HomeMy WebLinkAboutContracts & Agreements_189-2025AGREEMENT TO PERFORM PROFESSIONAL SERVICES
This agreement for the provision of professional services to complete water utility and
wastewater utility rate study ("Agreement") is made and entered in this 7"' day of October, 2025
("Effective Date"), by and between the City of Redlands, a municipal corporation ("City") and
Raftelis Financial Consultants, Inc. a North Carolina Stock corporation ("Consultant"). City and
Consultant are sometimes individually referred to herein as a "Party" and, together, as the
"Parties." In consideration of the mutual promises contained herein, City and Consultant agree as
follows:
ARTICLE 1 — ENGAGEMENT OF CONSULTANT
1.1 City hereby engages Consultant to provide professional services to complete water utility
and wastewater utility rate study services for City (the "Services").
1.2 The Services shall be performed by Consultant in a professional manner, and Consultant
represents that it has the skill and the professional expertise necessary to provide the
Services to City at a level of competency presently maintained by other practicing
professional consultants in the industry providing like and similar types of Services.
ARTICLE 2 — SERVICES OF CONSULTANT
2.1 The Services that Consultant shall perform are more particularly described in Exhibit
"A," titled "Scope of Services," which is attached hereto and incorporated herein by this
reference.
2.2 Consultant shall comply with applicable federal, state and local laws and regulations in
the performance of this Agreement including, but not limited to, any applicable State
prevailing wage laws.
ARTICLE 3 — RESPONSIBILITIES OF CITY
3.1 City designates John R. Harris, Municipal Utilities and Engineering Department Director,
as City's representative with respect to performance of the Services, and such person
shall have the authority to transmit instructions, receive information, interpret and define
City's policies and decisions with respect to performance of the Services.
ARTICLE 4 — PERFORMANCE OF SERVICES
4.1 Consultant shall perform and complete the Services in a prompt and diligent manner.
4.2 Consultant shall complete the Services by August 31, 2026, unless the Services are
terminated earlier as provided for herein.
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4.3 If Consultant's Services include deliverable electronic visual presentation materials, such
materials shall be delivered in a form, and made available to City, consistent with City
Council -adopted policy for the same. It shall be the obligation of Consultant to obtain a
copy of such policy from City staff.
ARTICLE 5 — PAYMENTS TO CONSULTANT
5.1 Total compensation for Consultant's performance of the Services shall be in the amount
of not -to -exceed one hundred fifty-four thousand eight hundred eighty-eight dollars
($154,888).
5.2 Consultant shall submit monthly invoices to City describing the Services performed
during the preceding month. Consultant's invoices shall include a brief description of the
Services performed, the dates the Services were performed, the number of hours spent
and by whom, and a description of reimbursable expenses related to the Services. City
shall pay Consultant no later than thirty (30) days after receipt and approval by City of
Consultant's invoice.
5.3 Any notice or other communication required, or which may be given, pursuant to this
Agreement, shall be in writing. Any such notice shall be deemed delivered (i) on the date
of delivery in person; (ii) five (5) days after deposit in first class registered mail, with
return receipt requested; (iii) on the actual delivery date if deposited with an overnight
courier; or (iv) on the date sent by facsimile or electronic mail transmission (including
PDF), if confirmed with a copy sent contemporaneously by first class, certified,
registered or express mail; in each case properly posted and fully prepaid to the
appropriate address set forth below, or such other address as a Party may provide notice
in accordance with this section:
CITY:
City Clerk
City of Redlands
35 Cajon Street
P.O. Box 3005 (mailing)
Redlands, CA 92373
jdonaldson@cityofredlands.org
Phone: (909) 798-7531
CONSULTANT:
Sudhir Pardiwala, Senior Principal
Raftelis Financial Consultants, Inc.
611 Wilshire Blvd., Suite 900
Los Angeles, CA 90017
Email: spardiwala@raftelis.com
Phone: (704) 373-1199
Fax: (828) 484-2442
ARTICLE 6 — INSURANCE AND INDEMNIFICATION
6.1 The following insurance coverage required by this Agreement shall be maintained by
Consultant for the duration of its performance of the Services. Consultant shall not
perform any Services unless and until the required insurance listed below is obtained by
Consultant. Consultant shall provide City with certificates of insurance and endorsements
evidencing such insurance prior to commencement of the Services. Insurance policies
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shall include a provision prohibiting cancellation or modification of the policy except
upon thirty (30) days prior written notice to City.
A. Workers' Compensation and Employer's Liability insurance in the amount that meets
statutory requirements with an insurance carrier acceptable to City, or certification to
City that Consultant is self -insured or exempt from the workers' compensation laws
of the State of California. Consultant shall execute and provide City with Exhibit
"D," titled "Workers' Compensation Insurance Certification," which is attached
hereto and incorporated herein by this reference, prior to performance of the Services.
B. Comprehensive General Liability insurance with carriers acceptable to City in the
minimum amount of One Million Dollars ($1,000,000) per occurrence and Two
Million Dollars ($2,000,000) aggregate, for public liability, property damage and
personal injury is required. City shall be named as an additional insured and such
insurance shall be primary and non-contributing to any insurance or self-insurance
maintained by City.
C. Consultant shall secure and maintain professional liability insurance throughout the
term of this Agreement in the amount of One Million Dollars ($1,000,000) per claim
made.
D. Business Auto Liability coverage, with minimum limits of One Million Dollars
($1,000,000) per occurrence, combined single limit bodily injury liability and
property damage liability. This coverage shall include all Consultant owned vehicles
used in connection with Consultant's provision of the Services, hired and non -owned
vehicles, and employee non -ownership vehicles. City shall be named as an additional
insured and such insurance shall be primary and non-contributing to any insurance or
self-insurance maintained by City.
E. Consultant is expressly prohibited from assigning or subcontracting any of the
Services without the prior written consent of City. In the event of mutual agreement
by the Parties to assign or subcontract a portion of the Services, Consultant shall add
such assignee or subcontractor as an additional insured to the insurance policies
required hereby and provide City with the insurance endorsements prior to any
Services being performed by the assignee or subcontractor.
6.2 Consultant shall defend, indemnify and hold harmless City and its elected and appointed
officials, employees and agents from and against any and all claims, losses or liability,
including attorneys' fees, arising from injury or death to persons or damage to property
occasioned by any negligent act or omission by, or the willful misconduct of, Consultant,
or its officers, employees and agents in performing the Services.
ARTICLE 7 — CONFLICTS OF INTEREST
7.1 Consultant covenants and represents that it does not have any investment or interest in
any real property that may be the subject of this Agreement or any other source of
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income, interest in real property or investment that would be affected in any manner or
degree by the performance of Consultant's Services. Consultant further covenants and
represents that in the performance of its duties hereunder, no person having any such
interest shall perform any Services under this Agreement.
7.2 Consultant agrees it is not a designated employee within the meaning of the Political
Reform Act because Consultant:
A. Does not make a governmental decision whether to:
(i) approve a rate, rule or regulation, or adopt or enforce a City law;
(ii) issue, deny, suspend or revolve any City permit, license, application,
certification, approval, order or similar authorization or entitlement;
(iii) authorize City to enter into, modify or renew a contract;
(iv) grant City approval to a contract that requires City approval and to which
City is a party, or to the specifications for such a contract;
(v) grant City approval to a plan, design, report, study or similar item;
(vi) adopt, or grant City approval of, policies, standards or guidelines for City
or for any subdivision thereof.
B. Does not serve in a staff capacity with City and in that capacity, participate in
making a governmental decision or otherwise perform the same or substantially
the same duties for City that would otherwise be performed by an individual
holding a position specified in City's Conflict of Interest Code under Government
Code section 87302.
7.3 In the event City determines that Consultant must disclose its financial interests,
Consultant shall complete and file a Fair Political Practices Commission Form 700,
Statement of Economic Interests, with the City Clerk's office pursuant to the written
instructions provided by the City Clerk.
ARTICLE 8 — GENERAL CONSIDERATIONS
8.1 In the event any action is commenced to enforce or interpret any of the terms or
conditions of this Agreement the prevailing Party shall, in addition to any costs and other
relief, be entitled to the recovery of its reasonable attorneys' fees, including fees for the
use of in-house counsel by a Party.
8.2 Consultant shall not assign any of the Services, except with the prior written approval of
City and in strict compliance with the terms and conditions of this Agreement. Any
assignment or attempted assignment without such prior written consent may, in the sole
discretion of City, result in City's immediate termination of this Agreement.
8.3 Consultant is for all purposes under this Agreement an independent contractor and shall
perform the Services as an independent contractor. Neither City nor any its agents shall
have control over the conduct of Consultant or Consultant's employees, except as herein
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set forth. Consultant shall supply all necessary tools and instrumentalities required to
perform the Services. Assigned personnel employed by Consultant are for its account
only, and in no event shall Consultant or personnel retained by it be deemed to have been
employed by City or engaged by City for the account of, or on behalf of City. Consultant
shall have no authority, express or implied, to act on behalf of City in any capacity
whatsoever as an agent, nor shall Consultant have any authority, express or implied, to
bind City to any obligation.
8.4 This Agreement may be terminated by City, in its sole discretion, by providing not less
than five (5) days prior written notice to Consultant of City's intent to terminate. If this
Agreement is terminated by City, an adjustment to Consultant's compensation shall be
made, but (1) no amount shall be allowed for anticipated profit or unperformed Services,
and (2) any payment due Consultant at the time of termination may be adjusted to the
extent of any additional costs to City occasioned by any default by Consultant. Upon
receipt of a termination notice, Consultant shall immediately discontinue its provision of
the Services and, within five (5) days of the date of the termination notice, deliver or
otherwise make available to City, copies (in both hard copy and electronic form, where
applicable) of project related data, design calculations, drawings, specifications, reports,
estimates, summaries and such other information and materials as may have been
accumulated by Consultant in performing the Services. Consultant shall be compensated
on a pro-rata basis for Services completed up to the date of termination.
8.5 Consultant shall maintain books, ledgers, invoices, accounts and other records and
documents evidencing costs and expenses related to the Services for a period of three (3)
years, or for any longer period required by law, from the date of final payment to
Consultant pursuant to this Agreement. Such books shall be available at reasonable times
for examination by City at the office of Consultant.
8.6 This Agreement, including the Exhibits incorporated herein by reference, represents the
entire agreement and understanding between the Parties as to the matters contained
herein, and any prior negotiations, written proposals or verbal agreements relating to such
matters are superseded by this Agreement. Except as otherwise provided for herein, any
amendment to this Agreement shall be in writing, approved by City and signed by City
and Consultant.
8.7 This Agreement shall be governed by and construed in accordance with the laws of the
State of California, without regard to its conflicts of laws provisions. The Parties agree
that all actions or proceedings arising in connection with this Agreement shall be tried
and litigated only in the state courts located in San Bernardino County, California, and
the federal courts located in Riverside County, California.
8.8 If one or more of the sentences, clauses, paragraphs or sections contained in this
Agreement is declared invalid, void or unenforceable by a court of competent
jurisdiction, the same shall be deemed severable from the remainder of this Agreement
and shall not affect, impair or invalidate the remaining sentences, clauses, paragraphs or
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sections contained herein, unless to do so would deprive a Party of a material benefit of
its bargain under this Agreement.
IN WITNESS WHEREOF, duly authorized representatives of City and Consultant have
signed in confirmation of this Agreement.
CITY OF REDLANDS
CONSULTANTZ
B
Mario Saucedo, ayor
ATTEST:
Jq&6 Donaldson, City Clerk
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RAFTELIS FINANCIAL
Sudhir Pardiwala, Senior Principal
EXHIBIT "A"
SCOPE OF SERVICES
PROJECT INITIATION AND DATA REVIEW
The study will begin with a kick-off meeting so that it progresses in an efficient manner. The
Consultant's team will meet with City staff, clarify objectives, collect data, and review all
relevant documents and policies. There will also be ongoing project management and quality
control process to ensure quality work.
Task 1 — Project Management and Quality Assurance/Quality Control (QA/QC) Process
This project component includes general project coordination, staff direction, and administrative
activities throughout the course of the project. Specific subtasks include:
Task 1.1 - Coordinating project activities among Consultant's staff and City staff. Providing
direction to staff as required to meet project objectives and deadlines, as well as to ensure
adequate levels of staff and resources throughout the course of the project.
Task 1.2 - Performing general administrative duties, including client correspondence, invoicing,
and project documentation.
Task 1.3 - Performing QA/QC process to ensure that all work performed by the Consultant's
Team on this project will be accurate and of the highest quality. Steve Gagnon will serve as the
primary QA/QC reviewer. Mr. Gagnon will participate in internal project meetings and will work
closely with both the Project Manager and the RFC Team during the course of the project.
Task 2 —Project Initiation Meeting and Data Collection
This project component will provide an opportunity to establish lines of communication, review
project missions and project schedule, collect pertinent data for the study, and discuss any
relevant background information. Specific subtasks are:
Task 2.1 - One kick-off meeting with City Staff to discuss the project objectives and review all
relevant information. In this subtask, Consultant will prepare an initial request for billing,
financial, and operational data and other pertinent information needed prior to the meeting. A list
of typical data required for the study will be provided.
Task 2.2 - Review the City's current practices, policy objectives, and identify major interests and
concerns.
MEETINGS:
One kick-off meeting and web meetings as required to collect data
DELIVERABLES:
Data Request List
Kick-off Meeting Package
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DETERMINATION OF REVENUE REQUIREMENTS
The objective of this task is to project the City's revenue needs for the study period. This major
task requires an assessment of revenues based on the existing rate and fee schedules, an
estimation of future revenue requirements, the City's ability to meet projected revenue
requirements, and the determination of the level of revenue adjustments and additional financing
requirements.
Task 3 — Revenue Requirement Projections and Cash Flow Analysis
The following subtasks will be completed:
Task 3.1 - Estimate water, wastewater, and non -potable water revenues based on current rates
and other sources, incorporating the projected size and number of customers and water use.
Historical growth trends and patterns in customer service characteristics will be evaluated.
Task 3.2 - Bill frequency and mass balance analysis will be performed to determine usage and
customer characteristics. Based on this historical analysis, and planning data, the Consultant's
Team will develop a 10-year schedule of water demand and wastewater flows, as well as mass
balance of the treatment plant influents to ensure that estimates of wastewater strength and flow
for the various customers classes are reasonable.
Task 3.3 - Review and analyze the impact of recycled/non-potable water supplies from wells and
the City's wastewater treatment plant on water consumption and revenues.
Task 3.4 - Review and project annual revenue requirements for the utilities based on operating
budgets, capital expenditures, debt service, change in water and recycled/non-potable water
consumption, wastewater flow, as well as other cash obligations.
Task 3.5 - Consultant will determine water source acquisition charges by estimating the cost to
secure additional water sources using appropriate costs.
Task 3.5 - Develop long-term cash flow analyses for the utility enterprises for a 10-year study
period showing application of revenue under existing rates.
Task 3.6 - Evaluate and recommend operating reserve balances that need to be maintained in the
City's utility enterprises funds.
Task 3.7 - The financial planning results will be presented in an easy to understand graphical
format. Consultant will develop a custom -fit model with a variety of user-friendly features
including report generation, scenario analysis, and Dashboard functionality. A sample screenshot
of a Dashboard from a previous project is shown above.
MEETINGS:
Up to three web meetings with staff to review financial plan and make updates
DELIVERABLES:
Cash Flow Analysis
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Financial Planning Models
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,v.. ... .1
COST OF SERVICE AND RATE DESIGN
Raftelis will develop a
customized financial model
that incorporates a
dashboard to allow you to
easily run scenarios and see
the impacts in real time.
Shown here is a sample
dashboardthatwe
developed for another
We will conduct a cost -of -service analysis that reevaluates the cost distribution between different
customer classes. We follow guidelines from the American Water Works Association Manual
MI for water, and for wastewater, we follow the Water Environment Federation Manual 27. The
cost -of. -service analysis provides rate defensibility considering Proposition 218 and determines
the total cost to serve each customer class. Based on the cost of service, Consultant will review
and provide appropriate rate structures for water, wastewater, and non -potable water. Consultant
will review alternative methodologies for billing commercial and industrial wastewater
customers.
Task 4 — Cost -of -service Analysis
Consultant will allocate cost of service to current customer classifications. Specific subtasks
include:
Task 4.1 - Review customer classes and group customers based on similar land use
characteristics. Customers would be grouped by residential, commercial, recycled/non-potable,
and industrial for water and by strength for wastewater.
Task 4.2 - We will estimate the relative responsibility of each customer class for each of the
functional cost elements. Elements will be based on billing summary data, other locally available
data which may be applicable, and RFC's experience with other utilities exhibiting similar usage
characteristics.
Task 4.3 - Allocate the cost of service to the various cost components which constitute a
functional classification of the different types of service the City provides. Distribute the costs by
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functional components to the various customer classifications, identified above, on the basis of
the relative responsibility of each classification for service provided.
Task 4.4 - Throughout the cost allocation process, Consultant will comply with City policy
considerations, procedures, and current regulations.
Task 5 — Review and Development of Rate Structures
The water, wastewater, and recycled/non-potable revenue requirements from each customer class
will be recovered through a rate structure designed to meet the City's pricing objectives.
Consultant will evaluate the City's existing rate structures for customers and identify the rate
structures most appropriate for the City. Evaluation criteria will include items such as the City's
existing customer characteristics, customer impacts, future capital facilities plans, and revenue
stability. We will design rate structures that are equitable and easy to implement. The following
subtasks will be performed:
Task 5.1 - Evaluate the City's existing water and wastewater rate structures in terms of
reasonableness of criteria used and equitability among users. Consultant will review monthly
and bi-monthly rate structure implementation and potential impacts resulting from collecting
use from AMI versus manually read meters including separate charges for manually read
meters.- Design schedule of water, recycled/non-potable water, and wastewater rates to equitably
recover total revenue requirements from classes of customers. The rates will be designed in
accordance with the results of the cost of service analysis.
Task 5.2 - We will develop alternative water rate structures as appropriate for the City and
determine the best alternative for the City. Consultant will evaluate and consider the following in
developing alternative rate structures:
Rate structures/tiers for low-income customers for City consideration
Surface water supply shortages and the cost of acquiring water from other sources
Customer impacts if a water budget -based rate structure were adopted
Task 5.3 - Prepare comparisons of typical water and wastewater bi-monthly and monthly bills for
each customer class under existing and proposed rates for typical levels of usage/contribution
and compare it to neighboring agencies that are of comparable size, type of treatment, and level
of service.
MEETINGS:
Up to three web meetings with staff to review rates
DELIVERABLES:
Rate models
Monthly and bi-monthly rates
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Task 6 — Budget -based Rate Development
Consultant has previously developed water budget -based rates. If the City desires Consultant can
revise that study and show the impacts resulting from such rates. The rates will be determined
taking into consideration total annual revenue requirements, allocated cost of service, water
conservation, City policy considerations, and compliance with regulatory requirements. The
specific subtasks include:
Task 6.1 - Water budget structures provide individual allocations for each customer. Typically,
water budget structures are set up for residential and irrigation customers. Commercial
customers are not ideally suited for water budgets; however, historical demand may be used to
set up water budgets for commercial customers. Water budgets would include indoor and
outdoor allocations and definitions of various parameters to define the water budgets such as
landscape area, evapotranspiration data, number of people per household, variances, etc. to
provide equitable budgets for customers. Additional tasks included in setting up water budget
structures include: 1) Identifying landscape areas based on total lot area or GIS data, this may
require merging of parcel database with billing database; 2) Analysis of usage by account by
month; 3) Model development to include the water -budget parameters such as indoor and
outdoor usage allotments; and 4) workshop(s) with the UAC to obtain guidance on water
budget policies and discuss resultant impacts of the water -budget evaluation.
Task 7 — Communication and Public Participation
Consultant understands that community trust and support are essential to the successful adoption
of new rates. We have recently assisted agencies such as La Canada Irrigation District, Santa
Ynez River Water Conservation District, and the City of La Verne with communication and
public participation services tied to Proposition 218 processes.
Our team will design and implement a communication and participation program that informs
customers, provides opportunities for input, and ensures the City of Redlands is fully prepared
for a transparent and defensible decision -making process.
Approach
In coordination with City staff, Consultant will establish a communications framework that
identifies key messages, target audiences, and engagement methods. This framework will guide
outreach throughout the study and ensure that stakeholders are both informed and able to provide
feedback in ways that are practical and accessible.
Our work is grounded in the Public Relations Society of America (PRSA) Code of Ethics,
which emphasizes honesty, fairness, advocacy, and transparency in all communication. These
standards ensure that our messages are accurate, accessible, and respectful of the community we
serve.
We also align our methods with the International Association of Public Participation (IAP2)
Core Values and Spectrum of Public Participation, which call for early involvement, clear
communication about the role of the public in decision -making, and demonstrable feedback
loops showing how community input has been considered. By following these principles, we
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help build trust, manage expectations, and ensure that engagement is both meaningful and
equitable.
Scope of Services
Consultant will provide the following services in support of stakeholder outreach:
Prepare a strategic communications and stakeholder outreach plan identifying tools,
audiences, and key messages.
1.3 Develop plain -language messaging that explains the basis for rate adjustments,
customer bill impacts, and the City's commitment to affordability and fairness.
Provide technical support for City Council and commission presentations, including
talking points, presentation decks, and background materials.
Facilitate up to four public -facing meetings (a combination of in -person open houses and
virtual webinars) to share study findings, respond to questions, and gather feedback.
These meetings are separate and. apart from Utility Advisory Committee (UAC)
meetings, which, although priced in this task, are addressed under a separate task.
Prepare a summary report of community input from the four public -facing meetings for
staff and Council.
MEETINGS
Two virtual meetings with City staff to review the draft communications and outreach plan
and receive feedback
Preparation for and facilitation of four public -facing meetings (two open houses and two
webinars), distinct from UAC meetings. Please note our pricing for this task includes
anticipated UAC meetings
DELIVERABLES
Draft and final communications and outreach framework
Draft and final materials in PDF format for the City to print for in -person outreach events
Summary report on public input from the four public -facing meetings
Presentation materials and talking points for public workshops and City Council
presentations
Task 8 — Prepare Reports
Throughout the course of the studies, Consultant will participate in meetings, presentations and
prepare project reports as follows:
Task 8.1 - Prepare draft copies of the water, non -potable, and wastewater report, which will
include findings and recommendations along with various graphics and tables for the City's
review. Consultant will incorporate any comments received from the City and its attorney in the
final report to be submitted to the City.
Task 8.2 - Deliver to the City a Microsoft Excel -based rate model used to develop the
proposed rates and rate schedules.
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DELIVERABLES:
Draft and final Reports
Microsoft Excel -based rate model for the water, recycled/non-potable water, and wastewater
utilities
Task 9 — Public Hearing
Consultant will prepare a presentation for Review by City staff for the public hearing and attend
the public hearing to present the results of the rate study to City Council.
Task 9.1 Present the final report and recommendations to the City Council and members of the
public at a public hearing.
DELIVERABLES:
Presentation for Public Hearing
Task 10 — Proposition 218 Public Notice Preparation
Consultant recognizes that Proposition 218 requires utilities in California to provide customers
with a mailed notice of proposed rate adjustments at least 45 days prior to a public hearing.
While the City of Redlands remains responsible for the mailing itself, Consultant can provide
comprehensive support in developing the notice content and design to ensure it is clear, accurate,
and legally defensible.
Approach
Consultant has extensive experience guiding California utilities through the Proposition 218
process. We understand that preparing a notice is not simply about meeting a statutory mailing
requirement but ensuring compliance with multiple layers of state law and producing a document
that is accessible and defensible.
Our team will draft and finalize a Proposition 218 notice that:
• Provides plain -language explanations of proposed rate adjustments, customer bill
impacts, and the protest/objection process, while also ensuring all legal elements are met.
• Meets the majority protest requirements of Proposition 218, including clear
instructions to ratepayers on how to submit valid written protests. We understand that
each parcel may submit one protest, and that only written protests with original signatures
and clear property identification can be counted toward the majority threshold.
• Addresses the Exhaustion of Administrative Remedies requirement under Government
Code §§ 53759.1 and 53759.2, which obligates ratepayers to submit timely written
objections identifying specific grounds of noncompliance to preserve their right to
judicial review. Our notices explicitly describe this process, the deadlines, and the City's
obligation to review and respond to objections.
• Functions as an educational piece, not just a legal document. Too often, Proposition
218 notices are designed in a way that encourages them to be recycled without being
read. Consultant takes a different approach. We apply time -tested messaging strategies
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and proven design techniques that encourage readers to absorb the information. Our
notices highlight the community's investment in safe, reliable service, explain how rate
adjustments are calculated, and proactively address common arguments raised by
opposition groups.
• By creating a notice that is both compliant and engaging, we materially increase
customer understanding, reduce the number of objections and protests, and improve the
likelihood of successful rate adoption.
• Aligns with the City's branding and communication standards, so the notice is
consistent with other customer -facing materials.
The result will be a professionally designed, press -ready PDF that is legally compliant, easy to
understand, and fully defensible should the City's rate adoption face protest or litigation.
Scope of Services
Under this optional task, Consultant will:
• Draft the Proposition 218 notice text, including rate tables, customer bill impacts, and
required protest procedures.
Ensure the draft is consistent with statutory requirements and aligned with City branding
and communication standards.
• Coordinate reviews with City staff and legal counsel, revising the document as needed.
• Prepare and deliver a professionally designed, press -ready PDF of the Proposition 218
notice.
Provide Spanish -language translation coordination if requested by the City.
Assumptions
• The City will provide the customer mailing list directly to its selected printer and will
manage printing and mailing.
• Raftelis' deliverable is a press -ready PDF of the Proposition 218 notice; printer
management is excluded from our scope and pricing. If requested, Consultant can provide
these services at additional cost.
Translation costs will be passed through without markup
DELIVERABLES
• Draft Proposition 218 notice in MS Word format (two rounds of revisions)
• Final press -ready Proposition 218 notice PDF (two rounds of design revisions)
As part of Task 7 Consultant can develop materials and tools for public outreach. We recognize
that effective engagement may require supporting materials such as fact sheets, FAQs, bill
inserts, videos, website content, or social media graphics. The scope and number of such
materials can only be determined once the communications plan is finalized. Therefore, the
preparation of communication materials is excluded from the base scope and fee. These services
are available as optional tasks, with cost estimates provided for City approval prior to
development.
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Assumptions
Materials developed for outreach events may be translated into languages other than English
by Consultant's trusted subcontractor; translation costs are excluded and will be passed
through without markup after the subcontractor's estimate is approved by the City.
The City will be responsible for print production of materials for in -person outreach events
(e.g., easel -mounted displays, stakeholder feedback forms, FAQs).
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EXHIBIT 'B"
PROJECT SCHEDULE
Oct
Nov
Dec
Jan
Feb
Mar
Apr
May
Jun
TASKS
2025
2025
2025
2026
2026
2026
2026
2026
2026
1. Project Management and Quality
Assurance/Quality Control. (QNQC) Process
2. Project Initiation Meeting and Data
•
Collection
3. Revenue Requirement Projections and
•
•
Cash Flow Analysis
4. Cost -of -service Analysis
5. Review and Development of Rate
• .
Structures
6. Budget based Rate Development
•
•
(Optional)
7. Communication and Outreach Plan
•
® •
Development
8. Prepare Reports
9. Public Hearing
10. Proposition 218 Public Notice
Preparation (Optional)
In -person Meetings
0 Web Meetings
® Defrverables
16
1:\cmo\Agreements\Rafte1is Financial Consultants-FY2526-039.doc-jl
EXHIBIT "C"
FEE PROPOSAL
Tasks
Total Hours
Total Fees &
Expenses
Project Management and QualityAssurance/QualityCofffm-f-
Process
18
$6,000
2. Project Initiation Meetingand DataCollection
18
$5,100
3. Revenue Requirement Projections and Cash RowAnalysis
70
$19,140
4.Cost-of-service Analysis
50
$13,950
5..ReviewandDevelopmentofRate Structures
42
$11,510
6.Budget-based Rate Development
66
$18,570
7. Communication and Outreach Plan Development
167 -
$51,168
8. Prepare Reports
70
$19,140
9 Public Hearing
8
$2 460
10. Proposition 218 Public Notice Preparation 30
Total Meetings/ Hours 539
HouriyEll ling Rates -
Total Professional Fees $147,750
Travel Expenses
Technology Fee
Total Expenses
Total Fees & Expenses
$7,850
$147,750
$1,748
$5,390
$7,138
17
C\cmo\Agreements\Rattclis Financial Consultants-FY2526-039,doc-jI
EXHIBIT "D"
WORKERS' COMPENSATION INSURANCE CERTIFICATION
Every employer, except the State, shall secure the payment of compensation in one or more of
the following ways:
(a) By being insured against liability to pay compensation by one or more insurers
duly authorized to write compensation insurance in this State.
(b) By securing from the Director of Industrial Relations, a certificate of consent to
self -insure, either as an individual employer, or as one employer in a group of
employers, which may be given upon furnishing proof satisfactory to the Director
of Industrial Relations of ability to self -insure and to pay any compensation that
may become due to his or her employees.
CHECK ONE
I am aware of the provisions of Section 3700 of the Labor Code which requires every
employer to be insured against liability for Workers' Compensation or to undertake self-
insurance in accordance with the provisions of that Code, and I will comply with such provisions
before commencing the performance of the work and activities required or permitted under this
Agreement. (Labor Code § 1861).
x I affirm that at all times, in performing the work and activities required or permitted under
this Agreement, I shall not employ any person in any manner such that I become subject to the
workers' compensation laws of California. However, at any time, if I employ any person such
that I become subject to the workers' compensation laws of California, immediately i shall
provide the City with a certificate of consent to self -insure, or a certification of workers'
compensation insurance.
I certify under penalty of perjury under the laws of the State of California that the information
and representations made in this certificate are true and correct.
RAFTELIS FINANCIAL CONSULTANTS, INC.
"°
By: Date: 10-6-2025
Sudhir Pardiwala, Senior Principal
18
I:\cmo\Agreements\Raaelis Financial Con" ltants-FV2526-039.doc-jl