HomeMy WebLinkAbout- - CW Contract Extension - 6/1/2010ATTACHMENT I
AMENDMENT NUMBER ONE
TO PROFESSIONAL SERVICES AGREEMENT
FOR CLAIMS ADMINISTRATION
This Amendment is made and entered into this 1 st day of July, 2010, ("Effective
Date") by and between the City of Costa Mesa, a municipal corporation ("City") and
CARL WARREN & COMPANY, a California corporation ("Consultant").
WHEREAS, Consultant and City entered into an agreement on July 1, 2007, to
perform liability third party claims administration; and
WHEREAS, the term of Consultant and City's original Agreement expires on June
30, 2010; and
WHEREAS, Consultant provides assistance with complicated claims. City staff
has a good working relationship with Consultant, has been satisfied with the services
provided and continuity of services is critical at this time; and
WHEREAS, staff is in need of additional time to better evaluate the liability
program and its future needs in light of the current economic climate and potential
disruption in services that may occur with a change in administrators, as well as the
associated transfer costs; and
WHEREAS, extending the Agreement will also allow sufficient time to complete
the RFP process with an anticipated award date of January 1, 2012; and
WHEREAS, Consultant has agreed to keep the fees at the 2009-2010 levels, with
the exception of additional fees for file charges, Index/OFAC, updated mileage and a fee
related to a new Medicare regulation which will go into effect on January 1, 2011; and
WHEREAS, Consultant and City now wish to amend the Agreement to extend the
Agreement and revise the compensation amount in order to allow payment to Consultant
for the services provided.
NOW, THEREFORE, for valuable consideration, the receipt and sufficiency of
which is hereby acknowledged, the Parties agree as follows:
1. The compensation amount not to be exceeded in Paragraph 2.1 shall be
amended to read:
Consultant shall be paid in accordance with the fee schedule set forth in
Exhibit "A," attached hereto and made a part of this Agreement (the "Fee
Schedule"). Consultant's annual compensation shall in no case exceed
Seventy -Five Thousand Dollars ($75,000.00).
Carl Warren & Company.
4
2. Paragraph 4.1 shall be amended to read, "This Agreement shall commence
on the Effective Date and continue until December 31, 2011, unless
previously terminated as provided herein or as otherwise agreed to in
writing by the parties.
3. All terms not herein defined shall have the same meaning and use as set
forth in the Agreement.
4. All other terms, conditions, and provisions of the Agreement not in conflict
with this Amendment, shall remain in full force and effect.
IN WITNESS WHEREOF, the Parties hereto have set their hand by their duly
authorized representatives as of the day and year first above written.
CITY OF COSTA MESA,
A municipal corporation
Mayor of the City of Costa Mesa
CARL WARREN & COMPANY
Signature
Name and Title
Social Security or Taxpayer ID Number
ATTEST:
City Clerk and ex -officio Clerk
of the City of Costa Mesa
Date:
Date:
2 Carl Warren & Company.
5
APPROVED AS TO CONTENT:
Date:
Project Manager
APPROVED AS TO FORM:
Date:
City Attorney
Carl Warren & Company.
EXHIBIT A
May 19, 2010
Cite of Costa Mesa
.P.O. Box 1.200 _--�—
Costa Mesa CA 92628-1200
,:'attention: Ms. Jennifer Sommers,
Human Resources Analyst
Per your request, please find pricing for third party claims administration for the City of
Costa Mesa covering the period of July 1, 2010 through December 31, 2011.
PRICING. 7.1.10 through 12.31.11:
Services
$54.00ret r hour/billing unit
Mileage
.50 per mile/or IRS rate (the greater of -was 48)
Telephone _..�_. __.._._
8 `/o of Services
Photocopies
.30 cents per page
Pages/Stetxrgraphic
$5.00
Pliotogzgl)hs
$2.25 each
Office Exense_A
1-5% of Services
Set up fee
1/2 hour. Services Rate above
Data Processing, _
,$30.00 ! r incident only_or in-house reporting
1099 Preparation
Included
Cassettes _ _
Included
lndek/0F'f1C ex (per. submission)
$18.00 each (Pass through — was $15.00)
Miscellaneous x`*
At Cost
Coinpass2 iMy Carl Warren $300.00 monthly administrativebilled quarterly.
Very Truly Yours,
Michael Reed
CARL WARREN & CO.
CARL WARREN & CO.
An Employee—Owned Company
CLAIMS MANAGEMENT . CLAIMS ADJUSTERS
770 Placentia Avenue, Placentia, CA 92870-6832
Mail: P.O. Box 25180, Santa Ana, CA 92799-5180
Phone: (714)572-5200 • (800)572-6900 • Fax: (714)961-8131
Coy MC Mm 1.1&11
7