrue to CITY hereunder.
DocuSign Envelope ID: D8187939-F92C-426D-BF2D-DE67A55BDAD7 DocuSign Envelope ID: D8187939-F92C-426D-BF2D-DE67A55BDAD7
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2 3. Compensation; Expenses; Payment . CITY shall compensate CONSULTANT for all services performed by CONSULTANT hereunder in an amount based upon CONSULTANT’s hourly rates during the time of the performance of said services. A copy of CONSULTANT ’s hourly rates for which services hereunder shall be performed are set forth in CONSULTANT’s fee schedule marked Exhibit “B” hereof, attached hereto and by this reference incorporated herein.
Notwithstanding the foregoing, the combined total of compensation and reimbursement of costs payable hereunder shall not exceed the sum of eighty four thousand, three hundred and twenty dollars ($84,320). Invoices for amounts in excess of eight y four thousand, three hundred and twenty dollars ($84,320) shall not be paid unless the performance of services and/or reimbursement of costs and expenses in excess of said amounts have been approved in advance of performing such services or incurring such costs and expenses by the City Manager (for contracts less than $50,000) or City Council (for contracts $50 ,000 or more) evidenced by motion duly made and carried and a written contract amendment having been executed.
C
ompensation and reimbursement of costs and expenses hereunder shall be payable upon monthly billing therefor by CONSULTANT to CITY, which billing shall include an itemized statement, briefly describing by task and labor category or cost/expense items billed.
4. Additional Services. In the event CITY desires the performance of additional services not otherwise incl uded within the services described in Exhibit A, such services shall be authorized in advance of the performance thereof by the City Manager (for contracts less than $50 ,000) or City Council (for contracts $50 ,000 or more) by motion duly made and carried. Such amendment to this Agreement shall include a description of the services to be performed thereunder, the maximum compensation and reimbursement of costs and expenses payable therefor , the time of performance thereof, and such other matters as the parties deem appropriate for the accomplishment of such services. Except to the extent modified by written amendment, all other terms and conditions of this Agreement shall be deemed incorporated in each such amendment.
5. Records . CONSULTANT shall keep and maintain accurate records of all time expended and costs and expenses incurred relating to services to be performed by CONSULTANT hereunder. Said records shall be available to CITY for review and copying during regular business hours at CONSULTANT’s place of business or as otherwise agreed upon by the parties.
6. Authorization. This Agreement becomes effective when endorsed by both parties in the space provided below.
7. Reliance on Professional Skill of CONSULTANT. CONSULTANT represents that it has the necessary professional skills to perform the DocuSign Envelope ID: D8187939-F92C-426D-BF2D-DE67A55BDAD7 DocuSign Envelope ID: D8187939-F92C-426D-BF2D-DE67A55BDAD7
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3 services required and the CITY shall rely on such skills of the CONSULTANT to do and perform the work. In performing services hereunder CONSULTANT shall adhere to the standards generally prevailing for the performance of expert consulting services similar to those to be performed by CONSULTANT hereunder.
8. Documents . All documents, plans, drawings, renderings, and other papers, or copies thereof, as finally rendered, prepared by CONSULTANT pursuant to the terms of this Agreement, shall, upon preparation and delivery to CITY, become the property of CITY.
9. Relationship of Parties. It is understood that the relationship of CONSULTANT to the CITY i s that of an independent contractor and all persons working for or under the direction of CONSULTANT are its agents or employees and not agents or employees of the CITY.
10. Schedule. CONSULTANT shall adhere to the schedule set forth in Exhibit A; provide d, that CITY shall grant reasonable extensions of time for the performance of such services occasioned by governmental reviews of CONSULTANT’s work product or other unavoidable delays; provided, further, that such unavoidable delay shall not include strikes, lockouts, work stoppages, or other labor disturbances conducted by, or on behalf of, CONSULTANT’s officers or employees.
CO
NSULTANT acknowledges the importance to CITY of CITY’s Project schedule and agrees to put forth its best professional efforts to perform its services under this Agreement in a manner consistent with that schedule.
11. Indemnity . To the fullest extent allowed by law, CONSULTANT hereby agrees to defend, indemnify, and save harmless CITY and Estero Municipal Improvement District, its Council, boards, commissions, officers, employees and agents, from and against any and all claims, suits, actions liability, loss, damage, expense, cost (including, without limitation, costs and fees of litigation) of every nature, kind or description, which may be brought against, or suffered or sustained by, City of Foster City or Estero Municipal Improvement District, its Council, boards, commissions, officers, employees or agents caused by, or alleged to have been caused by, the negligence, intentional tortuous act or omission, or willful misconduct of CONSULTANT, its officers, employees, subcontractors or agents in the performance of any services or work pursuant to this Agreement.
T
he duty of CONSULTANT to indemnify and save harmless, as set forth herein, shall include the duty to defend as set forth in Section 2778 of the California Civil Code; provided, however, that nothing herein contained shall be construed to require CONSULTANT to indemnify City of Foster City and Estero Municipal Improvement District, its Council, boards, commissions, officers, employees and agents against any responsibility or liability in contravention of Section 2782 of the California Civil Code.
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4 CONSULTANT’s responsibility for such defense and indemnity obligations shall sur vive the termination or completion of this Agreement for the full period of time allowed by law.
The defense and indemnification obligations of this agreement are undertaken in addition to, and shall not in any way be limited by, the insurance obligations contained within this Agreement.
12. Insurance. CONSULTANT shall acquire and maintain Workers’ Compensation, employer’s liability, commercial general liability, owned and non-owned and hired automobile liability, and professional liability insurance coverage relating to CONSULTANT ’s services to be performed hereunder covering CITY’s risks in form subject to the approval of the City Attorney and/or CITY’s Risk Manager. The minimum amounts of coverage corresponding to the aforesaid categories of insurance per insurable event, shall be as follows:
Insurance Category Minimum Limits
Workers’ Compensation statutory minimum
Employer’s Liability $1,000,000 per accident for bodily injury or disease
Commercial General Liability $1,000,000 per occurrence and $2,000,000 aggregate for bodily injury,
personal injury and property damage
Automobile Liability $1,000,000 per accident for bodily injury and property damage (coverage required
to the extent applicable to
CONSULTANT’s vehicle usage in
performing services hereunder)
1Professional Liability $1,000,000 per claim and aggregate
It shall be a requirement under this Agreement that any available insurance proceeds broader than or in excess of the specified minimum insurance coverage requirements and/or limits shall be available to the CITY as an Additional Insured. Furthermore, the requirements for coverage and limits shall be the greater of either (1) the minimum coverage and limits specified in this Agreement or (2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the named Insured.
1 Note: Professional liability insurance coverage is not required if the CONSULTANT is not providing a service regulated by the state. (Examples of service providers regulated by the state are insurance agents, professional engineers, doctors, certified public accountants, lawyers, etc.) Please check and initial the following if profes sional liability is NOT required for this agreement. Recommended ______ [Project Manager] Approved _______[Risk Manager]
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5 CONSULTANT agrees to include with all subcontractors in their subcontracts the same requirements and provisions of this agreement including the indemnity and insurance requirements to the extent they apply to the scope of the subcontractor’s work. S ubcontractors hired by CONSULTANT shall agree to be bound to CONSULTANT and CITY in the same manner and to the same extent as CONSULTANT is bound to CITY under this Agreement and its accompanying documents. Subcontractors shall further agree to include these same provisions with any sub- subcontractors. A copy of the indemnity and insurance provisions of this Agreement will be furnished to the Subcontractor upon request.
CONSULTANT shall require all subcontractors to provide a valid certificate of insurance and the required endorsements included in the subcontract agreement and will provide proof of compliance to the CITY prior to commencement of any work by the subcontractor.
Concurrently with the execution of this Agreement, CONSULTANT shall furnish CIT Y, on the form included as Exhibit D or similar form, with certificates and copies of information or declaration pages of the insurance required hereunder to be included as Exhibit C hereto. With respect to evidence of commercial general liability insurance coverage, CONSULTANT must also include in Exhibit C the following original endorsements:
(a) Precluding cancellation or reduction in per occurrence limits before the expiration of thirty (30) days (10 days for nonpayment) after CITY shall have received written notification of cancellation in coverage or reduction in per occurrence limits by first class mail;
(b) Naming the City of Foster City and Estero Municipal Improvement District, its Council, officers, boards, commissions, employees, and agents, as additional insureds; and
(c) Providing that CONSULTANT’s Commercial General Liability insurance coverage shall be primary insurance with respect to City of Foster City and Estero Municipal Improvement District, its Council, officers, boards, commissions, employees, and agents, and any insurance or self-insurance maintained by CITY for itself, its Council, officers, boards, commissions, employees, or agents shall be in excess of CONSULT ANT’s insurance and not contributory with it.
CONSULTANT and its insurer may not seek contribution from CITY’s insurance or self-insurance.
The limits of insurance required in this agreement may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and non-contributory basis for the benefit of CITY, to the extent required by this Agreement, before the CITY’s insurance or self-insurance may be called upon to protect CITY as a named Insured.
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6 All self-insured retentions (SIR) must be disclosed to CITY for approval and shall not reduce the limits of liability coverage. Policies containing and SIR provision shall provide or be endorsed to provide that the SIR may be satisfied by either the named CONSULTANT/Named Insured or CITY.
CIT
Y reserves the right to obtain a certificate of any insurance policy and endorsements. Failure to exercise this right shall not constitute a waiver of right to exercise later.
Any
and all Subcontractors shall agree to be bound to CONSULTANT and CITY in the same manner and to the same extent as CONSULTANT is bound to CITY under this Agreement. Subcontractors shall further agree to include the same requirements and provisions of this Agreement, including the indemnity and insurance requirements, in any agreement with sub- subcontractors to the extent that they apply to the scope of the sub- subcontractor’s work. A copy of the indemnity and insurance provisions of this Agreement shall be furnished to any subcontractor upon request.
CONSULTANT shall maintain insurance as required by this Agreement to the fullest amount allowed by law and shall maintain insurance for a minimum of three (3) years following completion of this project or service. In the event CONSULTANT fails to obtain or maintain completed operations coverage as required by this Agreement, the CITY at its sole discretion may purchase the coverage required and the cost will be paid by
CONSULTANT.
13. WORKERS' COMPENSATION. CONSULTANT certifies that he is aware of the provisions of the Labor Code of the State of California which require every employer to be insured against liability for workers' compensation or to undertake self-insurance in accordance with the provisions of that Code, and CONSULTANT certifies that he will comply with such provisions before commencing the performance of the work of this agreement.
14. NON-DISCRIMINATION. The CONSULTANT will not discriminate against any employee or applicant for employment because of race, color, religion, sex or national origin. The CONSULTANT will take affirmative action to ensure that applicants are employed and the employees are treated during employment without regard to their race, color, religion, sex or national origin. Such action shall include, but not be limited to the following:
employment, advancement, demotion, transfer, recruitment, or recruitment advertising, layoff or termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship. The CONSULTANT shall at all times be in compliance with the requirements of the Federal Americans With Disabilities Act (Public Law 101- 336) which prohibits discrimination on the basis of disability by public entities. The CONSULTANT agrees to post in conspicuous places available to employees and applicants for employment any notices provided by the CITY setting forth the provisions of this non-discrimination clause.
15. Payment. The CITY shall pay CONSULTANT for its fees and reimbursable expenses (if applicable) within 30 days following the date of receipt of each DocuSign Envelope ID: D8187939-F92C-426D-BF2D-DE67A55BDAD7 DocuSign Envelope ID: D8187939-F92C-426D-BF2D-DE67A55BDAD7
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7 applicable invoice. If CITY contests or questions any invoice, it agrees to raise any questions with management of CONSULTANT within such 30-day period. Late fees in the amount of 2% of invoice amount will accrue if current invoice is not paid within 30 days of payment due date of that invoice. If late fees are not paid, they will carry forward to next invoice.
16. Notice. All notices required by this Agreement shall be given to the CITY and CONSULTANT in writing, by first class mail, postage prepaid, addressed as follows:
CI
TY: City of Foster City
610 Foster City Boulevard
Foster City, CA 94404-2299
Attention: Maria Saguisag-Sid
CO
NSULTANT: Gallagher Benefit Services, Inc.
2835 Seventh Street
Berkeley, CA 94710
Attention: Katie Kaneko
17. Non-Assignment. This Agreement is not assignable either in whole or in part.
18. Amendments. This Agreement may be amended or modified only by written agreement signed by both parties.
19. Validity. The invalidity in whole or in part of any provision of this Agreement shall not void or affect the validity of any other provision of this Agreement.
20. Governing Law. This Agreement shall be governed by the laws of the State of California and any suit or action initiated by either party shall be brought in the County of San Mateo, California. In the event of litigation between the parties hereto to enforce any provision of the Agreement, the unsuccessful party will pay the reasonable attorney’s fees and expenses of litigation of the successful party.
21. Mediation. Should any dispute arise out of this Agreement, the parties shall meet in mediation and attempt to reach a resolution with the assistance of a mutually acceptable mediator. Neither party shall be permitted to file legal action without first meeting in mediation and making a good faith attempt to reach a mediated resolution. The costs of the mediator, if any, shall be paid equally by the parties. If a mediated settlement is reached neither party shall be deemed the prevailing party for purposes of the settlement and each party shall bear its own legal costs.
22. Conflict of Interest. CONSULTANT may serve other clients, but none who are active within the City of Foster City or who conduct business that would place CONSULTANT in a "conflict of interest" as that term is defined in State law.
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8 23. Entire Agreement . This Agreement, including Exhibit s A , B C, and D , comprises the entire Agreement.
IN
WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed on the date first above written by their respective representatives duly authorized in that behalf.
C
ITY OF FOSTER CITY
Dated: _________________________________
Sanjay Gehani, Mayor
A
TTEST:
Dated: ________________________________
Priscilla Schaus, City Clerk
APPR
OVED AS TO FORM
Dated:
Jean B. Savaree, City Attorney
CO
NSULTANT
Dated:
Georg S. Krammer, Managing Director
DocuSign Envelope ID: D8187939-F92C-426D-BF2D-DE67A55BDAD7 DocuSign Envelope ID: D8187939-F92C-426D-BF2D-DE67A55BDAD7 6/28/2021 | 12:21 PM PDT
6/29/2021 | 12:29 PM PDT
7/8/2021 | 1:56 AM PDT
7/8/2021 | 8:47 AM PDT
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9 EXHIBIT A
S
COPE OF WORK AND SCHEDULE
FOR
CLASSIFICATION STUDY SERVICES
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Classification Study Proposal
City of Foster City
2835 Seventh Street, Berkeley, California 94710 | 510.658.5633 | www.KoffAssociates.com
12 Study Objectives
Classification Objectives :
Ø To analyze and update the City’s classification system and each study position’s classification description and structure through a comprehensive process of job analysis and evaluation, including review of existing documentation, position description questionnaire completion, employee interviews, management interviews, analysis of existing positions and working situations, analysis of levels of duties and responsibilities, and other professional methods, as appropriate;
Ø To recommend each study position for title change or reclassification (as appropriate), create new classifications (if applicable), eliminate outdated classifications (if applicable), and consolidate classifications assigned to similar functional areas (as appropriate); Ø To provide for growth and flexibility of assignment within the new classification structure, where feasible, in recognition that some job duties and responsibilities may evolve over time, as well as to provide adequate career paths and class series/job families that will foster career service within the City;
Ø To clearly state definitions of job classifications , the typical job functions, and minimum required and preferred/desired qualifications such as education, prior work experience, knowledge, skills, abilities, licenses, certifications, and physical demands and working conditions;
Ø To provide a classification structure that ensures regulatory compliance, including allocation of each study position to the correct classification with appropriate FLSA designation as well as meeting ADA and EEO regulations; Ø To provide for adequate educational, review, and appeal processes that will result in a product that is understood by all levels of personnel and is internally equitable; and Ø To ensure sufficient documentation and training throughout the study, on methods used to determine appropriate classification and level, methods for logical progression of movement between classifications, classification concepts and distinguishing characteristics, as well as the delivery of final reports and recommendations to guide the organization in implementing, managing, and maintaining the classification system.
Overall Objectives:
Ø To review and understand all current documentation, rules, regulations, policies, budgets, procedures, class descriptions, organizational charts, memoranda of understanding, personnel policies, wage and salary schedules, and related information so that our recommendations can be operationally incorporated with a minimum of disruption; Ø To conduct start-up Study Project Team meetings with management, study project staff, and other stakeholders to discuss any specific concerns with respect to the development of classification recommendations; finalize study plans and timetables; conduct orientation sessions with management, union leadership, and staff in order to educate and explain the scope of the study and describe what are and are not reasonable study expectations and goals;
Ø To work collaboratively and effectively with the City and its stakeholders while at the same time maintaining control and objectivity in the conduct of the study; DocuSign Envelope ID: D8187939-F92C-426D-BF2D-DE67A55BDAD7 DocuSign Envelope ID: D8187939-F92C-426D-BF2D-DE67A55BDAD7
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Classification Study Proposal
City of Foster City
2835 Se
venth Street, Berkeley, California 94710 | 510.658.5633 | www.KoffAssociates.com 13 Ø To develop a classification structure that meets all legal requirements, that is totally non- discriminatory, and that easily accommodates organizational change, growth, and operational needs;
Ø To document all steps in the process and provide documentation and training for Human Resources and other staff, as appropriate, in classification analysis methodologies so that the City can integrate, maintain, administer, and defend any recommended changes after the initial implementation; and
Ø To provide effective ongoing communications throughout the duration of the project and continued support after implementation.
Methodology / Work Plan / Deliverables
CLASSIFICATION STUDY
Deliverable A: Meetings with Study Project Team and Management Staff and Initial Documentation Review
This phase includes identifying the City’s Study Project Team , contract administrator, and reporting relationships. Our team of Project Managers and H.R. Associates will conduct an orientation and briefing session with the Study Project Team to explain process and methodology; create the specific work plan and work schedule; identify subsequent tasks to be accomplished; reaffirm the primary objectives and specific end products; determine deadline dates for satisfactory completion of the overall assignment; determine who will be responsible for coordinating/scheduling communications with employees, management, union representation, and the City Council; and develop a timetable for conducting the same.
Included in this task will be the gathering of written documentation, identifying current incumbents, and assembling current class descriptions, o rganizational charts, salary schedules, budgets, memoranda of understanding (“MOU”), personnel policies, previous classification and compensation studies, and any other relevant documentation to gain a general understanding of City operations.
City terminology and methods of current classification and compensation procedures, as well as the written questionnaire instrument for the classification study that will be used in the job analysis phase will be reviewed and agreed to. We will discuss methodology and agree to formats for class descriptions.
We will respond to any questions that may arise from the various stakeholders.
Deliverable B. Orientation Meetings with Employees and Distribution of PDQ The Position Description Questionnaire ( “PDQ”) will be discussed with the Study Project Team and customized as needed to meet the study objectives prior to distributing copies to employees.
We will facilitate orientation meetings with employees (within the same time frame as the initial project kick-off meeting) and distribute the PDQ to start the classification portion of the study. While these meetings are not mandatory, they form the beginning of the educational process that continues throughout the study. We will discuss the importance of the employees’ involvement in the study and their participation in PDQ completion and job analysis interviews. Project processes will be explained, DocuSign Envelope ID: D8187939-F92C-426D-BF2D-DE67A55BDAD7 DocuSign Envelope ID: D8187939-F92C-426D-BF2D-DE67A55BDAD7
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Classification Study Proposal
City of Foster City
2835 Se
venth Street, Berkeley, California 94710 | 510.658.5633 | www.KoffAssociates.com 14 expectations will be clarified, and elements that are not a part of the study will also be covered. Questions will be answered and a detailed explanation and examples for completing the PDQ will be given.
Each PDQ will be handed out with the incumbent’s current class description attached to the questionnaire so the employee can use this as a tool for completing the questionnaire.
We typically conduct these orientation sessions in person, onsite, and at various client locations. We’re happy to do so, of course, as the current circumstance around the pandemic permits (i.e., in terms of guidance from state and loc al government officials). In case we are required to continue conducting business virtually for a period of time, we can provide the City with many technological options to ensure a smooth process, as we have with many of our clients in the last year.
Our clients have received virtual technology solutions very positively. We continue to ask our clients for feedback so we can implement continuous improvements. We recognize not all clients have the same technology as we do, which means we must provide viable technology options. While we provide multiple options, the expertise of our associates in asking relevant and probing questions of each study participant to better understand each employee's work is critical to the job evaluation interview process (se e more information regarding employee interviews below). Our client -centric approach and methodology does not change with the venue.
Deliverable C. Collection and Review of PDQs
We recommend giving employees in the same classification the option of coll aborating on completing a PDQ together, if the employees so choose. At the same time, we will invite employees to complete an individual PDQ if they prefer and if they wish to be interviewed separately. We provide an electronic version of our questionnaire so that employees can more easily complete it. Employees complete the questionnaire and then send it to their supervisor for review, comment, and signature. We typically require a second level of review by the next level of management in the reporting structure. This ensures that all staff have an opportunity to provide information as to what the nature of the job is for each job classification.
Upon receipt of the PDQs in our office, K&A staff will review and analyze the PDQs in detail along with other documentation to obtain an understanding of the duties and responsibilities assigned to each position.
Deliverable D. Interviews with Employees, Supervisors, and Management Interviews will be scheduled with employees. Because this is a critical step in the information -gathering and educational process, we recommend scheduling interviews with at least a representative sample of employees in each classification that will be included in the study. Typically, we employ the following approach and interview:
Ø All employees in single-position classifications;
Ø An adequate sampling of employees in multiple-position classifications; and Ø Any employee who requests an interview.
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Classification Study Proposal
City of Foster City
2835 Seventh Street, Berkeley, California 94710 | 510.658.5633 | www.KoffAssociates.com
15 We will offer employees the option to be interviewed in a focus group session with incumbents in the same classification or to request an individual interview if they prefer. We recommend individual interviews only if the employee wants to discuss certain issue s (e.g., out of class responsibilities, etc.) in privacy with the consultant.
Interviews will then be held with supervisory and management staff (division managers, department heads, etc.), who will clarify their own responsibilities and/or confirm the information we have received in the interviews with their staff (we allow more time for these interviews).
The purpose of the interviews is to clarify and supplement the questionnaire data and to respond to potential perception differences regarding roles, tasks, scope, and supervisory responsibilities. The appropriateness of the following will be assessed:
Ø Work being completed and relationships of positions to each other within a division/department as well as across the organization; and Ø Classification structure and reporting structure.
Deliverable E. Classification Concept and Preliminary Allocation Prior to developing detailed class descriptions, our job evaluation will result in a classification concept and employee allocation document that will be submitted to the City for review and approval. We will compare changes in business need and operations, as well as any reorganizations, with the established classification system and job families as well as review internal relationships between classifications to define the reasons for, and effects of, the proposed changes.
Our job analysis method is the whole position analysis approach. Objective factors in the whole position classification methodology include:
1. Education Levels, Specialized Trainings, Required Certifications/Licenses, Desirable Certifications/Licenses
2. Required Experience
3. Problem Solving/Ingenuity
4. Attention/Stress (Concentration/Time Pressure & Interruptions)
5. Independence of Action/Responsibility
6. Contacts with Others/Internal/External
7. Supervision Received and/or Given to Others
8. Consequences of Action/Decisions Made on the Job
9. Equipment Used
10. Working Conditions
11. Physical/Mental Demands
This document will list broad class concepts and highlight where significant changes may be recommended, such as creating or collapsing class series in the same functio nal area and/or separating or combining classifications assigned to different functional areas. We will review and analyze potential career ladders and promotional opportunities, including clearly delineated and distinguished levels within classification series. We will also review and update established titling guidelines for the studied classifications for appropriate and consistent titling.
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Classification Study Proposal
City of Foster City
2835 Seventh Street, Berkeley, California 94710 | 510.658.5633 | www.KoffAssociates.com
16 A detailed, incumbent -specific allocation list for each position included in the study will be prepared, specifying current and proposed classification title and the impact of our recommendations (reclassification – upgrade or downgrade, title change, or no change).
After we have completed this process, a meeting will be arranged to review any recommended changes to the classification plan with the Study Project Team.
Deliverable F. Draft Class Description Development
After preliminary approval of the class concepts and allocation lists, new and/or updated class descriptions will be developed for each proposed classification, following the format approved by the City.
From the review of the PDQs and employee interviews , we will update duties, responsibilities, and minimum qualifications of each class specification, as necessary. We will develop new class specifications if duties, responsibilities, and minimum qualifications have changed significantly, and/or if we recommend new classifications/class levels, and/or if operational changes, business needs, or reorganizations, have occurred.
Following EEO Uniform Guidelines, we will review, analyze, and update, as appropriate, knowledge, skills, abilities, education and ex perience, position definitions, purpose, distinguishing characteristics, supervision received and exercised, position functions and special requirements including licensing and certifications that are required and desirable. We will address relevance and hierarchical consistency of each classification and each class series.
We will also review and update physical demands based on the most typical job functions of each classification in accordance with the ADA.
Finally, we will review each classification’s typical job functions and determine exempt vs. non -exempt status in accordance with “white collar” exemptions under the FLSA.
Deliverable G. Facilitation of Draft Class Description Review and Employee Feedback Process
A draft copy of the revised/new class description with allocation recommendation will be submitted to the Project Team and subsequently to each manager, supervisor, and employee, to give each stakeholder group an opportunity to provide comments and concerns regarding any modifications to the classification structure and specifications. Our experience has been that this is one of the most critical phases of the project (as well as one of the most time-consuming). Our proactive and effective communication process at this juncture has always avoided formal appeals, adversarial meetings, or major conflicts at the conclusion of our studies.
We will work with the City’s stakeholder groups, including employee representation, to determine the best approach to reviewing the draft classification specifications, and how to provide feedback to us.
Supervisors and managers typically receive a copy of their employees’ draft class descriptions and will be asked to review their employees’ comments and feedback to verify and concur with, or re commend changes to, the information provided.
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Classification Study Proposal
City of Foster City
2835 Seventh Street, Berkeley, California 94710 | 510.658.5633 | www.KoffAssociates.com
17 Our process involves asking employees to submit their concerns in writing. While employees may not always agree with our recommendations, they have a “second chance” to ensure that they have been heard and to continue learning the reasons specific recommendations were made.
Significant employee comments will be reviewed with management prior to making any significant changes to the proposed class plan. These discussions will be by email, telephone, or addition al direct personal contact with employees, depending upon the extent of the response.
Allocation and/or class description changes will be made as required and the class specifications will be finalized and submitted for approval. All employees who submitt ed their comments during the review process will be notified in writing regarding the outcome of their concerns.
Deliverable H. Classification Plan and Draft of Interim Report and Final Report A Draft Interim Report of the Classification Study will be completed and submitted to the Study Project Team for review and comment. The report will contain:
Ø Classification recommendations for each studied position, including documentation regarding study goals and objectives, classification methodology, approach, and process as well as all findings, analysis, and resulting recommendations; Ø The recommended allocation list, classification title changes , job family and career ladder/career growth issues, reporting relationships, and other factors will all be included;
Ø The recommended classification structure will be in alignment with current business/ operational needs of the City; and
Ø Classification concepts and guidelines as well as methods used to determine appropriate classification and level, methods fo r logical progression of movement between classifications, distinguishing characteristics and other pertinent information for implementation and continued maintenance of the recommendations will be detailed.
Once we have received the City’s comments regar ding the Draft Interim Report and have made any necessary changes, a Final Classification Report will be developed.
Deliverable H. Formal Appeals Support
Should the City have a formal appeal process regarding the allocation of positions to classifications, this proposal does not cover time regarding a formal appeal process. Should our on -site participation be desired, our stated composite hourly rate will be honored. As mentioned above, however, our internal process usually addresses any appeal issues.
Deliverable I. Final Presentation
Our proposal includes multiple meetings and weekly oral and written status/progress updates to the Study Project Team. We are available to make any final presentations of our draft final and/or final report and recommendations to City Council.
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Classification Study Proposal
City of Foster City
2835 Seventh Street, Berkeley, California 94710 | 510.658.5633 | www.KoffAssociates.com
18 v Communication with the City:
Our typical communication model includes at least weekly or biweekly written status updates to keep the City informed on where we are during each phase of the project.
In addition, the study includes a significant number of me etings with the Study Project Team, human resources, management, employees, employee representation, and the City Council, as desired. The meetings and “stakeholder touch -points” that we recommend ensure understanding of the project parameters, enhance accurate intake and output of information, and foster a collaborative and interactive approach that will result in greater buy -in for study recommendations. This interactive approach, although time-consuming, has resulted in almost 100% implementation success of K&A’s studies.
v Stakeholder Engagement:
The meetings and communications with stakeholders that we recommend ensure understanding of the project parameters, enhance accurate intake and output of information, and encourage a collaborative and interactive approach that will result in greater buy -in for study recommendations. This interactive approach, although time -consuming, has resulted in almost 100% implementation success of K&A’s studies.
We believe in an interactive and collaborative process with the whole organization and in a high level of stakeholder contact and interaction to ensure organizational buy -in of the study throughout the entire process. Following are the major milestones at which we touch base with Human Resources, employees, managers, employee representation, and other stakeholders, as appropriate:
Ø Initial study kick-off and employee/management orientation meetings; Ø PDQ completion and review;
Ø Employee and management interviews;
Ø Employee, management, and Human Resources review of draft class descriptions; Ø Contact with employees and management to address final classification issues;
These steps will ensure that the study results in a product that is accepted and trusted by all levels within the organization. Beyond sound mechanics, our approach includes sufficient communication steps to ensure that the study methodology is understood and the results are regarded as expert, impartial, and fair.
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Classification Study Proposal
City of Foster City
2835 Seventh Street, Berkeley, California 94710 | 510.658.5633 | www.KoffAssociates.com
19 TIME REQUIREMENTS
Our professional experience is that classification studies of this scope and for this size organization take approximately five months to complete, allowing for adequate PDQ completion, interview time, classification description review and/or development, review steps by the City, the development of final reports, any appeals, and presentations. Theefore, we anticipate that the desired start date of June 1 and completion date in October is realistic and achievable. To allow for some extra time, we’d recommend starting the study as soon as possible after May 17, 2021, when the contract is reviewed (and we assume approved) by the City Council.
The following is a suggested timeline (which can be modified based on the City’s needs):
Deliverable Comprehensive Classification Study Week #
A. Meetings with Study Project Team and Management Staff and Initial Documentation Review Week 1
B. Orientation Meetings with Employees and Distribution of PDQ Week 2 C. Collection and Review of PDQs Week 6
D. Interviews with Employees, Supervisors, and Management Week 8 E. Classification Concept & Preliminary Allocation Week 11 F Draft Class Description Development Week 17
G Facilitation of Draft Class Description Review and Employee Feedback Process Week 19
H. Classification Plan and Draft of Interim Report and Final Report Week 20 I. Formal Appeals Process * As Needed
J. Final Presentation As Scheduled
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10 EXHIBIT B
CO
NSULTANT’S FEE SCHEDULE
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Classification Study Proposal
City of Foster City
2835 Se
venth Street, Berkeley, California 94710 | 510.658.5633 | www.KoffAssociates.com 20 COST PROPOSAL
We
have often found our process requires a very high level of time commitment, which sometimes results in a higher proposal cost. We believe that our methodology and implementation success rate is attributable to the significantly greater level of contact we have with employees, employee representation, management, and the governing body. The time we commit to working with the employees (orientations and briefings, meetings with employees via personal interviews, informal appeal process, etc.) results in significantly greater buy -in throughout the process and no formal appeals at the end of the study.
In fact, our firm has only had a handful of formal appeals to any of our studies in our 37 years in business.
It has been our experience that the money and time invested in stakeholder communication throughout the study are money and time saved during implementation. Numerous times our firm has been hired after an agency has gone through an u nsuccessful study whose results were rejected or appealed and whose implementation was very controversial. The result was a divided organization with hostility and animosity between employees/employee representation and management. Whenever our firm was hired after such an unfortunate experience, study stakeholders were amazed at our open and all -inclusive process, our efforts to elicit equal stakeholder input, and our development of recommendations that were accepted as fair and reasonable and understood by management, employees, and the governing body.
Our success rate is also attributable to the fact that we have 37 years of experience working with employees of all types of backgrounds, educational levels, and work experiences, and we are accustomed to successfully communicating with and educating them throughout the process. It is imperative that all employees eventually buy into the study results and recommendations, whether they have been through a process like this before or whether this is the first time for them.
Our clients always provide feedback that our process was professional, comprehensive, understandable, timely, and inclusive. Employees, although not necessarily always happy with our recommendations, have always indicated that we listened to their issues and concerns, were available for discussion, and able to provide documentation and data to support our recommendations. Although time consuming, we also drive the process to ensure that timelines are met and schedules are maintained.
For purposes for this cost proposal, we assume that, due to COVID-19, all meetings and presentations will be conducted virtually and not onsite travel will occur. We have several technological solutions that can easily facilitate the entire process. Of course, if the travel situation should change, we are more than happy to travel onsite to City offices, as needed.
Per the RFP, all price quotes will remain in effect for the entire term of the contract (up to two years). (Continued on the next page)
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Classification Study Proposal
City of Foster City
2835 Se
venth Street, Berkeley, California 94710 | 510.658.5633 | www.KoffAssociates.com 21 Deliverables
Comprehensive Classification Study
Approximately 93 Classifications,
155 Full-Time Employees and 34 Part-Time Employees
Hours
A. Meetings with Study Project Team and Management Staff and Initial Documentation Review 12
B. Orientation Meetings with Employees and Distribution of PDQ 16 C. Collection and Review of PDQs (assumes up to 130 PDQs) 48 D. Interviews with Employees, Supervisors, and Management 95 E. Classification Concept & Preliminary Allocation 60
F. Draft Class Description Development (assuming up to 94 classification descriptions will be developed) 235
G. Facilitation of Draft Class Description Review and Employee Feedback Process 45
H. Classification Plan and Draft of Interim Report and Final Report 16 Total Professional Hours 527
Combined professional and clerical composite rate: $160/Hour $84,320 Expenses are included in the composite hourly rate: N/A Expenses include but are not limited to duplicating documents, binding reports, phone, supplies, postage, parking, meals, travel time, etc.
TOTAL PROJECT COST NOT TO EXCEED: $84,320
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11 EXHIBIT C
I
NSURANCE FORMS
CO
NSULTANT shall provide, in addition to the Certificates of Insurance, original Endorsement affecting the coverages specified in Section 1 2 - INSURANCE of the Agreement on the attached form. No substitute form will be accepted.
AT
TACHED
1. I
nsurance Coverage Form
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This Memorandum of Insurance serves solely to list insurance policies, limits and dates of coverage. Any modifications hereto are not authorized by Gallagher or the Insurance Companies.
ARTHUR J. GALLAGHER & CO.
MEMORANDUM OF INSURANCE
This Memorandum of Insurance (“Memorandum”) is produced as a matter of information only to authorized viewers for their internal use only and confers no rights upon any viewer of the Memorandum. This Memorandum does not amend, extend or alter the coverage described below. Copyright 2005, Arthur J. Gallaghe r Risk Management Services, Inc. (“Gallagher”). Gallagher grants permission to you to view, copy, print and distribute the informati on found on the Memorandum website (“Site”) provided that the above copyright notice appears on all copies, that use is internal to you or for personal noncommercial informational purposes only, and that no modification is made to any materials. Any modification, use, reproduction or distribution of th is Memorandum, the Site or its contents must be first approved by Gallagher in writing. You will not suffer or permit any unauthorized use of any Gallagher trademark, service mark or logo. This Memorandum, the Site and its contents, including but not limited to text, graphics, images, software, copyrights, trademarks, service marks, logos, and brand names (“Content”), are protected under both United States and foreign laws, and Gallagher or its affiliated entities retain all right, title and interest in and to the Content, all copies thereof, and all copyrights and other proprietary rights therein. The information contained herein is as the date referred to above. Gallagher shall be under no obligation to update such information.
DATE: 10/31/2020
INSURED:
Arthur J. Gallagher & Co. and its subsidiaries
2850 West Golf Road
Rolling Meadows, IL 60008
Insurance Companies
A: ARCH INSURANCE COMPANY
B: ACE PROPERT AND CASUALTY INSURANCE COMPANY
C: LIBERTY MUTUAL FIRE INS. COMPANY
D: FEDERAL INSURANCE COMPANY
E: LEXINGTON INS. COMPANY
F: XL SPECIALTY INS. COMPANY
G. ILLNOIS NATIONAL INSURANCE COMPANY
The policies of insurance listed below have been issued to the “INSURED” named above for the policy period indicated. Notwith standing any requirement, term or condition of any contract or other document with respect to which this Memorandum may be issued or may pertain, the insurance afforded by the policies described herein is subject to all the terms, exclusions and conditions of such policies. Limits shown may have been reduced by paid claims.
CO.
LTR.
TYPE OF
INSURANCE
POLICY
NUMBER
POLICY
EFFECTIVE
POLICY
EXPIRATION
LIMITS
(In USD unless otherwise indicated)
A Commercial General
Liability
Occurrence
Per location
Aggregate
41GPP4938413 10/01/20 10/01/21 General Aggregate 4,000,000 Products - Comp/Op Agg 4,000,000
Personal and ADV Injury 2,000,000
Each Occurrence 2,000,000
Damage to Rented Premises
(Each occurrence)
1,000,000
A Automobile Liability
Any Auto
41CAB4939013
41CAB4938313
10/01/20 10/01/21 Combined Single Limit 5,000,000
Bodily Injury (per person)
Bodily Injury (per accident)
B Excess/Umbrella Liability
Retention: $10,000
XOO G46820149 003 10/01/20 10/01/21 Each Occurrence 25,000,000 Aggregate 25,000,000
A Workers Compensation
and Employers Liability
41WCI4938113 10/01/20 10/01/21 Workers Comp Limits Statutory EL Each Accident 1,000,000
EL Disease - Each Employee 1,000,000
EL Disease – Policy Limit 1,000,000
C Property
YACL9L452870020 10/01/20 10/01/21 Blanket Bldg. & PP 10,000,000 D Crime/Fidelity Bond
(Employee Dishonesty)
81326283 09/01/20 09/01/21 Single Loss Limit 15,000,000 E Errors & Omissions
(Primary Policy)
01-701-81-63 09/01/20 09/01/21 Per Claim and Aggregate 12,000,000 F Errors & Omissions
(Excess Policy)
ELU163265-19 09/01/20 09/01/21 Per Claim and Aggregate 13,000,000 G Cyber Liability 026062402 10/31/19 05/01/2021 Limit of Liability 10,000,000
Description of Operations / Other Information: See ADDITIONAL INFORMATION on the following page.
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This Memorandum of Insurance serves solely to list insurance policies, limits and dates of coverage. Any modifications hereto are not authorized by Gallagher or the Insurance Companies.
ARTHUR J. GALLAGHER & CO.
MEMORANDUM OF INSURANCE
ADDITIONAL INFORMATION
As respects GENERAL LIABILITY POLICY
ADDITIONAL INSURED – MANAGERS OR LESSORS OF PREMISES *
Endorsement Form # CG 20 11 04 13 modifies insurance provided under the following:
COMMERCIAL GENERAL LIABILITY COVERAGE PART
SCHEDULE
1. Designation of Premises (Part Leased to You): ANY PREMISES OR PART THEREOF LEASED TO YOU.
2. Name of Person or Organization (Additional Insured): ANY AND ALL PERSONS OR ORGANIZATIONS
CONTRACTUALLY REQUIRING ADDITIONAL INSURED STATUS AS THE MANAGER OR LESSOR OF PREMISES TO YOU.
3. Additional Premium: INCLUDED
(If no entry appears above, the information required to complete this endorsement will be shown in the Declarations as applicable to this endorsement.)
WHO IS AN INSURED (Section II) is amended to include as an insured the person or organization shown in the Schedule but only with respect to liability arising out of the ownership, maintenance or use of that part of the premises leased to you and shown in the Schedule and subject to the following additional exclusions:
This insurance does not apply to:
1. Any "occurrence" which takes place after you cease to be a tenant in that premises.
2. Structural alterations, new construction or demolition operations performed b y or on behalf of the person or organization shown in the Schedule.
WAIVER OF TRANSFER OF RIGHTS OF RECOVERY AGAINST OTHERS TO US We waive any right of recovery we may have against the person or organization where required by written contract because of payments we make for injury or damage arising out of your ongoing operations or "your work" done under a contract with that person or organization and included in the "products-completed operations hazard". This waiver applies only where required by written contract.
As respects PROPERTY
This policy insures against “All Risks” of physical loss or damage, except as excluded, to covered property while on Described Premises, provided such physical loss or damage occurs during the term of this policy. Coverage is subject to policy deductibles, terms, conditions and exclusions. Loss Payable clause included for whom Insured has agreed to per written contract.
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This Memorandum of Insurance serves solely to list insurance policies, limits and dates of coverage. Any modifications hereto are not authorized by Gallagher or the Insurance Companies.
*All other Additional Insureds requests requires Legal approval and issuance of a Certificate of Insurance. *For special requests, such as a WET SIGNATURE, please contact the appropriate team: P&C – Doreen Morris or Therese Scamardo; E&O – Helen Ponce de Leon or Ryan Mule; Cyber – Jeremy Gillespie or Ariel Magrini.
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12 EXHIBIT D
This INSURANCE COVERAGE FORM modifies or documents insurance provided under the following:
Named Insured: Effective Work Date(s):
Description of Work/Locations/Vehicles:
ADDITIONAL INSURED: City of Foster City/Estero Municipal Improvement District (CITY) 610 Foster City Boulevard, Foster City, CA 94404
Attention: _________________________________
Contract Administrator
Endorsement and Certificates of Insurance Required
The Additional Insured, its elected or appointed officers, officials, employees and volunteers are included as insureds with regard to damages and defense of claims arising from: (Check all that apply)
Insurer Policy
No.
General Liability : (a) activities performed by or on behalf of the Named Insured, (b) products and completed operations of the Named Insured, (c) premises owned, leased occupied or used by the Named Insured, and/or (d) permits issued for operations performed by the Named Insured. {Note:
MEETS OR EXCEEDS ISO Form # CG 20 10 11 85}
Auto Liability : the ownership, operation, maintenance, use, loading or unloading of any auto owned, leased, hired or borrowed by the Named Insured, regardless of whether liability is attributable to the Named Insured or a combination of the Named Insured and the Additional Insured, its elected or appointed officers, officials, employees or volunteers.
Other:
Certificates of Insurance Required (no endorsement needed) (Check all that apply) Insurer Policy No.
Workers Compensation : work performed by employees of the Named Insured while those employees are engaged in work under the simultaneous directions and control of the Named Insured and the Additional Insured.
Professional Liability:
PRIMARY/NON-CONTRIBUTORY: This insurance is primary and is not additional to or contributing with any other insurance carried by or for the benefit of Additional Insureds.
SEVERABILITY OF INTEREST: The insurance afforded by this policy applies separately to each insured who is seeking coverage or against whom a claim is made or a suit is brought, except with respect to the insurer’s limit of liability.
PROVISIONS REGARDING THE INSURED'S DUTIES AFTER ACCIDENT OR LOSS: Any failure to comply with reporting provisions of the policy shall not affect coverage provided to the Additional Insured, its elected or appointed officers, officials, employees, or volunteers.
CANCELLATION NOTICE. The insurance afforded by this policy shall not be suspended, voided, canceled, reduced in coverage or in limits except after thirty (30) days' prior written notice (ten (10) days if canceled due to non-payment) by regular mail return receipt requested has been given to the Additional Insured. Such notice shall be addressed as shown above.
WAIVER OF SUBROGATION: The insurer(s) named above agree to waive all rights of subrogation against the CITY, its elected or appointed officers, officials, agents, volunteers and employees for losses paid under the terms of this policy which arise from work performed by the Named Insured for the CITY.
Nothing herein contained shall vary, alter or extend any provision or condition of the Policy other than as above stated.
SIGNATURE OF INSURER OR AUTHORIZED REPRESENTATIVE OF THE INSURER
I, ______________________________________________________________(print/type name), warrant that I have authority to bind the above-named insurance company and by my signature hereon do so bind this company.
SIGNATURE OF AUTHORIZED REPRESENTATIVE (original signature required)
ORGANIZATION: TITLE:
ADDRESS:
TELEPHONE: ( ) DATE ISSUED:
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1 PROFESSIONAL SERVICES AGREEMENT
FOR
COMPENSATION STUDY SERVICES
This Agreement (“ Agreement”) is made and entered into as of the 7th day of February, 2022, by and between the City of Foster City hereinafter called "CITY" and Koff & Associates, a division of Gallagher Benefit Services, Inc. hereinafter called "CONSULTANT".
RECI TALS
Thi
s Agreement is entered into with reference to the following facts and circumstances:
A. That
CITY desires to engage CONSULTANT to provide professional services in the CITY by preparing a comprehensive compensation study;
B. That
CONSULTANT is qualified to provide such services to the CITY and; C. That
the CITY has elected to engage the services of CONSULTANT upon the terms and conditions as hereinafter set forth.
1. Services. The services to be performed by CONSULTANT under this Agreement shall include those services set forth in Exhibit A, which is, by this reference, incorporated herein and made a part hereof as though it were fully set forth herein.
Per
formance of the work specified in said Exhibit A is hereby made an obligation of CONSULTANT under this Agreement, subject to any changes that may be made subsequently hereto upon the mutual written agreement of the said parties.
Wher
e in conflict, the terms of this Agreement supersede and prevail over any terms set forth in Exhibit A.
2. Term; Termination. (a) The term of this Agreement shall commence upon the date hereinabove written and shall expire upon completion of performance of services hereunder by CONSULTANT. (b) Notwithstanding the provisions of (a) above, either party may terminate this Agreement without cause by giving written notice not less than ten (10) days prior to the effective date of termination, which date shall be included in said notice.
In the event of such termination, CITY shall compensate CONSULTANT for services rendered, and reimburse CONSULTANT for costs and expenses incurred, to the date of termination, calculated in accordance with the provisions of paragraph 3. In ascertaining the services actually rendered to the date of termination, consideration shall be given both to completed work and work in process of completion. Nothing herein contained shall be deemed a limitation upon the right of CITY to terminate this Agreement for DocuSign Envelope ID: 86F28F9B-0A8F-4CC7-81D1-26F7655E45CB
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2 cause, or otherwise to exercise such rights or pursue such remedies as may accrue to CITY hereunder.
3. Compensation; Expenses; Payment . CITY shall compensate CONSULTANT for all services performed by CONSULTANT hereunder in an amount based upon CONSULTANT’s hourly rates during the time of the performance of said services. A copy of CONSULTANT ’s hourly rates for which services hereunder shall be performed are set forth in CONSULTANT’s fee schedule marked Exhibit “B” hereof, attached hereto and by this reference incorporated herein.
Notwithstanding the foregoing, the combined total of compensation and reimbursement of costs payable hereunder shall not exceed the sum of sixty thousand, three hundred and ninety dollars ($60,390). Invoices for amounts in excess of sixty thousand, three hundred and ninety dollars ($60,390) shall not be paid unless the performance of services and/or reimbursement of costs and expenses in excess of said amounts have been approved in advance of performing such services or incurring such costs and expenses by the City Manager (for contracts less than $5 0,000) or City Council (for contracts $50,000 or more) evidenced by motion duly made and carried and a written contract amendment having been executed.
Compensation and reimbursement of costs and expenses hereunder shall be payable upon monthly billing therefor by CONSULTANT to CITY, which billing shall include an item ized statement, briefly describing by task and labor category or cost/expense items billed.
4. Additional Services. In the event CITY desires the performance of additional services not otherwise included within the services described in Exhibit A, such services shall be authorized in advance of the performance thereof by the City Manager (for contracts less than $5 0,000) or City Council (for contracts $5 0,000 or more) by motion duly made and carried. Such amendment to this Agreement shall include a description of the services to be performed thereunder, the maximum compensation and reimbursement of costs and expenses payable theref or, the time of performance thereof, and such other matters as the parties deem appropriate for the accomplishment of such services. Except to the extent modified by written amendment, all other terms and conditions of this Agreement shall be deemed incorporated in each such amendment.
5. Records. CONSULTANT shall keep and maintain accurate records of all time expended and costs and expenses incurred relating to services to be performed by CONSULTANT hereunder. Said records shall be available to CITY for review and copying during regular business hours at CONSULTANT’s place of business or as otherwise agreed upon by the parties.
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3 6. Authorization. This Agreement becomes effective when endorsed by both parties in the space provided below.
7. Reliance on Professional Skill of CONSULTANT. CONSULTANT represents that it has the necessary professional skills to perform the services required and the CITY shall rely on such skills of the CONSULTANT to do and perform the work. In performing services hereunder CONSULTANT shall adhere to the standards generally prevailing for the performance of expert consulting services similar to those to be performed by CONSULTANT hereunder.
8. Documents. All documents, plans, drawings, renderings, and other papers, or copies thereof, as finally rendered, prepared by CONSULTANT pursuant to the terms of this Agreement, shall, upon preparation and delivery to CITY, become the property of CITY. Notwithstanding the foregoing, CONSULTANT will retain sole and exclusive ownership of all right, title and interest in and to its intellectual property and derivatives thereof which no data or confidential information of the CITY was used to create and which was developed entirely using CONSULTANT’S own resources. To the extent CONSULTANT’S intellectual property is necessary for the CITY to use the services provided, CONSULTANT will grant to the CITY a non- exclusive, royalty -free license to CONSULTANT’s intellectual pr operty solely for the CITY’S use of such services.
9. Relationship of Parties . It is understood that the relationship of CONSULTANT to the CITY is that of an independent contractor and all persons working for or under the direction of CONSULTANT are its agents or employees and not agents or employees of the CITY.
10. Schedule. CONSULTANT shall adhere to the schedule set forth in Exhibit A; provided, that CITY shall grant reasonable extensions of time for the performance of such services occasioned by governmental reviews of CONSULTANT’s work product or other unavoidable delays; provided, further, that such unavoidable delay shall not include strikes, lockouts, work stoppages, or other labor disturbances conducted by, or on behalf of, CONSULTANT’s officers or employees.
CONSULTANT acknowledges the importance to CITY of CITY’s Project schedule and agrees to put forth its best professional efforts to perform its services under this Agreement in a manner consistent with that schedule.
11. Indemnity and Limitation of Liability . To the fullest extent allowed by law, CONSULTANT hereby agrees to defend, indemnify, and save harmless CITY and Estero Municipal Improvement District, its Council, boards, commissions, officers, employees and agents, from and against any and all claims, suits, actions liability, loss, damage, expense, cost (including, without limitation, costs and fees of litigation) of every nature, kind or DocuSign Envelope ID: 86F28F9B-0A8F-4CC7-81D1-26F7655E45CB
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4 description, which may be brought against, or suffered or sustained by, City of Foster City or Estero Municipal Improvement District, its Council, boards, commissions, officers, employees or agents caused by, or alleged to have been caused by, the negligence, intentional tortuous act or omission, or willful misconduct of CONSULTANT, its officers, emp loyees, subcontractors or agents in the performance of any services or work pursuant to this Agreement.
The duty of CONSULTANT to indemnify and save harmless, as set forth herein, shall include the duty to defend as set forth in Section 2778 of the California Civil Code; provided, however, that nothing herein contained shall be construed to require CONSULTANT to indemnify City of Foster City and Estero Municipal Improvement District, its Council, boards, commissions, officers, employees and agents against any responsibility or liability in contravention of Section 2782 of the California Civil Code.
CONSULTANT’S liability to the CITY and any other party for any losses, injury or damages to persons or properties or work performed arising out of in connection with this Agreement and for any other claim, whether the claim arises in contract, tort, statut e or otherwise, shall be limited to the amount of the total fees due to CONSULTANT from CITY for the particular services giving rise to the claim. NOTWITHSTANDING ANYTHING TO THE
CONTRARY IN THIS AGREEMENT, CONSULTANT SHALL NOT BE
LIABLE FOR ANY SPECIAL, I NDIRECT, CONSEQUENTIAL, LOST
PROFITS, OR PUNITIVE DAMAGES SUSTAINED OR INCURRED IN
CONNECTION WITH THIS AGREEMENT, WHETHER OR NOT SUCH
DAMAGES ARE FORESEEABLE.
CONSULTANT’s responsibility for such defense and indemnity obligations shall survive the termination or completion of this Agreement for the full period of time allowed by law.
The defense and indemnification obligations of this agreement are undertaken in addition to, and shall not in any way be limited by, the insurance obligations contained within this Agreement.
12. Insurance. CONSULTANT shall acquire and maintain Workers’ Compensation, employer’s liability, commercial general liability, owned and non-owned and hired automobile liability, and professional liability insurance coverage relating to CONSULTANT ’s services to be performed hereunder covering CITY’s risks in form subject to the approval of the City Attorney and/or CITY’s Risk Manager. The minimum amounts of coverage corresponding to the aforesaid categories of insurance per insurable event, shall be as follows:
Insurance Category Minimum Limits
Workers’ Compensation statutory minimum
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5 Employer’s Liability $1,000,000 per accident for bodily injury or disease
Commercial General Liability $1,000,000 per occurrence and $2,000,000 aggregate for bodily injury,
personal injury and property damage
Automobile Liability $1,000,000 per accident for bodily injury and property damage (coverage required
to the extent applicable to
CONSULTANT’s vehicle usage in
performing services hereunder)
1Professional Liability $1,000,000 per claim and aggregate
Furthermore, the requirements for coverage and limits shall be the greater of either (1) the minimum coverage and limits specified in this Agreement or (2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the named Insured.
CONSULTANT agrees to include with all subcontractors in their subcontracts the same requir ements and provisions of this agreement including the indemnity and insurance requirements to the extent they apply to the scope of the subcontractor’s work. Subcontractors hired by CONSULTANT shall agree to be bound to CONSULTANT and CITY in the same manner and to the same extent as CONSULTANT is bound to CITY under this Agreement and its accompanying documents. Subcontractors shall further agree to include these same provisions with any sub- subcontractors. A copy of the indemnity and insurance provisio ns of this Agreement will be furnished to the Subcontractor upon request.
CONSULTANT shall require all subcontractors to provide a valid certificate of insurance and the required endorsements included in the subcontract agreement and will provide proof of compliance to the CITY prior to commencement of any work by the subcontractor.
Concurrently with the execution of this Agreement, CONSULTANT shall furnish CITY, on the form included as Exhibit D or similar form, with certificates and copies of information or declaration pages of the insurance required hereunder to be included as Exhibit C hereto. With respect to evidence of commercial general liability insurance coverage, CONSULTANT must also include in Exhibit C the following original endorsements:
1 Note: Professional liability insurance coverage is not required if the CONSULTANT is not providing a service regulated by the state. (Examples of service providers regulated by the state are insurance agents, professional engineers, doctors, certified p ublic accountants, lawyers, etc.) Please check and initial the following if professional liability is NOT required for this agreement. Recommended ______ [Project Manager] Approved _______[Risk Manager]
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6 (a) Any cancelled or non- renewed policy will be replaced with no coverage gap and a current Certificate of Insurance will be provided to the CITY
(b) Naming the City of Foster City and Estero Municipal Improvement District, its Council, officers, boards, commissions, employees, and agents, as additional insureds; and
(c) Providing that CONSULTANT’s Commercial General Liability insurance coverage shall be primary insurance with respect to City of Foster City and Estero Municipal Improvement District, its Council, officers, boards, commissions, employees, and agents, and any insurance or self-insurance maintained by CITY for itself, its Council, officers, boards, commissions, employees, or agents shall be in excess of CONSULTANT ’s insurance and not contributory with it.
CONSULTANT and its insurer may not seek contribution from CITY’s insurance or self-insurance.
The limits of insurance required in this agreement may be satisfied by a combination of primary and umbrella or excess insurance. Only the Commercial General Liability insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and non-contributory basis for the benefit of CITY, to the extent required by this Agreement, before the CITY ’s insurance or self -insurance may be called upon to protect CITY as a named Insured.
CITY reserves the right to obtain a full copy of any endorsements. Failure to exercise this right shall not constitute a waiver of right to exercise later.
Any and all Subcontractors shall agree to be bound to CONSULTANT and CITY in the same manner and to the same extent as CONSULTANT is bound to CITY under this Agreement. Subcontractors shall further agree to include the same requirements and provisions of this Agreement, including the indemnity and insurance requirements, in any agreement with sub- subcontractors to the extent that they apply to the scope of the sub- subcontractor’s work. A copy of the indemnity and insurance provisions of this Agreement shall be furnished to any subcontractor upon request.
CONSULTANT shall maintain insurance as required by this Agreement to the fullest amount allowed by law and shall maintain insurance for a minimum of two (2) years following completion of this project or service. In the event CONSULTANT fails to obtain or maintain completed operations coverage as required by this Agreement, the CITY at its sole discretion may purchase the coverage required and the cost will be paid by CONSULTANT.
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7 13. WORKERS' COMPENSATION. CONSULTANT certifies that he is aware of the provisions of the Labor Code of the State of California which require every employer to be insured against liability for workers' compensation or to undertake self-insurance in accordance with the provisions of that Code, and CONSULTANT certifies that he will comply with such provisions before commencing the performance of the work of this agreement.
14. NON-DISCRIMINATION. The CONSULTANT will not discriminate against any employee or applicant for employment because of race, color, religion, sex or national origin. The CONSULTANT will take affirmative action to ensure that applicants are employed and the employees are treated during employment without regard to their race, color, religion, sex or national origin. Such action shall include, but not be limited to the following:
employment, advancement, demotion, transfer, recruitment, or recruitment advertising, layoff or termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship. The CONSULTANT shall at all times be in compliance with the requirements of the Federal Americans With Disabilities Act (Public Law 101- 336) which prohibits discrimination on the basis of disability by public entities. The CONSULTANT agrees to post in conspicuous places available to employees and applicants for employment any notices provided by the CITY setting forth the provisions of this non-discrimination clause.
15. Payment. The CITY shall pay CONSULTANT for its fees and reimbursable expenses (if applicable) within 30 days following the date of receipt of each applicable invoice. If CITY contests or questions any invoice, it agrees to raise any questions with management of CONSULTANT within such 30-day period. Late fees in the amount of 2% of invoice amount will accrue if current invoice is not paid within 30 days of payment due date of that invoice. If late fees are not paid, they will carry forward to next invoice.
16. Notice. All notices required by this Agreement shall be given to the CITY and CONSULTANT in writing, by first class mail, postage prepaid, addressed as follows:
CITY: City of Foster City
610 Foster City Boulevard
Foster City, CA 94404-2299
Attention: Maria Saguisag-Sid
CONSULTANT: Koff & Associates, a divi sion of Gallagher Benefit Services, Inc.
2835 Seventh Street
Berkeley, CA 94710
Attention: Katie Kaneko
17. Non-Assignment. This Agreement is not assignable either in whole or in part.
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8 18. Amendments. This Agreement may be amended or modified only by written agreement signed by both parties.
19. Validity. The invalidity in whole or in part of any provision of this Agreement shall not void or affect the validity of any other provision of this Agreement.
20. Governing Law. This Agreement shall be governed by the laws of the State of California and any suit or action initiated by either party shall be brought in the County of San Mateo, California. In the event of litigation between the parties hereto to enforce any provision of the Agreement, the unsuccessful party will pay the reasonable attorney’s fees and expenses of litigation of the successful party.
21. Mediation. Should any dispute arise out of this Agreement, the parties shall meet in mediation and attempt to reach a resolution with the assistance of a mutually acceptable mediator. Neither party shall be permitted to file legal action without first meeting in mediation and making a good faith attempt to reach a mediated resolution. The costs of the mediator, if any, shall be paid equally by the parties. If a mediated settlement is reached neither party shall be deemed the prevailing party for purposes of the settlement and each party shall bear its own legal costs.
22. Conflict of Interest. CONSULTANT may serve other clients, but none who conduct business that would place CONSULTANT in a "conflict of interest" as that term is defined in State law.
23. Entire Agreement . This Agreement, including Exhibit s A, B C, and D , comprises the entire Agreement.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed on the date first above written by their respective representatives duly authorized in that behalf.
CITY OF FOSTER CITY
Dated: _________________________________ Richa Awashti, Mayor
ATTEST:
Dated: ________________________________ Priscilla Schaus, City Clerk
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9 APPROVED AS TO FORM
Dated:
Benjamin Stock, City Attorney
KOFF & ASSOCIATES, A DIVISION OF
GALLAGHER BENEFIT SERVICES, INC.
Dated:
Georg S. Krammer, Managing Director
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10 EXHIBIT A
SCOPE OF WORK AND SCHEDULE
FOR COMPENSATION STUDY SERVICES
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10 SCOPE OF SERVICES
The City desires human resources assistance to conduct a total compensation study. The current pay plan for the organization has several issues related to compression and inequities that have developed over the years and the City is looking to update their pay plan to attract and retain quality staff, provide salaries commensurate with assigned duties, provide justifiable pay differentials between individual classes, and maintain a competitive position with other comparable agencies in the area.
The City currently has 102 job titles in 6 position groups that it wishes to include in the study. These positions are broken into 5 compenation steps.
Position Group Number of Job Titles
Executive Management 10
Other Management 45
AFSCME – Maintenance Unit 13
AFSCME – General Unit 19
FCPOA 7
Hourly/ Part-Time / Seasonal 8
The City is seeking at a minimum the following services:
• Review current compensation plan. Develop understanding of recruiting and retention of employees. • Provide recommendation and identify consistent market position the City can strive to maintain. • Recommend comparable public sector employers for compensation survey. • Develop and conduct benefits survey
• Recommend appropriate salary range for each position based on classification plan, compensation survey results and internal relationships. Prepare new salary structure based on results. • Identify extreme current compensation inequities and provide recommended corrective actions. • Provide comprehensive training for Human Resources staff on new system. • Provide periodic status reports on progress.
• Present information to Executive Leadership Team, unions, employees groups and City Council.
The study’s goal will be to review the City’s compensation structure for the studied classifications and to conduct a total compensation market survey (salaries plus benefits) using a set of appropriate comparator agencies. The identification of comparator agencies, benchmark classifications, and benefits to be collected is an iterative process that includes all stakeholders. We have found this open discussion philosophy to be critical to our success for organizational buy-in. Once the external data development is completed, we will make specific recommendations for internal equity for non-benchmarked classifications and classifications without a large enough market sampling.
The compensation study will contain specific recommendations regarding the integration of all study classifications into the City’s compensation structure, with the goal of developing a clearly designed, internally equitable format that is flexible for career opportunity and future growth. Our study will make recommendations regarding a salary structure that takes the City’s compensation preferences into consideration as well as the appropriate placement of each classification on the City’s salary schedule.
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11 The study includes a significant number of m eetings with the Study Project Team, Executive Leadership Team, Human Resources, employees, union representation, and the City Council, as desired. We have expertise in labor/management relations and understand the importance of active participation by all stakeholders to ensure a successful outcome. The meetings and “stakeholder touch -points” that we recommend ensure understanding of the project parameters, enhance accurate intake and output of information, and create a collaborative and interactive appr oach result ing in greater buy -in for study recommendations. This interactive approach has resulted in almost 100% implementation success of K&A’s studies.
The majority of our clients are unionized and our larger city and county clients typically have mult iple unions. Due to the multitude of stakeholder groups who are affected by any compensation study K&A conducts, our team understands the importance of accurate and validated data that withstands any scrutiny, effective and ongoing communication throughout each effort, and collaboration with the various stakeholder groups to ensure organizational buy -in to our findings and recommendations. We have developed a unique methodology of stakeholder “touchpoints” and collaboration that has made us highly successful and effective and has earned our team respect, agreement, and understanding from all stakeholders. In addition, we adjust and customize our methodology based on each individual client’s unique needs and circumstances.
We also recognize that both the City and union representatives have obligations to employees and members to ensure that any study is conducted in a fair and equitable manner. Our project work plans are designed for transparency and we strongly encourage dialog with all stakeholders on stu dy deliverables so they in turn can express their concerns; we all have a shared goal of ensuring the process followed is fair and equitable.
This intense and comprehensive stakeholder engagement and our transparent study processes are also a mechanism of quality control. The fact that our information, data, and recommendations have to be able to withstand utmost scrutiny by diverse stakeholders require an in -depth multi -step quality control process for deliverables . This involves K&A t eam member validati on of classification analyses and compensation data , K&A Project Manager review of all classification and compensation analyses, recommendations and deliverables , and finally K&A Principal (Project Director) review of deliverables before submittal to the client.
Total Compensation Study Objectives
To make recommendations regarding a list of appropriate, logical and defensible comparator agencies, benchmark classifications, and benefits to be collected prior to beginning the compensation portion of the study;
To collect accurate salary and benefit data from the approved group of comparator agencies and to ensure that the information is analyzed in a manner that is clear and comprehensible to the Study Project Team, Human Resources, management, employees, union representation, and the City Council;
To carefully analyze the scope and level of duties and responsibilities, requirements for successful work performance, and other factors for survey classes, according to generally accepted compensation practices;
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12 To r eview the City’s compensation structure and practices and develop compensation recommendations that will assist the City in recruiting, motivating, and retaining competent staff;
To develop solutions that address pay equity issues, analyze the financial i mpact of addressing pay equity issues, and create a market adjustment implementation strategy supporting the City’s goals, objectives, and budget considerations; To evaluate benefit offerings in the labor market and make recommendations for better alignment and/or different benefit offerings as indicated by the analysis and best practices;
To create a comprehensive final report summarizing the compensation study approach and methodology, analytical tools, findings, and recommended compensation structure; To recommend appropriate internal salary relationships and allocate classes to salary ranges in a comprehensive salary range plan; and
To ensure sufficient documentation and training throughout the study, on methods used to determine appropriate salary range s, methods for logical progression of movement within the salary scale for each classification, and other practices, so that our recommendations can be implemented and maintained in a competent and fair manner.
Overall Objectives:
To review and understand all current documentation, rules, regulations, policies, budgets, procedures, class descriptions, organizational charts, memoranda of understanding, personnel policies, wage and salary schedules, and related information so that our recommendations can be operationally incorporated with a minimum of disruption; To conduct start-up Study Project Team meetings with management, study project staff, and other stakeholders to discuss any specific concerns with respect to the development of compensation recommendations; finalize study plans and timetables; conduct orientation sessions with management, union leadership, and staff in order to educate and explain the scope of the study and describe what are and are not reasonable study expectations and goals;
To work collaboratively and effectively with the City and its stakeholders while at the same time maintaining control and objectivity in the conduct of the study; To develop a compensation structure that meets all legal requirements, that is totally non-discriminatory, and that easily accommodates organizational change, growth, and operational needs;
To document all steps in the process and provide documentation and training for Human Resources and other staff, as appropriate, in compensation analysis me thodologies so that the City can integrate, maintain, administer, and defend any recommended changes after the initial implementation; and
To provide effective ongoing communications throughout the duration of the project and continued support after implementation.
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13 METHODOLOGY
TOTAL COMPENSATION STUDY
Deliverable A: Meetings with Study Project Team and Management Staff and Initial Documentation Review
During the initial meeting with the Study Project Team, we will discuss the compensation study factors that need to be agreed upon. This task includes identifying the City’s Study Project Team (Human Resources, management, employee representation, etc.), contract administrator, and reporting relationships. Our team will conduct an orientation and briefing session with the Study Project Team to explain process and methodology; create the specific work plan and work schedule; identify subsequent tasks to be accomplished; reaffirm the primary objectives and specific end products; determine deadline dates for satisfactory completion of the overall assignment; determine who will be responsible for coordinating/scheduling communications with employees, managers, and other stakeholders; and develop a timetable for conducting the same.
Included in this task will be the gathering of written documentation, identifying current incumbents, and assembling current class descriptions, organizational charts, salary sched ules, budgets, employment contracts, personnel policies, previous compensation studies, and any other relevant documentation to gain a general understanding of City operations.
City terminology and methods of current compensation procedures will be reviewed and agreed to. We will discuss methodology, agree to formats for compensation results, identify appropriate comparator agencies, benchmark classifications and benefits to be surveyed for compensation survey purposes. We will respond to any questions that may arise from the various stakeholders.
Deliverable B. List of Comparator Agencies, Benchmark Classifications, and Benefits to be Collected During the initial meeting with the Study Project Team, we will discuss and agree to the compensation study factors. We will identify appropriate , logical and defensible comparator agencies that will be included in the external market survey, which will b e the foundation for ensuring that the City’s salaries for the studied classifications are competitively aligned with the external labor market . We will also identify those classifications that will be surveyed in the market (i.e., benchmark classifications), with the intention of internally aligning the remaining classifications with those that were surveyed.
Finally, we will determine the list of benefits that the City wants to include in the total compensation data gathering process.
1. Determination of Comparator Agencies
The selection of comparator agencies is a critical step in the study process. We typically use the following factors to identify appropriate comparators and will receive approval before proceeding with the total compensation study.
Our recommended methodology is that we involve management, Human Resources , employee representation, and the City Council, in the decision -making process of selecting which comparable agencies are included, PRIOR to beginning the study. Our experience has shown that DocuSign Envelope ID: 86F28F9B-0A8F-4CC7-81D1-26F7655E45CB
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14 this is the most successful approach. The factors that we typically review when selecting and recommending appropriate comparator agencies include:
Organizational type and str ucture – While various organizations may provide overlapping services and employ some staff having similar duties and responsibilities, the role of each organization is somewhat unique, particularly in regard to its relationship to the citizens it serves a nd level of service expectation. During this iterative process, the City’s current/ previous list of comparators, if any, and the advantages/disadvantages of including them or others would be discussed.
Similarity of population served, City demographics, City staff, and operational budgets – These elements provide guidelines in relation to resources required (staff and funding) and available for the provision of services.
Scope of services provided – While having an organization that provides all of the services at the same level of citizen expectation is ideal for comparators, as long as the majority of services are provided in a similar manner, sufficient data should be available for analysis.
When reviewing this factor, the City’s unique services would be evaluated in order to ensure that the majority of comparators provide the same services. This ensure s that each comparator yields a sufficient number of matches for the City’s jobs. Labor market – The reality of today’s labor market is that many agencies are in competition for the same pool of qualified employees, because large portions of the workforce don’t live in the communities they serve, are accustomed to lengthy commutes, and are more likely to consider changing jobs in a larger geographic area than in the past. Therefore, the geographic labor market area (where the City may be recruiting from or losing employees to) is taken into consideration when selecting potential comparator organizations. As part of this analysis, we will determine whether the City has identified agencies that it competes with for qualified talent; those agencies are taken into consideration for purposes of our analysis. It is important to understand and consider the City’s competitive landscape and include agencies in the study to whom the City loses talent.
Cost-of-living – The price of housing and other cost -of-living related issues are some of the biggest factors in determining labor market s. We review overall cost -of-living of various geographic areas, median house prices, and median household incomes to determine the appropriateness of various potential comparator agencies.
We typically recommend using 10-12 comparator agencies for all survey benchmarks in order to achieve statistical significance but are flexible and can easily use a different approach based on the City’s preferences.
2. Determination of Benchmark Classifications
In the same collaborative manner as described in Step 1 above, we will work with the City’s stakeholders to select those classifications that will be surveyed. “Benchmark classes” are ordinarily chosen to reflect a broad spectrum of class levels. In addition, those that are selected normally include classes that are most likely to be found in other similar agencies, and therefore provide a sufficient valid data sample for analysis. Internal relationships will be determined between the benchmarked and non-benchmarked classifications and internal equity alignments will be made for salary recommendation purposes.
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15 Due to the fact that the labor market typically yields reliable data, we recommend using approximately 60-65% of all classifications as benchmarks but we are happy to use a different model.
3. Determination of Salary and Benefits Data to Be Collected In addition to base salaries, benefit data elements for a total compensation study normally include at least the following (which are generally available to all staff in a specific job class ification):
Employee Retirement, Retiree Healthcare cost, Health, Dental, Vision, and other insurance coverage, Vacation, Holidays, Administrative Leave, Deferred Compensation, Auto Allowance, and other benefits that the City wants to add.
Monthly Salary – The top of the normal, published salary range. All figures are presented on a monthly or annual basis. We normalize the salary data to reflect number of hours in the work week and/or roll-up of retirement or other benefits in base salaries. Employee Retirement – This includes two figures: the amount of the employee’s State or other public or private retirement contribution that is contributed by the agency and the amount of the agency’s Social Security contribution.
Retiree Healthcare – Given that healthcare costs are rising and retiree healthcare and liabilities increasing for many public agencies, we collect this information to capture the costs. Insurance – This typically includes Health, Dental, Vision, and other insurance coverage. Leave – Other than sick leave, which is usage-based, leave is the amount of days off for which the organization is obligated. We will discuss with the City whether leave days/hours should be converted to direct salary cost in dollars or represented in days/hours. Vacation: The number of vacation days available to all employees after five years of employment.
Holidays: The number of holidays (including floating) available to the employee on an annual basis.
Administrative/Personal Leave: Administrative leave is normally the number of days available to management staff to compensate for the lack of payment for overtime.
Personal leave may be available to other groups of employees to augment vacation or other time off.
Deferred Compensation – We report any employer contribution made on the employee’s behalf, whether dollar amount or percentage of salary, that does not require an employee- matching contribution. We can also report employer contributions that do require an employee match and would do so as a separate report.
Other – This category includes any other benefits that are available to all employees within a classification and not already specifically detailed.
Deliverable C. Data from Comparators and Preliminary Analysis of Data K&A does not collect market compensation data by merely sending out a written questionnaire. We find that such questionnaires are often delegated to the individual in the department with the least experience in the organization and given a low priority. Our experienced compensation analysts conduct all of the data collection and analysis to ensure validity of the data and quality control. This approach also ensures that we compare job description to job description and not just job titles, therefore ensuring true “matches” of at least 70%, which is the percentage we use to determine whether to include a comparator classification or not.
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16 Objective factors in the whole position classification methodology include:
1. Decision making/judgment
2. Difficulty and complexity of work
3. Supervisory responsibilities
4. Non-supervisory responsibilities
5. Minimum qualifications
6. Working conditions/risk factors
7. Contacts
We typically collect classification descriptions, organization charts, salary schedules, personnel policies, budgets, master plans, operational information, MOUs, and other information via website, by telephone, or by an onsite interview. With the prior knowledge from the data gathered directly from each comparator agency and our experience in the public sector human resources field, our compensation analysts make preliminary “matches” and then schedules appointments by telephone, or sometimes in person, with knowledgeable individuals to answer specific questions. We find that information collected using these methods has a very high validity rate and allows us to substantiate the data for employees, management, and governing bodies.
Data will be entered into spreadsheet format designed for ease of interpretation and use. The information will be p resented in a format that will identify the comparator positions used for each classification comparison. Information will be calculated based upon both average and median figures allowing the City to make informed compensation decisions. Other elements of the compensation survey report are agencies surveyed; comparable class titles; salary range maximum/control point; number of observations; and percent of the City’s salary range is above/below the market values.
In addition, we will include any type of statistical representation and analysis that the City desires such as 60 th, 70th, or any other percentiles per the City’s compensation philosophy.
Benefits data will be displayed in an easy-to-read format. You will receive three sets of spreadsheets per classification, one with base pay, one with the benefits detail, and one with total compensation statistical data. In addition, we are often asked to collect “other” benefits (as listed in the benefits section above), which we typically report on a separate spreadsheet.
Deliverable D. Draft Compensation Findings/Additional Analysis/Study Project Team Meetings As part of our transparent approach and communication strategy to ensure organizational buy -in to the study, we share the market survey with the organization. We first distribute our draft findings to the Study Project Team. After their preliminary review, K&A will meet with the Study Project Team and other stakeholders (including Human Resources, management, employees) to clarify data, to receive requests for reanalysis of certain comparators, and to answer questions and address concerns. This provides an opportunity for the Study Project Team and other stakeholders to review and question any of our recommended benchmark comparator matches. If questions arise, we conduct follow -up analysis to reconfirm our original analysis and/or make corrections as appropriate.
Deliverable E. Analysis of Internal Relationships and Alignment To determine internal equity for all studied positions, considerable attention will be given to this phase of the project. It is necessary to develop an internal position hierarchy based on the organizational value of each classification. Again, we utilize the whole position analysis methodology as described earlier.
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17 By reviewing those factors, we will make recommendations regarding vertical salary differentials between classes in a class series, for example, as well as across departments. This analysis will be integrated with the results of the compensation survey and the City’s existing compensation plan.
The ultimate goal of this critical step in the process is to address any potential internal equity issues and concerns with the current compensation system, including compaction issues between certain classifications. We will create a sound and logical compensation structure for the various levels within each class series, so that career ladders are not only reflected in the classification system but also in the compensation system, with pay differentials between levels that allow employees to progress on a clear path of career growth and development. Career ladders will be looked at vertically, as well as horizontally, to reflect the City’s classification structure.
Deliverable F. Compensation Structure and Implementation Plan Depending on data developed as a result of the internal analysis, we will review and make recommenda- tions regarding internal alignment and the salary structure (set of salary ranges, salary differentials, steps within ranges, and/or alternative compensation plans) within which the classes are allocated, based upon the City’s preferred compensation model. We w ill also assist the City in developing a compensation philosophy and practices relative to the surveyed public jurisdictions, if desired. Finally, we will develop a proposed implementation plan based on the study results and recommendations, including calculating the cost of implementing the plan.
We will conduct a competitive pay analysis using the market data gathered to assist in the determination of external pay equity and the recommendation of a new base compensation structure , if desired. We will conduct a comparative analysis to illustrate the relationships between current pay practices and the newly determined market conditions and develop solutions to address any significant individual or group pay equity issues, analyze the financial impact of a ddressing pay equity issues, and create a market adjustment implementation strategy supporting City goals, objectives, and budget considerations.
Recommendations will also include guidelines to assist City staff with determining the starting pay for new employees based on knowledge and experience above the minimum requirements of the position, how difficult the position is to fill, and market competitiveness. We will also make recommendations and provide implementation strategies related to other key compensation practices, based on market demands, including pay for performance, skill pay, special assignment pay, certification pay, bilingual pay, promotional pay, and acting assignment pay.
Draft recommendations will be discussed with the Study Project Team and management for discussions and decisions on overall pay philosophy and the practicality of acceptance and prior to developing an Interim Report.
Deliverable G. Final Report and Guidelines for Implementation A draft Interim Report of the Compensation Study) will be completed and submitted to the Study Project Team for review and comment. The report will provide detailed compensation findings, documentation, and recommendations. The report will include:
An executive summary of the compensation study results; A set of all market data spreadsheets;
A proposed Salary Range Placement document;
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18 A procedure to address employees whose base pay exceeds the maximum of their newly assigned pay range;
Implementation issues and cost projections surrounding our recommendations; and A guide for rules, policies and procedures for the City in implementing, managing and maintaining the compensation system, as appropriate.
Once all of the City’s questions/concerns are addressed and discussed, a Final Compensation Report will be created and submitted in the City’s preferred format. The Final Report will incorporate any appropriate revisions identified and submitted during the review of the draft report.
Deliverable H. Formal Appeals Process
Should the City have an formal appeals process regarding the allocation of positions, this proposal does not cover time regarding a formal appeal process. Should our on-site participation be desired, our stated composite hourly rate will be honored. As mentioned above, however, our internal process usually addresses any of these issues.
Deliverable I. Final Presentation
Our proposal includes multiple meetings and weekly oral and written status/progress updates to the Study Project Team. Regarding the involvement of the City Council, etc., we recommend at least one initial meeting to identify the comparator agencies to be included in the study, one interim study se ssion (to discuss the initial findings of the compensation study), and one final presentation of our Final Report. Of course, we are flexible regarding having more or less interaction with the Council , based on the City’s preferences.
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19 OPTIONAL SERVICES
Our approach and methodology, as described in this proposal, are very comprehensive and no additional optional services are being proposed. If the City desires formal training classes regarding classification and compensation methodologies, we would be happy to provide options for training services.
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20 TIME REQUIREMENTS
Our professional experience is that total compensation studies of this scope and for this size organization take approximately three to four (3 - 4) months to complete, allowing for adequate compensation data collection and analysis, review steps by the City, the development of final reports, any appeals, and presentations.
The following is a suggested timeline (which can be modified based on the City’s needs):
Deliverables Total Compensation Survey Completion by:
A. Meetings with Study Project Team and Management Staff and Initial Documentation Review Week 1
B. List of Comparator Agencies, Benchmark Classifications, and Benefits to be Collected Week 2
C. Data from Comparators and Preliminary Analysis of Data Week 10 D. Draft Compensation Findings/Additional Analysis/Study Project Team Meetings Week 12
E. Analysis of Internal Relationships and Alignment Week 13 F. Compensation Structure and Implementation Plan Week 13 G. Final Report and Guidelines for Implementation Week 14 H. Formal Appeals Process * As Needed
I. Final Presentation As Scheduled
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11 EXHIBIT B
CONSULTANT’S FEE SCHEDULE
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21 COST PROPOSAL
We have often found our process requires a very high level of time commitment, which sometimes results in a higher proposal cost. We believe that our methodology and implementation success rate is attributable to the significantly greater level of contact we have with employees, management, and the governing body. The time we commit to working with the employees (sharing of compensation survey data, informal appeal process, etc.) results in significantly greater buy -in throughout the process and no formal appeals at the end of the study.
Our clients always provide feedback that our process was professional, comprehensive, understandable, timely, and inclusive. Employees, although not necessarily always happy with our recommendations, have always indicated that we listened to their issues and concerns, were available for discussion, and able to provide documentation and data to support our recommendations . Although time consuming, we also drive the process to ensure that timelines are met and schedules are maintained.
For purposes for this cost proposal, we assume that, due to COVID-19, all meetings and presentations will be conducted virtually and not onsite travel will occur. We have several technological solutions that can easily facilitate the entire process. Of course, if the travel situation should change, we are more than happy to travel onsite to City offices, as needed, and adjust our cost proposal accordingly.
Deliver-
ables Total Compensation Study Hours
A. Meetings with Study Project Team and Management Staff and Initial Documentation Review 5
B. List of Comparator Agencies, Benchmark Classifications, and Benefits to be Collected 12
C. Data from Comparators and Preliminary Analysis of Data (this assumes 12 comparator agencies and up to 65 classifications) 260
D. Draft Compensation Findings/Additional Analysis/Study Project Team Meetings 40
E. Analysis of Internal Relationships and Alignment 12 F. Compensation Structure and Implementation Plan 12
G. Final Report and Guidelines for Implementation 12
H. Formal Appeals Process * 0
I. Final Presentation 5
Anticipated hours for additional unscheduled meetings and phone calls 8 Total Professional Hours – Compensation 366
Combined professional and clerical composite rate: $165/Hour $60,390
Expenses are included in the composite hourly rate: N/A Expenses include but are not limited to duplicating documents, binding reports, phone, supplies, postage, parking, meals, travel time, etc.
TOTAL PROJECT COST NOT TO EXCEED: $60,390
*Additional consulting will be honored at composite rate ($165/hr)
DocuSign Envelope ID: 86F28F9B-0A8F-4CC7-81D1-26F7655E45CB
8.2 Attachment 2 - Agreement with Koff & Associates (Compensation Study)
207
12 EXHIBIT C
I
NSURANCE FORMS
1. I
nsurance Coverage Form
DocuSign Envelope ID: 86F28F9B-0A8F-4CC7-81D1-26F7655E45CB
8.2 Attachment 2 - Agreement with Koff & Associates (Compensation Study)
208
CITY OF FOSTER CITY
CONTRACT AMENDMENT NO. ONE (1)
DATE: January 9, 2023 ACCOUNT NO. 001-1210-415-4251
PROJECT NAME: Compensation Study
TO: Koff & Associates, a division of Gallagher Benefit Services, Inc.
CHANGE REQUESTED BY: Koff & Associates , a division of Gallagher Benefit Services, Inc., and City of Foster City and Estero Municipal Improvement District (EMID)
Based on mutual agreement, Koff & Associates, a division of Gallagher Benefit Services, Inc., and City of Foster City and EMID agree to amend the original Agreement dated February 7, 2022 (“Agreement”) pursuant to Section 1 8 of the Agreement to add additional work for specified amounts, which are identified as follows:
ORIGINAL CONTRACT AMOUNT $ 60,390
AMOUNT OF CONTRACT AMENDMENT NO. ONE (1) $ 8,250
REVISED CONTRACT AMOUNT $ 68,640
Additional work included in the contract amendment:
Task #1: Refresh data from Comparators
1. Update and refresh data from Comparators (this assumes up to 12 comparator agencies and up to 48 classifications)
$ 8,250
Subtotal $ 8,250
REVISED CONTRACT AMOUNT $ 68,640
Except as specifically modified herein, all other terms and provisions in the Agreement shall remain unchanged.
Koff & Associates, a division of Gallagher Benefit Services Inc., have given careful consideration to the work proposed and hereby agree, if this proposal is approved, to provide all equipment, furnish all materials except as may otherwise be noted above, and to perform all services necessary for the work above specified, and to accept as full payment therefore the prices shown above.
DocuSign Envelope ID: 36D68618-7FB9-4CBE-9B16-1C72F9B23520
8.2 Attachment 3 - Contract Amendment No. 1
209
CITY OF FOSTER CITY/EMID
DATED: ____ _________________
Jon Froomin, Mayor /Board President
ATTEST:
DATED: ____________________
Priscilla Schaus, City Clerk
APPROVED AS TO FORM:
DATED: ____________________
Benjamin Stock, City Attorney
KOFF & ASSOCIATES, A DIVISION OF
GALLAGHER BENEFIT SERVICES, INC.:
DATED: ____________________
George S. Krammer, Managing Director
DocuSign Envelope ID: 36D68618-7FB9-4CBE-9B16-1C72F9B23520 1/18/2023 | 8:57 AM PST
1/19/2023 | 5:42 PM PST
1/19/2023 | 10:12 PM PST
1/23/2023 | 8:57 AM PST
8.2 Attachment 3 - Contract Amendment No. 1
210
Submittal date: December 16, 2022
Compensation Study
Cost Proposal
Benchmark Update
City of Foster City
Koff & Associates, a Gallagher Company
GEORG S. KRAMMER
Managing Director, Compensation and Rewards Consulting
2835 Seventh Street
Berkeley, CA 94710
www.KoffAssociates.com
[email protected]
Tel: 510.658.5633
Fax: 510.652.5633
Attachment 1
DocuSign Envelope ID: 36D68618-7FB9-4CBE-9B16-1C72F9B23520
8.2 Attachment 3 - Contract Amendment No. 1
211
December 16, 2022
Ms. Julie Paping
Principal Management Analyst
610 Foster City Boulevard
Foster City, CA 94404
Dear Ms. Saguisag-Sid:
Thank you for the opportunity to respond to your Request for Proposals for a Compensation Study – Benchmark Update for the City of Foster City (“City”).
As a Managing Director of Koff & Associates, Katie Kaneko would assume the role of Project Director and be responsible for the successful completion of project. We can be reached at our Berkeley address and the phone number listed on the cover page. Katie’s email is [email protected] and my email is [email protected].
This proposal will remain valid for at least 90 days from the date of submittal. Please call if you have any questions or wish additional information. We look forward t o the opportunity to provide professional services to the City of Foster City.
Sincerely,
Georg S. Krammer
Managing Director, Compensation and Rewards Consulting
2835 Seventh Street, Berkeley, California 94710 | 510.658.5633 | www.KoffAssociates.com
DocuSign Envelope ID: 36D68618-7FB9-4CBE-9B16-1C72F9B23520
8.2 Attachment 3 - Contract Amendment No. 1
212
Deliverables Compensation Study Hours
A. Meetings with Study Project Team and Management Staff and Initial Documentation Review
B. List of Comparator Agencies, Benchmark Classifications, and Benefits to be Collected
C. Refresh data from Comparators (this assumes up to 12 comparator agencies and up to 48 classifications) 50
D. Draft Compensation Findings/Additional Analysis/Study Project Team Meetings
E. Analysis of Internal Relationships and Alignment
F. Compensation Structure and Implementation Plan
G. Final Report and Guidelines for Implementation
H. Final Presentation
Anticipated hours for additional unscheduled meetings and phone calls Total Professional Hours – Compensation 50
Combined professional and clerical composite rate: $165/Hour $8,250
Expenses are included in the composite hourly rate: N/A Expenses include but are not limited to duplicating documents, binding reports, phone, supplies, postage, etc.
TOTAL PROJECT COST NOT TO EXCEED: $8,250
*Additional consulting will be honored at composite rate ($165/hr)
Our cost proposal does not include time to support the City during any labor negotiations that may follow this study. If we are needed for this work, our composite hourly rate will apply and we will charge on a time-and-materials basis.
Compensation Study
–
Benchmark Update
Proposal
City of Foster City
2835
Seventh
Street, Berkeley, California 94710
|
510.658.5633
|
www.KoffAssociates.com
1 DocuSign Envelope ID: 36D68618-7FB9-4CBE-9B16-1C72F9B23520
8.2 Attachment 3 - Contract Amendment No. 1
213
Proposal Signature Page
Koff & Associates intends to adhere to all the provisions described above.
This proposal is valid for 90 days from date of submittal.
Respectfully submitted,
By: KOFF & ASSOCIATES
State of California
Managing Director, Compensation and Rewards Consulting
2835 Seventh Street, Berkeley, California 94710 | 510.658.5633 | www.KoffAssociates.com Compensation Study
–
Benchmark Update
Proposal
City of Foster City
Georg S.
Krammer
December 16
,
2022
DocuSign Envelope ID: 36D68618-7FB9-4CBE-9B16-1C72F9B23520
8.2 Attachment 3 - Contract Amendment No. 1
214
Prepared Date 4/27/2023 City of Foster City, CA
Accounts Payable Check Register
Accounting Period 2023/10
Report Number 31
Check Date Check Number Vendor Name Description Check
Amount
4/27/2023
4/27/2023
148591
148592
AAA BUSINESS SUPPLIES & INTERIORS OFFICE SUPPLIES 133.37 ADVANCED SOFTWARE PRODUCTS GROUP REACT SOFTWARE ANNUAL MAINTENANCE FEE: MAY 1, 2023 - APRIL 30, 2024
739.95
4/27/2023
4/27/2023
148593
148594
AKBAR JONES INSTRUCTOR FEE: VOLLEYBALL 1,311.00
4,744.10AMAZON CAPITAL SERVICES, INC. (3) LG GRAM ULTRALIGHT LAPTOPS AND (2) LOGITECH
VIDEO CONFERENCING SYSTEMS
4/27/2023 148595 AMERICAN TECHNOLOGY SOLUTIONS MYPAYSTUB ONLINE SERVICES AND W2 ONLINE
SERVICES
574.58
4/27/2023
4/27/2023
4/27/2023
4/27/2023
148596
148597
148598
148599
ASH TEES SCREEN PRINTING
AT&T MOBILITY
ADULTS FALL CHAMPS SOFTBALL T-SHIRTS 544.96
568.45CELLULAR SERVICES - POLICE CARS
LASER PROJECTOR & MOUNT KITB&H PHOTO-VIDEO 1,488.22
1,381.13BANNER PRINTING & BUSINESS FORMS 5 BOXES OF CUSTOMIZED LOGO WINDOW ENVELOPES -
CITY CLERK
4/27/2023
4/27/2023
4/27/2023
148600
148601
148602
BARKER BLUE DIGITAL IMAGING
BARTOS ARCHITECTURE INC
CIP703: ADVERTISEMENT FOR PAVEMENT
REHABILITATION PROJECT AND PARK PATHWAY
CIP693: ROOF REPLACEMENT AT CITY BUILDINGS -
PROFESSIONAL SERVICES: FEBRUARY 2023
DROPLET TECH LICENSE FEES, EARTHCAPADES ADMIN
FEES, WATER LOSS CONTROL PROGRAM - JANUARY &
FEBRUARY 2023, LANDSCAPE AUDIT: JANUARY - MARCH
2023, METER TESTING - 2/6/2023
706.92
11,143.75
30,280.00BAY AREA WATER SUPPLY & CONSERVATION
AGENCY
4/27/2023
4/27/2023
148603
148604
BUDGET BLINDS OF SOUTHWEST REDWOOD CITY
BURKE, WILLIAMS & SORENSEN, LLP
SOLAR & ROLLER SHADES AND INSTALLATION - THE
WIND ROOM AT THE COMMUNITY CENTER
CITY ATTORNEY SERVICES: FEBRUARY 2023, CIP657:
LEVEE PROTECTION PLANNING & IMPROVEMENT
PROJECT - FEBRUARY 2023, AND SOLID WASTE
FRANCHISE AGREEMENT
4,907.35
90,481.65
4/27/2023
4/27/2023
4/27/2023
4/27/2023
148605
148606
148607
148608
CCP INDUSTRIES INC.
MARIAN CHAPIN
MISCELLANEOUS SUPPLIES - SEWER PROGRAM
INSTRUCTOR FEE: CERAMICS WORKSHOP
ECOFLOW BIOAMP PROGRAM
520.38
227.50
CHEMSEARCH 1,951.25
241.63CINTAS CORPORATION UNIFORM/LAUNDRY SERVICES
10.1 Warrant Register Report FY 2022-2023-Number 31 - April 27, 2023
215
Prepared Date 4/27/2023 City of Foster City, CA
Accounts Payable Check Register
Accounting Period 2023/10
Report Number 31
Check Date Check Number Vendor Name Description Check
Amount
4/27/2023 148609 CITY OF SAN CARLOS COUNCIL OF CITIES DINNER MEETING: JON FROOMIN,
PATRICK SULLIVAN, ART KIESEL, STACY JIMENEZ, AND
SAM HINDI
285.00
4/27/2023
4/27/2023
148610
148611
CLARK PEST CONTROL OF STOCKTON INC
CORE & MAIN LP
PEST AWAY SERVICE 826.00
659.54MISCELLANEOUS SUPPLIES - WATER PROGRAM AND
EMERGENCY REPAIR AT ANTIGUA LANE
OFF-SITE RECORDS STORAGE4/27/2023
4/27/2023
4/27/2023
4/27/2023
4/27/2023
4/27/2023
148612
148613
148614
148615
148616
148617
CORODATA RECORDS MANAGEMENT INC
DAN JAMES
111.06
509.60PORT ROOM RENTAL FEE REFUND
SMIP FOR 1/1/2023-3/31/2023DEPARTMENT OF CONSERVATION
DEREK SCHWEIGART
354.49
EMPLOYEE REIMBURSEMENT: DEREK SCHWEIGART
SB 1186 1/1/2023-3/31/2023
1,113.90
490.80DIVISION OF THE STATE ARCHITECT
DKS ASSOCIATES TRAFFIC ENGINEERING PROFESSIONAL SERVICES:
MARCH 2023
5,860.00
4/27/2023
4/27/2023
148618
148619
EDWARDS, BERNARD INSTRUCTOR FEE: KARATE 5,024.40
2,877.68ERLER & KALINOWSKI, INC. CIP652: WASTEWATER TREATMENT PLAN MASTER
PLAN IMPROVEMENTS
4/27/2023
4/27/2023
4/27/2023
4/27/2023
4/27/2023
4/27/2023
4/27/2023
148620
148621
148622
148623
148624
148625
148626
ESTERO MUNICIPAL IMPROVEMENT DISTRICT
FIRST CLASS CHARTER INC
FLOWERS ELECTRIC & SERVICE CO. INC.
FLYERS ENERGY LLC
WATER USAGE: MARCH 2023 4,794.27
750.00SENIOR BUS TRIP DEPOSIT
EXHAUST FAN INSTALLATION IN STORAGE ROOM
MOTOR OIL
2,265.00
811.91
FOLGERGRAPHICS ACTIVITY GUIDE - SUMMER 2023
AUTO PARTS
4,232.81
560.47FORELAND PARTS INC.
FOSTER CITY ISLANDER CIP 703: ADVERTISEMENT FOR NOTICE OF INVITING BIDS, ADVERTISEMENT: UP2023-0003, NOTICE OF
AVAILABILITY 6TH CYCLE HOUSING ELEMENT (2023-
2031) & SAFETY ELEMENT UPDATE DRAFT
2,778.00
ENVIRONMENTAL IMPACT REPORT, AND GP2022-0001
4/27/2023
4/27/2023
148627
148628
FREDERICO SILVA CLASS REFUND: JUNIOR NOVICE TENNIS
INSTRUCTOR FEE: ART CLASS
92.67 NATHALIE GATTENBERGER 2,478.00
10.1 Warrant Register Report FY 2022-2023-Number 31 - April 27, 2023
216
Prepared Date 4/27/2023 City of Foster City, CA
Accounts Payable Check Register
Accounting Period 2023/10
Report Number 31
Check Date Check Number Vendor Name Description Check
Amount
4/27/2023
4/27/2023
4/27/2023
4/27/2023
148629
148630
148631
148632
GAWFCO ENTERPRISES INC CARWASH SERVICES - MARCH 2023
AUTO PARTS
134.88
THE GOODYEAR TIRE & RUBBER COMPANY
GRAINGER
650.04
MISCELLANEOUS SUPPLIES - STREET PROGRAM 130.06
GROUP 4/ARCHITECTURE RESEARCH CIP678: RECREATION CENTER CONSTRUCTION
SUPPORT - PROFESSIONAL SERVICES - JANUARY AND
FEBRUARY 2023
179,630.29
4/27/2023
4/27/2023
148633
148634
HEWABAHITHAGE PRABATH SILVA
HOME DEPOT CREDIT SERVICES
EMPLOYEE REIMBURSEMENT: HEWABAHITHAGE
PRABATH SILVA
MISCELLANEOUS SUPPLIES - BUILDING, SEWER, &
WATER PROGRAMS
43.00 1,975.80
4/27/2023
4/27/2023
4/27/2023
148635
148636
148637
IEDA LABOR RELATION SERVICES: APRIL 2023 3,044.20
2,675.91
2,276.40
INFOSEND INC.
INTEGRATED DESIGN 360 LLC
ONLINE UTILITY BILLING
ELECTRICAL CAPACITY STUDY AND COMMUNITY
ENGAGEMENT - PROFESSIONAL SERVICES: MARCH
2023
4/27/2023 148638 INTRADO LIFE & SAFETY INC DISPATCH EQUIPMENT MAINTENANCE AGREEMENT - 9/4/2022 - 9/3/2023
17,013.39
4/27/2023
4/27/2023
148639
148640
IT'S PERSONNEL
JET MULCH INC
HR SUPPORT 1,166.92
4,893.16ENGINEERED WOOD CHIPS FOR TURNSTONE PARK
PLAYGROUND
4/27/2023
4/27/2023
4/27/2023
4/27/2023
4/27/2023
148641
148642
148643
148644
148645
JULIO CLEANING AND MAINTENANCE SERVICES
KAISER FOUNDATION HEALTH PLAN
MARK LEE
JANITORIAL SERVICES: APRIL 2023 25,840.25
230.00OCCUPATIONAL HEALTH SERVICES
EMPLOYEE REIMBURSEMENT: MARK LEE
WATER TESTING
1,168.88
230.00MCCAMPBELL ANALYTICAL, INC
MISSION CLOUD SERVICES, INC CALOPPS SUPPORT - AMAZON WEB SERVICES: MARCH 2023
1,489.06
4/27/2023
4/27/2023
148646
148647
MMANC
MPLC
WOMEN'S LEADERSHIP SUMMIT REGISTRATION: LAURA
GALLI AND FRANCINE MAGNO
MOTION PICTURE LICENSE: 5/3/2023 - 5/2/2024
330.00
1,429.68
10.1 Warrant Register Report FY 2022-2023-Number 31 - April 27, 2023
217
Prepared Date 4/27/2023 City of Foster City, CA
Accounts Payable Check Register
Accounting Period 2023/10
Report Number 31
Check Date Check Number Vendor Name Description Check
Amount
4/27/2023 148648 NESS BACKFLOW & PLUMBING STORM DRAIN CLEANING AND REPAIR - BOOTHBAY 2,420.00 PARK
4/27/2023
4/27/2023
4/27/2023
4/27/2023
4/27/2023
4/27/2023
4/27/2023
4/27/2023
4/27/2023
4/27/2023
4/27/2023
4/27/2023
4/27/2023
4/27/2023
4/27/2023
4/27/2023
4/27/2023
148649
148650
148651
148652
148653
148654
148655
148656
148657
148658
148659
148660
148661
148662
148663
148664
148665
OFFICE DEPOT OFFICE SUPPLIES 458.24
98,682.11
2,932.35
20.71 PACIFIC GAS & ELECTRIC COMPANY
PACIFIC OFFICE AUTOMATION, INC
PAMELA MAYER
ELECTRICITY AND GAS
COPIER USAGE CHARGES
CLASS REFUND: STRENGTH, STABILITY & STAMINA
SUPPLIES FOR MAIL MACHINEPITNEY BOWES INC. 363.09
PITNEY BOWES RESERVE ACCOUNT
PREFERRED ALLIANCE
POSTAGE 3,000.00
263.19"DOT" COMPLIANCE EXPENSES - MARCH 2023
TOWEL/UNIFORM LAUNDRY SERVICES
COMMERCIAL WASTE & ORGANICS
SMALL BUSINESS ASSISTANCE
LOBBYING SERVICES: MARCH 2023
DRINK WATER QUALITY TEST
PRUDENTIAL OVERALL SUPPLY
RECOLOGY SAN MATEO COUNTY
RENAISSANCE ENTREPRENEURSHIP CENTER
RENNE PUBLIC LAW GROUP, LLP
SAN FRANCISCO PUBLIC UTILITIES
SFPUC - WATER
173.82
875.34
10,000.00
6,500.00
1,065.00
543,950.15
794.80
WATER SERVICES: 03/10/2023-04/11/2023
PARKING CITATION PROCESSING - MARCH 2023
CRIME LAB FEE
SAN MATEO COUNTY CONTROLLER'S OFFICE
SAN MATEO COUNTY FORENSIC LAB
SAN MATEO LAWN MOWER SHOP
SERVICE PRESS INC.
4,399.00
634.73MISCELLANEOUS SUPPLIES - VEHICLE PROGRAM
BUSINESS CARDS: VUONG PHAN, ART KIESEL, STEFAN
CHATWIN, AND KEVIN ORTIZ
153.72
4/27/2023
4/27/2023
4/27/2023
4/27/2023
148666
148667
148668
148669
CALTRANS - DISTRICT 4 CIP657: STORAGE RENTAL FEE: MAY 2023 200.00 192.00DEPARTMENT OF JUSTICE
SUMMIT AUTO BODY & PAINTING
SUN RIDGE SYSTEMS, INC.
FINGERPRINTING SERVICES
AUTO REPAIR SERVICES 300.00
RIMS ANNUAL SUPPORT AND UPDATES: APRIL 1, 2023 -
MARCH 31, 2024
39,983.00
4/27/2023
4/27/2023
148670
148671
KAREN M TESKE INSTRUCTOR FEE: ZUMBA 364.00
THE CARY COMPANY (48) 55 GALLON GREEN STEEL DRUMS AND PLASTIC
DOME TOP LIDS
9,398.95
10.1 Warrant Register Report FY 2022-2023-Number 31 - April 27, 2023
218
Prepared Date 4/27/2023 City of Foster City, CA
Accounts Payable Check Register
Accounting Period 2023/10
Report Number 31
Check Date Check Number Vendor Name Description Check
Amount
4/27/2023 148672 THE CITIES GROUP GROUP LIFE/ADD PROGRAM DEPOSIT AND LTD PROGRAM ASSESSMENT: 1/1/2023-6/30/2023
49,269.01
4/27/2023
4/27/2023
4/27/2023
4/27/2023
4/27/2023
4/27/2023
4/27/2023
4/27/2023
148673
148674
148675
148676
148677
148678
148679
148680
THE EDCCO GROUP, INC.
THERMAL MECHANICAL INC.
THOMAS SARSFIELD
TIFCO INDUSTRIES
REPAIR & TROUBLESHOOT LIFT STATION #38 & 59
HVAC SYSTEM PREVENTATIVE MAINTENANCE
INSTRUCTOR FEE: TENNIS
2,625.00
1,087.00
3,956.63
675.65
83.00 MISCELLANEOUS SUPPLIES - VEHICLE PROGRAM
CLASS REFUND: MAD SCIENCETOMOHIRO MORISHIGE
TOWNE FORD SALES
TURBO DATA SYSTEM, INC.
WE GO LOGO
AUTO PARTS 317.25
94.74CITATION PROCESSING - MARCH 2023
LOGO APPAREL FOR CITY MANAGER'S OFFICE AND
CITY COUNCIL
1,022.05
4/27/2023
4/27/2023
4/27/2023
4/27/2023
148681
148682
148683
148684
WEST COAST CODE CONSULTANTS, INC
LUCIA MOHINI WETTASINGHE
YELENA CAPPELLO
PERMIT TECHNICIAN SERVICES - MARCH 2023 8,648.75
500.50
93.51 INSTRUCTOR FEE: CERAMICS WORKSHOP
EMPLOYEE REIMBURSEMENT: YELENA CAPPELLO
34TH STREET, INC TRUST PRESENTATION FOR MANAGEMENT MEETING ON 4/5/2023
1,650.00
1,230,321.00
Submitted for Information:
____________________________________________
Edmund Suen, City Treasurer
CHECKS ON THIS REGISTER PROCESSED AND MAILED ON APRIL 27, 2023
10.1 Warrant Register Report FY 2022-2023-Number 31 - April 27, 2023
219