Attachment 3 – Garbage Preliminary Lien List
Lien
Policy -
Levy
Code
Lien Batch
Number Parcel Number Owner Site Street Address
Service
Thru RSS Charge City Charge Total Due
HR 202506 5491500079 CHONG DAVID S JR 2746 CUTTING BLVD 25/02 $ 280.08 $ 45.00 $ 325.08 HR 202506 4142720319 HUDSON HENRY Z & ZETTA F 2720 GROOM DR 25/02 $ 393.25 $ 45.00 $ 438.25 HR 202506 5172020132 REYES CARLOS 326 38TH ST 25/02 $ 725.38 $ 45.00 $ 770.38 HR 202506 5240600113 OREGON RICARDO 929 34TH ST 25/02 $ 188.75 $ 45.00 $ 233.75 HR 202506 5381810331 CAJUM NIDIA MAGALY 260 1ST ST 25/04 $ 529.15 $ 45.00 $ 574.15 HR 202506 5270710048 ROSE KAREN F 2626 BUSH AVE 25/02 $ 389.90 $ 45.00 $ 434.90 HR 202506 5101320223 HILLEARY CODY 5823 SACRAMENTO AVE 25/02 $ 311.95 $ 45.00 $ 356.95 HR 202506 4311730289 KAMALI OMID & VIVIANA 4736 WESTWOOD CT 25/02 $ 343.15 $ 45.00 $ 388.15 HR 202506 5491020045 HILL JAMES A & DORTHALIA 2424 VIRGINIA AVE 25/02 $ 209.81 $ 45.00 $ 254.81 HR 202506 5130830168 MEMBRENO CARLOS 137 S 42ND ST 25/02 $ 395.42 $ 45.00 $ 440.42 HR 202506 5381810232 CRUZ JOSE ANTONIO 111 BISSELL AVE 25/02 $ 393.26 $ 45.00 $ 438.26 HR 202506 5302800080 PAYSINGER LORENE TRE 1404 VISALIA AVE 1404 AND 1406 25/02 $ 783.84 $ 45.00 $ 828.84 HR 202506 5340310175 MUTUKU ELIJAH 829 9TH ST 25/02 $ 389.90 $ 45.00 $ 434.90 HR 202506 5161600043 HENRY PATRICIA F 453 30TH ST 25/02 $ 360.31 $ 45.00 $ 405.31 HR 202506 5183600237 SHORTER-JONES DEBRA A 630 42ND ST 25/02 $ 427.94 $ 45.00 $ 472.94 HR 202506 4055500096 LEWIS RISHA L 3958 SELMI GRV 25/02 $ 267.48 $ 45.00 $ 312.48 HR 202506 5082920066 HALL TIMOTHY TAYLOR TRE 1643 SAN BENITO ST 25/02 $ 369.76 $ 45.00 $ 414.76 HR 202506 5160100086 PRESTON EDNA C TRE 527 30TH ST 25/02 $ 65.63 $ 45.00 $ 110.63 HR 202506 5502210072 ALAMMARI KHALED A 118 S 7TH ST 25/02 $ 393.80 $ 45.00 $ 438.80 HR 202506 5341910098 VENEGAS MIGUEL ANGEL ESCORZA 719 ELM AVE 25/02 $ 392.89 $ 45.00 $ 437.89 HR 202506 5503320284 HUANG CHENGEN 144 HARBOUR WAY S 25/02 $ 392.89 $ 45.00 $ 437.89 HR 202506 5341710050 KAUR BEERA 648 HARBOUR WAY 25/02 $ 294.10 $ 45.00 $ 339.10 HR 202506 5280100123 HOWARD KEVIN B 2356 HUMPHREY AVE 25/02 $ 320.68 $ 45.00 $ 365.68 HR 202506 5081500281 MARTINEZ PAULA TRE 1445 SAN JOAQUIN ST 25/02 $ 0.04 $ 45.00 $ 45.04 HR 202506 4321610083 CISNEROS DAVID 5177 COACH DR 25/02 $ 287.98 $ 45.00 $ 332.98 HR 202506 5341120037 JOHNSON JONATHAN T 682 4TH ST 25/02 $ 369.76 $ 45.00 $ 414.76 HR 202506 5440210168 SADLER MORGAN J 132 S 12TH ST 25/02 $ 389.90 $ 45.00 $ 434.90 HR 202506 5133960442 GONZALEZ BRICIO RODRIGUEZ 5001 POTRERO AVE 25/02 $ 486.80 $ 45.00 $ 531.80 HR 202506 5290700086 RIOS RICARDO FACUNDO 2120 ESMOND AVE 25/02 $ 290.86 $ 45.00 $ 335.86 HR 202506 5130320186 CORONA RAFAEL M 2916 OHIO AVE 25/02 $ 393.31 $ 45.00 $ 438.31
Attachment 3 – Garbage Preliminary Lien List
Lien
Policy -
Levy
Code
Lien Batch
Number Parcel Number Owner Site Street Address
Service
Thru RSS Charge City Charge Total Due
HR 202506 5341720091 STALLWORTH NELSON HOSEA 620 11TH ST 25/02 $ 87.67 $ 45.00 $ 132.67 HR 202506 5403700221 ANSON ELVIS W 30 17TH ST 25/02 $ 393.26 $ 45.00 $ 438.26 HR 202506 5342710075 RODRIGUEZ MARIA V GUERRERO 524 2ND ST 25/02 $ 360.31 $ 45.00 $ 405.31 HR 202506 4334030030 POURMOHAMAD HOUSHANG TRE 1105 SILVER BELT DR 25/02 $ 1,106.70 $ 45.00 $ 1,151.70 HR 202506 5382100245 PRADO RITA J 250 4TH ST 250-252 25/02 $ 1,606.14 $ 45.00 $ 1,651.14 HR 202506 5243000063 CONWAY RODNEY E 751 32ND ST 25/02 $ 391.82 $ 45.00 $ 436.82 HR 202506 4321910152 SIMMONS-HUDSON MELODY 5451 CABRILLO SUR 25/02 $ 641.11 $ 45.00 $ 686.11 HR 202506 5292620324 MORSHED FAWAZ ABDO KAID 1734 WOOD PL 25/02 $ 393.23 $ 45.00 $ 438.23 HR 202506 5132360156 CHEN XUANDA 608 S 49TH ST 25/02 $ 744.70 $ 45.00 $ 789.70 HR 202506 5608001045 REHMAN IRFAN 2202 MARITIME WAY 25/02 $ 144.74 $ 45.00 $ 189.74 HR 202506 4140930175 FELIPE MARIA FRANCISCO 2915 MOYERS RD 25/02 $ 344.71 $ 45.00 $ 389.71 HR 202506 4140670078 PAYSINGER LORENE TRE 3126 MOYERS RD 25/02 $ 739.28 $ 45.00 $ 784.28 HR 202506 5131850272 JOHNSON ENA 11 CUTTING CT 25/02 $ 738.37 $ 45.00 $ 783.37 HR 202506 4352220182 BAVARO ANTONE F & LORENE L TRE 4685 UPLAND DR 25/02 $ 352.75 $ 45.00 $ 397.75 HR 202506 5502420143 LAREINAGA GEOVANI ROSALES 825 VIRGINIA AVE 25/02 $ 357.07 $ 45.00 $ 402.07 HR 202506 5134030450 SMITH RAMONN S 4500 BELL CT 25/02 $ 360.31 $ 45.00 $ 405.31 HR 202506 4140430143 GARTRELL ALONZO R III 2927 GROOM DR 25/02 $ 385.16 $ 45.00 $ 430.16 HR 202506 5142600062 LU NANCY CHAO TRE 1926 PENNSYLVANIA AVE 25/02 $ 360.31 $ 45.00 $ 405.31 HR 202506 4311730123 ASANTE KOFI 3005 DE ANZA DR 25/02 $ 202.45 $ 45.00 $ 247.45 HR 202506 5302400089 MOLINA LEONARDO 1754 HELLINGS AVE 25/02 $ 392.89 $ 45.00 $ 437.89 HR 202506 4140910185 WILLIAMS JANELLE A 3006 ALTA MIRA DR 25/02 $ 390.97 $ 45.00 $ 435.97 HR 202506 5342920047 MERCADO MAURILIO JR 526 4TH ST 25/02 $ 373.36 $ 45.00 $ 418.36 HR 202506 5404800806 MORAN WALTER A VINDEL 1565 NEVIN PLZ 25/02 $ 114.38 $ 45.00 $ 159.38 HR 202506 5401700124 ORTEZ JORGE A TRE 223 18TH ST 25/02 $ 368.28 $ 45.00 $ 413.28 HR 202506 5502420069 RUIZ RUBEN ARIAS 328 S 8TH ST 25/02 $ 738.37 $ 45.00 $ 783.37 HR 202506 4263820294 CHOI YOUNGSOON 1205 CLUB DR 25/02 $ 389.90 $ 45.00 $ 434.90 HR 202506 5181400143 FORD RONALD TRE 736 35TH ST 25/02 $ 742.02 $ 45.00 $ 787.02 HR 202506 5302300131 DESTOUET MARCUS L 1921 COALINGA AVE 25/02 $ 390.79 $ 45.00 $ 435.79 HR 202506 5130540023 NUNEZ ADRIANA 3311 WALL AVE 25/02 $ 373.48 $ 45.00 $ 418.48
Attachment 3 – Garbage Preliminary Lien List
Lien
Policy -
Levy
Code
Lien Batch
Number Parcel Number Owner Site Street Address
Service
Thru RSS Charge City Charge Total Due
HR 202506 5134030567 TEASLEY EUGENE & CHERYL L 4509 BELL CT 25/02 $ 67.90 $ 45.00 $ 112.90 HR 202506 4252610110 CORDIER VICTORIA TRE 3119 FIESTA CT 25/02 $ 360.31 $ 45.00 $ 405.31 HR 202506 5404600438 REYES JOSE 93 BISSELL WAY 25/02 $ 392.89 $ 45.00 $ 437.89 HR 202506 5612320035 SINGH RAJESHWAR 574 DUBOCE AVE 25/02 $ 409.22 $ 45.00 $ 454.22 HR 202506 5383500195 PAVALOVSKY ALEX 19 2ND ST 25/02 $ 748.16 $ 45.00 $ 793.16 HR 202506 4321420079 ELDRIDGE ANGELA & JAWAN 5400 HACKNEY LN 25/02 $ 744.70 $ 45.00 $ 789.70 HR 202506 5441710034 HENRY NATANYA KENYA 338 S 19TH ST 25/02 $ 393.61 $ 45.00 $ 438.61 HR 202506 5440330040 GAINES SARAH LOUISE CAREY TRE 1630 OHIO AVE 25/02 $ 307.27 $ 45.00 $ 352.27 HR 202506 5093600236 LAND VIEW LLC 910 CARLSON BLVD 25/02 $ 60.05 $ 45.00 $ 105.05 HR 202506 5153700157 SERRANO ALEJANDRO JR 88 MURDOCK ST 25/02 $ 294.10 $ 45.00 $ 339.10 HR 202506 4333520023 AL-ANSI MURAD ALI 5270 HEAVENLY RIDGE LN 25/02 $ 411.35 $ 45.00 $ 456.35 HR 202506 5340220234 ONGOING INVESTMENTS LLC 877 7TH ST 25/02 $ 306.74 $ 45.00 $ 351.74 HR 202506 5341710019 WIGGINS LILLIE M 676 HARBOUR WAY 25/02 $ 304.01 $ 45.00 $ 349.01 HR 202506 5606400207 BLAKELY ROBIN Y 1524 HOFFMAN BLVD 25/02 $ 55.88 $ 45.00 $ 100.88 HR 202506 5263220211 FARINAS WAYNE R 2815 MORAN AVE 25/02 $ 393.26 $ 45.00 $ 438.26 HR 202506 5153600019 WINBERLY RONNIE SR & PAMELA T 110 MURDOCK ST 25/02 $ 360.31 $ 45.00 $ 405.31 HR 202506 5342920039 SIMMONS GEORGIA MARIE 518 4TH ST 25/02 $ 65.54 $ 45.00 $ 110.54 HR 202506 5605601326 TANG NING 41 SOUTHWIND CIR 25/02 $ 336.12 $ 45.00 $ 381.12 HR 202506 5093500048 JARNIGAN EUGENE & ELIZABETH 951 S 46TH ST 25/02 $ 384.12 $ 45.00 $ 429.12 HR 202506 5170600026 NEALS FELECIA L TRE 551 43RD ST 25/02 $ 393.26 $ 45.00 $ 438.26 HR 202506 4140330202 MEDRANO JUAN CARLOS ROSALES 3063 SHANE DR 25/02 $ 393.26 $ 45.00 $ 438.26 HR 202506 5281610062 KWONG WAILEE 2354 LINCOLN AVE 25/02 $ 296.44 $ 45.00 $ 341.44 HR 202506 5081500265 COMSTOCK DUANE 1406 MONTEREY ST 25/02 $ 95.76 $ 45.00 $ 140.76 HR 202506 4334010081 DELGADILLO ARTURO 1509 SOLITUDE LN 25/02 $ 389.90 $ 45.00 $ 434.90 HR 202506 5092000230 ROBINSON DOROTHY M 5303 FALLON AVE 25/02 $ 347.75 $ 45.00 $ 392.75 HR 202506 4056900485 GALICIA MATTHEW 1211 SUMMER LN 25/02 $ 343.15 $ 45.00 $ 388.15 HR 202506 5342710042 NAVARRO EVERARDO & MARIA A 213 BARRETT AVE 25/02 $ 15.62 $ 45.00 $ 60.62 HR 202506 5161710180 TURN KAO LINH TRE 2910 NEVIN AVE 25/02 $ 60.31 $ 45.00 $ 105.31 HR 202506 4263610133 KAMAU SAM NGETHE 1172 FAIRWAY DR 25/02 $ 409.36 $ 45.00 $ 454.36 HR 202506 5262300196 VILLANUEA JUAN & MARIA P 2929 LOWELL AVE 25/02 $ 395.78 $ 45.00 $ 440.78
Attachment 3 – Garbage Preliminary Lien List
Lien
Policy -
Levy
Code
Lien Batch
Number Parcel Number Owner Site Street Address
Service
Thru RSS Charge City Charge Total Due
HR 202506 5290500205 SURATOS VIRGINIA C 1821 ESMOND AVE 25/02 $ 360.31 $ 45.00 $ 405.31 HR 202506 5161000194 PAREDES OLGA M 430 35TH ST 25/02 $ 294.10 $ 45.00 $ 339.10 HR 202506 5230520016 LO CONNIE 746 MCLAUGHLIN ST 25/02 $ 306.04 $ 45.00 $ 351.04 HR 202506 5130510067 MALDONADO CARLOS 3324 FLORIDA AVE 25/02 $ 415.01 $ 45.00 $ 460.01 HR 202506 4263220206 LU NANCY CHAO TRE 1074 VIEW DR 25/02 $ 682.30 $ 45.00 $ 727.30 HR 202506 4313520159 WALKER TINA M & MANUEL P JR 3809 PAINTED PONY RD 25/02 $ 500.36 $ 45.00 $ 545.36 HR 202506 4322010101 FREEMAN VALJEAN 112 WOODSTOCK CT 25/02 $ 721.01 $ 45.00 $ 766.01 HR 202506 5401700199 ACOSTA JESUS CANDELARIO FELIX 1703 BISSELL AVE 25/02 $ 393.23 $ 45.00 $ 438.23 HR 202506 5341410016 NAVARRO ANA 680 9TH ST 25/02 $ 408.14 $ 45.00 $ 453.14 HR 202506 5442110036 ALVARADO JOSE L RICO 430 S 17TH ST 25/02 $ 146.16 $ 45.00 $ 191.16 HR 202506 4055300158 OMOREGLE EGBEBALAKHAMEN 3131 LAKE VIEW CT 25/02 $ 392.34 $ 45.00 $ 437.34 HR 202506 5100810588 BROWN JACQUELINE E 5200 VAN FLEET AVE 25/02 $ 320.94 $ 45.00 $ 365.94 HR 202506 5381820165 SOLIS ARTURO 3 BISSELL AVE 25/02 $ 0.00 $ 45.00 $ 45.00 HR 202506 5242900248 MCDONALD VANESSA 773 33RD ST 25/02 $ 343.15 $ 45.00 $ 388.15 HR 202506 5402400286 RICH KID ENTERTAINMENT INC 144 15TH ST 25/02 $ 786.52 $ 45.00 $ 831.52 HR 202506 4141510075 ROSALES HUGO R 2571 MOYERS RD 25/02 $ 395.16 $ 45.00 $ 440.16 HR 202506 5302800064 PAYSINGER LORENE TRE 1332 VISALIA AVE 1332-1334 25/02 $ 771.29 $ 45.00 $ 816.29 HR 202506 4322040066 MAHAL GURPAL S 5424 SADDLEBACK CT 25/02 $ 413.14 $ 45.00 $ 458.14 HR 202506 4056900626 COLLINS GREGORY & LAWANA 321 SUMMER LN 25/02 $ 369.30 $ 45.00 $ 414.30 HR 202506 5243000121 HERNANDEZ OVIDIO 3129 CLINTON AVE 25/02 $ 406.26 $ 45.00 $ 451.26 HR 202506 5282100154 DE SANZ MIGUEL TRE 2875 GARVIN AVE 25/02 $ 160.31 $ 45.00 $ 205.31 HR 202506 4140840119 MOSLEY ROBERT L & MARTHA H 3016 JO ANN DR 25/02 $ 100.00 $ 45.00 $ 145.00 HR 202506 4080430186 DAGLOW PATRICIA L 612 JOHNSON DR 25/02 $ 160.24 $ 45.00 $ 205.24 HR 202506 5131410135 DELAOLIVA CARMEN 3815 CUTTING BLVD 25/02 $ 221.89 $ 45.00 $ 266.89 HR 202506 4080110176 YCLA LLC 605 BANKS DR 25/02 $ 389.90 $ 45.00 $ 434.90 HR 202506 5502120123 VELASQUEZ JERONIMO A GONZALEZ 617 FLORIDA AVE 25/02 $ 0.00 $ 45.00 $ 45.00 HR 202506 5153800148 BERMUDEZ IGNACIO 2624 CHANSLOR AVE 25/02 $ 393.02 $ 45.00 $ 438.02 HR 202506 5080610164 CASADIDIO JOESPH A & BRIANA 1356 MONTEREY ST DUPLEX 1356-1358 25/02 $ 186.67 $ 45.00 $ 231.67 HR 202506 5580610078 WELCH REBECCA 32 CREST AVE 25/02 $ 371.18 $ 45.00 $ 416.18
Attachment 3 – Garbage Preliminary Lien List
Lien
Policy -
Levy
Code
Lien Batch
Number Parcel Number Owner Site Street Address
Service
Thru RSS Charge City Charge Total Due
HR 202506 4312330444 WANG CHARLENE 5032 ESCALON CIR 25/04 $ 385.39 $ 45.00 $ 430.39 HR 202506 5404801234 GILLIAM KEVIN A 453 METRO WALK WAY 25/02 $ 381.88 $ 45.00 $ 426.88 HR 202506 5611920256 AZAMAR VICTORIANO 401 SANFORD AVE 25/02 $ 393.26 $ 45.00 $ 438.26 HR 202506 5442920152 TALLEY NAKIA K 541 S 21ST ST 25/02 $ 585.16 $ 45.00 $ 630.16 HR 202506 5262900128 MOORE DALE TRE 2886 MARICOPA AVE 25/02 $ 343.15 $ 45.00 $ 388.15 HR 202506 5340230126 PAYSINGER LORENE TRE 731 LUCAS AVE A & B UNITS 25/02 $ 1,130.18 $ 45.00 $ 1,175.18 HR 202506 5154110018 MERCADO MAURILIO JR 200 MURDOCK ST 25/02 $ 378.19 $ 45.00 $ 423.19 HR 202506 5183600047 HERNANDEZ JUAN CARLOS TRE 637 43RD ST 25/02 $ 393.02 $ 45.00 $ 438.02 HR 202506 5501410012 KAZAKU AURELIYA V 326 OHIO AVE 25/02 $ 389.90 $ 45.00 $ 434.90 HR 202506 5383100046 NEALS FELECIA L TRE 426 BISSELL AVE 25/02 $ 393.24 $ 45.00 $ 438.24 HR 202506 5142000024 FENG MARIA 2006 ROOSEVELT AVE 25/02 $ 143.38 $ 45.00 $ 188.38 HR 202506 5280500124 GUTIERREZ ANTONIO & BLANCA 2886 ANDRADE AVE 25/02 $ 360.31 $ 45.00 $ 405.31 HR 202506 5490200283 MOORE SONITA M 2401 MAINE AVE 25/02 $ 360.31 $ 45.00 $ 405.31 HR 202506 5490310090 CUELLAR MARIO V 358 S 23RD ST 25/02 $ 393.01 $ 45.00 $ 438.01 HR 202506 4142220047 PAGSANJAN CARLA 3047 COLETTE DR 25/02 $ 392.89 $ 45.00 $ 437.89 Total 868 $ 527,017.41 $ 39,060.00 $ 566,077.41
June 24, 2025
Finance Department
DATE: June 24, 2025
TO: Mayor Martinez and Members of the City Council
FROM: Andrea Miller, Director of Finance
Mubeen Qader, Deputy Director of Finance
Jerry Gurule, Accounting Manager
SUBJECT: Investment Policy Update
FINANCIAL IMPACT: There is no fiscal impact due to this agenda item.
PREVIOUS COUNCIL
ACTION:
April 30, 2024
December 3, 2024
April 15, 2025
STATEMENT OF THE
ISSUE:
On April 15, 2025, the City Council adopted a revised
Investment Policy to submit for certification to the
California Municipal Treasurers Association (CMTA). City staff received the results from CMTA highlighting
Certification, and additional feedback was received to
incorporate in the Investment Policy.
RECOMMENDED ACTION: RECEIVE Investment Policy Certification from the California Municipal Treasurers Association (CMTA) and
ADOPT a Resolution updating the City of Richmond
Investment Policy incorporating additional CMTA
recommendations – Finance Department (Andrea Miller
510-620-6740/ Mubeen Qader 510-412-2077/Jerry
Gurule 510-620-6591).
DISCUSSION:
At the special City Council meeting on April 30, 2024, the City Council directed City staff to review and modify the City of Richmond’s Investment Policy to add additional restrictions eliminating the investment of City funds in industries that facilitate violence, AGENDA
REPORT
392
June 24, 2025
war, oppression, and apartheid. City staff have been directed to present Investment Policy modifications and recommendations for socially responsible investments to City Council for consideration.
Following the directions provided to City staff, research was conducted around Investment Policy revisions, which brought to light text within AB 2844. Passed in California in 2016, AB 2844 is a law related to public contracts and discrimination. It requires any entity bidding on state contracts worth $100,000 or more to certify that they comply with California’s anti-discrimination laws, including the Civil Rights Act and the Fair Employment and Housing Act.
The bill was initially introduced to counter boycotts against Israel, but its final version does not explicitly mention the Boycott, Divestment, and Sanctions (BDS) movement.
Instead, it broadly ensures that contractors do not engage in discriminatory practices against any sovereign nation or peoples recognized by the U.S. government.
On December 3, 2024, following further research, the City staff developed four new restrictions to address the City Council’s concerns around socially responsible investments while complying with the text included in AB 2844:
4. The City will not invest in companies that develop and manufacture commodities that facilitate violence, war, oppression, and apartheid.
5. The City will not invest in companies that develop and manufacture arms and weapons.
6. The City will not invest in companies that develop and manufacture commodities involved in border and mass surveillance industries.
7. The City will not invest in companies involved in mass incarceration and detention industries, nor those companies that use prison labor to manufacture products.
After the City Council adopted the revised Investment Policy in December 2024, the City staff took the following actions towards implementing the policy:
The Director of Finance sent letters to the California State Treasurers’ Office Local Agency Investment Funds (LAIF), Mechanics Bank, and CalTRUST requesting to incorporate the City’s revised Investment Policy while managing funds for the City of Richmond.
The following is a summary of responses received:
Response from CalTRUST:
“Since CalTRUST is not actively managing individual investments for the City, we are unable to certify compliance with your City’s specific investment policy; we can only certify compliance with the CalTRUST Investment Policy, which is in compliance with California Government Code. Since we are pooled investment 393
June 24, 2025
funds, we are unable to place additional screens or restrictions on our investment funds for individual shareholders.”
Response from LAIF:
“Thank you for your email. Currently the PMIA does not hold any of the names listed on your policy. But, we are not prohibited from doing so, and could, depending on their credit and availability in the market, purchase commercial paper issued by any name on the PMIA list of approved
investments: https://www.treasurer.ca.gov/pmia-laif/investments/cp.pdf” Response from Mechanics Bank:
“Please accept this letter as confirmation that Mechanics Bank will comply with the City’s updated investment policy restrictions dated December 2024. The accounts we have on file for the City are considered collateralized bank deposit accounts. We do not invest the City’s funds, only back the deposits with collateral per the public contract code.”
Portfolio Composition March 2025
As of the March 2025 Investment Report, presented to the City Council on May 6, 2025, the City has total Pooled Cash balance of $342 million. Out of the total, there is $17 million in the General Checking account, and the remaining $325 million in the investment accounts as follows:
Figure 1: City of Richmond Investment Composition as of March 2025 Investment Policy Certification Program
After the City Council adopted the revised Investment Policy in December 2024, City staff submitted the Policy to the California Municipal Treasurer’s Association for Certification. The investment policy certification program is developed by the California Municipal Treasurers Association (CMTA) with support from the California Debt and Investment Advisory Commission (CDIAC).
The CMTA Investment Policy Certification Program provides professional guidance and assistance in developing and/or improving investment policies that meet industry best practices for California’s public sector agencies and districts. 394
June 24, 2025
The benefits of having a City’s Investment Policy Certified by the California Municipal Treasurers Association are:
Trust, confidence and verification to one’s governing body that the policy has been reviewed and certified by a professional organization within California; The policy has been reviewed by fellow CMTA members, many of which have earned the Certified California Municipal Treasurers (CCMT) designation; To show transparency of one’s governing body to the public; To demonstrate that due diligence was performed on a City’s Investment Policy; California Government Code sections are included (cited) in policy Assist to satisfy auditors when reviewing a city’s Investment Policy; and Eighteen areas of Investment Policies are addressed: Scope, Prudence, Objective, Delegation of Authority, Ethics and Conflicts of Interest, Authorized Financial Dealers and Institutions, Authorized and Suitable Investments, Review of Investment Portfolio, Investment Pools/Mutual Funds, Collateralization, Safekeeping and Custody, Diversification, Maximum Maturities, Internal Controls, Performance Standards, Reporting, Investment Policy Adoption and Glossary.
The policy is reviewed by three CMTA members to determine if the Agency/District’s policy has met investment policy standards and criteria set forth by CMTA and has a passing score of 85/100. The policies scoring less than 85 receive the three evaluations with feedback and have the opportunity to resubmit their policy within 90 days for no additional fee.
The City of Richmond received the initial results of the investment policy submission on February 19, 2025, with a score of 80 out of 100. CMTA provided grading rubrics along with suggestions and examples to strengthen the current policy. City staff incorporated the suggestions into the investment policy provided by CMTA for City Council approval during the April 15, 2025, City Council meeting prior to resubmitting for certification.
On May 19, 2025, the City of Richmond received congratulations from the California Municipal Treasurers Association for successfully certifying its Investment Policy (Attachment 1). In addition to receiving Certification, CMTA provided scores and additional feedback to be implemented to reduce unintended restrictions with allowable investment instruments (Attachment 2). The City improved its score from 80 to 95.33 out of 100. The minor changes being proposed regarding the additional feedback are allowable under the California Government Code and align with the City Council’s approved restrictions (Attachment 3).
395
June 24, 2025
NEXT STEPS:
Staff will continue to explore options to refine the investment strategy based on the revised Investment Policy, and should there be any significant changes around investments, City Council will be provided with an update.
DOCUMENTS ATTACHED:
Attachment 1 – City of Richmond CMTA Investment Policy Certification Attachment 2 – Scores and Feedback CMTA Investment Policy Certification Attachment 3 – Updated Investment Policy
Attachment 4 – Resolution adopting Updated Investment Policy 396
California Municipal
Treasurers Association
Investment Policy Certification
Issued on 5/19/2025
City of Richmond
The California Municipal Treasurers Association certifies that the investment policy of the City of Richmond complies with the current State statutes governing the investment practices of local government entities located within the State of California.
President
5/19/2025
Date
397
SECTION MAX POINTS SCORE 1 SCORE 2 SCORE 3 AVERAGE
1 SCOPE 5 5 5 5 5.00
2 PRUDENCE 5 4 5 5 4.67
3 OBJECTIVE 5 5 5 4 4.67
4 DELEGATION OF AUTHORITY 5 5 5 5 5.00
5 ETHICS AND CONFLICT OF INTEREST 5 5 5 5 5.00
6 AUTHORIZED DEALERS & INSTITUTIONS 5 5 5 5 5.00
7 AUTHORIZED & SUITABLE INVESTMENTS 10 10 8 5 7.67
8 REVIEW OF INVESTMENT PORTFOLIO 5 5 5 5 5.00
9 INVESTMENT POOLS/MUTUAL FUNDS 5 5 5 5 5.00
10 COLLATERALIZATION 5 5 5 5 5.00
11 SAFEKEEPING AND CUSTODY 5 5 5 5 5.00
12 DIVERSIFICATION 5 5 5 5 5.00
13 MAXIMUM MATURITIES 5 5 5 5 5.00
14 INTERNAL CONTROLS 5 5 5 5 5.00
15 PERFORMING STANDARDS 5 4 5 3 4.00
16 REPORTING 10 10 10 8 9.33
17 INVESTMENT POLICY ADOPTION 5 5 5 5 5.00
18 GLOSSARY 5 5 5 5 5.00
98 98 90
TOTAL AVERAGE SCORE (OUT OF 100) CERTIFIED
95.33 YES
CMTA Investment Policy Scorecard Summary
NAME OF ENTITY
REVIEW DATE
City of Richmond
May 19, 2025
398
SECTION MAX POINTS SCORE COMMENTS
1 SCOPE 5 5
2 PRUDENCE 5 4 Define prudent
invesotr/person in glossary
3 OBJECTIVE 5 5
4 DELEGATION OF AUTHORITY 5 5
5 ETHICS AND CONFLICT OF INTEREST 5 5
6 AUTHORIZED DEALERS & INSTITUTIONS 5 5
7 AUTHORIZED & SUITABLE INVESTMENTS 10 10
8 REVIEW OF INVESTMENT PORTFOLIO 5 5
9 INVESTMENT POOLS/MUTUAL FUNDS 5 5
10 COLLATERALIZATION 5 5
11 SAFEKEEPING AND CUSTODY 5 5
12 DIVERSIFICATION 5 5
13 MAXIMUM MATURITIES 5 5
14 INTERNAL CONTROLS 5 5
15 PERFORMING STANDARDS 5 4 Consider stating actual
benchmark
16 REPORTING 10 10
17 INVESTMENT POLICY ADOPTION 5 5
18 GLOSSARY
5 5
peruse policy to see if key
defintions are included in
glossary
TOTAL SCORE (OUT OF 100) CERTIFIED
98 YES
Additional Comments:
CMTA Investment Policy Scorecard
City of Richmond
Margaret Moggia
5/7/2025
NAME OF ENTITY
EVALUATOR
EVALUATION DATE
399
SECTION MAX POINTS SCORE COMMENTS
1 SCOPE 5 5
2 PRUDENCE 5 5
3 OBJECTIVE 5 5
4 DELEGATION OF AUTHORITY 5 5
5 ETHICS AND CONFLICT OF INTEREST 5 5
6 AUTHORIZED DEALERS & INSTITUTIONS 5 5
7 AUTHORIZED & SUITABLE INVESTMENTS
10 8
Limiting Gov't Bonds/Notes
and GSE's to 5% could be
too restictive; suggest
increasing to allow for some
flexibiity.
8 REVIEW OF INVESTMENT PORTFOLIO 5 5
9 INVESTMENT POOLS/MUTUAL FUNDS 5 5
10 COLLATERALIZATION 5 5
11 SAFEKEEPING AND CUSTODY 5 5
12 DIVERSIFICATION 5 5
13 MAXIMUM MATURITIES 5 5
14 INTERNAL CONTROLS 5 5
15 PERFORMING STANDARDS 5 5
16 REPORTING 10 10
17 INVESTMENT POLICY ADOPTION 5 5
18 GLOSSARY 5 5
TOTAL SCORE (OUT OF 100) CERTIFIED
98 YES
Additional Comments:
Impressed with the changes made. Overall a very good and solid policy. Good job! CMTA Investment Policy Scorecard
City of Richmond
Mary-Ann Davidson
5/9/2024
NAME OF ENTITY
EVALUATOR
EVALUATION DATE
400
SECTION MAX POINTS SCORE COMMENTS
1 SCOPE 5 5
2 PRUDENCE 5 5
3 OBJECTIVE 5 4
consider removing the word
"total"
4 DELEGATION OF AUTHORITY 5 5
5 ETHICS AND CONFLICT OF INTEREST 5 5
6 AUTHORIZED DEALERS & INSTITUTIONS 5 5
7 AUTHORIZED & SUITABLE INVESTMENTS
10 5
I like the new layout.
However, was the intention
to limit Treasuries and GSE
to 5%? Prior suggestion
was to limit credit to 5%
max. Apologies if was
confusing. In my
experience, limiting
treasuries and GSE to 5%
could be problematic.
8 REVIEW OF INVESTMENT PORTFOLIO 5 5
9 INVESTMENT POOLS/MUTUAL FUNDS
5 5
Good addition; is it your
intention to only allow
CalTrust since that is the
only pool specifically
mentioned? Is CalTrust also
subject to the due diligence
requirements?
10 COLLATERALIZATION 5 5
11 SAFEKEEPING AND CUSTODY 5 5
12 DIVERSIFICATION 5 5
13 MAXIMUM MATURITIES 5 5
14 INTERNAL CONTROLS 5 5
15 PERFORMING STANDARDS
5 3
Is the city's intention to
primarily buy and hold or
manage on a total rate of
return?
16 REPORTING
10 8
You are in compliance but
just wanted to check to
make sure the intention was
to produce full monthly
investment reports. Many
entities produce a monthly
transaction report and a
quarterly investment report
17 INVESTMENT POLICY ADOPTION 5 5
18 GLOSSARY 5 5
CMTA Investment Policy Scorecard
City of Richmond
Susan Munson
5/7/2025
NAME OF ENTITY
EVALUATOR
EVALUATION DATE
401
TOTAL SCORE (OUT OF 100) CERTIFIED
90 YES
Additional Comments: Nice Improvements!
402
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POLICY: Investment Policy
ESTABLISHED: October 17, 2023
RESOLUTION NO.: 34-25(A); DATE: April 15, 2025
I. Investment Policy
A. Mission Statement
It is the policy of the City of Richmond (City) to invest public funds in a manner which prioritizes safety and liquidity over yield while meeting the daily cash flow demands of the City and conforming to all state and local statutes governing the investment of public funds.
B. Scope
This investment policy covers the City's pooled funds which include the General Fund, Special Revenue, Debt Service, Capital Projects, Enterprise, Internal service, Trust & Agency, Redevelopment/Successor Agency and any other Funds investment activities under the direction of the City.
The investment of bond and note proceeds will be in accordance with policy contained in the relevant bond documents approved by the City Council at the time of the issuance of the debt. To the extent not inconsistent with such bond documents, bond or note proceeds and in accordance with Government Code, sections 53601(I) and 5922(d), proceeds may be invested in (i) Guaranteed Investment Contracts or other debt issuance proceeds with an investment provider rated in a category of "A" or better and with downgrade protection or (ii) Investment instruments described herein.
The investment policy for the Police and Fire Pension Fund and the General Pension Fund are contained in the City Charter.
C. Objectives
The City's investment activities are designed to accurately monitor and forecast expenditures and revenues to ensure funds are always available when needed. The portfolio will be managed to take advantage of changing economic conditions that can aid in increasing the total return on the City's portfolio.
The primary objectives of the investment activities, in priority order shall be:
1. Safety. Safety of principle is the foremost objective of the investment program. Investments of the City shall be undertaken in a manner that seeks to ensure preservation of capital in the portfolio. To attain this objective, the City will diversify its investments by investing funds among a variety of securities offering independent returns.
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2. Liquidity. An adequate percentage of the portfolio will remain sufficiently liquid in short-term securities to enable the City to meet its cash flow requirements. Since all cost requirements cannot be anticipated, investment in securities with active secondary or resale markets is highly recommended. Emphasis should be on marketable securities with low sensitivity market risks.
3. Yield. The investment portfolio of the City should be designed with the objective of attaining a market rate of return, also known as the yield, throughout budgetary and economic cycles. Yield should be considered only after safety and liquidity objectives have been met and measured against cash flow needs.
D. Delegation of Authority
Management responsibility for the investment program is hereby delegated to the Director of Finance, acting in their capacity as Treasurer, or the Deputy Director of Finance as designee, or the Accounting Manager as designee, who shall be responsible for all transactions undertaken and shall monitor and review all investments for consistency with this investment policy. The Director of Finance or their designee(s) shall establish a system of controls to regulate the activities of subordinate officials, and their procedures in the absence of the Director of Finance.
E. Prudence
The City holds to the “prudent investor” standard as set forth in Section 53600.3 of the California Government Code, in that all investments placed shall be made with a degree of judgment and care. The prudent investor standard states, “[w]hen investing, reinvesting, purchasing, acquiring, exchanging, selling, or managing public funds, a trustee shall act with care, skill, prudence, and diligence under the circumstances then prevailing, including, but not limited to, the general economic conditions and the anticipated needs of the agency, that a prudent person acting in a like capacity and familiarity with those matters would use in the conduct of funds of a like character and with like aims, to safeguard the principal and maintain the liquidity needs of the agency.”
Investment officers acting in accordance with written procedures and the investment policy and exercising due diligence shall be relieved of personal responsibility for an individual security’s credit risk or market price changes, provided deviations from expectations are reported in a timely fashion and appropriate action is taken to control adverse developments. 404
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F. Ethics and Conflict of Interest
All participants in the investment process shall act as custodians of the public trust.
Investment officials shall recognize that the investment portfolio is subject to public review and evaluation. Thus, employees and officials involved in the investment process shall refrain from personal business activity that could create a conflict of interest or the appearance of a conflict with proper execution of the investment program, or which could impair their ability to make impartial investment decisions.
Employees and investment officials shall disclose to the City Clerk’s Office any material interests in financial institutions with which they conduct business, and they shall further disclose any large personal financial/investment positions that could be related to the performance of the investment portfolio. Employees and officers shall refrain from undertaking any personal investment transactions with the same individual with whom business is conducted on behalf of the City. All investment personnel shall comply with the reporting requirements of the Political Reform Act, including the annual filing of their Statement of Economic Interest.
G. Authorized Financial Institutions, Depositories and Broker/Dealers The Director of Finance will obtain financial information from qualified institutions to determine if the institution markets in securities appropriate to the City’s needs, can assign qualified sales representatives, and can provide written agreement to abide by the conditions set forth in the City’s Investment Policy.
The City may engage the services of investment advisory firms to assist in the management of the portfolio and investment advisors may utilize their own list of approved broker/dealers. Investment advisors should be registered with the US Securities and Exchange Commission (SEC). The advisor shall maintain a list of authorized broker-dealers and complete the appropriate due diligence required by the SEC. The list of approved firms maintained by the investment advisor shall be provided to the City on an annual basis or upon request. The investment advisor will certify that they have read and are willing to comply with the City’s investment policy.
If an external investment advisor is not used in the process of recommending a particular transaction in the City’s portfolio, any authorized broker/dealer from whom a competitive bid is obtained for the transaction will meet the following criteria and provide the required information to the Director of Finance: proof of Financial Industry Regulatory Authority (FINRA) certification, proof of state registration, audited financial statements, a completed broker/dealer questionnaire, and certification of having read the City’s investment policy. Each firm will be evaluated and selected based on firm and staff qualifications, trading product capacity, research capabilities, compliance and due diligence, presentation, and credit worthiness.
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In accordance with Government Code Section 53601.5, institutions eligible to transact investment business with the City include:
• Institutions licensed by the state as a broker-dealer. • Institutions that are members of a federally regulated securities exchange. • Primary government dealers as designated by the Federal Reserve Bank and non-primary government dealers.
• Nationally or state-chartered banks.
• The Federal Reserve Bank.
• Direct issuers of securities eligible for purchase.
The Director of Finance will maintain a list of broker/dealers authorized to provide investment services. These may include "primary" dealers or "regional" dealers that qualify under Securities and Exchange Commission Rule 15c3-1 (uniform net capital rule). An eligible designation does not guarantee that the City will do business with the firm or institution.
An annual review of the financial condition and registrations of brokers/dealers on the City’s approved list will be conducted by the Director of Finance. The bidding process shall be conducted every four years. The current audited financial statement is required to be on file for each financial institution and broker/dealer in which the City invests.
H. Authorized Investments and Maximum Maturities
To the extent possible, the City will attempt to match its investments with anticipated cash flow requirements. The City will not invest in securities maturing more than five (5) years from the date of trade settlement, unless the City Council has by resolution granted authority to make such an investment either specifically or as a part of an investment program it has approved no less than three months prior to the investment or is otherwise stated in this policy. Forward settlement on new issues may not exceed 45 days from time of investment.
The City’s investments are governed by Government Code Sections 53600, et seq.
Within the investments permitted by the Government Code, the City seeks to further restrict eligible investments to the guidelines listed below. In the event a discrepancy is found between this policy and the Government Code, the more restrictive parameters will take precedence. Percentage holding limits listed in this section apply at the time the security is purchased.
An appropriate risk level determined by the Government Code must be maintained by primarily purchasing securities that are of high quality, liquid, and marketable. 406
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The portfolio must be diversified by security type and institution to avoid incurring unreasonable and avoidable risks regarding specific security types or individual issuers.
1. Government Bonds and Notes - Maximum of 100% invested no longer than 5 years. Purchases may not exceed 5% in any single issuer. a) United States Treasury Notes, Bonds, Bills, or certificates of indebtedness or those for which the full faith and credit of the United States are pledged for the payment of principal and interest; and
b) Treasury notes or bonds of the State of California; and c) Bonds, Notes, Warrants or other evidence of indebtedness of the State of California, or any local agency within California with a minimum rating threshold of an “A”.
Any local agency within California with a minimum rating threshold of an “A”.
2. Bonds and Notes of Federally Sponsored Agencies - Maximum of 100% invested no longer than 5 years, such as the Federal Farm Credit Bank, Federal Home Loan Bank, Federal National Mortgage Association, Government National Mortgage Association, or any other instruments issued by a federal agency, or a United States government sponsored enterprise. Purchases may not exceed 5% in any single issuer.
3. Bankers’ Acceptance - Bills of exchange or time drafts drawn on and accepted by a commercial bank insured by the FDIC, with a rating category of at least A-1 or the equivalent by a nationally recognized statistical rating organization (NRSRO). Purchases in this category may not exceed 180 days maturity or 40% of the City’s investment portfolio as provided by Government Code Section 53601(f)g. Purchases may not exceed 5% in any single issuer.
3.4. Registered treasury notes or bonds of any of the other 49 states - in addition to California, including bonds payable solely out of the revenues from a revenue-producing property owned, controlled, or operated by a state or by a department, board, agency, or authority of any of the other 49 states, in addition to California. Such securities must be rated in a rating category of "A" or better by a nationally recognized rating service. Purchases may not exceed 30% of the total portfolio.
Purchases in any single issuer may not exceed 5% of the portfolio.
4.5. Negotiable Certificates of Deposit - issued by a Federal and State chartered bank or a Federal and State Savings and Loan Association or by any state licensed branch of a foreign bank. Purchases are not to exceed 30% of total portfolio. Purchases may not exceed 5% in any 407
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single issuer.
5.6. Repurchase Agreements - Repurchase agreements are agreements between the local agency and seller for the local agency to purchase government securities to be resold back to the seller at a specific date and for a specific amount and are authorized by Government Code Section 53601(j). Although the legal maximum maturity on these investments is 360 days, repurchase agreements are generally shortterm investments varying from one day to two weeks. Investments in repurchase agreements must be collateralized, and collateral required for repurchase agreements is limited to Treasury and Agency securities. In order to anticipate market changes and provide a level of security for all funds, the required collateralization level is 102% of the market value of principal and accrued interest.
6.7. Collateralized Bank Deposits - As authorized in Government Code Section 53601(n), notes, bonds, or other obligations that are at all times secured by a valid first priority security interest in securities of the types listed by Section 53651 as eligible securities for the purpose of securing local agency deposits having a market value at least equal to that required by Section 53652 for the purpose of securing local agency deposits.
7.8. Local Agency Investment Fund (LAIF) - maximum of $75 million The City may invest in the Local Agency Investment Fund (LAIF) established by the State Treasurer for the benefit of local agencies up to the maximum permitted by State law but not to exceed the aggregate limit set by the City of 100%. LAIF’s investments in instruments prohibited by or not specified in the City’s policy do not exclude the investment in LAIF itself from the City’s list of allowable investments.
8. CalTRUST a Joint Powers Authority- created by public agencies to Shares of beneficial interest issued by a joint powers authority organized pursuant to Section 6509.7 that invests in the securities and obligations authorized in subdivisions (a) to (r), inclusive. Each share shall represent an equal proportional interest in the underlying pool of securities owned by the joint powers authority. To be eligible under this section, the joint powers authority issuing the shares shall have retained an investment adviser that meets all of the following criteria:
(a) The adviser is registered or exempt from registration with the Securities and Exchange Commission.
(b) The adviser has not less than five years of experience investing in the securities and obligations authorized in subdivisions (a) to (q), inclusive. 408
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(c) The adviser has assets under management in excess of five hundred million dollars ($500,000,000).
9.10. Medium Term Notes - with a maximum of five years maturity issued by corporations organized and operating within the United States. Such securities must be rated in a rating category of "A" or better by a nationally recognized rating service. Purchases may not exceed 30% of the total portfolio. Purchases in any single issuer may not exceed 5% of the portfolio.
10.11. Commercial Paper - of "prime quality" of the highest ranking or of the highest letter and numerical rating as provided by Moody's Investor Service, Inc., or Standard & Poor's Corporation. Eligible paper is further limited to issuing corporations that are organized and operating within the United States and have total assets in excess of five hundred million dollars ($500,000,000) and having an "A" or higher rating for the issuer's debt, other than commercial paper, if any, as provided for by Moody's Investors Service, Inc., or Standard & Poor's. Eligible commercial paper may not exceed 270 days maturity nor represent more than 10 percent of the outstanding paper of an issuing corporation. Purchases of commercial paper may not exceed 25% of the City’s surplus money that may be invested pursuant to this section.
11.12. Mutual Funds and Money Market Mutual Funds - are eligible for investment if the companies providing the mutual funds invest only in instruments authorized by Government Code, Sections 53601 and 53630.
To be an eligible money market investment under this section:
The money market shall have attained the highest ranking, or the highest letter and numerical rating provided by not less than two nationally recognized statistical rating
organizations and shall maintain these ratings for the
duration of the investment.
Retain an investment advisor registered with the Securities and Exchange Commission (SEC) with not less than five
(5) years' experience investing in securities and
obligations.
The fund shall have a minimum of $500 million to total asset size of portfolio at time of investment and should not drop below this threshold.
The purchase price of the share of beneficial interest shall 409
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not include any commission that these companies charge. Purchases in one mutual fund shall not exceed 10 percent of the total portfolio.
Purchases shall not exceed 20 percent of the total portfolio.
13.Mortgage-Backed Passthrough/Asset-Backed Securities - which are rated “AA” or higher and have a maximum remaining maturity not to exceed 5 years. No more than 20 percent of the City’s surplus funds shall be invested pursuant to this section.
Agency Mortgage-Backed Securities issued or guarantted by the U.S Government or U.S. Agencies shall have a maximum maturity of 5 years.
Percentage of the portfolio, issuer, and ratings are not applicable.
14.Supranational Securities that are United States dollar denominated senior unsecured unsubordinated obligations issued or unconditionally guaranteed by they International Bank for Reconstruction and Development (IBRD), International Finance Corporation (IFC), or InterAmerican Development Bank (IADB), with a maximum remaining maturity of five years or less, and eligible for purchase and sale within the United States. Investments must be rated “AA” or its equivalent or better and shall not exceed 30 percent of the City’s surplus funds.
12.15. Public Bank Obligations - As authorized in Government Code Section
53601(r), 53635(c), and 57603 local agencies may invest in commercial paper, debt securities or other obligations of a public bank. The maximum legal final maturity is limited to five years.
Summary of Maximum Percentage Limitations of Investments, by Investment Type The following summary of maximum percentage limits, by instrument, is established for the City's total pooled fund's portfolio:
Investment Type: Percentage
U.S. Treasury Bills, Notes, and Bonds 0 to 100%
U.S. Government Agency Obligations 0 to 100%
Bankers’ Acceptance 0 to 40%
Muni Bonds Issued by other 49 States
Negotiable Certificates of Deposit Local
0 to 30%
0 to 30%
Repurchase Agreements 0 to 100%
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Local Agency Investment Fund (LAIF) 0 to 100% (Max $75 million) CalTRUST(Joint Powers Authority) 0 to 100%
Medium Term Notes 0 to 30%
Commercial Paper 0 to 25%
Money Market Funds
ABS/Non Agency MBS
Supranational Securities
0 to 20%
0 to 20%
0 to 30%
Collateralized Bank Deposits 0 to 100%
Public Bank Obligations 0 to 100%
I. Reporting
A monthly transaction report will be submitted by the Treasurer to the City Council in accordance with Government Code Section 53607. A monthly Investment Report will be submitted with the monthly transaction report. The following elements will be part of the investment report:
1. Type of investment
2. Institution/Issuer
3. Date of maturity
4. Cost of security (par amount) and dollar amount in all securities
5. Description of the funds, investments and programs managed by contracts
6. Current market value of securities
7. Rate of return
8. Statement of compliance to meet pool expenditure requirements for the next six months
9. If, in any case, pool expenditures are not met, an explanation of why sufficient monies will not be available.
J. Review of the Investment Portfolio
The securities held by the City must be in compliance with Section H - Authorized and Suitable Investments at the time of purchase. Because some securities may not comply with Section H - Authorized and Suitable Investments subsequent to the date of purchase, The Director of Finance must periodically, but no less than quarterly, review the portfolio to identify investments that do not comply with this investment policy and establish protocols for reporting major and critical incidences of noncompliance to the City Council. A report to City Council detailing the issue and recommendations to bring the portfolio back into compliance should be made.
K. Investment Pools
Government sponsored investment pools (Pools) are permitted under California 411
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Government Code Section 53601 et seq. and an excellent short-term investment option for cash management facilities. These pools can provide safety, liquidity and yield in a single diversified investment. However, thoughtful investigation and due diligence are required both initially at the time of purchase and ongoing analysis to determine that the investment pool is being managed in a manner consistent with the objectives of the Policy.
Best efforts will be made to acquire the following information:
1. A description of eligible investment securities, and a written statement of investment policy and objectives.
2. A description of interest calculations and how it is distributed, and how gains and losses are treated.
3. A description of how the securities are safeguarded (including the settlement processes), and how often the securities are priced and the program audited.
4. A description of who may invest in the program, how often, what size deposit and withdrawal are allowed.
5. A schedule for receiving statements and portfolio listings.
6. Are reserves, retained earnings, etc. utilized by the pool/fund?
7. A fee schedule, and when and how is it assessed.
8. Is the pool/fund eligible for bond proceeds and/or will it accept such proceeds?
L. Collateralization
Collateral for Certificates of Deposit (CD) and Negotiated Certificates of Deposit (NCD) must comply with Government Code 53601, Chapter 4, Bank Deposit law Section 16500 et seq. and the Savings and Loan and Credit Union Deposit Law Government Code Section 16600 et seq. In addition, if the CD is not FDIC insured or goes over the FDIC $250,000 limit, collateral is required to equal 100 percent of the principal of either U.S. Treasury securities or Federal Agency securities. The collateral level for Repurchase (and reverse repurchase) Agreements is 102% for reverse repurchase agreements of principal and accrued interest.
Collateral will always be held by an independent third party with whom the City has a current custodial agreement. Clearly marked evidence of ownership (safekeeping receipt) must be supplied to the City and retained. The right of collateral substitution is granted, within the parameters and constraints of the Policy. 412
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M. Safekeeping and Custody
Securities purchased from broker/dealers shall be held in third party safekeeping by the trust department of the City's bank or other designated third party, in the City's name and control. The basic premise underlying the City's investment philosophy is and will continue to be to ensure that money is always safe and available when needed. All trades executed by a dealer will settle delivery vs. payment (DVP) through the City's safekeeping agent. Securities held in custody for the City shall be independently audited on an annual basis to verify investment holdings.
N. Diversification and Risk Tolerance
Credit risk is the risk that a security or a portfolio will lose some or all its value due to a real or perceived change in the ability of the issuer to repay its debt. The City will mitigate credit risk by adopting the following strategies:
• The diversification requirements included in the “Authorized Investments” section of this policy are designed to mitigate credit risk in the portfolio. • No more than 5% of the total portfolio may be deposited with or invested in securities issued by any single issuer unless otherwise specified in this policy.
• The City may elect to sell a security before its maturity and record a capital gain or loss in order to manage the quality, liquidity or yield of the portfolio in response to market conditions or City’s risk preferences. • If a security owned by the City is downgraded to a level below the requirements of this policy, making the security ineligible for additional purchases, the following steps will be taken:
• Any actions taken related to the downgrade by the investment adviser will be communicated to the Treasury Committee in a timely manner. • If a decision is made to retain the security, the credit situation will be monitored and reported to the City Council by the Treasurer.
Market risk is the risk that the portfolio value will fluctuate due to changes in the general level of interest rates. The City recognizes that, over time, longer-term portfolios have the potential to achieve higher returns. On the other hand, longerterm portfolios have higher volatility of return. The City will mitigate market risk by providing adequate liquidity for short-term cash needs, and by making longer-term investments only with funds that are not needed for current cash flow purposes. The City further recognizes that certain types of securities, including variable rate securities, securities with principal paydowns before maturity, and securities with embedded options, will affect the market risk profile of the portfolio differently in different interest rate environments. The City, therefore, adopts the following 413
Page | 12
strategies to control and mitigate its exposure to market risk:
• The City will maintain a minimum of six months of budgeted operating expenditures in short term investments to provide sufficient liquidity for expected disbursements.
• The maximum stated final maturity of individual securities in the portfolio will be five (5) years, except as otherwise stated in this policy. • The duration of the portfolio will generally be approximately equal to the duration (typically, plus or minus 20%) of a Market Benchmark, an index selected by the City based on the City’s investment objectives, constraints and risk tolerances.
O. Internal Control
The Treasurer or designee shall maintain a system of internal controls designed to ensure compliance with the Investment Policy and to prevent losses due to fraud, employee error, and misrepresentations by third parties or unanticipated changes in financial markets. Accordingly, the Treasurer shall establish an annual process of independent review by an external auditor. This review will provide internal control by assuring compliance with policies and procedures.
P. Performance Standards
The investment portfolio shall be designed to attain a market-average rate of return throughout budgetary and economic cycles, taking into account the City’s risk constraints, the cash flow characteristics of the portfolio, and state and local laws, ordinances or resolutions that restrict investments.
The Director of Finance must monitor and evaluate the portfolio’s performance relative to the chosen market benchmark(s), which will be included in the monthly investment report. The Director of Finance shall select an appropriate, readily available index to use as a market benchmark.
Q. Investment Policy Adoption
The investment policy shall be adopted by resolution of the City Council. The policy shall be reviewed annually by the Council and any modification made thereto must be approved by the City Council.
R. Interest Earnings
All moneys earned and collected from investments authorized in this policy shall be allocated quarterly to pooled funds based on the daily cash balance in each fund as a percentage of the entire pooled portfolio. Should any fund not have a daily cash balance at the end of a quarter, it will receive none of the moneys earned and 414
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collected from the pooled investments. Furthermore, should any fund have a temporary negative daily cash balance at the end of a quarter, the negative amounts will be reallocated to provide earnings to the funds with a positive daily cash balance.
S. Restrictions
1. The City will not invest any funds in inverse floaters, range notes, or interestonly STRIPS (Separate Trading of Registered Interest and Principal of Securities) that are derived from a pool of mortgages.
2. The City will not invest any funds in any security that could result in zero interest accrual if held to maturity. This limitation does not apply to investments in shares of beneficial interest (money market mutual funds) that are authorized elsewhere in the Investment Policy.
3. The City will not invest in companies involved in the manufacturing of tobacco and tobacco-related products such as cigarettes, cigars, pipe tobacco, chewing tobacco, etc.
4. The City will not invest in companies that develop and manufacturer commodities that facilitate violence, war, oppression, and apartheid.
5. The City will not invest in companies that develop and manufacture arms and weapons.
6. The City will not invest in companies that develop and manufacture commodities involved in border and mass surveillance industries.
7. The City will not invest in companies involved in mass incarceration and detention industries, nor those companies that use prison labor to manufacture products.
8. In accordance with the Slavery Era Insurance Ordinance 14-05 N.S. Section
2.29.030 Social Disclosure on Gains from Slavery effective July 1, 2005, the City will not invest any funds in international financial instruments that benefited from slavery. The City Council prohibits, by social investment policy, such investments and reserves the absolute right to divest from such investments with the cost of divestment being borne by the contracting institution.
9. In accordance with Resolution 38-13 effective May 7, 2013, the City declared it a policy of the City of Richmond to not invest in Fossil Fuel companies and urges the Board and Management of the City’s Pension funds to divest from publicly-traded Fossil Fuel Companies.
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10. In accordance with the Sanctuary City Ordinance 12-18 N.S. Section 4 Prohibition on Investments effective June 5, 2018, the City shall not make any investments in stocks, bonds, securities, or other obligations issued by any provider of Data Broker or Extreme Vetting services to United States Immigration and Customs Enforcement (ICE).
GLOSSARY
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Agencies: Federal agency securities and/or Government-sponsored enterprises.
Bankers' Acceptance (BA): A draft or bill of exchange accepted by a bank or trust company. The accepting institution guarantees payment of the bill, as well as the issuer.
Benchmark: A comparative base for measuring the performance or risk tolerance of the investment portfolio. A benchmark should represent a close correlation to the level of risk and the average duration of the portfolio's investments.
Bid: The price offered by a buyer of securities. (When you are selling securities, you ask for a bid.) See Offer.
Broker: A broker brings buyers and sellers together for a commission.
Certificate of deposit (CD): A time deposit with a specific maturity evidenced by a Certificate.
Large-denomination CDs are typically negotiable.
Collateral: Securities, evidence of deposit or other property, which a borrower pledges to secure repayment of a loan. Also refers to securities pledged by a bank to secure deposits of public monies.
Collateralization of Deposits: Process by which a bank or financial institution pledges securities, or other deposits for the purpose of securing the repayment of deposit funds.
Data Broker: Means either 1) the collection of information, including personal information about consumers, from a wide variety of sources for the purpose of reselling such information to their customers, which include both private-sector businesses and government agencies; 2) the aggregation of data that was collected for another purpose from that for which it is ultimately used.
Dealer: A dealer, as opposed to a broker, acts as a principal in all transactions, buying and selling for his own account.
Delivery versus Payment (DVP): There are two methods of delivery of securities:
delivery versus payment and delivery versus receipt. Delivery versus payment is delivery of securities with an exchange of money for the securities. Delivery versus receipt is delivery of securities with an exchange of a signed receipt for the securities.
Diversification: Investment contained within the portfolio will be diversified by security type, institution and maturity.
Extreme Vetting: Data mining, threat modeling, predictive risk analysis, or other similar services.
Federal Deposit Insurance Corporation (FDIC): A federal agency that insures bank 417
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deposits, currently up to $250,000 per deposit.
Federal Home Loan Banks (FHLB): Government sponsored wholesale banks (currently 12 regional banks), which lend funds and provide correspondent banking services to member commercial banks, thrift institutions, credit unions and insurance companies. The mission of the FHLBs is to liquefy the housing related assets of its members who must purchase stock in their district Bank.
Federal National Mortgage Association (FNMA): FNMA, like GNMA was chartered under the Federal National Mortgage Association Act in 1938. FNMA is a federal corporation working under the auspices of the Department of Housing and Urban Development (HUD). It is the largest single provider of residential mortgage funds in the United States. Fannie Mae, as the corporation is called, is a private stockholder-owned corporation. The corporation's purchases include a variety of adjustable mortgages and second loans, in addition to fixed-rate mortgages. FNMA's securities are also highly liquid and are widely accepted. FNMA assumes and guarantees that all security holders will receive timely payment of principal and interest.
Fossil Fuel: A fuel formed by natural processes, such as anaerobic decomposition of buried dead organisms, containing organic molecules originating in ancient photosynthesis that release energy in combustion such as: coal, oil, and gas reserves as measured by the gigatons of carbon dioxide that would be emitted if those reserves were extracted and burned.
Government National Mortgage Association (GNMA or Ginnie Mae): Securities influencing the volume of bank credit guaranteed by GNMA and issued by mortgage bankers, commercial banks, savings and loan associations, and other institutions. The security holder is protected by full faith and credit of the U.S. Government. Ginnie Mae securities are backed by the FHA, VA or FHA mortgages. The term "pass-through" is often used to describe Ginnie Maes.
Liquidity: A liquid asset is one that can be converted easily and rapidly into cash without a substantial loss of value. In the money market, a security is said to be liquid if the spread between bid and asked prices is narrow and reasonable size can be done at those quotes.
Local Government Investment Pool (LGIP): The aggregate of all funds from political subdivisions that are placed in the custody of the State Treasurer for investment and reinvestment.
Market Value: The price at which a security is trading and could presumably be purchased or sold.
Maturity: The date upon which the principal or stated value of an investment becomes due and payable.
Money Market: The market in which short-term debt instruments (bills, commercial 418
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paper, bankers' acceptances, etc.) are issued and traded.
Offer: The price asked by a seller of securities. (When you are buying securities, you ask for an offer.) See Bid.
Portfolio: Collection of securities held by an investor.
Primary Dealer: A group of government securities dealers who submit daily reports of market activity and positions and monthly financial statements to the Federal Reserve Bank of New York and are subject to its informal oversight. Primary dealers include Securities and Exchange Commission (SEC)-registered securities broker-dealers, banks, and a few unregulated firms.
Prudent Investor: A trustee who manages investments responsibly, prioritizing beneficiaries' best interests while avoiding conflicts of interest. They exercise reasonable care, skill, and caution to make sound investment decisions that align with trust objectives and risk tolerance.
Public Bank: A corporation, organized as either a nonprofit mutual benefit corporation or a nonprofit public benefit corporation for the purpose of engaging in the commercial banking business or industrial banking business, that is wholly owned by a local agency, as specified, local agencies, or a joint powers authority.
Rate of Return: The yield obtainable on a security based on its purchase price or its current market price. This interest may be amortized yield to maturity on a bond or the current income return.
Repurchase Agreements: An agreement of one party (for example, a financial institution) to sell securities to a second party (such as a local agency) and simultaneous agreement by the first party to repurchase the securities at a specified price from the second party on demand or at a specified date.
Sanctuary City: A municipal jurisdiction that limits its cooperation with the national government's effort to enforce immigration law.
Safekeeping: A service to customers rendered by banks for a fee whereby securities and valuables of all types and descriptions are held in the bank's vaults for protection.
Secondary Market: A market made for the purchase and sale of outstanding issues following the initial distribution.
Securities & Exchange Commission: Agency created by Congress to protect investors in securities transactions by administering securities legislation.
Securities and Exchange Commission (SEC) Rule 15C3-1: See Uniform Net Capital Rule.
Treasury Bills: A non-interest bearing discount security issued by the U.S. Treasury to finance the national debt. Most bills are issued to mature in three months, six months, or 419
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one year.
Treasury Notes: Medium-term coupon-bearing U.S. Treasury securities issued as direct obligations of the U.S. Government and having initial maturities from two to 10 years.
Uniform Net Capital Rule: Securities and Exchange Commission requirement that member firms as well as nonmember broker-dealers in securities maintain a maximum ratio of indebtedness to liquid capital of 15 to 1; also called net capital rule and net capital ratio. Indebtedness covers all money owed to a firm, including margin loans and commitments to purchase securities, one reason new public issues are spread among members of underwriting syndicates. Liquid capital includes cash and assets easily converted into cash.
United States Immigration and Customs Enforcement (ICE): A federal law enforcement agency under the U.S. Department of Homeland Security. ICE's stated mission is to protect America from the cross-border crime and illegal immigration that threaten national security and public safety.
Yield: The rate of annual income return on an investment, expressed as a percentage. (a) Income Yield is obtained by dividing the current dollar income by the current market price for the security. (b) Net Yield or Yield to Maturity is the current income yield minus any premium above par or plus any discount from par in purchase price, with the adjustment spread over the period from the date of purchase to the date of maturity of the bond.
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Reso No.____
RESOLUTION NO. ____
A RESOLUTION OF THE COUNCIL OF THE CITY OF RICHMOND, CALIFORNIA
REVISING THE CITY OF RICHMOND'S FINANCIAL POLICIES BY ADOPTING
UPDATES TO THE INVESTMENT POLICY
WHEREAS, the City of Richmond (the "City") is required to maintain and periodically update the City's Financial Policies consistent with the standards set forth by California Government Code and the California Municipal Treasurers Association (the "CMTA") Certification Program; and
WHEREAS, a written investment policy is reviewed by the City's governing body annually and may be certified by the CMTA as often as needed according to relevance of importance; and
WHEREAS, the Investment Policy Certification Program (the "Program') of the CMTA was developed in 2012; and
WHEREAS, the Program was instituted in an effort to assist state and local governments interested in drafting or improving upon an existing investment policy; and WHEREAS, the CMTA Certification Committee is comprised of fellow CMTA members, many of whom have earned the Certified California Municipal Treasurers (CCMT) designation and who volunteer to serve as reviewers; and WHEREAS, for the policy to receive certification, it must be approved by all reviewers in all areas spelled out in the CMTA Certification Program; and WHEREAS, the CMTA Certification Program investment policy includes language and rationales for those 18 sections that the Association deems as critical elements; and
WHEREAS, those critical elements are:
1. Scope
2. Prudence
3. Objective
4. Delegation of Authority
5. Ethics and Conflicts of interest
6. Authorized Financial Dealers and Institutions
7. Authorized and Suitable Investments
8. Review of Investment Portfolio
9. Investment Pools/Mutual Funds
10. Collateralization
11. Safekeeping and Custody
12. Diversification
13. Maximum Maturities
14. Internal Controls
15. Performance Standards
16. Reporting
421
Reso No.____
17. Investment Policy Adoption
18. Glossary; and
WHEREAS, prior to December 03, 2024, the investment policy had not been certified by CMTA; and
WHEREAS, the investment policy was submitted to CMTA in December 2024 for the certification consideration; CMTA provided constructive feedback to expand the policy; and
WHEREAS, the Finance Department made revisions to strengthen the investment policy based on the CMTA feedback and resubmitted the policy for certification; and WHEREAS, on May 19, 2025, CMTA has validated that the City of Richmond’s Investment Policy adheres with the State of California Government Code and meets the CMTA Investment Policy Certification requirements, granting certification; and WHEREAS, in addition to receiving Certification, CMTA provided additional feedback to be implemented to reduce unintended restrictions with allowable investment instruments. The minor changes being proposed for adoption are allowable under the California Government Code.
NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Richmond, California, hereby amends the City's existing investment policy to adhere to the California Government Code and the CMTA "Certification Program" Investment Policy guidelines which will be reviewed by the City Council annually and may be certified by CMTA as often as needed according to relevance of importance.
BE IT FURTHER RESOLVED, that this certification will serve to assure the City Council and the public that the City of Richmond is abiding by professional standards established to ensure prudent management of public funds.
BE IT FURTHER RESOLVED, that a copy of the new City of Richmond Investment Policy is attached hereto as Exhibit A.
* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * 422
Reso No.____
I certify that the foregoing resolution was passed and adopted by the Council of the City of Richmond at a regular meeting thereof held _______________, by the following vote:
AYES:
NOES:
ABSTENTIONS:
ABSENT:
CLERK OF THE CITY OF RICHMOND
(SEAL)
Approved:
Mayor
Approved as to form:
City Attorney
State of California }
County of Contra Costa : ss.
City of Richmond }
I certify that the foregoing is a true copy of Resolution No._____, finally passed and adopted by the City Council of the City of Richmond at a regular meeting held on ____________. 423
June 24, 2025
Finance Department
DATE: June 24, 2025
TO: Mayor Martinez and Members of the City Council
FROM: Andrea Miller, Director of Finance
Mubeen Qader, Deputy Director of Finance
Jerry Gurule, Accounting Manager
SUBJECT: Contract with Nicolay Consulting Group to Provide Actuarial Services.
FINANCIAL IMPACT: The contracted amount of $56,800 will be included in the annual budget for the Finance Department (Account
String: 01175715 – 400201)
PREVIOUS COUNCIL
ACTION:
None.
STATEMENT OF THE
ISSUE:
The City of Richmond is required to complete annual
reports that follow standards set forth by the Government Accounting Standards Board (GASB) for Defined Benefit
Plans and Other Retirement Benefit Plans. City staff
requests approval of a contract with Nicolay Consulting Group for actuarial services relating to Pension and
Other Post Employment Benefits management.
RECOMMENDED ACTION: APPROVE a contract with Nicolay Consulting Group for actuarial services required for the Closed Pension Plans and the Other Post Employment Benefit Plans, in an
amount not to exceed $56,800 over a three-year term,
beginning July 1, 2025, and ending June 30, 2028, with
two one-year extension options – Finance Department
(Andrea Miller 510-620-6740/Mubeen Qader 510-412-
2077/ Jerry Gurule 510-620-6591).
AGENDA
REPORT
424
June 24, 2025
DISCUSSION:
The City of Richmond is required to complete annual reports that follow standards set forth by the Government Accounting Standards Board (GASB) for Defined Benefit Plans and Other Retirement Benefit Plans. The City administers two closed pension plans:
Police and Firemen’s Pension Plan and the General Pension Plan, and two Other Post Employment Benefit Plans (OPEB): the City-OPEB and the RPOA OPEB.
In the spring of 2025, City staff issued a Request for Proposals (RFP) to solicit actuarial services to complete the annual reports for the City’s Closed Pension Plans and Other Post-Employment Benefit Plans. 514 vendors were notified via the PlanetBids system (Attachment 1). Three (3) proposals were received from Nicolay Consulting, The Nyhart Company, and VIA Actuarial Solutions (Attachment 2). The proposals were reviewed by a committee of five City staff from the Finance Department. After reviewing the proposals and comparing them to the requirements listed in the RFP, the committee selected Nicolay Consulting Group as the most qualified response (Attachment 3).
The committee selected Nicolay Consulting Group due to their extensive history in working with California public entities, as well as their direct experience with pension and OPEB administration. Their timeliness and in-house, cost-effective services were a highlight among the panel.
Considering the above reasons, City staff recommends executing a contract with Nicolay Consulting Group in an amount not to exceed $56,800 from July 1, 2025, to June 30, 2028 (Attachment 4). City staff recommend that the contract includes two (2) one-year extensions to be granted by the City’s Finance Director upon satisfactory performance during the initial three-year contract term.
DOCUMENTS ATTACHED:
Attachment 1 – Request for Proposals
Attachment 2 – Nicolay Consulting Proposal
Attachment 3 – Rating Matrix
Attachment 4 – Proposed Nicolay Consulting Group contract 425
Request for Proposals
Closed Pension Plans and Other Post-Employment Benefits Actuarial Services Release Date:
May 9, 2025
Deadline for Submittal:
May 23, 2025
Contact: Jerry Gurule, Accounting Manager
Email: [email protected]
Phone Number: 510-620-6591
City of Richmond
Finance Department
426
INTRODUCTION
The City of Richmond is requesting proposals from qualified firms to provide actuarial services for two Closed Pension Plans and two Other Post-Employment Benefit (OPEB) plans and other related analysis pertaining to retirement benefits. This request for proposal (RFP) describes the project, the required scope of services, the consultant selection process, and the minimum information that must be included in the proposal.
Failure to submit information in accordance with the RFP requirements and procedures may be cause for disqualification. The anticipated term of this contract will be for a period of three (3) years and an option to renew for two additional years in one-year intervals upon mutual agreement of both parties.
Vendors are required to read and understand all information contained within this entire Proposal package. By responding to this RFP, the vendor agrees to read and understand these documents.
ABOUT THE CITY
The City of Richmond was incorporated in 1905 after the Santa Fe Railroad established its western terminus at Point Richmond in 1899, with ferry service to San Francisco.
The City grew significantly at the onset of World War II with the opening of the Kaiser Richmond Shipyards at Richmond’s South Shoreline in 1941 (its population quadrupled from 23,600 in 1940 to over 93,700 in 1943), as tens of thousands of new residents immigrated to the City to work in the shipyards, many of whom were Black. During the decades that followed, major developments such as Marina Bay, the Hilltop Shopping Center, the Knox Freeway, and Richmond Parkway shaped the economy and geography of Richmond. Residential development continued, and thousands of Asian and Pacific Islander and Latino persons immigrated to the community. Today, Richmond is a diverse and growing maritime, industrial, and residential community, with a population of over 110,000. The City is located on a peninsula 16 miles northeast of San Francisco, directly across the San Francisco Bay, and has a total area of 56 square miles, of which 33.7 are land area and 22.3 are water area.
PROJECT BACKGROUND / DESCRIPTION
The City contributes to the California Public Employees’ Retirement System (PERS), an agent multiple-employer public employee defined benefit pension plan that covers substantially all eligible City employees. PERS provides retirement and disability benefits, annual cost-of-living adjustments, and death benefits to plan members and beneficiaries. PERS acts as a common investment and administrative agent for participating public entities within the State of California.
The City established the Secured Pension Override Special Revenue Fund to which proceeds of a special incremental property tax levy voted by the citizens of the City of Richmond are credited for the payment of benefits under the Pension Plans. As of April The City also administers two single-employer pension plans; the General Pension Plan 427
and the Police and Firemen’s Pension Plan, both of which are closed to new members.
As of April 2025, the General Pension Plan covers 2 former employees who have retired, and the Police and Firemen’s Pension Plan covers 6 retired police and fire personnel.
In addition to the pension benefits described, the City provides post-retirement health care benefits, in accordance with City ordinances, to all employees who retire from the City on or after attaining retirement age (50 for policemen and firemen, 55 for all other employees) and who have at least ten years of service. To qualify for post-employment medical and Dental benefits, an employee must retire from the City and maintain enrollment in one of the City’s eligible health plans.
The City manages two separate Plans for OPEB. As of January 17, 2017, the Richmond Police Officers Association (RPOA) OPEB plan was adopted.
As of June 30, 2024, 682 retirees met those eligibility requirement. The City has funded these benefits on a pay-as-you-go basis and normal cost in some years.
During the fiscal year ending June 30, 2024, expenditures of $5,206,672 were recognized for post-employment health care benefits.
SCOPE OF SERVICES
The responsibilities of the consultant shall include the following:
• Analyze the data to assess any inconsistencies and make recommendations for enhancing data quality.
• Prepare actuarial valuation reports every year for General Pension, Police and Fire Pension Plan that follow GASB 73 standards, City OPEB plan and RPOA OPEB plan that follow GASB 75 standards to include the following:
o Actuarial present value of total projected benefits
o Actuarial accrued liability
o Actuarial value of assets
o Unfunded actuarial accrued liability
o Normal cost
o Annual required contributions of the employer as a level dollar amount and as a level percentage of covered payrolls
o Net OPEB obligation for City disclosure under GASB 73 and GASB 75 • Prepare the necessary material for the Annual Comprehensive Financial Report (ACFR) to comply with GASB reporting and disclosure requirements. • Prepare a cash flow analysis (the “pay-as-you-go-cost”). • Prepare a sensitivity analysis showing the impact of alternative assumptions on the employer’s contributions (healthcare trend rates and investment rate assumptions).
• Provide strategies for funding and reducing costs.
• Discuss administrative draft of the report with city personnel. • Present final report at regularly scheduled City Council meeting. • City valuation report date will be the beginning of the fiscal year in July. • Assist City Staff with miscellaneous analyses as needed for various projects. 428
• Conduct initial discussions with the City to develop an in-depth understanding of its post-retirement health care plan in order to learn about data availability, management information system capabilities and to discuss specific issues the City would like to address during the review.
• Submit written data requests to the City (e-mail is acceptable) • Gather and compile data provided by the City and review for reasonableness.
Anomalies (if any) would be identified and clarified as appropriate.
DELIVERABLES
GASB 74/75 Full Valuation Report – City Plan
GASB 74/75 Roll-Forward Valuation Report – City Plan
GASB 74/75 Full Valuation Report – RPOA Plan
GASB 74/75 Roll-Forward Valuation Report – RPOA Plan
Funding Valuations For 2 years of Contributions – City Plan Funding Valuations For 2 years of Contributions – RPOA Plan GASB 73 Full Valuation Report – General Pension Plan
GASB 73 Roll-Forward Valuation Report – General Pension Plan GASB 73 Full Valuation Report – Police and Fire Pension Plan GASB 73 Roll-Forward Valuation Report – Police and Fire Pension Plan Funding Valuation of Contributions – General Pension Plan Funding Valuation of Contributions – Police and Fire Pension Plan
RFP SCHEDULE
Date Activity
5/9/2025 Release RFP
5/16/2025 Final Day to Submit Questions (5:00 PM)
5/19/2025 Responses to Questions posted on
BidsOnline
5/23/2025 RFP Due Date
5/28/2025 Interview Notifications to Short List
429
5/30/2025 Short List Interviews
6/2/2025 Final Selection and Contract Negotiations
7/1/2025 Effective Date of Contract
PROPOSAL FORMAT GUIDELINES
The proposal should be concise, well organized, and demonstrate the proposer’s qualifications and experience applicable to the Project. The proposal shall be limited to 20 single-sided pages (8.5 inches x 11 inches), inclusive of graphics, forms, pictures, photographs, dividers, etcetera, but not of cost proposal, resumes, required forms, certifications, front and back covers, or letters of commitment from sub-consultants. The required font size is 12 point, with minimum left and right margins of one-inch, and top and bottom margins of 0.7 inches.
Each proposal will adhere to the following order and content of sections. Proposal should be straightforward, concise and provide “layman” explanations of technical terms that are used. Emphasis should be concentrated on conforming to the RFP instructions, responding to the RFP requirements, and on providing a complete and clear description of the offer. Proposals, which appear unrealistic in the terms of technical commitments, lack of technical competence or are indicative of failure to comprehend the complexity and risk of this contract, may be rejected. The following proposal sections are to be included in the Vendor’s response:
A. Vendor Cover Letter
A cover letter, not to exceed three pages in length, should summarize key elements of the proposal and shall:
• Confirm that all elements of this RFP have been reviewed and understood;
• Include a statement of intent to perform the services as outlined; • Express company’s willingness to enter into an agreement under the terms and conditions prescribed by this RFP, insurance requirements (Attachment A) and in the sample Service Agreement (Attachment B); • Submit a written description and brief history of the company’s experiences, qualifications and successes in providing Actuarial services described herein. Please indicate the number of employees, client base and location of offices.
• Indicate the address and telephone number of the vendor’s office located nearest to Richmond, California and the office from which the project will be managed.
• Confirm that vendor has a minimum of three (3) years verifiable Actuarial experience
• Stipulate that the proposal price will be valid for a period of at least 180 430
days.
• Identify a single person for contact during the RFP review process; and • Cover letter shall be signed by an authorized official of the company.
B. Background and Project Summary Section
The Background and Project Summary Section should describe your understanding of the City, the work to be done, and the objectives to be accomplished. Refer to description of services for this RFP.
C. Methodology Section
Provide a detailed description of the approach and methodology to be used to accomplish the Scope of Services of this RFP. The Methodology Section should include:
1) An implementation plan that describes in detail (i) the methods, including controls by which your firm manages projects of the type sought by this RFP; (ii) methodology for soliciting and documenting views of internal and external stakeholders; (iii) and any other project management or implementation strategies or techniques that the respondent intends to employ in carrying out the work.
2) Detailed description of efforts your firm will undertake to achieve client satisfaction and to satisfy the requirements of the "Scope of Services" section.
3) Detailed project schedule, identifying all tasks and deliverables to be performed, durations for each task, and overall time of completion. 4) Detailed description of specific tasks you will require from City staff.
Explain what the respective roles of City staff and your staff would be to complete the tasks specified in the Scope of Services.
D. Staffing
Describe proposed Project team organization, including identification and responsibilities of key personnel. Indicate role and responsibility of prime consultants and all sub-consultants. If applicable, indicate how local firms are being utilized to ensure a strong understanding of state and local laws, ordinances, regulations, policies, requirements, and permitting. Indicate the extent of the commitment of key personnel for the duration of the Project and furnish resumes of key personnel. Provide an indication of the staffing level for the Project. The City of Richmond’s evaluation of the proposal will consider the proposer’s entire team; therefore, no changes in the team composition will be allowed without prior written approval of the City of Richmond. Sub-consultant letters of commitment are required and must be submitted with the proposal.
Describe the experience of the proposer’s Project team in detail, including the team’s Project Manager, and other key staff members, on projects of similar size, capacity, and dollar value. For each similar project, include the client’s name and correct telephone number. It is the City of Richmond’s policy to interview proposers’ references as well as references identified by the City of Richmond. 431
E. Qualifications
The information requested in this section should describe the qualifications of the firm, key staff and sub‐contractors performing projects within the past five years that are similar in size and scope to demonstrate competence to perform these services. Information shall include:
1) Names of key staff that participated on named projects and their specific responsibilities with respect to this scope of service. 2) A summary of your firm’s demonstrated capability, including length of time that your firm has provided the services being requested in this Request for Proposal.
3) Provide at least three (3) references that received similar services from your firm. The City of Richmond reserves the right to contact any of the organizations or individuals listed. Information provided shall include:
a) Client Name and contact info
• Telephone & e-mail address
• Address
b) Description of services provided including contract amount c) Project start and end dates
F. Cost Information
Provide the total direct and indirect costs to complete all tasks identified in the Deliverables Section. Even if the method of payment to proposer will be fixed fee, a detailed cost breakdown shall be provided identifying: (1) the number of staff hours and hourly rates for each professional and administrative staff person who will be committed to this Project; (2) all other direct costs, such as materials and reproduction costs; and (3) sub-consultant services, if needed. These rates will also be used to negotiate rates for other projects (including optional tasks) that may be assigned. No additional funds will be paid above and beyond the original quote given by the selected Vendor.
Proposers will be paid at the same rates set forth in their cost proposal unless further negotiated in writing and agreed to by the City of Richmond.
G. Value Added Services
Please provide any additional services of benefit not specifically required herein, which the Respondent offers to provide.
H. Contractor Assignment of Sub-Contract
The resulting contract shall not be assigned, transferred, or sublet, in whole or in part, without the prior written approval of the City of Richmond. If Proposers intend to subcontract any portion of the resulting contract, they must describe their process for selecting such subcontractor(s) and the quality control measures that the Proposer will employ to ensure that any subcontractor complies with the provisions of Proposer’s contract with the City. 432
I. Previous Contracts with the City of Richmond
The proposer shall submit a list which indicates all prime contracts and/or amendments awarded to the proposer by the City of Richmond for the last three (3) years. The list shall include a short description of the Project, the Project scope of work, award date, completion date, name of City of Richmond’s assigned Project Manager, and contract value.
J. Exceptions to this Request for Proposals
The proposer shall state whether or not it takes exception(s) to this RFP, including but not limited to the City of Richmond’s Standard Services Agreement – RFP (Attachment B). If the proposer does take exception(s) to any portion of the RFP or contract, the specific portion to which exception(s) is taken must be identified by section number and explained. Requests for changes or additions to sections of City of Richmond’s Standard Services Agreement must be shown by requesting deletion of specific words and/or by providing new requested contract language. Requests for complete replacement of the City of Richmond’s Standard Services Agreement for another contract will not be granted. Failure to make exceptions to the RFP or Standard Services Agreement within the proposal will be deemed a waiver of any objection. Exceptions will be considered during the proposal evaluation process.
K. Statement of Impartiality and Disclosure
The nature of this Project requires an impartial unbiased approach on the part of the proposer’s team. This proposal shall include a statement declaring that the proposer’s and sub-consultants are not currently, and will not, during the performance of these services, participate in any other similar work involving a third-party with interests currently in conflict or likely to be in conflict with City of Richmond’s interests. Additionally, proposer is required to disclose any pending or active investigations or litigation that may affect the reputation or ability of the proposer to carry out the Project.
PROCESS FOR SUBMITTING PROPOSALS
Questions Concerning Request for Proposals
All questions must be submitted via the electronic BidsOnline system on the Q&A tab by 5:00pm PST, on May 16, 2025. If the City finds it necessary to issue an addendum, prospective Offerors will receive e-mail notification of addendum.
Otherwise, answers to questions received will be provided on the Q&A tab and notification will be sent by May 19, 2025. It is the proposer’s responsibility to periodically check the BidsOnline website www.ci.richmond.ca.us/bids for any possible Addenda to the RFP that may have been posted.
433
Any party submitting a proposal shall not contact or lobby any City Council member, City official, employee (except those specified for contact) or agent regarding the RFP.
Any party attempting to influence or circumvent the RFP, bid submittal, and review process may have their proposal rejected for violating this provision of the RFP.
Interested parties may download copies of the above mentioned proposal by visiting the City's web site, www.ci.richmond.ca.us/bids. To download RFP, new vendors will be required to register. Once the vendor downloads any documents relative to a solicitation, that vendor's name will appear on the Prospective Bidders list for that project and will receive any addenda or notifications relating to the RFP.
Submission of Proposals
The proposal and any required certifications shall be signed by an individual or individuals authorized to execute legal documents on behalf of the proposer.
Electronic Proposals shall be submitted via the City’s secure online bidding system. All required sections of the proposal must be submitted via the website. Contractor is solely responsible for “on time” submission of their electronic proposal. The Bid Management System will not accept late proposals and no exceptions shall be made. Contractors will receive an e-bid confirmation number with a time stamp from the Bid Management System indicating that their bid was submitted successfully. The City will only receive those proposals that were transmitted successfully.
The proposal must be received no later than 3:00 p.m., local time, on May 23, 2025.
The City of Richmond reserves the right to waive inconsequential irregularities.
GENERAL GUIDELINES
This RFP does not commit the City of Richmond to award a contract, to defray any costs incurred in the preparation of a proposal pursuant to this RFP, or to procure or contract for work. The City of Richmond may reject a proposal without providing the reason(s) underlying the declination. A failure to award a contract to the proposer with the lowest cost proposal shall not constitute a valid cause of action against the City of Richmond. The City shall not be responsible for work done, even in good faith, prior to final approval of the proposed contract. The City may investigate the qualifications of any respondent under consideration, require confirmation of information furnished by the respondent, and require additional evidence or qualifications to perform the Services described in this RFP.
The City reserves the right to:
1. Reject any or all proposals.
2. Issue subsequent Requests for Proposal.
3. Postpone opening for its own convenience.
4. Remedy technical errors in the Request for Proposal process.
5. Negotiate with any, all, or none of the Respondents. 434
6. Solicit best and final offers from all or some of the Respondents.
7. Select one or more Respondents.
8. Accept other than the lowest proposed fees.
9. Waive informalities and irregularities in proposals.
Public Records
All proposals submitted in response to this RFP become the property of the City of Richmond and public records and, as such, may be subject to public review. Documents protected by law from public disclosure will not be disclosed by the City of Richmond if clearly marked with the word "confidential" on each applicable page. Trade secrets may be marked as confidential only to the extent they meet the requirements of California Government Code section 6254.7. Only information claimed to be a trade secret at the time of submittal to the City of Richmond and marked as "confidential" will be treated as a trade secret.
Insurance Requirements
The City of Richmond requires consultants doing business with it to obtain insurance, as shown in RFP Attachment A. The required insurance certificates must comply with all requirements of the standards as shown and must be provided within fifteen (15) days of issuance of the Notice of Intent to Award and prior to the commencement of any work on the Project.
Business Licenses
The successful Contractor and all subcontractors used in the work will be required to hold or to obtain a City of Richmond business license for which the fee will not be waived.
Compliance with City Ordinances
The contractor and all subcontractors shall comply with the City of Richmond Nondiscrimination Clauses in City Contracts Ordinance (Richmond Municipal Code (RMC) Chapter 2.28), Business Opportunity Ordinance (RMC Chapter 2.50), Local Employment Program Ordinance (RMC Chapter 2.56), Living Wage Ordinance (RMC Chapter 2.60) and Ordinance Banning the Requirement to Provide Information of Prior Criminal Convictions on all Employment Applications (“Ban the Box”) (RMC Chapter
2.65), which are incorporated into the Contract Documents by this reference.
Sanctuary City Contracting Ordinance (SCCO)
The Richmond Sanctuary City Contracting Ordinance No. 12-18 (Attachment D) prohibits the City from granting and or retaining contracts with any person or entity that provides Data Broker or Extreme Vetting services to the U.S. Immigration and Customs Enforcement Division of the United States Department of Homeland Security (“ICE”).
Proposers must submit the attached Sanctuary City Compliance Statement with their Proposal. (Attachment C)
435
Limited Liability Company Disclosure Statement (LLCS)
Resolution No. 86-21 (Attachment E), approved by City Council on July 6, 2021, requires disclosure of the identities of beneficial & responsible owners of Limited Liability Corporations (LLC). Proposers must submit the attached Disclosure Statement of Limited Liability Companies Form with their Proposal (Attachment F).
Collusion
By submitting a proposal, each respondent represents and warrants that its proposal is genuine and not false or collusive or made in the interest of, or on behalf of any person not named therein; that the respondent has not directly or indirectly induced or solicited any other person to submit a false proposal, or any other person to refrain from submitting a proposal; and that the respondent has not, in any manner, sought collusion to secure any improper advantage over any other person submitting a proposal.
Withdrawal of Proposals
A respondent may withdraw their proposal before the expiration of the time for submission of proposals by delivering to the Finance Department a written request for withdrawal signed by, or on behalf of, the respondent.
Ownership of Documents
All reports, studies, information, data, statistics, forms, designs, plans, procedures, systems and any other materials produced for the Project shall be the sole and exclusive property of the City. No such materials or properties produced in whole or in part for the Project shall be subject to private use, copyrights or patent rights by Respondent in the United States or in any other country without the express written consent of the City. The City shall have unrestricted authority to publish, disclose (except as may be limited by the provisions of the Public Records Act), distribute, and otherwise use, copyright or patent, in whole or in part, any such reports, studies, data, statistics, forms or other materials or properties produced for this project.
PROPOSAL EVALUATION AND SELECTION PROCESS
All proposals shall be reviewed to verify that the Respondent has met the minimum requirements. Proposals that have not complied with requirements, do not meet minimum content and quality standards, or take unacceptable exceptions to the General Terms and Conditions of the Service Agreement, will be eliminated from further consideration. Proposals will be reviewed and evaluated by an evaluation committee comprised of City of Richmond personnel.
The top Proposals may then be invited to make a presentation to the evaluation panel at no cost to the City. The selected proposal shall provide the most cost effective approach that meets the City’s requirements. The lowest price proposal will not necessarily be 436
selected.
The City reserves the right to reject any or all proposals, or to make no award. The City also reserves the right to require modifications follow‐up with requests for additional information, including, but not limited to, follow‐up interviews. The City may request Best and Final offers based upon improved understanding of the offers or changed scope of service. The City will negotiate with that vendor to determine final pricing, and contract form. Because this proposal is negotiable, all pricing data will remain confidential until after award is made, and there will be no public opening and reading of Proposals.
Overall responsiveness to the RFP is an important factor in the evaluation process. The criteria upon which the evaluation of the proposals will be based include, but are not limited to, the following:
The Proposal/Methodology and Approach to Work – 20%
The proposer’s responsiveness to the RFP including completeness and thoroughness of proposal; all required information must be provided in the format specified. This category will also evaluate:
• Ability to provide services as outlined in the RFP.
• Approach and proposed methodology to project scope
• Demonstrated knowledge of the work required
• Explanation of the Project or services required
• Innovative approaches and internal measures for timely completion of Project Experience/Past Performance/References – 10%
Consideration will be given based upon the firm’s experience, years in business, past and current client references; technical expertise and professional competence in areas directly related to this RFP; number of years of experience in performing similar work.
Project Team – 10%
Respondent should demonstrate that all key personnel have been successfully involved with projects of similar scope and magnitude. This category will evaluate the firm’s:
• Qualifications and relevant individual experience
• Unique qualification of key personnel
• Staff Availability / Time commitment of key members
• Organization chart
Proposer Qualifications – 30%
This category will evaluate the respondent’s ability to take upon itself the responsibilities set forth in the Scope of Services and produce the required outcome in a timely manner.
Consideration will be given for the overall quality of the proposal, including a demonstrated understanding of the purpose, scope and objective of the services to be performed. It is the intention of the City of Richmond to award a contract to the Respondent who furnishes satisfactory evidence that the Respondent has the requisite experience and ability to enable the Respondent to execute the work successfully and 437
properly, and to complete services in a timely manner. To determine the degree of responsibility to be credited to the Respondent, the City of Richmond will weigh the evidence that the Respondent has performed satisfactorily other contracts of like nature, magnitude and comparable difficulty and comparable rates of progress.
Cost Proposal – 30%
Interview/presentations
Upon request of the City of Richmond, vendors may be requested to give an oral presentation/demonstration on vendor’s proposal, which would include a detailed analysis of how each of the RFP requirements would be addressed should Offeror receive the award. The demonstration shall be conducted at no cost to the City. The purpose of the demonstration is to observe the system in an operational environment and to verify its capability, suitability, and adaptability to the performance requirements stipulated in this solicitation.
The City will schedule the system demonstration date, time, and location with the successful finalists. If the vendor fails to perform the demonstration on the specified date stipulated, the City may elect to reject the proposal or to re-schedule the demonstration in its best interest.
Vendors are not guaranteed an opportunity to demonstrate. Vendors may be eliminated from consideration based solely on inability to meet minimal requirements and/or review of written proposals. The City shall be the sole judge of the acceptability of the system in conformance with the specifications and its decision shall be final.
Pre-Award Negotiations
After the proposals are opened, but prior to award, the City may elect to conduct negotiations with the highest ranked respondent for purposes of:
• Resolving minor differences and information
• Clarifying necessary details and responsibilities
• Emphasizing important issues and points
• Receiving assurances from respondents
• Cost/budget clarifications
If the City cannot successfully negotiate a contract with the highest ranked respondent, the City may begin negotiations with the second highest ranked respondent.
Selection may be made without further discussion, negotiations or Offeror’s presentations; therefore, Offeror shall offer the most favorable terms in response to this RFP. Offeror must demonstrate an understanding of the scope of service to be provided and the ability to accomplish the tasks set forth. Offeror shall include information that will enable the City to determine the Offeror’s overall qualifications. The City reserves the right to request additional information or clarification on any matter included in the proposal response, to enable the City to arrive at the final award 438
decision.
Award - When the Review Panel has completed its work, City staff will then recommend a firm to the City Manager and City Council for approval. The services provided by the successful bidder shall be governed by a Standard Services Agreement (Attachment B).
Attachments
A. Insurance Requirements
B. Standard Contract
C. Sanctuary City Compliance Statement
D. Sanctuary City Contracting Ordinance No. 12-18
E. Limited Liability Corporation (LLC) Resolution No. 86-21 F. Limited Liability Corporation Form
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City of Richmond
May 30, 2025
Proposal for Closed Pension Plans and
Other Post-Employment Benefits Actuarial Services
June 30, 2025 – June 30, 2026
440
Nicolay Consulting Group
May 30, 2025 OPEB CONSULTANTS AND ACTUARIES
231 SANSOME STREET, SUITE 300
SAN FRANCISCO, CALIFORNIA 94104
TEL: 415-512-5300
FAX: 415-512-5314
City of Richmond
Attn: Finance Department
450 Civic Center Plaza
Richmond, CA 94804
Dear Selection Committee:
Re: Actuarial Services Proposal for Closed Pension Plans and Other Post-Employment Benefits
Nicolay Consulting Group is pleased to provide the following proposal for actuarial services related to the City of Richmond’s OPEB Plan valuation.
Based in San Francisco, California, Nicolay Consulting Group (NCG) is a family-owned small business that delivers a full range of actuarial valuation and consulting services to not-for-profit and public sector agencies throughout California. Unlike other firms, NCG is truly “California-centric” and CalPERS focused. For the past 25 years, NCG has served as the actuary for hundreds of public sector OPEB and retirement (pooled and nonpooled) plans that are contracted with CalPERS including those sponsored by public agencies, transportation agencies, counties, and cities like yours.
Our highly credentialed right-sized firm employs three credentialed actuaries, two analysts within one year of ASA designation, three CEBS designated consultants and seven pension administrators. Our firm is completely governed by our Vice Presidents who do not answer to or fill the pockets of a national firm.
This diverse team of actuaries and consultants bring their own unique skillsets and perspectives to deliver customized solutions to our clients. We approach each engagement with the understanding that every client is unique and deserves high-touch, proactive consulting at a reasonable price.
We confirm that all elements of the RFP for Closed Pension Plans and Other PostEmployment Benefits Actuarial Services published on PlanetBids May 9, 2025, have been reviewed and understood.
It is our intent to perform the services outlined in the RFP. In addition, NCG has the capacity and expertise to provide additional studies or valuations the City may need in the future that is not specifically covered in this RFP. NCG is not only willing but eager to enter into an agreement under the terms as prescribed by the RFP. Furthermore, 441
Nicolay Consulting Group
May 30, 2025 OPEB CONSULTANTS AND ACTUARIES
231 SANSOME STREET, SUITE 300
SAN FRANCISCO, CALIFORNIA 94104
TEL: 415-512-5300
FAX: 415-512-5314
Nicolay Consulting will adhere to the insurance requirement and Service Agreement as presented in Attachments A and B respectively on the RFP.
NCG has one office located in downtown San Francisco, just over a 16-mile drive from Richmond’s City Hall. As mentioned above, we are an independent family-owned firm with a strong hold in California. Our OPEB practice serves exclusively California agencies, the majority of which are contracted under CalPERS, much like the City’s.
The price presented in this proposal is valid for six months after the submission of this proposal. Furthermore, should the City choose to extend services beyond the scope of this RFP, our prices for mentioned deliverables will not increase. We guarantee these prices through fiscal year ending June 30, 2029.
Through this proposal, the City will come to find NCG is the clear choice. With our proximity, experience, thoroughness and agility, NCG goes beyond being a service provider, we strive to be a true partner—one who understands the City’s needs, anticipates challenges, and provides solutions tailored to Richmond’s long-term OPEB financial health.
I, Sue Simon, will be the City’s contact for this proposal as well as the person responsible for the Service Agreement and providing insurance information.
Thank you for inviting NCG to propose on the City’s actuarial consulting services. We understand that these decisions are made with careful consideration, and we sincerely appreciate your trust in us. It would be an honor to partner with the City and to have the privilege of serving as your chosen provider.
Sue Simon, ASA, EA, MAAA
Vice President and Senior Consulting Actuary
[email protected]
(415) 705-6131
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Table of Contents
Executive Summary & References ............................................................................... 1 Overview of NCG ...................................................................................................... 1 Qualification of Firm/Team ........................................................................................ 1 Our Difference .......................................................................................................... 1 Background and Project Summary ............................................................................... 2 Project Understanding .............................................................................................. 2 Methodology Section .................................................................................................... 5 Our Suggested Approach .......................................................................................... 5 Staffing & Qualifications ............................................................................................... 7 Experience of Key Personnel .................................................................................... 7 References .................................................................................................................. 9 Relevant Experience ................................................................................................. 9 References ............................................................................................................. 12 Cost Proposal ............................................................................................................ 13 Value Added Services .................................................................................................. 16 Contractor Assignment for Sub-Contract ...................................................................... 16 Previous Contract with the City of Richmond ................................................................ 16 Exceptions to this Request for Proposals ...................................................................... 16 Statement of Impartiality and Disclosure ...................................................................... 16 443
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Proposal for Actuarial Services
Executive Summary & References
Overview of NCG
Established in 1992, Nicolay Consulting Group (NCG) is a premier provider of actuarial consulting and pension administration services, serving clients across California’s public sector. NCG operates through three integrated, yet specialized, teams: OPEB Actuarial, Pension Actuarial, and Pension Administration. These teams frequently collaborate on cross-functional engagements to deliver comprehensive solutions.
Our OPEB Actuarial team currently serves more than 50 California public sector clients.
Since launching our OPEB practice in 2000, NCG has completed more than 2,500 valuations, making us one of the most experienced actuarial consulting firms in our peer group.
Qualification of Firm/Team
Proven Public Sector Experience: NCG has 25 years of experience with California public sector entities, starting with OPEB valuations and guiding clients through implementing and reporting under GASB standards.
Deep Knowledge of Funding Mechanisms: We have extensive experience with OPEB funding vehicles, with over 50% of our clients engaged in prefunding strategies. Expertise in CalPERS Plans: With a client base exclusively in California, the majority of whom utilize CalPERS PEMHCA medical plans, we bring an in-depth understanding of CalPERS retirement systems. Our familiarity with CalPERS plan structures, pooled and non-pooled valuations, and evolving policies ensures we deliver accurate, relevant guidance.
Customized Plan Design and Funding Strategies: We work closely with clients to understand their financial goals and provide tailored recommendations on plan design and funding strategies that align with both short- and long-term objectives.
Our Difference
NCG is dedicated to delivering accurate actuarial reports with a commitment to personalized service. As a family-owned firm, we are client-focused and responsive, ensuring tailored solutions – because our structure allows us to build long-term relationships, make decisions quickly, and stay personally invested in each client’s success.
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Proposal for Actuarial Services
Why NCG Stands Out:
California-Based Firm - Our deep knowledge of local practices ensures relevant insights for clients.
Cost-Effective Value - Our independence allows for competitive rates without compromising service quality.
Personalized Service and Timely Communication - Clients receive dedicated attention with clear communication and quick turnaround times. Access to Experts - We provide direct access to consultants, fostering strong client relationships.
Superior Quality and Detail-Oriented Work Product -All valuations are tailored and undergo rigorous peer review, exceeding minimum disclosure requirements. All Work Performed “In-House” - All work is performed by our in-house team, enhancing communication and quality control.
Straightforward Pricing and Unlimited Support - With our all-inclusive pricing, you’ll never pay extra to get the support and answers you need..
Background and Project Summary
Project Understanding
The City of Richmond is requesting proposals for actuarial valuations for Fiscal Years ending June 30, 2025 through June 30, 2026.
Currently, both OPEB plans are scheduled for an interim (roll-forward) GASB75 disclosure for Fiscal Year ending June 30, 2025. To produce a roll-forward valuation, NGC will need to match the prior actuary’s full valuation to sign off on the roll-forward. It may be beneficial for the City to consider a full valuation for Fiscal Year ending June 30, 2025 with a roll-forward valuation June 30, 2026. We will discuss the fine tuning of this at our Kick-Off meeting.
City OPEB Plan Overview
The City offers an Other Post-Employment Benefits (OPEB) plan that provides retirees with access to medical coverage through CalPERS. All retirees who meet the CalPERS retirement eligibility are entitled to a benefit equal to the PEMHCA Minimum contribution.
Additional benefits are based on employee group, subgroup and age/service at retirement.
The City OPEB Plan’s assets are entrusted with PARS in their Capital Management Investment Fund. Contributions to the trust are a combination of employer and employee 445
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Proposal for Actuarial Services
contributions and expected to equal at least the Normal Cost. The City does not seek reimbursement from the trust for explicit and implicit payments.
Richmond Police Officers Association (RPOA) OPEB Plan Overview The RPOA OPEB Plan was established in 2017 and covers all RPOA members who retire on or after January 17, 2017. The Plan provides retirees who meet the CalPERS retirement eligibility are entitled to a benefit equal to the PEMHCA Minimum contribution.
Additional benefits are based on employee group, subgroup and age/service at retirement.
RPOA is invested in CalPERS CERBT Strategy 2. Contributions to the trust are a combination of employer and employee contributions and expected to equal at least the Normal Cost. The RPOA also does not seek reimbursement from the trust for explicit and implicit payments.
Closed General Pension Plan & Closed Police and Fire Pension Plan These plans are closed to new participants and cover former City employees not covered by PERS, all of whom have retired. The General Pension Plan currently covers 2 retirees while the Police and Firemen’s Pension plan covers 6.
Funds are set aside for these plans, though they are not funded with an irrevocable trust.
Therefore reporting is required under GASB73 rather than GASB 68.
Requested Deliverables
Disclosure Reports:
Fiscal Year Ending June 30, 2025:
The City OPEB Plan – Roll Forward GASB 75 Actuarial Valuation Report RPOA OPEB Plan – Roll Forward GASB 75 Actuarial Valuation Report General Pension Plan - Full GASB 73 Actuarial Valuation Report Police and Fire Pension Plan - Full GASB 73 Actuarial Valuation Report Fiscal Year Ending June 30, 2026
The City OPEB Plan - Full GASB 75 Actuarial Valuation Report RPOA OPEB Plan - Full GASB 75 Actuarial Valuation Report General Pension Plan – Roll Forward GASB 73 Actuarial Valuation Report Police and Fire Pension Plan – Roll Forward GASB 73 Actuarial Valuation Report
446
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Proposal for Actuarial Services
All GASB reports will include:
Projected and accrued liabilities separated by status Actuarial value of assets
Unfunded actuarial accrued liability and normal costs Net OPEB Obligations for GASB 74/75, Net Pension Obligations for GASB 73 Disclosure requirements for ACFR
Sensitivity Analysis illustrating discount rate +/- 1% for GASB73 and GASB 74/75 and Sensitivity Analysis illustrating trend rates +/- 1% for GASB74/75. Cash Flow analysis (GASB 74/75 Explicit & Implicit subsidy payments, GASB 73 Projected benefit payments)
Analysis of gains and losses with attribution to underlying sources Detailed demographic summaries
Comprehensive documentation of actuarial assumptions, methods, and funding strategies
Full funding valuations for contributions:
The City OPEB Plan 2-year contribution projections for Fiscal Years: 2026-27 and 2027-28 based on actuarial valuation as of June 30, 2025. RPOA OPEB Plan 2-year contribution projections for Fiscal Years: 2026-27 and 2027- 28 based on actuarial valuation as of June 30, 2025.
General Pension Plan 2-year contribution projections for Fiscal Years: 2026-27 and 2027-28 based on actuarial valuation as of June 30, 2025. Police and Fire Pension Plan 2-year contribution projections for Fiscal Years: 2026-27 and 2027-28 based on actuarial valuation as of June 30, 2025.
All Contribution reports will include:
Projected and accrued liabilities separated by status Actuarial value of assets
Unfunded actuarial accrued liability and normal costs Calculation of Projected Contribution
Cash Flow analysis (GASB 74/75 Explicit & Implicit subsidy payments, GASB 73 Projected benefit payments)
Analysis of gains and losses with attribution to underlying sources Detailed plan provisions
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Proposal for Actuarial Services
Detailed demographic summaries
Comprehensive documentation of actuarial assumptions, methods, and funding strategies
Methodology Section
Our Suggested Approach
We understand that transitioning to a new actuarial partner can feel overwhelming. NCG is committed to making the process seamless, transparent, and efficient. Upon receiving the City’s approval, we will schedule a project kickoff meeting to establish expectations, clarify deliverables, and develop a detailed project roadmap with the following timing as a starting point:
4–6 weeks for a full OPEB Actuarial Valuation, including Actuarially Determined Contribution (ADC) calculations and GASB 75 disclosure report. 2–3 weeks for a roll-forward (interim) GASB 75 disclosure report.
Project Initiation
NCG begins each engagement with a focus on final outcomes. Once we’ve discussed the City’s timing and goals, we will issue a comprehensive data request, providing ample time for staff to gather the necessary information.
Prior to the kickoff meeting, NCG will provide the City with:
1. A request for data that the prior actuary used in the last full actuarial valuation (data to be provided by prior actuary or from the City directly, if preferred).
2. A detailed data request for preparing the upcoming full valuation for the fiscal year ending June 30, 2025.
3. A summary of our understanding of the OPEB plan provisions and eligibility criteria as interpreted from the prior actuary’s report.
Kickoff Meeting
The goal of the kickoff meeting is to discuss the City’s timing and objectives to ensure that we meet the City’s needs for this project. During the meeting, we will:
Review and clarify any questions related to data collection. 448
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Confirm the plan provisions, benefit structures, and eligibility requirements to ensure a mutual understanding.
Establish clear deadlines and key milestones for report delivery, allowing sufficient time for City review and auditor feedback.
Our data requests include detailed guidance, and we remain fully available to assist with any questions that arise during data collection. We understand the importance of meeting audit timelines and proactively follow up to monitor progress.
Valuation Preparation and Review
While awaiting data, NCG will begin onboarding tasks, including:
Programming our valuation system (ProVal by Winklevoss Technologies) to align with the prior actuary’s methodology.
Reviewing plan provisions for any discrepancies or misinterpretations that may have impacted previous valuations. If we identify any material differences, we will promptly communicate these to the City.
Upon receiving the data, our team will conduct an initial review to confirm completeness, followed by a detailed reconciliation and validation process. We will consolidate and communicate any follow-up questions efficiently to minimize disruption to City staff.
Discount Rate Selection and Prefunding Considerations
For partially funded plans like the City’s, determining the appropriate blended discount rate is essential. We will calculate the projected depletion date (the date assets are no longer sufficient to cover expected benefit payments) of the Trust using the assumed longterm rate of return provided by investment strategy for each Plan and the municipal bond rate. From this, we will determine the blended discount rate in compliance with GASB 75 and share this well in advance to support the City’s audit timeline.
Rigorous Quality Review
Every report we produce undergoes a two-tiered review process:
Technical Review: All calculations and data inputs are reviewed by a credentialed actuary.
Peer Review: The full draft report is reviewed independently by another credentialed actuary to ensure accuracy and clarity.
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Client Review and Ongoing Support
Before finalizing the report, we offer the City an opportunity to review and ask questions prior to auditor distribution. We recognize the importance of transparency and collaboration, and our team remains available throughout the process and beyond to provide support.
At NCG, we are not just delivering a valuation — we are building a partnership based on trust, responsiveness, and technical excellence.
Staffing & Qualifications
Experience of Key Personnel
We are pleased to introduce the credentialed actuaries and benefit specialists who will be assigned to the City of Richmond. Our team has worked on GASB valuations since the inception of GASB 43/45 in 2004. With nearly 60 years of combined experience, our team boasts extensive actuarial knowledge and actively participates in professional organizations. We believe that while continued education is essential, contributing to and engaging with the field’s governing bodies enhances the quality of service we provide to our clients.
Sue Simon EA, MAAA, ASA FCA (Vice President and Senior Consulting Actuary) is a Vice President and Senior Consulting Actuary at NCG, where she leads the firm’s OPEB team. With over 30 years of experience, Sue has served as a trusted advisor to a wide range of corporate, not-for-profit, and public sector clients, providing expert guidance on both pension and Other Post-Employment Benefit (OPEB) plans. Her deep technical expertise, combined with a strong commitment to client service, ensures that each engagement is handled with precision and strategic insight.
Sue holds a bachelor’s degree in Actuarial Science from the University of Illinois Urbana-Champaign. She is an Enrolled Actuary (EA), a Member of the American Academy of Actuaries (MAAA), an Associate of the Society of Actuaries (ASA), and a Fellow of the Conference of Consulting Actuaries (FCA).
As the primary consultant for the City, Sue will lead the NCG team with a focus on quality, compliance, and long-term sustainability of the City’s OPEB program. 450
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Proposal for Actuarial Services
J. Malcolm Merrill FSA, EA, FCA (Vice President & Senior Consulting Actuary) is Vice President and Senior Consulting Actuary of NCG’s Pension Actuarial Services Group. Since 2007, he has consulted with ERISA, governmental, non-profit, and religious organizations on defined benefit pension plan design, funding, valuation, administration, and termination. Malcolm is a frequent industry speaker and currently serves as co-chair of the Conference of Consulting Actuaries’ Professionalism Committee. He holds a bachelor’s degree in Actuarial Science and Economics from Brigham Young University. Malcolm is a Fellow of the Society of Actuaries (FSA), an Enrolled Actuary (EA), and a Fellow of the Conference of Consulting Actuaries (FCA). Tina Haugbro EA, MAAA (Consulting Actuary) will serve as the lead actuary for the City of Richmond’s actuarial valuations. With over 25 years of experience—primarily in the public sector—Tina brings deep expertise in Other Post-Employment Benefit (OPEB) plans. Her extensive experience with CalPERS agencies has provided her with a nuanced understanding of public retirement systems and funding strategies.
Tina has been actively involved in OPEB consulting since before the implementation of GASB 43/45 and continues to provide forward-thinking actuarial guidance. She holds a bachelor’s degree in Mathematics from Western Washington University and a master’s degree in Mathematics from Oregon State University. Tina is an Enrolled Actuary (EA) and a member of the American Academy of Actuaries (MAAA) and the Conference of Consulting Actuaries.
James Ferreri (Actuarial Analyst) supports pension and OPEB valuation projects and is expected to complete the requirements for his Associate of the Society of Actuaries (ASA) designation in June 2025. With over four years of experience, James has contributed to valuation and administration work for corporate, public sector, and church plans. His responsibilities have included gain/loss and projection analyses, assumption reviews, experience studies, and preparation of accounting and funding reports. James earned his bachelor’s degree in Mathematics from Colorado State University and actively contributes to his community through volunteer work and involvement with the university’s actuarial science program. Valerie Merrill (Healthcare Project Manager) is a Certified Employee Benefit Specialist (CEBS) and serves as a Healthcare Project Manager with NCG’s OPEB team. With six years of experience managing Group Health Benefit Plans, Valerie brings a focused and organized approach to client engagement and project execution.
She earned an associate degree in Human Resources from Grant MacEwan Community College and plays a key role in managing timelines, communications, and deliverables for OPEB projects.
These experienced professionals may also contribute to the City’s engagement as part of NCG’s collaborative approach across service lines.
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Andrew Howe (Actuarial Analyst) has seven years of actuarial and administration experience across corporate, public, and religious sector clients. He is on track to complete his ASA designation in 2025. Andrew’s work includes gain/loss analyses, projection modeling, assumption reviews, and the preparation of both funding and accounting reports. He earned a bachelor’s degree in Economics from the University of California, San Diego. Outside of work, Andrew volunteers with the San Diego Humane Society and local nonprofits focused on supporting underserved youth. Anthony Nicolay CEBS, QKA (Pension Services Manager) is NCG’s Pension Services Manager and brings over a decade of experience in pension and employee benefit plan administration. He holds certifications as a Certified Employee Benefit Specialist (CEBS) and a Qualified 401(k) Administrator (QKA). Anthony earned his bachelor’s degree in Philosophy from the University of California, Los Angeles, and plays a key role in overseeing plan administration, compliance, and client support.
References
Relevant Experience
The table below highlights a representative sample of OPEB client engagements — each either recently completed or currently underway. The majority of these clients have partnered with NCG for over a decade, with all eligible clients renewing for the upcoming two-year valuation cycle.
This longstanding trust reflects our deep expertise in delivering comprehensive actuarial services, including:
GASB 74/75, 67/68 and 73 disclosure valuations
Actuarially Determined Contribution (ADC) calculations and CERBT filings Plan design consulting
Projection and scenario analyses
Customized liability breakouts by Status, Tier, CalPERS Classification, Department, and other metrics
We believe this track record demonstrates not only our technical capabilities but also our commitment to building strong, enduring client relationships grounded in accuracy, service, and responsiveness.
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The table on page 11 outlines comparable work completed by NCG over the past year, along with each team member’s role in these engagements:
Val Merrill – As Project Manager, Val sent data requests and conducted an initial review of the received information. She maintained communication with the client and the NCG team, ensuring everyone was informed of received data, outstanding items, and deadlines. Val played a key role in keeping the engagement on track.
James Ferreri – James was responsible for preparing the data for valuation. His tasks included reconciling the data, performing consistency checks against the prior year’s information, and drafting clarification questions regarding participant data, medical premiums, or trust details. James also prepared the inputs for the valuation system. Once the data and preliminary calculations were approved by a credentialed actuary, James performed the plan valuation, incorporating any experience or assumption changes. He then prepared the exhibits and drafted the report.
Tina Haugbro – Tina, a credentialed actuary, conducted a technical review of the data and calculations completed by James, ensuring accuracy and compliance with GASB75 and GASB73.
Malcolm Merrill - After the technical review on the Pension plans was completed and the report drafted, Malcolm conducted a comprehensive peer review of the entire report to ensure quality and consistency
Sue Simon – After the technical review on the OPEB plans was completed and the report drafted, Sue conducted a comprehensive peer review of the entire report to ensure quality and consistency.
For each of the following projects, the team assigned to the City of Richmond also provided the same services.
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Client Engagement Description Client Contact Information Contract Terms ACWA Joint
Powers
Insurance
Authority
FYE2024 Interim GASB74/75 Disclosure
Dan Steele - Finance Manager
(916) 786-5742
[email protected]
$2,700
July 2024
Housing
Authority of the
City of Alameda
FYE2024 Interim GASB74/75 Disclosure
Louis So – Finance Director
(510) 747-4300
[email protected]
$4,000
July 2024
Kensington
Police Protection
and CSD
FYE2024 Full GASB74/75 Disclosure
Actuarially Determined Contribution (ADC)
CERBT Filing
David Aranda – Interim General Mgr.
(510) 526-4141
[email protected]
$6,000
October 2024
Ventura Unified
School District
FYE2024 GASB74/75 Disclosure
FYE2024 GASB73 Disclosure
Eric Reynolds – Director of Risk Mgmt
(805) 641-5000
[email protected]
$12,600
August 2024
Regional Center
of the East Bay
Initial FYE2024 Full GASB75 Disclosure
Prospective Actuarially Determined Contribution (ADC) for use in reviewing trust options
Lynn Nguyen - CFO
(510) 618-6100
[email protected]
$8,000
July 2024
Carmel Area
Wastewater
District
Pension Plan Funding Report
GASB 67/68 Disclosures
Participant Benefit Statements
Barbara Buikema – General Manager
(831) 624-1248
[email protected]
$9,600
November 2024
Town of
Woodside
FYE2024 Full GASB74/75 Disclosure
Actuarially Determined Contribution (ADC)
Cindy Safe – Admin Services Director
(650) 851-6790 (main)
[email protected]
$10,200
July 2024
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References
Louis So – Finance Director
Housing Authority of the City of Alameda
email: [email protected]
phone: (510) 747-4300
Dan Steele – Finance Manager
ACWA
email:[email protected]
phone: (916) 774-7050 ext. 3112
David Aranda – Interim General Mgr.
Kensington Police Protection
email: [email protected]
phone: (510) 526-4141
Lynn Nguyen - CFO
Regional Center of the East Bay
email: [email protected]
phone: (510) 618-7709
Cindy Safe – Admin Services Director
Town of Woodside
Email: [email protected]
Phone: (650) 851-6790
Here’s what some of our clients are saying:
In my five years as Finance Manager with ACWA JPIA, Nicolay Consulting has provided affordable, timely OPEB actuarial reporting, along with easy-to-read blueprints of GASB 75 required disclosures specific to my agency. I look forward to working with them for a very long time! – Dan Steele January 21, 2025.
The Kensington Police Protection District and Community Services District has used Nicolay Consulting for over fifteen years and have found them to be accurate in their work, responsive to questions and diligent in seeing that the proper documentation is provided to various governmental entities. – David Aranda January 20, 2025 The Town of Woodside really appreciates Nicolay Consultants’ professionalism, timely preparation of the Town’s GASB 75, and your thorough knowledge of the subject. Any time we or our auditors have questions you answer them completely and thoughtfully in a timely manner. – Cindy Safe, April 16, 2025
455
City of Richmond
Proposal for Actuarial Services
Cost Proposal
The pricing matrix reflects our all-inclusive approach to actuarial services and includes the following key components:
Data Collection and Validation:
Comprehensive review of provided census and premium data for accuracy and completeness. This process includes follow-up questions and support for any necessary corrections.
Full OPEB and Pension Actuarial Valuation:
Includes calculation of the Actuarially Determined Contribution (ADC) and a detailed gain/loss analysis to help understand changes in liability from prior valuations.
GASB 75 and GASB73 Reporting:
Preparation of all required GASB 75 disclosures and expense calculations for inclusion in the City's audited financial statements.
Client Meetings:
Coordination of planning meetings ahead of each valuation, as well as postvaluation discussions to review findings and address any questions. Ongoing Actuarial Support:
Unlimited access to credentialed actuaries throughout the engagement period for ad hoc questions, clarification of results, or scenario testing. 456
City of Richmond
Proposal for Actuarial Services
Deliverables:
The below table displays the hours anticipated for each team member by deliverable. Should extra time be needed, the City will not be charged more than the “Fixed Fee” column. Furthermore, should the City extend its contract for up to three additional years (FYE 2027 – FYE 2029), NCG will not increase the below fees.
Project
Manager
/ Data
Analyst
Actuarial
Analyst Actuary Peer Review
Total
Hours
GASB 74/75 Full Valuation Report – City Plan 3.5 10.0 2.5 1.0 17.0 $4,400 GASB 74/75 Roll-Forward Valuation Report – City Plan 2.5 7.0 2.0 0.5 12.0 $3,100 GASB 74/75 Full Valuation Report – RPOA Plan 3.0 9.5 2.5 1.0 16.0 $4,000 GASB 74/75 Roll-Forward Valuation Report – RPOA Plan 2.0 6.0 1.5 0.5 10.0 $2,600 Funding Valuations For 2 years of Contributions – City Plan 2.5 7.0 2.0 0.5 12.0 $3,000 Funding Valuations For 2 years of Contributions – RPOA Plan 2.5 7.0 2.0 0.5 12.0 $3,000 GASB 73 Full Valuation Report – General Pension Plan 2.0 6.0 1.5 0.5 10.0 $2,600 GASB 73 Roll-Forward Valuation Report – General Pension Plan 2.0 5.5 1.0 0.5 9.0 $2,300 GASB 73 Full Valuation Report – Police and Fire Pension Plan 2.0 6.0 1.5 0.5 10.0 $2,600 GASB 73 Roll-Forward Valuation Report – Police and Fire Pension Plan 5.5 2.0 1.0 0.5 9.0 $2,300 Funding Valuation For 2 years of Contributions – General Pension Plan 8.0 2.5 2.0 0.5 13.0 $3,400 Funding Valuation For 2 years of Contributions – Police and Fire Pension Plan 10.0 3.5 2.5 1.0 17.0 $4,300 Approximate Hours
Fixed Fee
457
City of Richmond
Proposal for Actuarial Services
Out-of-Scope Work and Billing Rates
Any project work not explicitly outlined in this proposal will be considered out-of-scope.
Should the City request services beyond the scope of this engagement, NCG will first discuss the request in detail and formalize the arrangement through a separate Engagement Letter to ensure transparency and mutual agreement.
Please note that if the data provided requires a significant level of additional preparation or is found to be incomplete at the time of report delivery, such efforts may be deemed out-of-scope and billed accordingly.
The table below outlines NCG’s 2025 hourly billing rates for the City’s dedicated actuarial team. These rates are subject to annual increases to be determined at the start of each calendar year. All projects that fall out of scope will be billed based on actual time and expenses at the current rates in effect during the project. Additionally, a 7% technology fee will apply.
All services will be performed exclusively by NCG’s in-house staff. We do not utilize outside contractors, ensuring direct accountability and consistent quality across all aspects of the engagement.
Team Member 2025 Billing Rate
Sue Simon, Peer Review Vice President $369
Malcolm Merrill, Peer Review Vice President $340
Tina Haugbro, Actuary $286
James Ferreri, Lead Analyst $268
Val Merrill, Project Manager / Data Analyst $175
458
City of Richmond
Proposal for Actuarial Services
Value Added Services
NCG’s proximity to the City adds tremendous value as in person meetings are easier as well as being part of the “Bay Culture”. We know California! NCG has capacity actuarial expertise including but not limited to plan design studies, asset and liability projections and contribution projections with a wide range of variables (discount rate, rate of return on assets, amortization methods, contribution fluctuation to name a few).
Often employees undervalue the benefits the City provides, NCG can help with total compensation statements as well as, communications and administrative support to City employees.
Finally, NCG can assist the City in making its administrative practices more efficient.
Contractor Assignment for Sub-Contract
NCG will perform all valuations in house with the team set forth in this Proposal.
Previous Contract with the City of Richmond
NCG does not have any previous contracts with the City and is looking forward to establishing a working relationship.
Exceptions to this Request for Proposals
NCG does not have any exceptions to this proposal.
Statement of Impartiality and Disclosure
NCG does not currently, and will not throughout the duration of the contract with the City, engage in work involving a third-party with interests currently in conflict or likely to be in conflict with the City of Richmond’s interest. Additionally, NCG does not have any pending or active investigations or litigation that may aƯect our reputation or ability for us to carry out the assignments set forth in this RFP.
459
6/9/2025
ACTUARIAL SERVICES 6-2-25
REQUEST FOR PROPOSAL RATING MATRIX
Vendor Rater 1 Rater 2 Rater 3 Rater 4 Rater 5 TOTAL
Nicolay Consulting Group 93 94 90 98 87 462
The Nyhart Company 93 91 91 90 82 447
VIA Actuarial Solutions 91 92 90 85 89 447
1 Connor McGrath
2 Jerry Gurule
3 Wynonna Perez
4 Ana Delgado
5 Mubeen Qader
460
CITY OF RICHMOND
STANDARD CONTRACT
Department: City Project Manager:
City Project Manager E-mail: City Project Manager Phone No:
Vendor No: Contract No:
Description of Services:
The parties to this STANDARD CONTRACT do mutually agree and promise as follows:
1. Parties. The parties to this Contract are the City of Richmond, a municipal corporation (“the City”), and the following named Contractor:
Contractor Name:
Street Address:
City, State, Zip Code:
Contact Person:
Telephone: Email:
Business License No:
☐ A California corporation, ☐ limited liability corporation ☐ general partnership, ☐ limited partnership, ☐ individual, ☐ non-profit corporation, ☐ individual dba as [specify:] ____________________ ☐ other [specify:] _______________________________
2. Term. The effective date of this Contract is _______________________ and terminates _________________ unless terminated earlier as set forth herein.
3. Payment Limit. City’s total payments to Contractor under this Contract shall not exceed $______________ (“Contract Payment Limit”) unless a Contract Amendment has been approved by the City Council or City Manager. If this amount includes a contingency, Contractor acknowledges that any use of such contingency shall be for work beyond the original scope of services and requires prior written authorization by the City. If noted below, Compensation for work done under this Contract, shall not exceed as follows:
FY _________ total compensation shall not exceed $_________________ FY _________ total compensation shall not exceed $_________________ FY _________ total compensation shall not exceed $_________________
4. Contractor’s Obligations. Contractor agrees to perform all work at its own cost and expense, to furnish all labor, tools, equipment, materials, except as otherwise specified, in accordance with the Service Plan set forth in Exhibit A, attached hereto and incorporated herein.
5. City Obligations. City shall make payments to the Contractor in accordance with the Payment Provisions set forth in Exhibit B, attached hereto and incorporated herein.
Finance Jerry Gurule [email protected] (510) 620-6591 17077 Actuarial Valuation services for closed Pension Plans and OPEB Plans.
Nicolay Consulting Group, Inc. 231 Sansome Street, Suite 300 San Francisco, CA 94104 Sue Simon (415) 705-6131 [email protected] July 1, 2025 June 30, 2028 56,800.00 461
6. Authorized Representatives and Notices. This Contract is subject to the Authorized Representatives and Notices Provisions (Exhibit C), attached hereto and incorporated herein.
7. General Conditions. This Contract is subject to the General Conditions (Exhibit D), which are attached hereto and incorporated herein.
8. Special Conditions. This Contract is subject to the Special Conditions (Exhibit E) (if any), which are attached hereto and incorporated herein.
9. Insurance Provisions. This Contract is subject to the Insurance Provisions (Exhibit F), which are attached hereto and incorporated herein.
10. Sanctuary City Compliance Statement. This Contract is subject to the Sanctuary City Compliance Statement (Exhibit G), which is attached hereto and incorporated herein.
11. Signatures. These signatures attest the parties' agreement hereto:
CITY OF RICHMOND,
a municipal corporation [BUSINESS NAME]
(* The Corporation Chairperson of the Board, President, or Vice President should sign below)
By: _________________________ By: ___________________________ Title: ________________________ Title: __________________________ Date Signed: _________________ Date Signed: ___________________ I hereby certify that this Contract (* The Corporation Chief Financial Officer or Assistant has been approved by City Council Treasurer, or Secretary or Assistant Secretary should or the City Manager. sign below)
By: _________________________ By: ___________________________ City Clerk Title: __________________________
Date Signed: ____________________
Approved as to form:
(NOTE: Pursuant to California Corporations Code Section By: _________________________ 313, if Contractor is a corporation or nonprofit organization, City Attorney this Contract (1) must be signed by (a) the Chairperson of the Board, President, or Vice-President and (b) the
Chief Financial Officer or Assistant Treasurer, or
Secretary or Assistant Secretary)
LIST OF ATTACHMENTS:
Service Plan Exhibit A
Payment Provisions Exhibit B
Authorized Representatives and Notices Exhibit C
General Conditions Exhibit D
Special Conditions Exhibit E
Insurance Provisions Exhibit F
Sanctuary City Compliance Statement Exhibit G
Nicolay Consulting Group, Inc.
462
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
EXHIBIT A
SERVICE PLAN
Contractor shall, to the satisfaction of the Project Manager (set forth in Exhibit B), perform the following services and be compensated as outlined below [or attach service plan if necessary]:
Nicolay Consulting Group, Inc.
Deliverables for Fiscal Year 2026:
- City OPEB Plan - Roll-forward GASB 75 Actuarial Valuation Report for FYE June 30, 2025 Fee - $3,100
- City OPEB Plan - Funding Valuation for 2 years of Contributions for FYE June 30, 2025 Fee - $3,000
- RPOA OPEB Plan - Roll-forward GASB 75 Actuarial Valuation Report for FYE June 30, 2025 Fee - $2,600
- RPOA OPEB Plan - Funding Valuation for 2 years of Contributions for FYE June 30, 2025 Fee - $3,000
- General Pension Plan - Full GASB 73 Actuarial Valuation Report for FYE June 30, 2025 Fee - $2,600
- Police and Fire Pension Plan - Full GASB 73 Actuarial Valuation Report for FYE June 30, 2025 Fee - $2,600
Deliverables for Fiscal Year 2027:
- City OPEB Plan - Full GASB 75 Actuarial Valuation Report for FYE June 30, 2026 Fee - $4,400
- RPOA OPEB Plan - Full GASB 75 Actuarial Valuation Report for FYE June 30, 2026 Fee - $4,000
- General Pension Plan - Roll-forward GASB 73 Actuarial Valuation Report for FYE June 30, 2026 Fee - $2,300
- Police and Fire Pension Plan - Roll-forward GASB 73 Actuarial Valuation Report for FYE June 30, 2026
Fee - $2,300
Deliverables for Fiscal Year 2028:
- City OPEB Plan - Roll-forward GASB 75 Actuarial Valuation Report for FYE June 30, 2027 Fee - $3,100
- City OPEB Plan - Funding Valuation for 2 years of Contributions for FYE June 30, 2027 Fee - $3,000
- RPOA OPEB Plan - Roll-forward GASB 75 Actuarial Valuation Report for FYE June 30, 2027 Fee - $2,600
- RPOA OPEB Plan - Funding Valuation for 2 years of Contributions for FYE June 30, 2027 Fee - $3,000
- General Pension Plan - Full GASB 73 Actuarial Valuation Report for FYE June 30, 2027 Fee - $2,600
- Police and Fire Pension Plan - Full GASB 73 Actuarial Valuation Report for FYE June 30, 2027 Fee - $2,600
Total Deliverables Fees - $46,800
Amount for additional services as needed - $10,000
Total - $56,800 463
City of Richmond
Proposal for Actuarial Services
Cost Proposal
The pricing matrix reflects our all-inclusive approach to actuarial services and includes the following key components:
Data Collection and Validation:
Comprehensive review of provided census and premium data for accuracy and completeness. This process includes follow-up questions and support for any necessary corrections.
Full OPEB and Pension Actuarial Valuation:
Includes calculation of the Actuarially Determined Contribution (ADC) and a detailed gain/loss analysis to help understand changes in liability from prior valuations.
GASB 75 and GASB73 Reporting:
Preparation of all required GASB 75 disclosures and expense calculations for inclusion in the City's audited financial statements.
Client Meetings:
Coordination of planning meetings ahead of each valuation, as well as postvaluation discussions to review findings and address any questions. Ongoing Actuarial Support:
Unlimited access to credentialed actuaries throughout the engagement period for ad hoc questions, clarification of results, or scenario testing. 464
City of Richmond
Proposal for Actuarial Services
Deliverables:
The below table displays the hours anticipated for each team member by deliverable. Should extra time be needed, the City will not be charged more than the “Fixed Fee” column. Furthermore, should the City extend its contract for up to three additional years (FYE 2027 – FYE 2029), NCG will not increase the below fees.
Project
Manager
/ Data
Analyst
Actuarial
Analyst Actuary Peer Review
Total
Hours
GASB 74/75 Full Valuation Report – City Plan 3.5 10.0 2.5 1.0 17.0 $4,400 GASB 74/75 Roll-Forward Valuation Report – City Plan 2.5 7.0 2.0 0.5 12.0 $3,100 GASB 74/75 Full Valuation Report – RPOA Plan 3.0 9.5 2.5 1.0 16.0 $4,000 GASB 74/75 Roll-Forward Valuation Report – RPOA Plan 2.0 6.0 1.5 0.5 10.0 $2,600 Funding Valuations For 2 years of Contributions – City Plan 2.5 7.0 2.0 0.5 12.0 $3,000 Funding Valuations For 2 years of Contributions – RPOA Plan 2.5 7.0 2.0 0.5 12.0 $3,000 GASB 73 Full Valuation Report – General Pension Plan 2.0 6.0 1.5 0.5 10.0 $2,600 GASB 73 Roll-Forward Valuation Report – General Pension Plan 2.0 5.5 1.0 0.5 9.0 $2,300 GASB 73 Full Valuation Report – Police and Fire Pension Plan 2.0 6.0 1.5 0.5 10.0 $2,600 GASB 73 Roll-Forward Valuation Report – Police and Fire Pension Plan 5.5 2.0 1.0 0.5 9.0 $2,300 Funding Valuation For 2 years of Contributions – General Pension Plan 8.0 2.5 2.0 0.5 13.0 $3,400 Funding Valuation For 2 years of Contributions – Police and Fire Pension Plan 10.0 3.5 2.5 1.0 17.0 $4,300 Approximate Hours
Fixed Fee
465
City of Richmond
Proposal for Actuarial Services
Out-of-Scope Work and Billing Rates
Any project work not explicitly outlined in this proposal will be considered out-of-scope.
Should the City request services beyond the scope of this engagement, NCG will first discuss the request in detail and formalize the arrangement through a separate Engagement Letter to ensure transparency and mutual agreement.
Please note that if the data provided requires a significant level of additional preparation or is found to be incomplete at the time of report delivery, such efforts may be deemed out-of-scope and billed accordingly.
The table below outlines NCG’s 2025 hourly billing rates for the City’s dedicated actuarial team. These rates are subject to annual increases to be determined at the start of each calendar year. All projects that fall out of scope will be billed based on actual time and expenses at the current rates in effect during the project. Additionally, a 7% technology fee will apply.
All services will be performed exclusively by NCG’s in-house staff. We do not utilize outside contractors, ensuring direct accountability and consistent quality across all aspects of the engagement.
Team Member 2025 Billing Rate
Sue Simon, Peer Review Vice President $369
Malcolm Merrill, Peer Review Vice President $340
Tina Haugbro, Actuary $286
James Ferreri, Lead Analyst $268
Val Merrill, Project Manager / Data Analyst $175
466
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
EXHIBIT B
PAYMENT PROVISIONS
1. COMPENSATION TO CONTRACTOR:
a. Provided Contractor is not in default under this Contract, Contractor shall be compensated in the manner set forth herein.
b. All payments made pursuant to this Contract shall be subject to the Contract Payment Limit. The Payment Limit includes expenses (phones, photocopying, meals and travel, etc.). Invoices shall be adequately detailed, based on accurate records, and be in a form reasonably satisfactory to the City. Contractor may be required to provide back-up material upon request. c. All City vendors receiving new contracts shall sign up to receive electronic payments through the City’s Automated Clearinghouse (ACH) payments service/provider.
2. SUBMISSION OF INVOICES:
Contractor shall submit timely invoices by email to
[email protected] and/or to the following address:
Attention: City of Richmond Finance/Account Payable
Project Manager: _______________________
P.O. Box 4046
Richmond, CA 94804
3. All invoices that are submitted by Contractor shall be subject to the approval of the City Project Manager, _______________________, before payments shall be authorized.
a. The City will pay invoice(s) within 45 days after completion of services to the City’s satisfaction. The City shall not pay late fees or interest.
b. All appropriate permits, certificates, and licenses, including a City business license shall be obtained and maintained for the duration of this Contract before any payment is authorized.
4. All insurance coverage required by this Contract shall be provided by the Contractor before this Contract is executed by the City. The insurance coverage required by this Contract shall be maintained by Contractor for the duration of this Contract and must be in place before any payment is authorized.
Jerry Gurule Jerry Gurule Nicolay Consulting Group, Inc. 467
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
EXHIBIT C
AUTHORIZED REPRESENTATIVES AND NOTICES
1. All required written notices shall be delivered: (i) by hand; or (ii) sent by registered, express, or certified mail, with return receipt requested or with delivery confirmation requested from the U.S. postal service; or (iii) sent by overnight or same day courier service at the party’s respective address listed in this Section.
2. Each notice shall be deemed to have been received on the earlier to occur of:
actual delivery or the date on which delivery is refused; or three (3) days after notice is deposited in the U.S. mail or with a courier service in the manner described above (Sundays and City holidays excepted).
3. Either party may, at any time, change its notice address (other than to a post office box address) by giving the other party three (3) days prior written notice of the new address.
4. All notices, demands, requests, or approvals from Contractor to the City shall be addressed to the City at:
City of Richmond
450 Civic Center Plaza
Richmond, CA 94804
Email: ________________________________________________
5. All notices, demands, requests, or approvals from the City to Contractor shall be addressed to Contractor at:
Attn:
Email: ________________________________________________ Jerry Gurule [email protected] Nicolay Consulting Group, Inc. Nicolay Consulting Group, Inc. 231 Sansome Street, Suite 300 San Francisco, CA 94104 [email protected] Sue Simon 468
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
EXHIBIT D
GENERAL CONDITIONS
1. INDEPENDENT PARTIES:
Contractor hereby declares that Contractor is engaged as an independent business and Contractor agrees to perform the services as an independent contractor.
The manner and means of conducting the services and tasks are under the control of Contractor except to the extent they are limited by statute, rule or regulation and the express terms of this Contract. No civil service status or other right of employment will be acquired by virtue of Contractor’s services. None of the benefits provided by the City to its employees, including but not limited to unemployment insurance, workers’ compensation plans, vacation and sick leave, are available from the City to Contractor, its employees or agents. Deductions shall not be made for any state or federal taxes, FICA payments, PERS payments, or other purposes normally associated with an employer-employee relationship from any compensation due to Contractor. Payments of the above items, if required, are the responsibility of Contractor.
2. TIME IS OF THE ESSENCE:
Contractor and the City agree that time is of the essence regarding the performance of this Contract.
3. STANDARD OF CARE:
Contractor agrees to perform all services hereunder in a manner commensurate with the prevailing standards of like professionals or service Contractors, as applicable, in the San Francisco Bay Area and agrees that all services shall be performed by qualified and experienced personnel who are not employed by the City.
4. IMMIGRATION REFORM AND CONTROL ACT (IRCA):
Contractor assumes all responsibility for verifying the identity and employment authorization of all of its employees performing work hereunder, pursuant to all applicable IRCA or other federal, or state rules and regulations. Contractor shall indemnify, defend, and hold the City harmless from and against any loss, damage, liability, costs or expenses arising from any noncompliance of this provision by Contractor.
5. NON-DISCRIMINATION:
Consistent with the City’s policy and state and federal law that harassment and discrimination are unacceptable conduct, Contractor and its employees, contractors, and agents shall not harass or discriminate against any job applicant, City employee, or any other person on the basis of any kind of any statutorily (federal, state or local) protected class, including but not limited to: race, religious creed, color, national origin, ancestry, Nicolay Consulting Group, Inc.
469
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
disability (both mental and physical) including HIV and AIDS, medical condition (e.g. cancer), genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, pregnancy, political affiliation, military and veteran status or legitimate union activities. Contractor agrees that any violation of this provision shall constitute a material breach of this Contract.
6. CITY PROPERTY:
a. Each and every report, draft, work product, map, record, applicable plans, drawings, calculation, data, specification, video, graphic, or any other material or document produced, prepared or caused to be prepared by Contractor pursuant to or in connection with this Contract shall be the exclusive property of the City. b. Notwithstanding the foregoing, Contractor shall not be obligated to provide to City proprietary software or data which Contractor has developed or had developed for Contractor's own use; provided, however, that Contractor shall, pursuant to Section 11 below, indemnify, defend and hold the City harmless from and against any discovery or Public Records Act request seeking the disclosure of such proprietary software or data. c. No report, information or other data given to or prepared or assembled by Contractor pursuant to this Contract shall be made available to any individual or organization by Contractor without prior approval of the City Manager or their designee. d. Contractor shall, at such time and in such form as City Manager or their designee may require, furnish reports concerning the status of services and tasks required under this Contract.
7. RECORDS:
a. Contractor shall maintain complete and accurate records with respect to the services, tasks, work, documents and data in sufficient detail to permit an evaluation of Contractor’s performance under the Contract, as well as maintain books and records related to sales, costs, expenses, receipts and other such information required by the City that relate to the performance of the services and tasks under this Contract (collectively the “Records”).
b. All Records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Contractor shall provide free access to the Records to the representatives of the City or its designees during regular business hours upon reasonable prior notice. The City has the right to examine and audit the Records, and to make copies or transcripts therefrom as necessary, and to allow inspection of all proceedings and activities related to this Contract. Such Records, together with supporting documents, shall be kept separate from other documents and records and shall be maintained by Contractor for a period of five (5) years after receipt of final payment.
Nicolay Consulting Group, Inc.
470
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
c. If supplemental examination or audit of the Records is necessary due to concerns raised by the City’s preliminary examination or audit of records, and the City’s supplemental examination or audit of the records discloses a failure to adhere to appropriate internal financial controls, or other breach of this Contract or failure to act in good faith, then Contractor shall reimburse the City for all reasonable costs and expenses associated with the supplemental examination or audit.
8. PERMITS AND LICENSES:
Contractor, at its sole expense, shall obtain and maintain during the term of this Contract, all appropriate permits, certificates and licenses, including a City business license, required in connection with the performance of the services and tasks hereunder.
The failure to obtain such permits and licenses shall be a material breach of this Contract and grounds for immediate termination by City; provided, however, that City may waive the business license requirement in writing under unusual or extraordinary circumstances without necessitating any modification of this Contract to reflect such waiver.
9. TERMINATION:
a. Termination Without Default. Notwithstanding any provision herein to the contrary, the City may, in its sole and absolute discretion and without cause, terminate this Contract at any time prior to completion by Contractor of the project or services hereunder immediately upon transmission of written notice to Contractor as provided in Exhibit C “Authorized Representatives and Notices”.
b. Termination in the Event of Default. Should Contractor fail to perform any of its obligations hereunder, within the time and in the manner provided or otherwise violate any of the terms of this Contract, City may immediately terminate this Contract by giving written notice of such termination, stating the reasons for such termination. Contractor shall be compensated as provided in Exhibit B; provided, however, there shall be deducted from such amount the amount of damage, including attorney's fees, expert witness fees and costs, if any, sustained by City by virtue of Contractor's breach of this Contract. Additionally, in the event of such termination, the City may proceed with the work in any reasonable manner it chooses.
10. CONFLICT OF INTEREST:
Contractor acknowledges, represents and warrants that Contractor shall avoid all conflicts of interest (as defined under any federal, state or local statute, rule or regulation, or at common law) with respect to this Contract. Contractor further acknowledges, represents and warrants that no City official or employee has any economic interest, as defined in Title 2, California Code of Regulations §§ 18703.1 through 18703.5, with Contractor that would invalidate this Contract. Contractor acknowledges that in the event that Contractor shall be found by any judicial or administrative body to have any conflict of interest (as defined above) with respect to this Contract, all consideration received under Nicolay Consulting Group, Inc.
471
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
this Contract shall be forfeited and returned to City forthwith. This provision shall survive the termination of this Contract for one (1) year.
11. HOLD HARMLESS:
a. To the fullest extent permitted by law, Contractor shall indemnify, defend (with counsel acceptable to the City) and hold harmless the City, its City Council, boards, commissions, officials, employees, agents and volunteers (“Indemnitees”) from and against any and all loss, damages, liability, obligations, claims, suits, judgments, costs and expenses whatsoever, including attorney’s fees and costs of litigation (“Claims”), arising from or in any manner connected to Contractor’s performance of its obligations under this Contract or failure to comply with any of its obligations under this Contract or out of the operations conducted by Contractor even if the City is found to have been negligent. If the Claims filed against Indemnitees allege negligence, recklessness or willful misconduct on the part of Contractor, Contractor shall have no right of reimbursement against Indemnitees for the costs of defense even if negligence, recklessness or willful misconduct is not found on the part of Contractor. Contractor shall not have any obligations to indemnify Indemnitees if the loss or damage is found to have resulted solely from the negligence or the willful misconduct of the City. The defense and indemnification obligations of this Contract are undertaken in addition to, and shall not in any way be limited by, the insurance obligations contained in this Contract. b. This indemnification obligation shall survive this Contract and shall not be limited by any term of any insurance policy required under this Contract; provided however, that if this Contract is for design professional services, this indemnity provision is limited to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the design professional (as defined in California Civil Code section 2782.8).
12. LIMITATIONS UPON SUBCONTRACTING AND ASSIGNMENT:
a. This Contract binds the heirs, successors, assigns and representatives of Contractor. The Contractor shall not enter into subcontracts for any work contemplated under this Contract and shall not assign this Contract, nor any portion hereof or monies due or to become due, without the prior written consent of the City Council or its designee.
b. Contractor shall not assign, sublease, hypothecate, or transfer this Contract, or any interest therein, directly or indirectly, by operation of law or otherwise, without prior written consent of the City Manager. Contractor shall submit a written request for consent to transfer to the City Manager at least thirty (30) days in advance of the desired transfer.
The City Manager or their designee may consent or reject such request in their sole and absolute discretion. Any attempt to do so without said consent shall be null and void, and any assignee, sublessee, hypothecate or transferee shall acquire no right or interest by reason of such attempted assignment, hypothecation or transfer. However, claims for Nicolay Consulting Group, Inc.
472
Contract No: ________ For the Contract between the City of Richmond and
_____________________________
money against the City under this Contract may be assigned by Contractor to a bank, trust company or other financial institution without prior written consent. c. The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Contractor (if applicable), or of the interest of any general partner or joint venturer or syndicate member if Contractor is a partnership or jointventure or syndicate, which shall result in a change of control of Contractor, shall be deemed an assignment. For this purpose, control shall mean fifty percent or more of the voting power or twenty-five percent or more of the assets of the corporation, partnership or joint-venture.
d. Only those persons and/or businesses whose names and resumés are attached to this Contract shall be used in the performance of this Contract. However, if after the start of this Contract, Contractor wishes to use sub-contractors, at no additional costs to the City, then Contractor shall submit a written request for consent to add subcontractors including the names of the sub-contractors and the reasons for the request to the City Manager at least five (5) days in advance. The City Manager may consent or reject such requests in their sole and absolute discretion. e. Each sub-contractor shall be required to furnish proof of workers’ compensation insurance and shall also be required to carry general, automobile and professional liability insurance (as applicable) in reasonable conformity to the insurance carried by Contractor.
f. In addition, any tasks or services performed by sub-contractors shall be subject to each provision of this Contract. Contractor shall include the following language in their Contract with any sub-contractor: “Sub-Contractors hired by Contractor agree to be bound to Contractor and the City in the same manner and to the same extent as Contractor is bound to the City.”
g. The requirements in this Section 12 shall not apply to persons who are merely providing materials, supplies, data or information that Contractor then analyzes and incorporates into its work product.
13. SAFETY:
a. Contractor acknowledges that the City is committed to the highest standards of workplace safety. Contractor will be solely and completely responsible for conditions of all vehicles owned or operated by Contractor, including the safety of all persons and property during performance of the services and tasks under this Contract.
Contractor shall assume sole and complete responsibility for the safety of Contractor's employees and any of subcontractor's employees This requirement will apply continuously and not be limited to normal working hours. In addition, Contractor will comply with all safety provisions in conformance with U.S. Department of Labor Occupational Safety and Health Act, any equivalent state law, and all other applicable Nicolay Consulting Group, Inc.
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federal, state, county and local laws, ordinances, codes, and any regulations that may be detailed in other parts of the Contract. Where any of these are in conflict, the more stringent requirements will be followed. Contractor’s failure to thoroughly familiarize itself with the aforementioned safety provisions will not relieve it from compliance with the obligations and penalties set forth herein.
b. Contractor will immediately notify the City (in no event less than 24 hours) of any incident of death, serious personal injury or substantial property damage that occurs in connection with the performance of this Contract. Contractor will promptly submit to the City a written report of all incidents that occur in connection with this Contract. This report must include the following information: (i) name and address of injured or deceased person(s); (ii) name and address of Contractor’s employee(s) involved in the incident; (iii) name and address of Contractor’s liability insurance carrier; (iv) a detailed description of the incident; and (v) a police report.
c. Contractor acknowledges that the City shall have the right to impose, at the City’s sole discretion, requirements that it deems are necessary to protect the health and safety of the City employees, residents, and visitors. Contractor agrees to comply with all such requirements, including, but not limited to, mandatory vaccinations, the use of personal protective equipment (e.g. masks), physical distancing, and health screenings.
Contractor also agrees to make available to the City, at the City’s request, records to demonstrate Contractor’s compliance with this Section.
14. INSURANCE:
Insurance requirements are set forth in Exhibit F to this Contract. Contractor shall abide by the insurance requirements set forth in said Exhibit F.
15. COMPLIANCE WITH ALL APPLICABLE LAWS:
a. During the term of this Contract, Contractor shall keep fully informed of all existing and future state and federal laws and all municipal ordinances and regulations of the City of Richmond which affect the manner in which the services or tasks are to be performed by Contractor, as well as all such orders and decrees of bodies or tribunals having any jurisdiction or authority over the same. Contractor shall comply with all applicable laws, state and federal and all ordinances, rules and regulations enacted or issued by the City. Compliance under this provision includes compliance with all provisions of the Richmond Municipal Code ("Municipal Code"), including Chapters 2.50,
2.52, 2.56, and 2.60, if applicable.
b. Contractor acknowledges that under § 2.60.070 of the Municipal Code ("Living Wage Ordinance"), Contractor is required to provide the City with documents and information verifying its compliance with the Living Wage Ordinance. Contractor shall notify each of its affected employees with regards to the wages that are required to be paid pursuant to the Living Wage Ordinance as prescribed in § 2.60.070 of the Municipal Code.
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c. Contractor shall comply with § 2.28.030 of the Municipal Code, obligating every Contractor or sub-Contractor under an agreement or sub-agreement with the City for public works, goods or services to refrain from discriminatory employment or practices on the basis of race, color, sex, sexual orientation, religious creed, national origin or ancestry of any employee, any applicant for employment or any potential sub-contractor. d. Contractor acknowledges that the City’s Drug Free Workplace Policy, Violence in the Workplace Policy and the Policy Against Workplace Harassment, are available on the City’s website at http://www.ci.richmond.ca.us/workplacepolicies.
Contractor agrees to abide by the terms and conditions of said policies.
16. INTEGRATED CONTRACT:
The Recitals and exhibits are a material part of this Contract and are expressly incorporated herein. This Contract represents the full and complete understanding of every kind or nature whatsoever between the parties hereto, and all preliminary negotiations and agreements of whatsoever kind or nature are merged herein. No verbal agreement or implied covenant shall be held to vary the provisions hereof. Any modification of this Contract will be effective only by written execution signed by both the City and Contractor.
17. CONFLICTING PROVISIONS:
In the event of a conflict between these General Conditions and those of any Exhibit or attachment hereto, these General Conditions shall prevail; provided, however, that any Special Condition as set forth in Exhibit E shall prevail over these General Conditions. In the event of a conflict between the terms and conditions of any two or more Exhibits or attachments hereto, those prepared by City shall prevail over those prepared by the Contractor, and the terms and conditions preferred by the City shall prevail over those preferred by the Contractor.
18. FORCE MAJEURE:
Neither party hereto shall be considered in default in the performance of its obligations hereunder to the extent that the performance of such an obligation is prevented or delayed by reason of acts of God, strikes, boycotts, lock-outs, inability to procure materials not related to the price thereof, failure of power, restrictive governmental laws and regulations enacted after the date of this Contract, riots, civil unrest, acts of terrorism, insurrection, war, declaration of a state or national emergency or other reasons of a like nature not within the reasonable control of such party.
19. CONFLICT OF LAW:
This Contract shall be interpreted under, and enforced by the laws of the State of Nicolay Consulting Group, Inc.
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Contract No: ________ For the Contract between the City of Richmond and
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California without regard to any choice of law rules which may direct the application of laws of another jurisdiction. The Contract and obligations of the parties are subject to all valid laws, orders, rules, and regulations of the authorities having jurisdiction over this Contract (or the successors of those authorities). Any suits brought pursuant to this Contract shall be filed with the courts of the County of Contra Costa, State of California.
20. CLAIMS:
Any claim by Contractor against City hereunder shall be subject to Government Code §§ 800 et seq. The claims presentation provisions of said Act are hereby modified such that the presentation of all claims hereunder to the City shall be waived if not made within six months after accrual of the cause of action.
21. INTERPRETATION:
This Contract shall be interpreted as if drafted by both parties.
22. WARRANTY:
If any product is be provided to the City as part of this Contract, Contractor warrants as follows: Contractor possesses good title to the product and the right to transfer the product to City; the product shall be delivered to the City free from any security interest or other lien; the product meets any specifications contained herein; the product shall be free from material defects in materials and workmanship under normal use for a period of one (1) year from the date of delivery; and the product shall be fit for its intended purpose(s). Notwithstanding the foregoing, consumable and maintenance items (such as light bulbs and batteries) shall be warranted for a period of one hundred and eighty (180) days from the date of delivery. All repairs during the warranty period shall be promptly performed by Contractor, at Contractor's expense, including shipping.
23. SEVERABILITY:
In the event that any of the provisions or portions or applications thereof of this Contract are held to be unenforceable or invalid by any court of competent jurisdiction, City and Contractor shall negotiate an equitable adjustment in the provisions of the Contract with a view toward effecting the purpose of this Contract, and the validity and enforceability of the remaining provisions or portions or applications thereof, shall not be affected thereby.
24. AUTHORITY:
City warrants and represents that the signatory hereto (the Mayor of the City of Richmond or the City Manager) is duly authorized to enter into and execute this Contract on behalf of City. The party signing on behalf of Contractor warrants and represents that they are duly authorized to enter into and execute this Contract on behalf of Contractor, Nicolay Consulting Group, Inc.
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Contract No: ________ For the Contract between the City of Richmond and
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and shall be personally liable to City if they are not duly authorized to enter into and execute this Contract on behalf of Contractor.
25. WAIVER:
The waiver by City of any breach of any term or provision of this Contract shall not be construed as a waiver of any subsequent breach. Inspections or approvals, or statements by any officer, agent or employee of the City relating to the Contractor’s performance, or payment therefore, or any combination of these acts, shall not relieve the Contractor’s obligation to fulfill this Contract as prescribed; nor shall the City be thereby stopped from bringing any action for damages or enforcement arising from any failure to comply with any of the terms and conditions of this Contract.
26. COUNTERPARTS:
This Contract may be executed in any number of counterparts (including by fax, PDF, DocuSign, or other electronic means), each of which shall be deemed an original, but all of which shall constitute one and the same instrument.
27. SANCTUARY CITY CONTRACTING ORDINANCE (SCCO):
The Richmond Sanctuary City Contracting Ordinance No. 12-18 prohibits the City from granting and or retaining contracts with any person or entity that provides Data Broker or Extreme Vetting services to the U.S. Immigration and Customs Enforcement Division of the United States Department of Homeland Security (“ICE”). Contractor must submit the Sanctuary City Compliance Statement, attached hereto as Exhibit G.
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Contract No: ________ For the Contract between the City of Richmond and
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EXHIBIT E
SPECIAL CONDITIONS
The General Conditions are hereby amended to include the following modifications and/or provisions (if applicable, otherwise please state “NONE”):
Nicolay Consulting Group, Inc.
None
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Contract No: ________ For the Contract between the City of Richmond and
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EXHIBIT F
INSURANCE PROVISIONS
☐ CHECK HERE IF RISK MANAGEMENT HAS APPROVED WAIVING INSURANCE REQUIREMENTS FOR THIS CONTRACT.
1. CERTIFICATES: Before the commencement of the terms of this Contract, and during the entire term of this Contract and any extension or modification thereof, Contractor shall furnish the City’s Risk Manager with certificates showing the type, amount, class of operations covered, effective dates and dates of expiration of insurance coverage in compliance with coverage requirements set forth by the City and incorporated herein.
Such certificates, which do not limit Contractor’s indemnification, shall also contain substantially the following statement:
“Should any of the above insurance covered by this certificate be canceled or coverage reduced before the expiration date thereof, the insurer affording coverage shall provide thirty (30) days’ advance written notice to the City of Richmond.
Attention: Risk Manager.”
Contractor shall maintain in force at all times during the performance of this Contract all appropriate coverage of insurance required by this Contract with an insurance company licensed to offer insurance business in the State of California with a current A.M. Best’s rating of no less than A:VII or Standard & Poor’s Rating (if rated) of at least BBB unless otherwise acceptable to the City. Contractor shall deliver updated insurance certificates to the City at the address set forth in Exhibit C prior to the expiration of the existing insurance certificate for the duration of the term of Contract.
Endorsements naming the City, its City Council, boards, commissions, officials, employees, agents, and volunteers as additional insured shall be submitted with the insurance certificates.
2. COVERAGE REQUIREMENTS: The City’s insurance requirements depend upon the type of service being provided and/or the provider. The City’s insurance requirements will fall into one of the following categories (unless otherwise provided by the City):
Consultants and Contractors – Type 1
Professional Services – Type 2
Environmental Risk/Hazardous Waste Material – Type 3
Lease of City Property – Type 4
Vendors, Suppliers, Small Grant Recipients & Nonprofit Organizations – Type 5 Transportation Providers – Type 6
Professional Services Pyrotechnics – Type 7
Cyber and I.T. Risks – Type 8
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The insurance requirements classification applicable to this Contract shall be attached to this Exhibit F and made a part hereof.
3. FAILURE TO SECURE: If Contractor at any time during the term hereof should fail to secure or maintain the foregoing insurance, the City shall be permitted to obtain such insurance in Contractor’s name or as an agent of Contractor and shall be compensated by Contractor for the costs of the insurance premiums at the maximum rate permitted by law and computed from the date written notice is received that the premiums have not been paid.
4. SUFFICIENCY OF INSURANCE: The insurance limits required by the City are not represented as being sufficient to protect Contractor. Contractor is advised to consult Contractor’s insurance broker to determine adequate coverage for Contractor. The coverage and limits shall be (1) the minimum coverage and limits specified in this Contract; or (2) the broader coverage and maximum limits of the coverage carried by or available to Contractor; whichever is greater.
INSERT INSURANCE REQUIREMENTS CLASSIFICATION APPLICABLE TO THIS CONTRACT: (IF NECESSARY, CONFIRM WITH RISK MANAGER)
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EXHIBIT G
SANCTUARY CITY COMPLIANCE STATEMENT
The undersigned, (hereafter "Contractor"), has had an opportunity to review the requirements of City of Richmond Ordinance 12-18 (hereafter "Sanctuary City Contracting Ordinance" or “SCCO”).
Contractor understands and agrees that the City may choose with whom it will maintain business relations and may refrain from contracting with any person or entity that provides Data Broker or Extreme Vetting services to the U.S. Immigration and Customs Enforcement Division of the United States Department of Homeland Security (“ICE”). Contractor understands the meaning of the following terms used in the SCCO:
a. "Data Broker” means either of the following:
i. The collection of information, including personal information about consumers, from a wide variety of sources for the purposes of reselling such information to their customers, which include both private-sector business and government agencies;
ii. The aggregation of data that was collected for another purpose from that for which it is ultimately used.
b. “Extreme Vetting” means data mining, threat modeling, predictive risk analysis, or other similar services."
Contractor understands that it is not eligible to receive or retain a City contract if at the time the Contract is executed, or at any time during the term of the Contract, it provides Data Broker or Extreme Vetting services to ICE.
Contractor further understands and agrees that Contractor's failure to comply with the SCCO shall constitute a material default of the Contract and the City Manager may terminate the Contract and bar Contractor from bidding on future contracts with the City for five (5) years from the effective date of the contract termination.
By executing this statement, Contractor certifies that it complies with the requirements of the SCCO and that if at any time during the term of the Contract it ceases to comply, Contractor will promptly notify the City Manager in writing. Any person or entity who knowingly or willingly supplies false information in violation of the SCCO shall be guilty of a misdemeanor and subject to a $1,000 fine.
Based on the foregoing, the undersigned declares under penalty of perjury under the laws of the State of California that the foregoing is true and correct.
Printed Name: Title:
Signed: Date:
Business Entity:
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June 24, 2025
Fire Department
DATE: June 24, 2025
TO: Mayor Martinez and Members of the City Council
FROM: Aaron Osorio, Fire Chief
Subject: Memorandum of Understanding (MOU) to Develop a Firewise Demonstration Garden at Fire Station 63
FINANCIAL IMPACT: The City of Richmond would be responsible for covering the cost of water and electric utilities at the site.
PREVIOUS COUNCIL
ACTION:
None.
STATEMENT OF THE
ISSUE:
The purpose of this MOU is to collaboratively develop,
support, and maintain a Firewise Demonstration Garden
at Fire Station 63 to be used to educate the community in evidence-based best practices in landscaping,
sustainability, and home hardening for landscape space
in wildfire prone areas through hands-on demonstrations.
RECOMMENDED ACTION: ADOPT a resolution to AUTHORIZE the city manager to execute a three-year Memorandum of Understanding
(MOU) between the City of Richmond, The Regents of
the University of California, and West Contra Costa Fire Safe Council to support and maintain a Firewise
Demonstration Garden at Fire Station 63 – Fire
Department (Chief Aaron Osorio 510-307-8021).
AGENDA
REPORT
485
June 24, 2025
DISCUSSION:
The Memorandum of Understanding (MOU) is for the City of Richmond (City), the Regents of the University of California on behalf of U.C. Agriculture and Natural Resources and its U.C. Cooperative Extension Contra Costa County for its Master Gardner Program (U.C. Master Gardener), and West Contra Costa Fire Safe Council (WCCFSC) to establish and maintain the Richmond Firewise Demonstration Garden at Richmond Fire Station 63, 5201 Valley View Road, Richmond CA 94803. This MOU will remain in effect for three years from the date of the last party’s signature.
Purpose
The purpose of the Richmond Firewise Demonstration Garden is to showcase evidence-based best practices for sustainable Firewise gardening to residents of Richmond and West Contra Costa. The garden’s design will be based on Defensible Space principles. In addition, trained U.C. Master Gardeners and WCCFSC will offer educational talks, hands-on demonstrations and discussions with the public community about Firewise plant selection and siting, ember mitigation approaches, wildfire and disaster preparedness, preparing for evacuation, home hardening, and Firewise communities.
Fiscal Impact
While electrical and water costs will increase since the City will provide these as an inkind contribution to the garden, these expenses will be more than offset by the City’s savings through the volunteer maintenance provided by U.C. Master Gardeners and WCCFSC members. In addition, the project offers significant community benefits.
Residents will learn how to implement Firewise practices at home, helping to reduce the risk of property loss from wildfires and embers, and improving their ability to retain home insurance coverage. This, in turn, reduces the City’s long-term risk of property tax revenue losses due to declining property values or the high costs of rebuilding infrastructure after a major disaster.
Responsibility
The following are some of the responsibilities of the City:
Provide water and electricity
Remove green waste debris
Deliver mulch
Ensure that the public has access to the site during daylight hours Provide secure space on site to store garden tools, supplies and educational materials
Provide support in the event of damage, vandalism or theft at the garden Promote the garden on media (website, social media, community TV) Provide restroom access located at the Fire Station to garden volunteers and class participants (but only when Fire Station personnel are present) 486
June 24, 2025
Similar projects around the SF Bay Area
During 2023-2024, several new Firewise demonstration gardens conceived and initiated across the region. The Marin Wildfire Prevention Authority (funding source behind Firesafe Marin, their outreach component) funded the majority of the projects, while several Marin fire districts funded others. The U.C. Master Gardeners in Marin and Sonoma provided guidance and often volunteered in these gardens.
See https://www.marinij.com/2024/02/09/fire-smart-landscaping-and-earth-friendlygardening-on-display-in-marin/. Similarly, two other fire districts in Sonoma County are installing Firewise demonstration gardens at some of their fire stations. One was funded by a $20,000 grant from the California Fire Foundation. Another was designed by Sonoma Ecology Center, with a landscaping company donating labor.
DOCUMENTS ATTACHED:
Attachment 1 – Resolution
Attachment 2 – MOU
487
RESOLUTION NO. ________
RESOLUTION OF THE COUNCIL OF THE CITY OF RICHMOND, CALIFORNIA,
ADOPT A RESOLUTION AUTHORIZING THE CITY OF RICHMOND TO ENTER
INTO A MEMORANDUM OF UNDERSTANDING (MOU) WITH THE REGENTS OF
THE UNIVERSITY OF CALIFORNIA, WEST CONTRA COSTA FIRE SAFE
COUNCIL TO DEVELOP, SUPPORT, AND MAINTAIN A FIREWISE
DEMONSTRATION GARDEN AT FIRE STATION 63
WHEREAS, the City of Richmond, the Regents of the University of California on behalf of UC Agriculture and Natural Resources and its UC Cooperative Extension Contra Costa County for its Master Gardener Program, and the West Contra Costa Fire Safe Council desire to enter into a Memorandum of Understanding (MOU) to collaboratively develop, support, and maintain a demonstration garden, the Firewise Demonstration Garden (Garden) at Richmond Fire Station #63, located at 5201 Valley View Road, Richmond, CA 94803; and WHEREAS, the Garden will provide evidence-based best practices for sustainability, Firewise landscaping and gardening based on Defensible Space principles, and to educate Richmond and West Contra Costa residents on wildfire preparedness, plant selection, ember mitigation, home hardening, and other fire resilience strategies; and WHEREAS, the MOU will be in effect for three (3) years from the date of the last party’s signature and may be renewed for an additional three (3) years at the end of the period with the written consent of all parties; and
WHEREAS, the MOU specifies that each party shall perform its responsibilities independently and shall not act as an officer, agent, employee, or volunteer of any other party, and that no partnership or joint venture is created through this agreement; and WHEREAS, all parties agree to provide and maintain, at their own expense, a program of insurance, or self-insurance, covering the activities and operations of their respective officers, agents and employees for the term of this MOU.
WHEREAS, the parties agree to defend, indemnify, and hold each other harmless from liability, loss, or claims arising from the performance of the MOU, to the extent caused by the negligent or intentional actions of the indemnifying party, its officers, agents, or employees; and
WHEREAS, the City of Richmond grants the UC Master Gardeners and WCCFSC the right of access to the Garden for purposes of development and maintenance; and WHEREAS, adopting a resolution to enter into an MOU will align the City of Richmond with other regional efforts, as similar demonstration gardens have been successfully implemented in Marin and Sonoma Counties during 2023–2024. 488
NOW, THEREFORE, BE IT RESOLVED, by the Council of the City of Richmond:
1. The City Manager for the City of Richmond is authorized to execute a Memorandum of Understanding (MOU) with the Regents of the University of California and West Contra Costa County Fire Safe Council in order to develop, support, and maintain a Firewise demonstration garden at fire station 63, as provided within the MOU. *****************************
(This section to be completed by Clerk’s Office)
I certify that the foregoing resolution was passed and adopted by the City Council of the City of Richmond at a _________ meeting held on _____________ by the following vote:
AYES:
NOES:
ABSTENTIONS:
ABSENT:
________________________________________
Clerk of the City of Richmond
(SEAL)
Approved:
_______________________________
Mayor
Approved as to form:
____________________________
City Attorney
489
RL revision 09.26.2023
MEMORANDUM OF UNDERSTANDING
BETWEEN
THE REGENTS OF THE UNIVERSITY OF CALIFORNIA
ON BEHALF OF ITS
UC Cooperative Extension Contra Costa County
Master Gardener Program,
West Contra Costa Fire Safe Council,
AND
City of Richmond
This Memorandum of Understanding (“MOU”) is entered into by and between West Contra Costa Fire Safe Council, a 501(c)(3) non-profit, (“WCCFSC”), the City of Richmond (“Richmond”), and The Regents of the University of California (“University”), on behalf of UC Agriculture and Natural Resources and its UC Cooperative Extension Contra Costa County (“UCCE”) for its Master Gardener Program (collectively, “MGP”).
WCCFSC, Richmond, and MGP shall hereby be known collectively as the “Parties.” I. PURPOSE
The purpose of this MOU is to collaboratively develop, support, and maintain a demonstration garden, The Firewise Demonstration Garden (“Garden”), to be used to educate in evidence-based best practices in landscaping and sustainability for gardening of wildfire areas and hand-on demonstrations (“Project”), as further described in Exhibit A, Project Description, which is hereby attached and incorporated by reference. The Project will be conducted at the following location: Richmond Fire Station #63 (“Fire Station”), 5201 Valley View Road, Richmond, CA 94803 (“Premises”), which is a property of Richmond, as further depicted in Exhibit B, Map of Premises, which is hereby attached and incorporated by reference.
II. TERM
This MOU is to be in effect from the date of last signature below and extend for an initial period of three (3) years. At the end of the period, this MOU may be reissued for another three (3) year period upon written consent of all parties.
III. NOTICES
Any notice required or permitted to be given under this MOU shall be in writing and shall be conclusively delivered to the other party at the following respective addresses:
For WCCFSC:
Marilyn Saarni, Vice Chair
West Contra Costa Fire Safe Council
C/O Soheila Bana
727 Devils Drop Court
Richmond CA 94803
Email: [email protected]
Docusign Envelope ID: B4D0D3D4-1B63-4015-9ECF-9DC15334768B Docusign Envelope ID: 113A6E11-8E24-4C07-AB33-20004493BFD7 490
Memorandum of Understanding
between University and Cooperator (continued)
For Richmond:
Shasa Curl, Richmond City Manager
City of Richmond
450 Civic Center Plaza
Richmond, CA 94804
Email: [email protected] _
For University:
Andrew Miller, UCCE County Director
UC Cooperative Extension Contra Costa County
2380 Bisso Lane, suite B
Concord, California 94520
Email: [email protected]
IV. INDEPENDENCE OF PARTIES
Each party shall perform its responsibilities and activities described herein as an independent contractor and not as an officer, agent, employee, or volunteer of the other parties hereto. Each party shall be solely responsible for the acts and omissions of its officers, agents, and employees. Nothing herein shall be considered as creating a partnership or joint venture between the parties.
V. INSURANCE
UCCE certified Master Gardeners who have completed formal training, and who periodically are re-trained, are considered formal volunteers or agents of the University, and therefore, are covered for their negligent acts or omissions by the University’s general liability self-insurance program while acting in the course and scope of their volunteerism for the University.
All parties agree to provide and maintain, at their own expense, a program of insurance, or self-insurance, covering the activities and operations of their respective officers, agents and employees for the term of this MOU. Insurance shall include, but is not limited to, comprehensive general liability, professional liability, and personal injury. The various policies of insurance shall have a minimum coverage of $1,000,000 per occurrence and $2,000,000 in the aggregate. Upon request, the parties will provide each other evidence of such coverage naming the other party(ies) as an additional insured including an additional insured endorsement issued by the insurance issuer or program of self-insurance.
Docusign Envelope ID: B4D0D3D4-1B63-4015-9ECF-9DC15334768B Docusign Envelope ID: 113A6E11-8E24-4C07-AB33-20004493BFD7 491
Memorandum of Understanding
between University and Cooperator (continued)
VI. INDEMNIFICATION
The parties agree to defend, indemnify and hold one another harmless from and against any and all liability, loss, expense (including reasonable attorneys’ fees), or claims for injury or damages arising from the performance of this MOU, but only in proportion to and to the extent such liability, loss, expense, attorneys’ fees, or claims for injury or damages are caused by or result from the negligent or intentional acts or omissions of the indemnifying party, its officers, agents, or employees.
VII. RIGHT OF ACCESS AND STEWARDSHIP
Richmond grants the right of access to the Garden located at the Premises to MGP and WCCFSC for the purposes of its development and maintenance.
VIII. OTHER TERMS
1. Copyright: Each party shall retain sole and exclusive ownership of the copyright, including all associated rights, to any written or otherwise copyrightable material that it develops for its respective program.
2. Logos: Where the Parties’ logos are used on any signage or documentation arising from this MOU, the logos of each party will be of equal size.
3. Information Privacy: All parties shall endeavor to hold any personal information received in the course of this project confidential, to the greatest extent permitted by University policy and applicable federal and state statutes.
4. ADA Compliance: The Parties represent and warrant that each has knowledge of the requirements of the federal Americans with Disabilities Act of 1990, and the Government Code and the Health and Safety Code of the State of California, relating to access to public buildings and accommodations for disabled persons, and relating to facilities for disabled persons. Richmond, being the property owner, will, at its sole cost, comply with such provisions to the fullest extent of the law with respect to this MOU, the Project, and all related matters.
5. Non-Discrimination: The University prohibits discrimination against or harassment of any person in any of its programs or activities on the basis of race, color, national origin, religion, sex, gender identity (including gender expression), sexual orientation, age, disability, income derived from a public assistance program, or reprisal or retaliation for prior civil rights activity. UC Policy is intended to be consistent with the provisions of applicable State and Federal laws.
6. Modification: This MOU may be modified or amended with the written approval of all parties, provided that the party proposing a modification or amendment submits the same in writing to the other parties at least sixty (60) days in advance to allow for negotiation of said proposal.
Docusign Envelope ID: B4D0D3D4-1B63-4015-9ECF-9DC15334768B Docusign Envelope ID: 113A6E11-8E24-4C07-AB33-20004493BFD7 492
Memorandum of Understanding
between University and Cooperator (continued)
7. Dispute Resolution: Should any conflict arise as the result of this MOU, UCCE Director and authorized representatives of WCCFSC and Richmond shall meet to resolve the conflict.
8. Termination: Either party may terminate this MOU upon giving sixty (60) days’ written notice to the other parties.
9. Electronic Signatures: This MOU may be executed by electronic signature(s) and transmitted either by facsimile or in a portable document format (“pdf”) version by email and such electronic signature(s) shall be deemed as original for purposes of this MOU and shall have the same force and effect as a manually executed original.
10.Execution in Counterparts: This MOU may be executed in two or more counterpart copies, each of which shall be deemed as an original and all of which, when taken together, shall constitute one and the same instrument.
Docusign Envelope ID: B4D0D3D4-1B63-4015-9ECF-9DC15334768B Docusign Envelope ID: 113A6E11-8E24-4C07-AB33-20004493BFD7 493
Memorandum of Understanding
between University and Cooperator (continued)
IN WITNESS WHEREOF, the parties have executed this MOU on the latest date of execution set forth below.
CITY OF RICHMOND
_________________________________________________________________ Shasa Curl, City Manager Date
City of Richmond
WEST CONTRA COSTA FIRE SAFE COUNCIL
_________________________________________________________________ Marilyn Saarni, Vice Chair Date
West Contra Costa Fire Safe Council
THE REGENTS OF THE UNIVERSITY OF CALIFORNIA
__________________________________________________
Robin Sanchez, Director Date
Policies, Compliance and Programmatic Agreements
University of California Agriculture and Natural Resources Docusign Envelope ID: B4D0D3D4-1B63-4015-9ECF-9DC15334768B 4/22/2025
Docusign Envelope ID: 113A6E11-8E24-4C07-AB33-20004493BFD7 4/23/2025
494
Memorandum of Understanding
between University and Cooperator (continued)
Exhibit A: Project Description
I. BACKGROUND
West Contra Costa Fire Safe Council, a 501(c)(3) nonprofit, was formed in April 2022 to provide education, exchange information, and foster wildfire prevention and fire safety within the County of Contra Costa. Its focus is to serve residents of West Contra Costa’s areas subject to very high and high wildfire risk to promote wildfire preparedness and preserving life and property through education. It also works to enable residents to access resources to better protect themselves and their communities, and to build and support strong collaborative ties between the various jurisdictions with fire protection functions, agencies dealing with disaster planning, and other fire safe councils and firewise communities, both locally and statewide.
City of Richmond, California, incorporated 1905, runs from the east shore of San Francisco Bay into the El Sobrante Valley and the northern reach of the Berkeley Hills, where the Hayward Fault and Wildcat Canyon meet. Its eastern portion, east of Interstate Highway 80, has very high and high wildfire risk areas, in great part due to its Wildland-Urban Interface with East Bay Regional Parks, East Bay MUD, Pinole City Park (an unmanaged forest), and private agricultural lands (primarily ranch) and wildlands. Roughly 12,000 Richmond residents live in these high-risk areas.
The University of California Cooperative Extension Master Gardener Program is an educational program designed to teach and extend information to address gardening needs in communities throughout the State of California. The purpose of the UCCE MGP is to identify, train, and develop community volunteers who, through the dissemination and application of horticultural and botanical information and knowledge, will enhance learning and therefore the quality of life for the people of the state of California.
II. RESPONSIBILITIES
1. Richmond agrees to:
a. Provide water and electricity to the Garden at Richmond’s sole cost. b. Remove green waste debris and related debris removal of green waste. Debris removal requests shall be made to Richmond with at least three (3) days advance notice.
c. Provide and deliver mulch to the Garden. Request for mulch requests shall be made to Richmond with at least three (3) days advance notice. d. Remove identified trees located on the Premises that are either dying or in violation of the “CalFire Defensible Zone Principles,” within the first twelve (12) months of execution of this MOU. Upon mutual agreement, any resulting large wood chips may be retained on the Premises for garden or public use.
e. Ensure that the site has public access during daylight hours.
Docusign Envelope ID: B4D0D3D4-1B63-4015-9ECF-9DC15334768B Docusign Envelope ID: 113A6E11-8E24-4C07-AB33-20004493BFD7 495
Memorandum of Understanding
between University and Cooperator (continued)
f. Provide secure space at the Premises to store garden tools, supplies, and educational workshop materials. The secure space will be mutually agreed upon, and any additional costs associated with the space will be the responsibility of MGP and/or WCCFSC with prior approval.
g. Provide support in the event of damage, vandalism or theft to the Garden.
h. Promote the Garden and collaboration of the Parties on Richmond’s website, newsletters, and public marquee. The IT Director shall approve any information that is published, with consultation and approval of each party.
i. Permit appropriate informational signage at the Garden, including recognition of the Parties. Other signage may include MGP’s educational outreach programs and WCCFSC’s outreach and resources programs.
j. Ensure consistent and timely communication between the Parties and other appropriate Richmond delegates (e.g., the Richmond Fire Department and Richmond Public Works).
k. Provide Garden participants with access to the restrooms located in the Fire Station but only when the Fire Station personnel are present.
2. WCCFSC agrees to:
a. Support MGP’s design and Garden development with timely consultation.
b. Provide public outreach for community-wide workshops, such as recruiting community volunteers to clear on-site flammable vegetation or wood chipping events coordinated by the Parties.
c. Plan, design and construct, as resources are available, an outdoor classroom that all Parties shall have access to for educational or emergency preparedness-related events at the Garden.
d. Develop and maintain a calendar for space reservations for the outdoor classroom once constructed. MGP, WCCFSC and Richmond, including the Fire Station staff, shall have priority access to the reservations.
e. Maintain the outdoor classroom for appropriate cleanliness and safety conditions for the Garden participants.
f. Offer at least five (5) wildfire preparedness and home hardening educational events per calendar year. The events may either be onsite, including garden tours, or virtual webinars. g. Support the maintenance of the Garden for appropriate cleanliness and safety conditions for the Garden participants.
Docusign Envelope ID: B4D0D3D4-1B63-4015-9ECF-9DC15334768B Docusign Envelope ID: 113A6E11-8E24-4C07-AB33-20004493BFD7 496
Memorandum of Understanding
between University and Cooperator (continued)
h. Promote the Garden and collaboration of the Parties on WCCFSC’s website and other outreach media.
i. Ensure consistent and timely communications between the Parties and other appropriate Richmond delegates.
3. MGP agrees to:
a. Design and develop the overall landscape plan to demonstrate firewise best practices, including use of nonflammable materials, hydrozones, irrigation, and garden bed layout. Design features will reflect principles of “CalFire Defensible Space Zones.” MGP shall be the lead on all Garden design.
b. Provide materials for educational and outreach activities, including garden-related supplies such as mulch, tools, and irrigation supplies as funding allows.
c. Maintain the Garden with evidence-based practices to demonstrate best firewise and sustainable landscape practices, with the support of WCCFSC.
d. Maintain the Garden for appropriate cleanliness and safety conditions for the Garden participants
e. Maintain the outdoor classroom, in support of WCCFSC, for appropriate cleanliness and safety conditions for the Garden participants.
f. Schedule regular workdays to establish and maintain the Garden to a high standard of care and for educational effectiveness. g. Offer at least five (5) firewise gardening educational events per calendar year. The events may either be on-site, including garden tours, or virtual webinars.
h. Promote the Garden and collaboration of the Parties on MGP’s website and other outreach media.
i. Ensure consistent and timely communications between the Parties and other appropriate Richmond delegates.
The parties to this MOU shall mutually discuss and agree upon any outside-party activities to be conducted at the Garden.
All parties understand that the Premises is an operating firehouse with firefighter personnel present at all times. Any issues regarding the operations at the Premises will be discussed and agreed upon, in a timely manner, by the MGP Coordinator, an authorized representative of WCCFSC, and the Richmond Fire Department’s delegate.
UCCE is the entity responsible for the MGP in its entirety within its respective county. Program decisions are the responsibility of the UCCE County Director, in consultation with the Master Gardener Program Coordinator.
Docusign Envelope ID: B4D0D3D4-1B63-4015-9ECF-9DC15334768B Docusign Envelope ID: 113A6E11-8E24-4C07-AB33-20004493BFD7 497
Memorandum of Understanding
between University and Cooperator (continued)
Decisions regarding the development of the Project are to be made by the MGP Coordinator and authorized representatives from WCCFSC and Richmond.
With respect to fundraising activities conducted for the benefit of the Project, the party conducting the activity shall bear sole responsibility for any expenses incurred and shall retain sole ownership of any revenue generated.
It is understood that any and all improvements and/or installations made to the Premises shall become the property of the Party to whom each improvement and/or installation pertains. Should this MOU be terminated in accordance with the above Item No. VIII.8, the Party will remove all such improvements and/or installations from the Premises.
Docusign Envelope ID: B4D0D3D4-1B63-4015-9ECF-9DC15334768B Docusign Envelope ID: 113A6E11-8E24-4C07-AB33-20004493BFD7 498
Certificate Of Completion
Envelope Id: 113A6E11-8E24-4C07-AB33-20004493BFD7 Status: Sent Subject: Complete with Docusign: UCCE Contra Costa - City of Richmond - West Contra Costa Fire Safe Coun...
Source Envelope:
Document Pages: 9 Signatures: 1 Envelope Originator:
Certificate Pages: 5 Initials: 0 Robin Sanchez
AutoNav: Enabled
EnvelopeId Stamping: Enabled
Time Zone: (UTC-08:00) Pacific Time (US & Canada)
2801 2nd Street
169A
Davis, CA 95618
[email protected]
IP Address: 68.228.204.91
Record Tracking
Status: Original
4/23/2025 12:50:09 PM
Holder: Robin Sanchez
[email protected]
Location: DocuSign
Signer Events Signature Timestamp
Marilyn Saarni
[email protected]
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 99.110.213.68
Sent: 4/23/2025 12:53:25 PM
Viewed: 4/23/2025 12:59:26 PM
Signed: 4/23/2025 1:58:21 PM
Electronic Record and Signature Disclosure:
Accepted: 4/23/2025 12:59:26 PM
ID: ad4e6d60-5580-4e33-ba96-75f9288107a2
Shasa Curl
[email protected]
City Manager
City of Richmond
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(None)
Sent: 4/23/2025 12:53:25 PM
Electronic Record and Signature Disclosure:
Not Offered via Docusign
In Person Signer Events Signature Timestamp
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Carbon Copy Events Status Timestamp
Jenna H. Kwan
[email protected]
Security Level: Email, Account Authentication
(None)
Sent: 4/23/2025 12:53:26 PM
Electronic Record and Signature Disclosure:
Accepted: 3/4/2025 5:54:19 PM
ID: b63ab207-ac30-4c53-ab89-10a2a09362e8
499
Carbon Copy Events Status Timestamp
Rachel Lloyd
[email protected]
Security Level: Email, Account Authentication
(None)
Sent: 4/23/2025 12:53:26 PM
Electronic Record and Signature Disclosure:
Accepted: 11/13/2024 12:31:29 PM
ID: d6ae9735-a61f-48e6-abfd-fc6f537a8a5e
WCCFSC
[email protected]
Security Level: Email, Account Authentication
(None)
Sent: 4/23/2025 12:53:26 PM
Viewed: 4/23/2025 1:29:26 PM
Electronic Record and Signature Disclosure:
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Envelope Sent Hashed/Encrypted 4/23/2025 12:53:26 PM
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Electronic Record and Signature Disclosure
500
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503
June 24, 2025
Fire Department
DATE: June 24, 2025
TO: Mayor Martinez and Members of the City Council
FROM: Aaron Osorio, Fire Chief
Rico Rincon, Deputy Fire Chief
Subject: Contract Amendment No. 2 with Matrix Consulting Group FINANCIAL IMPACT: Total expenditure for the Community Risk Assessment/Standards of Cover (CRA/SOC) should not
exceed $35,000. Funding is included in the Fire
Department budget (Account String: 01204022-400201).
PREVIOUS COUNCIL
ACTION:
May 7, 2024
STATEMENT OF THE
ISSUE:
The Matrix Consulting Group is contracted to conduct the Advanced Life Support (ALS)/Paramedic First Feasibility Study for the Richmond Fire Department. The
Department aims to identify additional opportunities for operational improvement, reduce community risk, and
establish benchmarks to support the implementation of
long-term operational goals through Community Risk
Assessment and Standards of Cover (CRA/SOC).
RECOMMENDED ACTION: APPROVE the second amendment to the contract with Matrix Consulting Group to increase the limit by $35,000, for a total contract amount not to exceed $74,500, and
provide further analysis to develop Community Risk
Assessment and Standards of Cover – Fire Department
(Chief Aaron Osorio 510-307-8021/Deputy Chief Rico
Rincon 510-307-8041).
AGENDA
REPORT
504
June 24, 2025
DISCUSSION:
Community Risk Assessment and Standards of Cover (CRA/SOC) is a critical component in evaluating and improving the operational effectiveness of the Richmond Fire Department (“Department”). By assessing past performance, current deployment strategies, and future service demands, the Department aims to identify opportunities for operational improvement, reduce community risk, and establish benchmarks to support the implementation of long-term operational goals.
The Community Risk Assessment will provide an all-hazards analysis of the service area, identifying risks, threats, and vulnerabilities in alignment with national standards such as NFPA 1300. In addition, the Standards of Cover will evaluate the Department’s operations and performance against industry standards and best practices, including an assessment of services provided, capital assets, system performance, population growth, and inter-jurisdictional response capabilities. Together, these assessments will help guide the Department in achieving short-term service goals while outlining longterm strategies and policy recommendations to enhance overall emergency response capabilities.
The Department intends to amend the contract with the Matrix Consulting Group ("Vendor") to provide further analysis and develop Community Risk Assessment and Standards of Cover (Attachment 1 and 2). The vendor was previously directed by the City of Richmond to conduct the City's Emergency Services Data and Analysis Report on March 15, 2022. The report was published on March 6, 2023, detailing an in-depth analysis of the emergency services system and dynamics of the department. Similarly, the vendor was authorized by the City of Richmond on May 7, 2024, to conduct an Advanced Life Support/Paramedic First Responder Feasibility Study to explore the potential for the Department to transition into a paramedic-level service provider.
Since the vendor has already conducted several analyses of the Department, it will be in the best interest of the City to amend the contract to save lead time, cost, and duplication of any baseline studies that are needed for this project. The vendor proposes delivering its findings within two months, which will involve a series of interviews with the Department, as well as review and evaluation of the department’s organization, staffing, deployment, workload, performance and CAD data.
In accordance with this matter, City staff has updated the sole-source documentation to reflect the revised scope of services and adjusted the contract limit, to increase the limit by $35,000, for a total contract amount not to exceed $74,500 (Attachment 3). In addition, City staff requests for approval to amend the contract with Matrix Consulting Group to increase the contract limit and provide further analysis and produce Community Risk Assessment and Standards of Cover documents (Attachment 4).
DOCUMENTS ATTACHED:
Attachment 1 – Original Contract
505
June 24, 2025
Attachment 2 – First Contract Amendment
Attachment 3 – Sole Source
Attachment 4 – Proposed Second Contract Amendment
506
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Fire Michael E. Smith
[email protected] (510) 307-8041
6342
Advanced Life Support/Paramedic First Responder Feasibility Study Matrix Consulting Group
1650 S. Amphlett Blvd., Suite 213
San Mateo, CA 94402
Richard P. Brady
(650) 858-0507 [email protected]
40062622
May 1, 2024
April 30, 2025
39,500
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Sanctuary City Contracting Ordinance (SCCO). The Richmond Sanctuary City Contracting Ordinance No. 12-18 prohibits the City from granting and or retaining contracts with any person or entity that provides Data Broker or Extreme Vetting services to the U.S.
Immigration and Customs Enforcement Division of the United States Department of Homeland Security (“ICE”). Contractor must submit the Sanctuary City Compliance Statement, attached hereto, prior to the execution of this Agreement.
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Docusign Envelope ID: 8A78C2AC-D0C5-4CBF-9ADD-82BDEB9EC3C5 565
DocID #34720v1
CITY OF RICHMOND
CONTRACT AMENDMENT
The parties to this Contract Amendment do mutually agree and promise as follows:
1. Parties. The parties to this Contract Amendment are the City of Richmond, a public body corporate and politic, and the following named Contractor:
Contractor Name:
Street Address:
City, State, Zip Code:
Contact Person:
Telephone: Email:
Business License No:
A California: corporation, limited liability corporation, general partnership, limited partnership, individual, non-profit corporation, individual dba as [specify:] _________________________________________ other [specify:] ___________________________________________________
2. Purpose. This Contract Amendment is being entered into to amend the following Contract between City and Contractor (list terms in effect on the date of initial Contract approval):
City Council Approval Date/City Manager Execution Date: ____________________________ Effective Date: ___________________; Termination Date: ____________________________ Payment Limit: ___________________.
[check box if applicable] The Contract was previously amended, as described in the amendment history attached to this Contract Amendment, and the terms and conditions of any amendments shall be deemed to be a part of the Contract.
3. Contract Provisions. The parties hereto agree to continue to abide by those terms and conditions of the Contract, including any amendments thereto, which are unaffected by this Contract Amendment, and which shall remain in full force and effect.
Department: City Project Manager:
City Project Manager E-mail: City Project Manager Phone No:
Vendor No: Contract No:
Description of Services:
Amendment No. ___ modifies the (check all that apply):
Term Payment Limit Service Plan
Complete the Amendment History page if this Amendment is the 2nd or subsequent amendment.
Fire Aaron Osorio [email protected] 510-307-8021 6342 7130 Provide Advanced Life Support/Paramedic First Responder Feasibility Study 1 Matrix Consulting Group 1875 S. Grant Street, Suite 960 San Mateo, CA 94402 Richard P. Brady 650-858-6501 [email protected] 40062622 May 7, 2024 May 1, 2024 April 30, 2025 $39,500 Docusign Envelope ID: C98A1296-5B89-4A80-AC31-ABCEB9C751C2 Docusign Envelope ID: 29A3AB22-0790-402D-85B1-A37F051FB89A 566
DocID #34720v1 Modified January 14, 2025
4. Amendment Provisions. This Contract Amendment is subject to the Amendment Provisions attached hereto, which are incorporated herein by reference, and which control over any conflicting provisions of the Contract.
5. City of Richmond Business License Active Status Maintained. Pursuant to Municipal Code Section
7.04.030, the Contractor must maintain its City of Richmond business license for this Contract Amendment to be deemed to be in effect.
6. Insurance Coverage Updated and Maintained. Pursuant to the Contract, the Contractor shall provide the City with updated insurance certificates, and the Contractor shall maintain insurance coverage, for this Contract Amendment to be deemed to be in effect.
7. Authority; Counterparts; Signatures. Each of the signatories hereto represents and warrants that he or she has the authority to execute this Contract Amendment for the Party on whose behalf he or she is executing this Contract Amendment. This Contract Amendment may be executed in one or more counterparts, each of which shall be deemed an original, but all of which together shall constitute one and the same instrument. The Parties may rely on electronic or scanned signatures as originals. Delivery of an executed signature page of this Contract Amendment by electronic format (including pdf) shall be the same as delivery of an original executed signature page.
CITY OF RICHMOND,
a municipal corporation
By: ________________________________
Title: ______________________________
Date Signed: ________________________
I hereby certify that this Amendment has been
approved by the City Council or executed by the
City Manager.
By: _______________________________
City Clerk
Approved as to form:
By: _______________________________
City Attorney
[CONTRACTOR NAME]
(*If applicable, the Corporation Chairperson of the
Board, President, or Vice-President should sign
below.)
By: ____________________________________
Title: __________________________________
Date Signed: ____________________________
(*If applicable, the Corporation Chief Financial Officer or Assistant Treasurer, or Secretary or Assistant
Secretary should sign below.)
By: ___________________________________
Title: __________________________________
*(NOTE: Pursuant to California Corporations
Code Section 313, if Contractor is a corporation or
nonprofit organization, this Contract (1) should be
signed by the Chairperson of the Board, President
or Vice-President and the Chief Financial Officer
or Assistant Treasurer, or Secretary or Assistant
Secretary; (2) should have both signatures
conform to designated representative groups
pursuant to Corporations Code Section 313.)
Matrix Consulting Group
Docusign Envelope ID: C98A1296-5B89-4A80-AC31-ABCEB9C751C2 Senior Vice President, CFO
Chair
4/16/2025
Docusign Envelope ID: 29A3AB22-0790-402D-85B1-A37F051FB89A 4/22/2025
City Manager
567
DocID #34720v1 Modified January 14, 2025
AMENDMENT PROVISIONS (AMENDMENT HISTORY)
If no prior amendments, skip to next page.
The first Contract Amendment was approved by City Council or executed by the City Manager on ______________________ for one or more of the following provisions (check those that apply):
Increased contract payment limit by $_________________ for a payment limit not to exceed $ _________________
Term Amendment (insert new termination date): ________________________ Service Plan
The second Contract Amendment was approved by City Council or executed by the City Manager on _________________________ for one or more of the following provisions (check those that apply):
Increased contract payment limit by $_________________ for a payment limit not to exceed $ _________________
Term Amendment (insert new termination date): ________________________ Service Plan
The third Contract Amendment was approved by City Council or executed by the City Manager on _______________________ for one or more of the following provisions (check those that apply):
Increased contract payment limit by $_________________ for a payment limit not to exceed $ _________________
Term Amendment (insert new termination date): ________________________ Service Plan
The fourth Contract Amendment was approved by City Council or executed by the City Manager on ________________________ for one or more of the following provisions (check those that apply):
Increased contract payment limit by $_________________ for a payment limit not to exceed $ _________________
Term Amendment (insert new termination date): ________________________ Service Plan
The fifth Contract Amendment was approved by City Council or executed by the City Manager on ________________________ for one or more of the following provisions (check those that apply):
Increased contract payment limit by $_________________ for a payment limit not to exceed $ _________________
Term Amendment (insert new termination date): ________________________ Service Plan
The sixth Contract Amendment was approved by City Council or executed by the City Manager on _______________________ for one or more of the following provisions (check those that apply):
Increased contract payment limit by $_________________ for a payment limit not to exceed $ _________________
Term Amendment (insert new termination date): ________________________ Service Plan
Docusign Envelope ID: C98A1296-5B89-4A80-AC31-ABCEB9C751C2 Docusign Envelope ID: 29A3AB22-0790-402D-85B1-A37F051FB89A 568
DocID #34720v1 Modified January 14, 2025
AMENDMENT PROVISIONS (TERM, PAYMENT LIMIT AND/OR SERVICE PLAN) Check all that apply:
TERM
PAYMENT
LIMIT
SERVICE
PLAN
Paragraph 2 (Term) of the Contract is hereby amended to extend the Contract term. Paragraph 2 of the Contract is amended to read as follows:
"2. Term. The effective date of this Contract is
________________________________________________________ (Insert Contract Effective Date)
and it terminates
________________________________________________________. (Insert new Contract termination date)
unless sooner terminated as provided herein."
Paragraph 3 (Payment Limit) of the Contract is hereby amended to increase the payment limit by $__________________. Paragraph 3 of the Contract is amended to read as follows:
"3. Payment Limit. City's total payments to Contractor under this Contract shall not exceed $_____________________ including expenses."
“The City shall not pay for services that exceed the Contract Payment Limit without the prior written approval of the City Council or executed by the City Manager if the total Contract amount does not exceed $10,000 or without the prior approval of the City Council if the total Contract amount is over $10,000.” The Service Plan (Exhibit A) of the Contract is hereby amended to include the following tasks and/or services:
(Insert description of additional tasks/services. Use additional pages if necessary.) ■
May 1, 2024 April 30, 2026
None.
Docusign Envelope ID: C98A1296-5B89-4A80-AC31-ABCEB9C751C2 Docusign Envelope ID: 29A3AB22-0790-402D-85B1-A37F051FB89A 569
570
571
4 10 2025
572
MATRIX CONSULTING GROUP
1875 S Grant Street, Suite 960
San Mateo, CA 94402
March 13, 2025
Aaron Osorio, Fire Chief
Fire Department
City of Richmond
440 Civic Center Plaza
Richmond, CA 94804
Dear Chief Osorio:
Matrix Consulting Group appreciates the opportunity to continue working with the City of Richmond and the Richmond Fire Department (RFD) to develop a Community Risk Assessment/Standards of Cover Document (CRA/SOC). The personnel assigned to this project would be from our Fire Service Practice, which conducted the previous Public Safety Study for the City and is currently finalizing the ALS first responder project. Robert Finn and Terry Lewis have developed dozens of CRA/SOC documents for clients in California and nationwide. All our CRA/SOC documents are developed using criteria required by the National Fire Protection Association (NFPA) and the Center for Public Safety Excellence (CPSE).
SCOPE OF SERVICES
The following points highlight the tasks and services to be provided related to the development of the CRA/SOC:
• Initiation: The project team will meet with Fire Department staff to understand any changes in staffing and deployment that have occurred since the Public Safety Study. • Data Collection: The project team will gather updated data on the Fire Department's organization, staffing, deployment, workloads, and performance. This will include the most current three (3) years of CAD data.
• Community Risk Assessment: The project team will develop an all-hazards analysis of the service area of the Richmond Fire Department. This will assess the service area's hazards, threats, vulnerabilities, and risks and compare (RFD) to recognized standards, including NFPA 1300. The Community Risk Assessment Document will include a description of the community served, performance goals and community expectations, community risk assessment, and spatial visualization of data.
• Standards of Cover Deployment Analysis: The project team will conduct an organizational analysis of the Richmond Fire Department. This will focus on assessing the department's performance and operations in comparison with industry standards and best practices and how well the Department can mitigate the identified community risks. The Standards of Cover analysis includes a description of the services provided, capital asset assessment, evaluation of system performance, population 573
PROPOSAL TO CONDUCT BAHA RATE COMPARISON
MATRIX CONSULTING GROUP 2
growth and demand projections, evaluation of inter-jurisdictional response, and establishment of performance objectives.
• Plan for Maintaining and Improving Service Delivery: This task will involve developing and analyzing various operational models for the delivery of emergency services by the Fire Department. The goal is to identify options that ensure the desired service levels identified in the previous tasks can be achieved in the short term while highlighting the best long-term strategies for system improvement.
This section of the report also includes recommendations that require action from policymakers. • Draft and Final Report: The project will cumulate with developing a Community Risk Assessment/Standards of Cover Document for the Fire Department.
SCHEDULE AND PRICE
The Fire Department requests this study be completed before the end of this fiscal year (June 30, 2025).
To accomplish this, we would need to commence this project the week of We would be able to commence this project the week of March 31st with an expected completion date of May 27th. The project team will make every effort to complete the project as soon as possible.
Matrix Consulting Group proposes to complete the CRA/SOC document development for a fixed, not-toexceed price of $35,000, inclusive of all project expenses. Our typical practice is to bill for hours worked monthly, with our contracts set up as fixed price. We are also open to billing on a task or deliverable basis.
We appreciate the opportunity to continue providing services to the City of Richmond. Should you have any questions regarding this quote, please feel free to contact me at [email protected] or 817-999- 7118. Thank you.
Robert Finn
ROBERT FINN
Vice President
Matrix Consulting Group
574
DocID #34720v1
CITY OF RICHMOND
CONTRACT AMENDMENT
The parties to this Contract Amendment do mutually agree and promise as follows:
1. Parties. The parties to this Contract Amendment are the City of Richmond, a public body corporate and politic, and the following named Contractor:
Contractor Name:
Street Address:
City, State, Zip Code:
Contact Person:
Telephone: Email:
Business License No:
A California: corporation, limited liability corporation, general partnership, limited partnership, individual, non-profit corporation, individual dba as [specify:] _________________________________________ other [specify:] ___________________________________________________
2. Purpose. This Contract Amendment is being entered into to amend the following Contract between City and Contractor (list terms in effect on the date of initial Contract approval):
City Council Approval Date/City Manager Execution Date: ____________________________ Effective Date: ___________________; Termination Date: ____________________________ Payment Limit: ___________________.
[check box if applicable] The Contract was previously amended, as described in the amendment history attached to this Contract Amendment, and the terms and conditions of any amendments shall be deemed to be a part of the Contract.
3. Contract Provisions. The parties hereto agree to continue to abide by those terms and conditions of the Contract, including any amendments thereto, which are unaffected by this Contract Amendment, and which shall remain in full force and effect.
Department: City Project Manager:
City Project Manager E-mail: City Project Manager Phone No:
Vendor No: Contract No:
Description of Services:
Amendment No. ___ modifies the (check all that apply):
Term Payment Limit Service Plan
Complete the Amendment History page if this Amendment is the 2nd or subsequent amendment.
Fire Aaron Osorio [email protected] 510-307-8021 6342 Provide Advanced Life Support/Paramedic First Responder Feasibility Study and to develop a Community Risk Assessment/Standards of Cover Document (CRA/SOC) 2 Matrix Consulting Group 1875 S. Grant Street, Suite 960 San Mateo, CA 94402 Richard P. Brady 650-858-6501 [email protected] 40062622 May 7, 2024 May 1, 2024 April 30, 2025 $39,500 575
DocID #34720v1 Modified January 14, 2025
4. Amendment Provisions. This Contract Amendment is subject to the Amendment Provisions attached hereto, which are incorporated herein by reference, and which control over any conflicting provisions of the Contract.
5. City of Richmond Business License Active Status Maintained. Pursuant to Municipal Code Section
7.04.030, the Contractor must maintain its City of Richmond business license for this Contract Amendment to be deemed to be in effect.
6. Insurance Coverage Updated and Maintained. Pursuant to the Contract, the Contractor shall provide the City with updated insurance certificates, and the Contractor shall maintain insurance coverage, for this Contract Amendment to be deemed to be in effect.
7. Authority; Counterparts; Signatures. Each of the signatories hereto represents and warrants that he or she has the authority to execute this Contract Amendment for the Party on whose behalf he or she is executing this Contract Amendment. This Contract Amendment may be executed in one or more counterparts, each of which shall be deemed an original, but all of which together shall constitute one and the same instrument. The Parties may rely on electronic or scanned signatures as originals. Delivery of an executed signature page of this Contract Amendment by electronic format (including pdf) shall be the same as delivery of an original executed signature page.
CITY OF RICHMOND,
a municipal corporation
By: ________________________________
Title: ______________________________
Date Signed: ________________________
I hereby certify that this Amendment has been
approved by the City Council or executed by the
City Manager.
By: _______________________________
City Clerk
Approved as to form:
By: _______________________________
City Attorney
[CONTRACTOR NAME]
(*If applicable, the Corporation Chairperson of the
Board, President, or Vice-President should sign
below.)
By: ____________________________________
Title: __________________________________
Date Signed: ____________________________
(*If applicable, the Corporation Chief Financial Officer or Assistant Treasurer, or Secretary or Assistant
Secretary should sign below.)
By: ___________________________________
Title: __________________________________
*(NOTE: Pursuant to California Corporations
Code Section 313, if Contractor is a corporation or
nonprofit organization, this Contract (1) should be
signed by the Chairperson of the Board, President
or Vice-President and the Chief Financial Officer
or Assistant Treasurer, or Secretary or Assistant
Secretary; (2) should have both signatures
conform to designated representative groups
pursuant to Corporations Code Section 313.)
Matrix Consulting Group
576
DocID #34720v1 Modified January 14, 2025
AMENDMENT PROVISIONS (AMENDMENT HISTORY)
If no prior amendments, skip to next page.
The first Contract Amendment was approved by City Council or executed by the City Manager on ______________________ for one or more of the following provisions (check those that apply):
Increased contract payment limit by $_________________ for a payment limit not to exceed $ _________________
Term Amendment (insert new termination date): ________________________ Service Plan
The second Contract Amendment was approved by City Council or executed by the City Manager on _________________________ for one or more of the following provisions (check those that apply):
Increased contract payment limit by $_________________ for a payment limit not to exceed $ _________________
Term Amendment (insert new termination date): ________________________ Service Plan
The third Contract Amendment was approved by City Council or executed by the City Manager on _______________________ for one or more of the following provisions (check those that apply):
Increased contract payment limit by $_________________ for a payment limit not to exceed $ _________________
Term Amendment (insert new termination date): ________________________ Service Plan
The fourth Contract Amendment was approved by City Council or executed by the City Manager on ________________________ for one or more of the following provisions (check those that apply):
Increased contract payment limit by $_________________ for a payment limit not to exceed $ _________________
Term Amendment (insert new termination date): ________________________ Service Plan
The fifth Contract Amendment was approved by City Council or executed by the City Manager on ________________________ for one or more of the following provisions (check those that apply):
Increased contract payment limit by $_________________ for a payment limit not to exceed $ _________________
Term Amendment (insert new termination date): ________________________ Service Plan
The sixth Contract Amendment was approved by City Council or executed by the City Manager on _______________________ for one or more of the following provisions (check those that apply):
Increased contract payment limit by $_________________ for a payment limit not to exceed $ _________________
Term Amendment (insert new termination date): ________________________ Service Plan
April 22, 2025 April 30, 2026
577
DocID #34720v1 Modified January 14, 2025
AMENDMENT PROVISIONS (TERM, PAYMENT LIMIT AND/OR SERVICE PLAN) Check all that apply:
TERM
PAYMENT
LIMIT
SERVICE
PLAN
Paragraph 2 (Term) of the Contract is hereby amended to extend the Contract term. Paragraph 2 of the Contract is amended to read as follows:
"2. Term. The effective date of this Contract is
________________________________________________________ (Insert Contract Effective Date)
and it terminates
________________________________________________________. (Insert new Contract termination date)
unless sooner terminated as provided herein."
Paragraph 3 (Payment Limit) of the Contract is hereby amended to increase the payment limit by $__________________. Paragraph 3 of the Contract is amended to read as follows:
"3. Payment Limit. City's total payments to Contractor under this Contract shall not exceed $_____________________ including expenses."
“The City shall not pay for services that exceed the Contract Payment Limit without the prior written approval of the City Council or executed by the City Manager if the total Contract amount does not exceed $10,000 or without the prior approval of the City Council if the total Contract amount is over $10,000.” The Service Plan (Exhibit A) of the Contract is hereby amended to include the following tasks and/or services:
(Insert description of additional tasks/services. Use additional pages if necessary.) ■ 35,000 74,500 ■
Matrix Consulting Group will work with the Project Manager or designee to develop a Community Risk Assessment/Standards of Cover Document (CRA/SOC) as outlined in the project proposal submitted, attached hereto. See Exhibit A-1 for project proposal and deliverable. 578
MATRIX CONSULTING GROUP
1875 S Grant Street, Suite 960
San Mateo, CA 94402
March 13, 2025
Aaron Osorio, Fire Chief
Fire Department
City of Richmond
440 Civic Center Plaza
Richmond, CA 94804
Dear Chief Osorio:
Matrix Consulting Group appreciates the opportunity to continue working with the City of Richmond and the Richmond Fire Department (RFD) to develop a Community Risk Assessment/Standards of Cover Document (CRA/SOC). The personnel assigned to this project would be from our Fire Service Practice, which conducted the previous Public Safety Study for the City and is currently finalizing the ALS first responder project. Robert Finn and Terry Lewis have developed dozens of CRA/SOC documents for clients in California and nationwide. All our CRA/SOC documents are developed using criteria required by the National Fire Protection Association (NFPA) and the Center for Public Safety Excellence (CPSE).
SCOPE OF SERVICES
The following points highlight the tasks and services to be provided related to the development of the CRA/SOC:
• Initiation: The project team will meet with Fire Department staff to understand any changes in staffing and deployment that have occurred since the Public Safety Study. • Data Collection: The project team will gather updated data on the Fire Department's organization, staffing, deployment, workloads, and performance. This will include the most current three (3) years of CAD data.
• Community Risk Assessment: The project team will develop an all-hazards analysis of the service area of the Richmond Fire Department. This will assess the service area's hazards, threats, vulnerabilities, and risks and compare (RFD) to recognized standards, including NFPA 1300. The Community Risk Assessment Document will include a description of the community served, performance goals and community expectations, community risk assessment, and spatial visualization of data.
• Standards of Cover Deployment Analysis: The project team will conduct an organizational analysis of the Richmond Fire Department. This will focus on assessing the department's performance and operations in comparison with industry standards and best practices and how well the Department can mitigate the identified community risks. The Standards of Cover analysis includes a description of the services provided, capital asset assessment, evaluation of system performance, population Exhibit A-1
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PROPOSAL TO CONDUCT BAHA RATE COMPARISON
MATRIX CONSULTING GROUP 2
growth and demand projections, evaluation of inter-jurisdictional response, and establishment of performance objectives.
• Plan for Maintaining and Improving Service Delivery: This task will involve developing and analyzing various operational models for the delivery of emergency services by the Fire Department. The goal is to identify options that ensure the desired service levels identified in the previous tasks can be achieved in the short term while highlighting the best long-term strategies for system improvement.
This section of the report also includes recommendations that require action from policymakers. • Draft and Final Report: The project will cumulate with developing a Community Risk Assessment/Standards of Cover Document for the Fire Department.
SCHEDULE AND PRICE
The Fire Department requests this study be completed before the end of this fiscal year (June 30, 2025).
To accomplish this, we would need to commence this project the week of We would be able to commence this project the week of March 31st with an expected completion date of May 27th. The project team will make every effort to complete the project as soon as possible.
Matrix Consulting Group proposes to complete the CRA/SOC document development for a fixed, not-toexceed price of $35,000, inclusive of all project expenses. Our typical practice is to bill for hours worked monthly, with our contracts set up as fixed price. We are also open to billing on a task or deliverable basis.
We appreciate the opportunity to continue providing services to the City of Richmond. Should you have any questions regarding this quote, please feel free to contact me at [email protected] or 817-999- 7118. Thank you.
Robert Finn
ROBERT FINN
Vice President
Matrix Consulting Group
Exhibit A-1
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