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HomeMy WebLinkAbout2020 CON MV Cheng & Associates - Annual Auding ServicesSHORT FORM SERVICES AGREEMENT BY AND BETWEEN THE CITY OF NATIONAL CITY AND MV CHENG & ASSOCIATES, INC. THIS AGREEMENT is entered into this 1st day of September, 2020, by and between the CITY OF NATIONAL CITY, a municipal corporation (the "CITY"), and MV CHENG & ASSOCIATES, INC., a California S Corporation (the "CONSULTANT"). NOW, THEREFORE, CITY agrees to engage CONSULTANT to perform the services set forth herein in accordance with the following terms and conditions: 1. Description of Services. CONSULTANT shall coordinate the CITY'S annual audit for the fiscal year ended June 30, 2020 and develop the CITY'S comprehensive annual financial report ("CAFR") and popular annual financial report ("PAFR"), as set forth in the attached Exhibit "A." 2. Length of Agreement. The duration of this Agreement is for the period September 1, 2020 through March 31, 2021. Any extension of this agreement must be approved in writing by the City Manager. 3. Compensation. The total compensation for CONSULTANT'S work shall not exceed $40,000 without prior written authorization from the CITY. The compensation for the CONSULTANT shall be based on biweekly billings covering actual work performed and shall not exceed the rates given in Exhibit "B." (the labor rates) without prior written authorization from CITY. 4. Payment Schedule. CITY will make payment within thirty (30) days of receiving and approving a billing statement for the satisfactorily completed services of CONSULTANT. 5. Termination. CITY may terminate this Agreement at any time by providing one (1) day's written notice to CONSULTANT. 6. Independent Contractor. It is agreed that CONSULTANT is an independent Contractor, and all persons working for or under the direction of CONSULTANT are CONSULTANT'S agents, servants a..:1 employees, and said persons shall not be deemed agents, servants, or employees of CITY. 7. Insurance. CONSULTANT shall obtain: A. ® If checked, Professional Liability Insurance (errors and omissions) with minimum limits of $1,000,000 per occurrence. B. Automobile insurance covering all bodily injury and property damage incurred during the performance of this Agreement, with a minimum coverage of $1,000,000 combined single limit per accident. Such automobile insurance shall include non -owned and hired vehicles. The policy shall name the CITY and its officers, agents, employees, and volunteers as additional insureds, and a separate additional insured endorsement shall be provided. C. Commercial General Liability Insurance, with minimum limits of either $2,000,000 per occurrence and $4,000,000 aggregate, or $1,000,000 per occurrence and $2,000,000 aggregate with a $2,000,000 umbrella policy, covering all bodily injury and property damage arising out of its operations, work, or performance under this Agreement. The policy shall name the CITY and its officers, agents, employees, and volunteers as additional insureds, and a separate additional insured endorsement shall be provided. The general aggregate limit must apply solely to this "project" or 'location". The "project" or "location" should be noted with specificity on an endorsement that shall be incorporated into the policy. D. Workers' compensation insurance in an amount sufficient to meet statutory requirements covering all of CONSULTANT'S employees and employers' liability insurance with limits of at least $1,000,000 per accident. In addition, the policy shall be endorsed with a waiver of subrogation in favor of the CITY. Said endorsement shall be provided prior to commencement of work under this Agreement. If CONSULTANT has no employees subject to the California Workers' Compensation and Labor laws, CONSULTANT shall execute a Declaration to that effect. Said Declaration shall be provided to CONSULTANT by CITY. E. The aforesaid policies shall constitute primary insurance as to the CITY, its officers, employees, and volunteers, so that any other policies held by the CITY shall not contribute to any loss under said insurance. Said policies shall provide for thirty (30) days prior written notice to the CITY's Risk Manager, at the address listed in subsection G below, of cancellation or material change. F. Said policies, except for the professional liability and workers' compensation policies, shall name the CITY and its officers, agents, employees, and volunteers as additional insureds, and separate additional insured endorsements shall be provided. G. The Certificate Holder for all policies of insurance required by this Section shall be: City of National City c/o Risk Manager 1243 National City Boulevard National City, CA 91950-4397 H. If required insurance coverage is provided on a "claims made" rather than "occurrence" form, the CONSULTANT shall maintain such insurance coverage for three years after expiration of the term (and any extensions) of this Agreement. In addition, the "retro" date must be on or before the date of this Agreement. I. Insurance shall be written with only insurers authorized to conduct business in California which hold a current policy holder's alphabetic and financial size category rating of not less than A:VII according to the current Best's Key Rating Guide, or a company of equal financial stability that is approved by the City's Risk Manager. In the event coverage is provided by non -admitted "surplus lines" carriers, they must be included on the most recent List of Approved Surplus Line Insurers ("LASLI") and otherwise meet rating requirements. J. This Agreement shall not take effect until certificate(s) or other sufficient proof that these insurance provisions have been complied with, are filed with, and approved by Standard Short Form Agreement Page 2 of 6 City of National City and Revised May 2019 MV Cheng & Associates, Inc. the CITY's Risk Manager. If the CONSULTANT does not keep all insurance policies required by this Section 7 in full force and effect at all times during the term of this Agreement, the CITY may treat the failure to maintain the requisite insurance as a breach of this Agreement and terminate the Agreement as provided herein. K. All deductibles and self -insured retentions in excess of $10,000 must be disclosed to and approved by the CITY. CITY reserves the right to modify the insurance requirements of this Section 7, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances. L. If the CONSULTANT maintains broader coverage or higher limits (or both) than the minimum limits shown above, the CITY shall be entitled to the broader coverage or higher limits (or both) maintained by the CONSULTANT. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the CITY. 8. Indemnification and Hold Harmless. To the maximum extent provided by law, the CONSULTANT agrees to defend, indemnify and hold harmless the City of National City, its officers, officials, agents, employees, and volunteers against and from any and all liability, loss, damages to property, injuries to, or death of any person or persons, and all claims, demands, suits, actions, proceedings, reasonable attorneys' fees, and defense costs, of any kind or nature, including workers' compensation claims, of or by anyone whomsoever, resulting from or arising out of the CONSULTANT'S performance or other obligations under this Agreement; provided, however, that this indemnification and hold harmless shall not include any claims or liability arising from the established sole negligence or willful misconduct of the CITY, its agents, officers employees, or volunteers. CITY will cooperate reasonably in the defense of any action, and CONSULTANT shall employ competent counsel, reasonably acceptable to the City Attorney. The indemnity, defense, and hold harmless obligations contained herein shall survive the termination of this Agreement for any alleged or actual omission, act, or negligence under this Agreement that occurred during the term of this Agreement. 9. EMPLOYEE PAYMENTS AND INDEMNIFICATION. 9.1 PERS Eligibility Indemnification. If CONSULTANT's employee(s) providing services under this Agreement claims, or is determined by a court of competent jurisdiction or the California Public Employees Retirement System ("PERS") to be eligible for enrollment in PERS of the CITY, CONSULTANT shall indemnify, defend, and hold harmless CITY for the payment of any employer and employee contributions for PERS benefits on behalf of the employee as well as for payment of any penalties and interest on such contributions which would otherwise be the responsibility of the CITY. CONSULTANT'S employees providing service under this Agreement shall not: (1) qualify for any compensation and benefit under PERS; (2) be entitled to any benefits under PERS; (3) enroll in PERS as an employee of CITY; (4) receive any employer contributions paid by CITY for PERS benefits; or (5) be entitled to any other PERS-related benefit that would accrue to a CITY employee. CONSULTANT's employees hereby waive any claims to benefits or compensation described in this Section 9. This Section 9 applies to CONSULTANT Standard Short Form Agreement Page 3 of 6 City of National City and Revised May 2019 MV Cheng & Associates, Inc. notwithstanding any other agency, state or federal policy, rule, regulation, law or ordinance to the contrary. 9.2 Limitation of CITY Liability. The payment made to CONSULTANT under this Agreement shall be the full and complete compensation to which CONSULTANT and CONSULTANT's officers, employee agents, and subcontractors are entitled for performance of any work under this Agreement. Neither CONSULTANT nor CONSULTANT's officers, employees, agents, and subcontractors are entitled to any salary or wages, or retirement, health, leave or other fringe benefits applicable to CITY employees. The CITY will not make any federal or state tax withholdings on behalf of CONSULTANT. The CITY shall not be required to pay any workers' compensation insurance on behalf of CONSULTANT. 9.3 Indemnification for Employee Payments. CONSULTANT agrees to defend and indemnify the CITY for any obligation, claim, suit, or demand for tax, retirement contribution including any contribution to PERS, social security, salary or wages, overtime payment, or workers' compensation payment which the CITY may be required to make on behalf of (1) CONSULTANT, (2) any employee of CONSULTANT, or (3) any employee of CONSULTANT construed to be an employee of the CITY, for work performed under this Agreement. This is a continuing obligation that survives the termination of this Agreement. 10. Acceptability of Work. The CITY shall, with reasonable diligence, determine the quality or acceptability of the work, the manner of performance, and/or the compensation payable to the CONSULTANT. 11. Business License. CONSULTANT must possess or shall obtain business license from National City Finance Department before beginning work. 12. Prevailing Wages. State prevailing wage rates may apply to work performed under this Agreement. State prevailing wages rates apply to all public works contracts as set forth in California Labor Code, including but not limited to, Sections 1720, 1720.2, 1720.3, 1720.4, and 1771. CONSULTANT is solely responsible to determine if State prevailing wage rates apply and, if applicable, pay such rates in accordance with all laws, ordinances, rules, and regulations. 13. Administrative Provisions. A. Computation of Time Periods. If any date or time period provided for in this Agreement is or ends on a Saturday, Sunday or federal, state or legal holiday, then such date shall automatically be extended until 5:00 p.m. Pacific Time of the next day which is not a Saturday, Sunday or federal, state, or legal holiday. B. Counterparts. This Agreement may be executed in multiple counterparts, each of which shall be deemed an original, but all of which, together, shall constitute but one and the same instrument. C. Captions. Any captions to, or headings of, the sections or subsections of this Agreement are solely for the convenience of the parties hereto, are not a part of this Agreement, and shall not be used for the interpretation or determination of the validity of this Agreement or any provision hereof. Standard Short Form Agreement Page 4 of 6 City of National City and Revised May 2019 MV Cheng & Associates, Inc. D. No Obligations to Third Parties. Except as otherwise expressly provided herein, the execution and delivery of this Agreement shall not be deemed to confer any rights upon, or obligate any of the parties hereto, to any person or entity other than the parties hereto. E. Exhibits and Schedules. The Exhibits and Schedules attached hereto are hereby incorporated herein by this reference for all purposes. To the extent any exhibits, schedules, or provisions thereof conflict or are inconsistent with the terms and conditions contained in this Agreement, the terms and conditions of this Agreement will control. F. Amendment to this Agreement. The terms of this Agreement may not be modified or amended except by an instrument in writing executed by each of the parties hereto. G. Assignment & Assumption of Rights. CONSULTANT shall not assign this Agreement, in whole or in part, to any other party without first obtaining the written consent of CITY. H. Waiver. The waiver or failure to enforce any provision of this Agreement shall not operate as a waiver of any future breach of any such provision or any other provision hereof. I. Applicable Law. This Agreement shall be governed by and construed in accordance with the laws of the State of California. The venue for any legal action arising under this Agreement shall be in either state or federal court in the County of San Diego, State of California. The CONSULTANT shall comply with all laws, including federal, state, and local laws, whether now in force or subsequently enacted. J. Audit. If this Agreement exceeds ten -thousand dollars ($10,000), the parties shall be subject to the examination and audit of the State Auditor for a period of three (3) years after final payment under the Agreement, per Government Code Section 8546.7. K. Entire Agreement. This Agreement supersedes any prior agreements, negotiations and communications, oral or written, and contains the entire agreement between the parties as to the subject matter hereof. No subsequent agreement, representation, or promise made by either party hereto, or by or to an employee, officer, agent, or representative of any party hereto shall be of any effect unless it is in writing and executed by the party to be bound thereby. L. Successors and Assigns. This Agreement shall be binding upon and shall inure to the benefit of the successors and assigns of the parties hereto. M. Subcontractors or Subconsultants. The CITY is engaging the services of the CONSULTANT identified in this Agreement. The CONSULTANT shall not subcontract any portion of the work, unless such subcontracting was part of the original proposal or is allowed by the CITY. In the event any portion of the work under this Agreement is subcontracted, the subcontractor(s) shall be required to comply with and agree to, for the benefit of and in favor of the CITY, both the insurance provisions in Section 7 and the indemnification and hold harmless provision of Section 8 of this Agreement. [Signature Page to Follow] Standard Short Form Agreement Page 5 of 6 City of National City and Revised May 2019 MV Cheng & Associates, Inc. IN WITNESS WHEREOF, this Agreement is executed by CITY and by CONSULTANT on the date and year first above written. CITY OF NATIONAL CITY By: Brad " . . , City Manager APPROVED AS TO FORM: Angil P. Morris Jones City Attorney By: CONTACT INFORMATION CITY OF NATIONAL CITY 1243 National City Boulevard National City, CA 91950-4397 Phone: (619) 336-4330 Fax: (619) 336-4349 Contact: Mark Roberts Title: Director of Finance Dept: Department of Finance Email: MRoberts@nationalcityca.gov MV CHENG & ASSOCIATES, INC. (Corporation — signatures of two corporate officers required) (Partnership or Sole proprietorship — one signature) By: (Name) N((57`/ v, (H: (Print) lo65i (PENT (Title) ' y: ame) (Print) (Title) MV CHENG & ASSOCIATES, INC. 102 West 24th Street Upland, CA 91784 Phone: 925-963-9996 Fax: Contact: Misty Cheng Title: President & CEO Email: mcheng@mvchengassociates.com Taxpayer I.D. No.: 47-2730529 MV CHENG & ASSOCIATES, INC. Exhibit A SCOPE OF SERVICES Coordinate the City of National City's (the "City's") annual audit of financial records for the fiscal year ended June 30, 2020 with external auditors and develop the City's comprehensive annual financial report ("CAFR") and popular annual financial report ("PAFR"). Review general ledger balances and prepare adjusting entries as necessary. Prepare, collect, assemble, and/or review documents and information required by the auditor's prepared -by -client ("PBC") list, including, but not limited to: • transmittal letter; • management's discussion and analysis; • Governmental Standards Accounting Board Statement No. 34 — o program revenues, o allocation of governmental -activities depreciation expense to functions, o allocation of changes in compensated absences to governmental functions, o allocation of changes in total OPEB liability to governmental functions, o net position calculation worksheet; • GASB 54 fund balance calculation worksheet; • internal service fund allocation; • allocation of residual capital outlays to functions/programs; • footnotes supporting schedules; • listings and descriptions of commitments and contingencies required for note disclosure; • descriptions of subsequent events for note disclosure (if any); • journal entries and supporting documents for prior period adjustments (if any); • budgetary comparison schedules for the General Fund and all major special revenue funds; • supplementary combining balance sheets; combining statements of revenues, expenditures, and changes in fund balances; and budgetary comparison schedules for non -major funds; • additions and deletions (i.e., assets, liabilities, and equity) for agency funds. Review previously prepared PBC items, to ensure accuracy. Review enterprise funds financial statements, reconciling trial balances to financial statements. Review and edit notes to the financial statements, as necessary. Review and edit CAFR, as necessary. Prepare response to GFOA's comments and suggestions for improvement regarding prior year's CAFR. Coordinate printing, publication, and submission of CAFR to Government Finance Officers Association (GFOA) for award. Coordinate financial and compliance audit of the Successor Agency to the Community Development Commission as the National City Redevelopment Agency ("Successor Agency"). Coordinate United States Department of Housing and Urban Development (HUD) required Single Audit of Morgan Towers. Page 1 of 2 Exhibit A Prepare financial reports for submission to State Controller and other agencies. Prepare draft popular annual financial report ("PAFR") for Director of Finance's review. Coordinate printing, publication, and submission of PAFR to Government Finance Officers Association (GFOA) for award. Prepare responses to analytical review questions from external auditors for Director of Finance's review. Communicate with Finance staff, external auditors, and others to complete tasks and resolve issues. Perform other audit- and CAFR-related duties, as necessary. Page 2 of 2 MV CHENG & ASSOCIATES, INC. Exhibit B SCOPE OF SERVICES The City of National City (the "City") will be billed at the hourly rate of $100.00 for project hours worked. Fees shall be billed biweekly in arrears. Travel time and expenses will not be billed. At the Director of Finance's discretion and with prior approval, work may be performed remotely. Fees for this project shall not exceed $40,000 without prior approval from the City.