HomeMy WebLinkAbout3.a. Draft Position Paper to Consider Amendment to Consulting Services Agreement with Bartel & Associates Page 1 of 3
Item 3.a.
. � CENTRAL SAN CENTRAL SAN BOARD OF DIRECTORS
-- POSITION PAPER
CENTRAL CONTRA COSTA SANITARY DISTRICT DRAFT
MEETING DATE: OCTOBER 9, 2018
SUBJECT: REVIEW DRAFT POSITION PAPER TO CONSIDER AUTHORIZING THE
GENERAL MANAGER TO EXECUTE A$51,000 AMENDMENT TO A
CONSULTING SERVICES AGREEMENT WITH BARTEL &ASSOCIATES
BRINGING THE TOTAL CONTRACT LIMIT TO $150,000 TO PROVIDE
ACTUARIAL SERVICES THROUGH OCTOBER 27, 2021.
SUBMITTED BY: INITIATING DEPARTMENT:
TEJI O'MALLEY, HUMAN RESOURCES ADMINISTRATION-FINANCE
MANAGER
PHIL LEIBER, DIRECTOR OF FINANCE AND
ADMINISTRATION
REVIEWED BY: ANN SASAKI, DEPUTY GENERAL MANAGER
ISSUE
Board authorization is required to execute an agreement with Bartel and Associates in an amount greater
than $100,000 to perform actuarial work in connection with Other Post Employment Benefit(OPEB) Plans
and pension related matters through October 2021.
BACKGROUND
Bartel agreement 44643 was originally executed on October 27, 2016 to provide an actuarial valuation
required in connection with the preparation of the July 1, 2016 OPEB valuation report. Five amendments
have been executed since then, related to changes in funding and term. This has been done to facilitate
the provision of additional services related to potential changes in benefit programs offered by the District,
actuarial analysis related to court decisions on pension matters, actuarial analysis related to negotiations,
and new GASB 74 (and GASB 45) reports. The cumulative effect of all the amendments to date have the
agreement valid through December 31, 2019 with a cost ceiling of$99,000.
The proposed amendment would provide actuarial services for required OPEB valuation related work and
supplemental services related to pension valuation matters through October 2021.
1. OPEB VALUATION WORK:
a. Valuation work necessary for development of financial statements—OPEB valuations for
compliance with GASB 45/75, which are required every two years. The primary objectives for this
actuarial valuation include (1) Ensuring compliance with GASB Statement 45/75; (2) Determining
OPEB related valuation and roll-forward data for June 30, 2020; (3) Preparing necessary information
for inclusion in the District's audited financial statements for the fiscal years ending June 30, 2020.
October 9, 2018 Regular ADMIN Committee Meeting Agenda Packet- Page 3 of 54 Member Pilecki Alt. for Member Williar
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This includes drafting, in its entirety, the note to the financial statements for inclusion in the District's
financial statements that conforms to all of the requirements of GASB Statement 45/75; and all of
the required supplementary information required by the same; (4) Providing assistance in
implementing any new GAS B statements and other financial pronouncements related to O P E B and
providing ongoing professional consultation.
b. O P E B valuations related to benefit plan modifications such as changes in healthcare providers
(i.e. movement to CalPERS).
c. Ad-hoc valuation work in connection with valuation issues related to litigation and other Board-
related inquiries requiring actuarial services.
2. PENSION VALUATION WORK:
a.Ad-hoc valuation work in connection with Pension valuation issues related to litigation and other
Board-related inquiries requiring actuarial services.
Continued use of Bartel &Associates for this work is viewed as being in the best interest of the District to
ensure timeliness and continuity of services in light of the upcoming transition to CalPERs healthcare
plans, and the need for a valuation upon entry to that new plan.
The District would intend to release an RFP for continuing required actuarial valuation services beyond
October 2021, prior to the expiration of this contract.
ALT ERNAT IVES/CONSIDERATIONS
Actuarial valuation services are needed for the development of the District's financial statements, so such
services need to be procured through this contract or another means.
The Board could decide to proceed earlier with an RF P to obtain necessary actuarial valuation services.
However, it is viewed as in the best interests of the District to retain the existing provider through the
transition to CalPERs and the subsequent O P E B valuation through 2020 as required by GASB 45/74.
FINANCIAL IMPACTS
The original contract amount was $23,000. An RFP process was not used for the original solicitation.
Five amendments were executed extending the expiration through December 31, 2019, and bringing the
contract limit to $99,000. Payments to date have been $55,025 with the last invoice received in November
2017. The costs of the GASB 45/75 O P E B valuations for the June 30, 2018 period which are underway
now are likely to cost about$25,000, and will bring spending under the current contract to more than
$80,000. Without an amendment, there may be inadequate funding to complete work related to the
transition to CalPERs during early 2019, and other potential work through October 2021.
COMMITTEE RECOMMENDATION
The Administration Committee reviewed the matter on October 9, 2018 and [recommended approval].
RECOMMENDED BOARD ACTION
Authorize the General Manager to approve an amendment to the consulting services agreement with
Bartell and Associates for$51,000 bringing the total agreement to an amount not to exceed $150,000 to
perform actuarial work in connection with Other Post Employment Benefit Plans and pension related
matters through October 27, 2021.
October 9, 2018 Regular ADMIN Committee Meeting Agenda Packet- Page 4 of 54 Member Pilecki Alt. for Member Williar
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Strategic Plan Tie-In
GOAL THREE:Be a Fiscally Sound and Effective Water Sector Utility
Strategy 1 - Conduct long-range financial planning, Strategy 2- Manage costs
October 9, 2018 Regular ADMIN Committee Meeting Agenda Packet- Page 5 of 54 Member Pilecki Alt. for Member Williar