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8766 - Contract Executed DocuSign Transmittal Coversheet File Name Purchasing Contact Docusign Envelope ID: 882EFBFC-4001-4018-9D0A-D25199E7F9EF 8766 Actuarial Audit of the Fund Christina Dormady City of Denton, Texas Contract 8766 Standard Agreement for Professional Services Revised Date: 12/5/18 Page 1 of 16 PROFESSIONAL SERVICES AGREEMENT FOR CONSULTING SERVICES FILE 8766 STATE OF TEXAS § COUNTY OF DENTON § THIS AGREEMENT (the “Agreement”) is made and entered into on ________________________, by and between the City of Denton, Texas, a Texas municipal corporation, with its principal office at 215 East McKinney Street, Denton, Denton County, Texas 76201, hereinafter called “OWNER” and Gabriel, Roeder, Smith & Company, with its corporate office at One Towne Square, Suite 800, Southfield, MI 48076, hereinafter called “CONSULTANT,” acting herein, by and through their duly authorized representatives. WITNESSETH, that in consideration of the covenants and agreements herein contained, the parties hereto do mutually agree as follows: ARTICLE I CONSULTANT AS INDEPENDENT CONTRACTOR The OWNER has selected CONSULTANT on the basis of demonstrated competence and qualifications to perform the services herein described for a fair and reasonable price pursuant to Chapter 2254 of the Texas Government Code. The OWNER hereby contracts with the CONSULTANT as an independent contractor and not as an employee, and as such, the OWNER will not assert control over the day-to-day operations of the CONSULTANT. The CONSULTANT is customarily engaged to provide services as described herein independently and on a nonexclusive basis in the course of its business. This Agreement does not in any way constitute a joint venture between OWNER and CONSULTANT. The CONSULTANT hereby agrees to perform the services described herein based on the skills required for the scope of work in connection with the Project as stated in the sections to follow, with diligence and in accordance with the highest professional standards customarily obtained for such services in the State of Texas. The professional services set out herein are in connection with the following described project: The Project shall include, without limitation, Actuarial Audit of the Fund, as described in Exhibit A, which is attached hereto and incorporated herein (the “Project”). ARTICLE II SCOPE OF BASIC SERVICES The CONSULTANT shall perform the following services in a professional manner: A. To perform all those services set forth in CONSULTANT’s proposal, which proposal is attached hereto and made a part hereof as Exhibit A as if written word for word herein. Docusign Envelope ID: 882EFBFC-4001-4018-9D0A-D25199E7F9EF 1/31/2025 City of Denton, Texas Contract 8766 Standard Agreement for Professional Services Revised Date: 12/5/18 Page 2 of 16 B. CONSULTANT shall perform all those services set forth in individual task orders, as described in Exhibit A, which shall be attached to this Agreement and made a part hereof. C. If there is any conflict between the terms of this Agreement and the exhibits attached to this Agreement, the terms and conditions of this Agreement will control over the terms and conditions of the attached exhibits or task orders. ARTICLE III ADDITIONAL SERVICES Additional services to be performed by the CONSULTANT, if authorized by the OWNER, which are not included in the above-described Basic Services, may be negotiated as needed, per rates included in Exhibit A. A. Preparing applications and supporting documents for government grants, loans, or planning advances and providing data for detailed applications. B. Preparing data and reports for assistance to OWNER in preparation for hearings before regulatory agencies, courts, arbitration panels or mediator, giving testimony, personally or by deposition, and preparations therefore before any regulatory agency, court, arbitration panel or mediator. C. Assisting OWNER in preparing for, or appearing at litigation, mediation, arbitration, dispute review boards, or other legal and/or administrative proceedings in the defense or prosecution of claims disputes with Contractor(s). D. Assisting OWNER in the defense or prosecution of litigation in connection with or in addition to those services contemplated by this AGREEMENT. Such services, if any, shall be furnished by CONSULTANT on a fee basis negotiated by the respective parties outside of and in addition to this AGREEMENT. E. Visits to the site in excess of the number of trips included in Exhibit A. F. Preparing statements for invoicing or other documentation for billing other than for the standard invoice for services attached to this professional services agreement. Docusign Envelope ID: 882EFBFC-4001-4018-9D0A-D25199E7F9EF City of Denton, Texas Contract 8766 Standard Agreement for Professional Services Revised Date: 12/5/18 Page 3 of 16 ARTICLE IV TIME OF COMPLETION CONSULTANT is authorized to commence work under this contract upon execution of this AGREEMENT. CONSULTANT shall perform and complete its obligations herein in a prompt and continuous manner, so as to not delay the completion of the Project in accordance with the schedules as described in Exhibit A. The contract shall remain effective for a period which may reasonably be required for the completion of the Project, acceptance by an authorized representative of the OWNER, exhaustion of authorized funds, or termination as provided in this Agreement, whichever occurs first. ARTICLE V COMPENSATION A. COMPENSATION TERMS: 1. “Subcontract Expense” is defined as expenses incurred by the CONSULTANT in employment of others in outside firms for services related to this agreement. 2. “Direct Non-Labor Expense” is defined as that expense for any assignment incurred by the CONSULTANT for supplies, transportation and equipment, travel, communications, subsistence, and lodging away from home, and similar incidental expenses in connection with that assignment. B. BILLING AND PAYMENT: For and in consideration of the professional services to be performed by the CONSULTANT herein, the OWNER agrees to pay, based on the cost estimate detail at an hourly rate shown in Exhibit A which is attached hereto and made a part of this Agreement as if written word for word herein, a total fee, including reimbursement for direct non-labor expenses not to exceed $22,500. Partial payments to the CONSULTANT will be made on the basis of detailed monthly statements rendered to and approved by the OWNER through its City Manager or his designee; however, under no circumstances shall any monthly statement for services exceed the value of the work performed at the time a statement is rendered. Nothing contained in this Article shall require the OWNER to pay for any work which is unsatisfactory, as reasonably determined by the City Manager or his designee, or which is not submitted in compliance with the terms of this Agreement. The OWNER shall not be required to make any payments to the CONSULTANT when the CONSULTANT is in default under this Agreement. It is specifically understood and agreed that the CONSULTANT shall not be authorized to undertake any work pursuant to this Agreement which would require additional payments by the OWNER for any charge, expense, or reimbursement above the maximum not to exceed fee as stated, without first having obtained written authorization from the OWNER. The CONSULTANT shall not proceed to perform the services listed in Article III “Additional Services,” without obtaining prior written authorization from the OWNER. Docusign Envelope ID: 882EFBFC-4001-4018-9D0A-D25199E7F9EF City of Denton, Texas Contract 8766 Standard Agreement for Professional Services Revised Date: 12/5/18 Page 4 of 16 C. ADDITIONAL SERVICES: For additional services authorized in writing by the OWNER in Article III, the CONSULTANT shall be paid based on the Schedule of Charges at an hourly rate shown in Exhibit A. Payments for additional services shall be due and payable upon submission by the CONSULTANT and approval by the City staff, and shall be in accordance with subsection B hereof. Statements shall not be submitted more frequently than monthly. D. PAYMENT: If the OWNER fails to make payments due the CONSULTANT for services and expenses within thirty (30) days after receipt of the CONSULTANT’s undisputed statement thereof, the amounts due the CONSULTANT will be paid interest in accordance with the Texas Government Code 2251.025. Additionally, the CONSULTANT may, after giving seven (7) days’ written notice to the OWNER, suspend services under this Agreement until the CONSULTANT has been paid in full all amounts due for services, expenses, and charges. Nothing herein shall require the OWNER to pay the late charge if the OWNER reasonably determines that the work is unsatisfactory, in accordance with this Article V, “Compensation,” there is a bona fide dispute concerning the amount due, or the invoice was not mailed to the address or in the form as described in this Agreement. The OWNER will notify CONSULTANT of any disputes within twenty-one (21) days of receipt of the invoice. E. Invoices shall be sent directly to the City of Denton Accounts Payable Department, 215 E McKinney St, Denton, TX, 76201-4299. A pro-forma invoice shall be sent to the contract administrator. It is the intention of the City of Denton to make payment on completed orders within thirty days after receipt of invoice or items; whichever is later, unless unusual circumstances arise. Invoices must be fully documented as to labor, materials, and equipment provided, if applicable, and must reference the City of Denton Purchase Order Number in order to be processed. No payments shall be made on invoices not listing a Purchase Order Number. ARTICLE VI OBSERVATION AND REVIEW OF THE WORK The CONSULTANT will exercise reasonable care and due diligence in discovering and promptly reporting to the OWNER any defects or deficiencies in the work of the CONSULTANT or any subcontractors or subconsultants. ARTICLE VII OWNERSHIP OF DOCUMENTS All documents prepared or furnished by the CONSULTANT (and CONSULTANT’s subcontractors or subconsultants) pursuant to this Agreement are instruments of service, and shall become the property of the OWNER upon the termination of this Agreement. The CONSULTANT is entitled to retain copies of all such documents. The documents prepared and furnished by the CONSULTANT are intended only to be applicable to this Project, and OWNER’s use of these documents in other projects shall be at OWNER’s sole risk and expense. In the event the OWNER uses any of the information or materials developed pursuant to this Docusign Envelope ID: 882EFBFC-4001-4018-9D0A-D25199E7F9EF City of Denton, Texas Contract 8766 Standard Agreement for Professional Services Revised Date: 12/5/18 Page 5 of 16 Agreement in another project or for other purposes than specified herein, CONSULTANT is released from any and all liability relating to their use in that project. ARTICLE VIII INDEMNITY AGREEMENT THE CONSULTANT SHALL INDEMNIFY AND SAVE AND HOLD HARMLESS THE OWNER AND ITS OFFICERS, OFFICIALS, AGENTS, AND EMPLOYEES FROM AND AGAINST ANY AND ALL LIABILITY, CLAIMS, DEMANDS, DAMAGES, LOSSES, AND EXPENSES, INCLUDING, BUT NOT LIMITED TO COURT COSTS AND REASONABLE ATTORNEY FEES ASSERTED AGAINST OR INCURRED BY THE OWNER, AND INCLUDING, WITHOUT LIMITATION, DAMAGES FOR BODILY AND PERSONAL INJURY, DEATH AND PROPERTY DAMAGE, RESULTING FROM THE NEGLIGENT ACTS OR OMISSIONS OF THE CONSULTANT OR ITS OFFICERS, SHAREHOLDERS, AGENTS, OR EMPLOYEES INCIDENTAL TO, RELATED TO, AND IN THE EXECUTION, OPERATION, OR PERFORMANCE OF THIS AGREEMENT. Nothing in this Agreement shall be construed to create a liability to any person who is not a party to this Agreement, and nothing herein shall waive any of the parties’ defenses, both at law or equity, to any claim, cause of action, or litigation filed by anyone not a party to this Agreement, including the defense of governmental immunity, which defenses are hereby expressly reserved. ARTICLE IX INSURANCE During the performance of the services under this Agreement, CONSULTANT shall maintain insurance in compliance with the requirements of Exhibit B which is attached hereto and made a part of this Agreement as if written word for word herein. ARTICLE X ALTERNATIVE DISPUTE RESOLUTION The parties may agree to settle any disputes under this Agreement by submitting the dispute to mediation with each party bearing its own costs of mediation. No mediation arising out of or relating to this Agreement, involving one party’s disagreement may include the other party to the disagreement without the other’s approval. Mediation will not be a condition precedent to suit. ARTICLE XI TERMINATION OF AGREEMENT A. Notwithstanding any other provision of this Agreement, either party may terminate by giving thirty (30) days’ advance written notice to the other party. B. This Agreement may be terminated in whole or in part in the event of either party substantially failing to fulfill its obligations under this Agreement. No such termination Docusign Envelope ID: 882EFBFC-4001-4018-9D0A-D25199E7F9EF City of Denton, Texas Contract 8766 Standard Agreement for Professional Services Revised Date: 12/5/18 Page 6 of 16 will be affected unless the other party is given (1) written notice (delivered by certified mail, return receipt requested) of intent to terminate and setting forth the reasons specifying the non-performance, and not less than fifteen (15) calendar days to cure the failure; and (2) an opportunity for consultation with the terminating party prior to termination. C. If the Agreement is terminated prior to completion of the services to be provided hereunder, CONSULTANT shall immediately cease all services and shall render a final bill for services to the OWNER within thirty (30) days after the date of termination. The OWNER shall pay CONSULTANT for all services properly rendered and satisfactorily performed and for reimbursable expenses to termination incurred prior to the date of termination, in accordance with Article V “Compensation.” Should the OWNER subsequently contract with a new consultant for the continuation of services on the Project, CONSULTANT shall cooperate in providing information. The CONSULTANT shall turn over all documents prepared or furnished by CONSULTANT pursuant to this Agreement to the OWNER on or before the date of termination, but may maintain copies of such documents for its use. ARTICLE XII RESPONSIBILITY FOR CLAIMS AND LIABILITIES Approval by the OWNER shall not constitute, nor be deemed a release of the responsibility and liability of the CONSULTANT, its employees, associates, agents, subcontractors, and subconsultants for the accuracy and competency of their designs or other work; nor shall such approval be deemed to be an assumption of such responsibility by the OWNER for any defect in the design or other work prepared by the CONSULTANT, its employees, subcontractors, agents, and consultants. ARTICLE XIII NOTICES All notices, communications, and reports required or permitted under this Agreement shall be personally delivered or mailed to the respective parties by depositing same in the United States mail to the address shown below, certified mail, return receipt requested, unless otherwise specified herein. Mailed notices shall be deemed communicated as of three (3) days’ mailing: To CONSULTANT: To OWNER: Gabriel, Roeder, Smith & Company City of Denton Tom Bevins Purchasing Manager –File 8766 One Towne Square, Suite 800 901B Texas Street Southfield, MI 48076 Denton, Texas 76201 All notices shall be deemed effective upon receipt by the party to whom such notice is given, or within three (3) days’ mailing. ARTICLE XIV ENTIRE AGREEMENT Docusign Envelope ID: 882EFBFC-4001-4018-9D0A-D25199E7F9EF City of Denton, Texas Contract 8766 Standard Agreement for Professional Services Revised Date: 12/5/18 Page 7 of 16 This Agreement and related exhibits constitute the complete and final expression of this Agreement of the parties, and is intended as a complete and exclusive statement of the terms of their agreements, and supersedes all prior contemporaneous offers, promises, representations, negotiations, discussions, communications, and agreements which may have been made in connection with the subject matter hereof. ARTICLE XV SEVERABILITY If any provision of this Agreement is found or deemed by a court of competent jurisdiction to be invalid or unenforceable, it shall be considered severable from the remainder of this Agreement and shall not cause the remainder to be invalid or unenforceable. In such event, the parties shall reform this Agreement to replace such stricken provision with a valid and enforceable provision which comes as close as possible to expressing the intention of the stricken provision. ARTICLE XVI COMPLIANCE WITH LAWS The CONSULTANT shall comply with all federal, state, and local laws, rules, regulations, and ordinances applicable to the work covered hereunder as those laws may now read or hereinafter be amended. ARTICLE XVII DISCRIMINATION PROHIBITED In performing the services required hereunder, the CONSULTANT shall not discriminate against any person on the basis of race, color, religion, sex, sexual orientation, national origin or ancestry, age, or physical handicap. ARTICLE XVIII PERSONNEL A. The CONSULTANT represents that it has or will secure, at its own expense, all personnel required to perform all the services required under this Agreement. Such personnel shall not be employees or officers of, or have any contractual relations with the OWNER. CONSULTANT shall inform the OWNER of any conflict of interest or potential conflict of interest that may arise during the term of this Agreement. B. All services required hereunder will be performed by the CONSULTANT or under its supervision. All personnel engaged in work shall be qualified, and shall be authorized and permitted under state and local laws to perform such services. ARTICLE XIX ASSIGNABILITY The CONSULTANT acknowledges that this Agreement is based on the demonstrated competence and specific qualifications of the CONSULTANT and is therefore personal as to the Docusign Envelope ID: 882EFBFC-4001-4018-9D0A-D25199E7F9EF City of Denton, Texas Contract 8766 Standard Agreement for Professional Services Revised Date: 12/5/18 Page 8 of 16 CONSULTANT. Therefore, the CONSULTANT shall not assign any interest in this Agreement, and shall not transfer any interest in this Agreement (whether by assignment, novation, or otherwise) without the prior written consent of the OWNER. ARTICLE XX MODIFICATION No waiver or modification of this Agreement or of any covenant, condition, or limitation herein contained shall be valid unless in writing and duly executed by the party to be charged therewith, and no evidence of any waiver or modification shall be offered or received in evidence in any proceeding arising between the parties hereto out of or affecting this Agreement, or the rights or obligations of the parties hereunder, and unless such waiver or modification is in writing and duly executed; and the parties further agree that the provisions of this section will not be waived unless as set forth herein. ARTICLE XXI MISCELLANEOUS A. The following exhibits are attached to and made a part of this Agreement: Exhibit A – Consultant’s Scope of Services Offer, Project Schedule, Compensation Rate Sheet Exhibit B – Consultant’s Insurance Requirements What is called for by one exhibit shall be as binding as if called for by all. In the event of an inconsistency or conflict in this Agreement and any of the provisions of the exhibits, the inconsistency or conflict shall be resolved by giving precedence first to this Agreement then to the exhibits in the order in which they are listed above. B. This Agreement shall be governed by, construed, and enforced in accordance with, and subject to, the laws of the State of Texas or federal law, where applicable, without regard to the conflict of law principles of any jurisdiction. In the event there shall be any dispute arising out of the terms and conditions of, or in connection with, this Agreement, the party seeking relief shall submit such dispute to the District Courts of Denton County or if federal diversity or subject matter jurisdiction exists, to the United States District Court for the Eastern District of Texas-Sherman Division. C. For the purpose of this Agreement, the key persons who will perform most of the work hereunder shall be Thomas J. Bevins, ASA, MAAA. However, nothing herein shall limit CONSULTANT from using other equally qualified and competent members of its firm to perform the services required herein. D. CONSULTANT shall commence, carry on, and complete any and all projects with all applicable dispatch, in a sound, economical, and efficient manner and in accordance with the provisions hereof. In accomplishing the projects, CONSULTANT shall take such steps as are appropriate to ensure that the work involved is properly coordinated with related work being carried on by the OWNER. Docusign Envelope ID: 882EFBFC-4001-4018-9D0A-D25199E7F9EF City of Denton, Texas Contract 8766 Standard Agreement for Professional Services Revised Date: 12/5/18 Page 9 of 16 E. The OWNER shall assist the CONSULTANT by placing at the CONSULTANT’s disposal all available information pertinent to the Project, including previous reports, any other data relative to the Project, and arranging for the access thereto, and make all provisions for the CONSULTANT to enter in or upon public and private property as required for the CONSULTANT to perform services under this Agreement. F. The captions of this Agreement are for informational purposes only, and shall not in any way affect the substantive terms or conditions of this Agreement. G. The parties agree to transact business electronically. Any statutory requirements that certain terms be in writing will be satisfied using electronic documents and signing. Electronic signing of this document will be deemed an original for all legal purposes. ARTICLE XXII INDEPENDENT CONTRACTOR CONSULTANT shall provide services to OWNER as an independent contractor, not as an employee of the OWNER. CONSULTANT shall not have or claim any right arising from employee status. ARTICLE XXIII RIGHT TO AUDIT The OWNER shall have the right to audit and make copies of the books, records and computations pertaining to this agreement. The CONTRACTOR shall retain such books, records, documents and other evidence pertaining to this agreement during the contract period and five years thereafter, except if an audit is in progress or audit findings are yet unresolved, in which case records shall be kept until all audit tasks are completed and resolved. These books, records, documents and other evidence shall be available, within 10 business days of written request. Further, the CONTRACTOR shall also require all Subcontractors, material suppliers, and other payees to retain all books, records, documents and other evidence pertaining to this agreement, and to allow the OWNER similar access to those documents. All books and records will be made available within a 50 mile radius of the City of Denton. The cost of the audit will be borne by the OWNER unless the audit reveals an overpayment of 1% or greater. If an overpayment of 1% or greater occurs, the reasonable cost of the audit, including any travel costs, must be borne by the CONTRACTOR which must be payable within five business days of receipt of an invoice. Failure to comply with the provisions of this section shall be a material breach of this contract and shall constitute, in the OWNER’S sole discretion, grounds for termination thereof. Each of the terms "books", "records", "documents" and "other evidence", as used above, shall be construed to include drafts and electronic files, even if such drafts or electronic files are subsequently used to generate or prepare a final printed document. Docusign Envelope ID: 882EFBFC-4001-4018-9D0A-D25199E7F9EF City of Denton, Texas Contract 8766 Standard Agreement for Professional Services Revised Date: 12/5/18 Page 10 of 16 ARTICLE XXIV Prohibition on Contracts with Companies Boycotting Israel Contractor acknowledges that in accordance with Chapter 2271 of the Texas Government Code, City is prohibited from entering into a contract with a company for goods or services unless the contract contains a written verification from the company that it: (1) does not boycott Israel; and (2) will not boycott Israel during the term of the contract. The terms “boycott Israel” and “company” shall have the meanings ascribed to those terms in Section 808.001 of the Texas Government Code. By signing this agreement, Contractor certifies that Contractor’s signature provides written verification to the City that Contractor: (1) does not boycott Israel; and (2) will not boycott Israel during the term of the agreement. Failure to meet or maintain the requirements under this provision will be considered a material breach. ARTICLE XXV Prohibition On Contracts With Companies Doing Business with Iran, Sudan, or a Foreign Terrorist Organization Sections 2252 and 2270 of the Texas Government Code restricts CITY from contracting with companies that do business with Iran, Sudan, or a foreign terrorist organization. By signing this agreement, Contractor certifies that Contractor’s signature provides written verification to the City that Contractor, pursuant to Chapters 2252 and 2270, is not ineligible to enter into this agreement and will not become ineligible to receive payments under this agreement by doing business with Iran, Sudan, or a foreign terrorist organization. Failure to meet or maintain the requirements under this provision will be considered a material breach. ARTICLE XXVI Prohibition on Contracts with Companies Boycotting Certain Energy Companies Contractor acknowledges that in accordance with Chapter 2274 of the Texas Government Code, City is prohibited from entering into a contract with a company for goods or services unless the contract contains written verification from the company that it (1) does not boycott energy companies; and (2) will not boycott energy companies during the term of the contract. The terms “boycott energy company” and “company” shall have the meanings ascribed to those terms in Section 809.001 of the Texas Government Code. By signing this agreement, Contractor certifies that Contractor’s signature provides written verification to the City that Contractor: (1) does not boycott energy companies; and (2) will not boycott energy companies during the term of the agreement. Failure to meet or maintain the requirements under this provision will be considered a material breach. ARTICLE XXVII Prohibition on Contracts with Companies Boycotting Certain Firearm Entities and Firearm Trade Associations Contractor acknowledges that in accordance with Chapter 2274 of the Texas Government Code, City is prohibited from entering into a contract with a company for goods or services unless the contract contains written verification from the company that it (1) does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association; and (2) will not discriminate during the term of the contract against a firearm entity Docusign Envelope ID: 882EFBFC-4001-4018-9D0A-D25199E7F9EF City of Denton, Texas Contract 8766 Standard Agreement for Professional Services Revised Date: 12/5/18 Page 11 of 16 or firearm trade association. The terms “discriminate against a firearm entity or firearm trade association,” “firearm entity” and “firearm trade association” shall have the meanings ascribed to those terms in Chapter 2274 of the Texas Government Code. By signing this agreement, Contractor certifies that Contractor’s signature provides written verification to the City that Contractor: (1) does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association; and (2) will not discriminate during the term of the contract against a firearm entity or firearm trade association. Failure to meet or maintain the requirements under this provision will be considered a material breach. ARTICLE XXVIII Termination Right for Contracts with Companies Doing Business with Certain Foreign- Owned Companies The City of Denton may terminate this Contract immediately without any further liability if the City of Denton determines, in its sole judgment, that this Contract meets the requirements under Chapter 2274, and Contractor is, or will be in the future, (i) owned by or the majority of stock or other ownership interest of the company is held or controlled by individuals who are citizens of China, Iran, North Korea, Russia, or other designated country (ii) directly controlled by the Government of China, Iran, North Korea, Russia, or other designated country, or (iii) is headquartered in China, Iran, North Korea, Russia, or other designated country. ARTICLE XXIX PROHIBITION AGAINST PERSONAL INTEREST IN CONTRACTS No officer, employee, independent consultant, or elected official of the City who is involved in the development, evaluation, or decision-making process of the performance of any solicitation shall have a financial interest, direct or indirect, in the Contract resulting from that solicitation as defined in the City’s Ethic Ordinance 23-1165 and in the City Charter chapter 2 article XI(Ethics). Any willful violation of this section shall constitute impropriety in office, and any officer or employee guilty thereof shall be subject to disciplinary action up to and including dismissal. Any violation of this provision, with the knowledge, expressed or implied, of the Contractor shall render the Contract voidable by the City. The Consultant shall complete and submit the City’s Conflict of Interest Questionnaire. The parties agree to transact business electronically. Any statutory requirements that certain terms be in writing will be satisfied using electronic documents and signing. Electronic signing of this document will be deemed an original for all legal purposes. IN WITNESS HEREOF, the City of Denton, Texas has caused this Agreement to be executed by its duly authorized City Manager, and CONSULTANT has executed this Agreement through its duly authorized undersigned officer on this date______________________. Docusign Envelope ID: 882EFBFC-4001-4018-9D0A-D25199E7F9EF 1/31/2025 City of Denton, Texas Contract 8766 Standard Agreement for Professional Services Revised Date: 12/5/18 Page 12 of 16 CONSULTANT BY:______________________________ AUTHORIZED SIGNATURE Printed Name:_____________________ Title:____________________________ __________________________________ PHONE NUMBER _________________________________ EMAIL ADDRESS CITY OF DENTON, TEXAS BY: _____________________________ BY: _______________________________ THIS AGREEMENT HAS BEEN BOTH REVIEWED AND APPROVED as to financial and operational obligations and business terms. _______________ ________________ SIGNATURE PRINTED NAME __________________________________ TITLE __________________________________ DEPARTMENT APPROVED AS TO LEGAL FORM: MACK REINWAND, CITY ATTORNEY BY: _______________________________ Docusign Envelope ID: 882EFBFC-4001-4018-9D0A-D25199E7F9EF 469-524-1801 Vice President Daniel J White Danny.white@grsconsulting.com Finance Chief Financial Officer Jessica J Williams Christina Dormady Buyer January 20, 2025 Mr. Vis Bouaphanthavong Assistant Director of Finance City of Denton 601 E. Hickory Street Denton, TX 76205 Re: Actuarial Audit Services in Compliance with Section 802.1012 of the Texas Government Code Dear Mr. Bouaphanthavong: As you are aware, Section 802.1012 of the Texas Government Code requires an actuarial audit of public retirement systems every five years for plans with total assets the book value of which, as of the last day of the preceding fiscal year, is at least $100 million. Gabriel, Roeder, Smith & Company (GRS) would be pleased to assist the City of Denton with this requirement for the Denton Firemen’s Relief and Retirement Fund (the Fund). If this engagement is accepted by the City of Denton, we will review the December 31, 2023 actuarial valuation, as it is the most recent valuation completed for the Fund. This letter outlines our capabilities and credentials to, not only assist you with this requirement, but to also ensure that the actuarial condition of your retirement system is being measured as accurately and appropriately as possible. Our proposed actuarial audit team of Tom Bevins, Lewis Ward, Lindsay Bechtel, and Alex Thiel will provide you with access to consultants with experience working with public retirement systems of all sizes in the State of Texas and we would welcome the opportunity to apply that experience and perspective to the actuarial audit of the Fund. Danny White will serve as the Peer Review actuary, as well as the GRS Executive Management representative. TLFFRA Plan Experience Tom Bevins is the lead actuarial consultant for the Beaumont Firemen’s Relief and Retirement Fund (BFRRF). Tom has participated as a member of the actuary panel, moderated by a representative of the Texas Pension Review Board, at the annual TLFFRA Conferences in 2023 and 2024. This structured “Q & A” session has been utilized to provide TLFFRA conference attendees broader perspectives regarding funding strategies, challenges that face plan board members and trustees, and other PRB related compliance. Lewis Ward has extensive experience working with retirement plans in Texas that are subject to PRB oversight, as both a consultant for the plan and through actuarial audits. Lewis and Tom are currently preparing an audit of the Irving Firemen’s Relief and Retirement Fund. Lindsay Bechtel and Alex Thiel work with Tom as analysts for BFRRF projects. Exhibit A Docusign Envelope ID: 882EFBFC-4001-4018-9D0A-D25199E7F9EF Mr. Vis Bouaphanthavong January 20, 2025 Page 2 Actuarial Audit Experience in the State of Texas Since the inception of the actuarial audit requirement in the State of Texas, the members of your Irving- based team at GRS have assisted the following notable governmental entities and public retirement systems with their compliance with this State law: Public Retirement System Governmental Entity Austin Fire Fighters Relief and Retirement Fund City of Austin Austin Police Retirement System City of Austin City of Corpus Christi Fire Fighters' Retirement System City of Corpus Christi Irving Firemen's Relief & Retirement Fund City of Irving City of Lubbock Fire Pension Fund City of Lubbock Fire and Police Pension Fund, San Antonio City of San Antonio DART Defined Benefit Retirement Plan Dallas Area Rapid Transit Lower Colorado River Authority Retirement Plan LCRA Port of Houston Authority Retirement Plan Port of Houston Authority JPS Pension Plan Tarrant County Hospital District Dallas County Hospital District Retirement Income Plan Parkland Health and Hospital System Broad Consulting Experience within the State of Texas In addition to their experience providing actuarial audits in conjunction with Section 802.1012, the proposed actuarial audit team has significant experience working with public retirement systems of all sizes across the State of Texas. This experience will ensure that your actuarial audit will be completed by consultants that understand the legislative and governance culture in the State of Texas. Tom Bevins, ASA, MAAA, will serve as the Lead Consultant for the actuarial audit of the Fund. Tom is a Consultant and Actuary with over 14 years of benefits consulting experience and currently serves clients in Texas, South Carolina, and Arkansas. Tom serves as the Lead Consultant for several pension valuations of various sizes, including Beaumont Firemen’s Relief and Retirement Fund, the City of Plano Retirement Security Plan, and Texarkana Arkansas Public Employees Retirement System. Tom is also a Support Consultant for the statewide Employees Retirement System of Texas and the City of Irving Supplemental Benefit Plan. He also currently serves as the Lead Consultant for nearly 40 retiree medical valuations for governmental clients in South Carolina and Texas. Lewis Ward will serve as Support Consultant for the actuarial audit of the Fund. Lewis has been providing pension consulting services to public sector clients for more than 35 years. Lewis is our Texas market expert having served as the Support Consultant for the Teacher Retirement System of Texas and the Employee Funds for the cities of Houston and Dallas. He also serves as the Lead Consultant for the City of Austin Employees Retirement System, Austin Police Retirement System, the City of Irving Supplemental Benefit Plan, and DFW International Airport. Lewis will be responsible for the overall delivery of actuarial services and communications with the Fund. Docusign Envelope ID: 882EFBFC-4001-4018-9D0A-D25199E7F9EF Mr. Vis Bouaphanthavong January 20, 2025 Page 3 Danny White, FSA, EA, MAAA, will serve in the role of Peer Review Actuary for the Denton Firemen’s Relief and Retirement Fund. Danny will peer review the final audit report to ensure compliance with the Actuarial Standards of Practice and Texas Pension Review Board requirements. Danny has more than 25 years of experience consulting with public and private sector employers regarding their retirement programs. His expertise includes performing actuarial valuations for pension and retiree medical plans, cost studies, assumption reviews, and consulting regarding benefit administration. Danny currently works with state-wide retirement systems in Arizona, Kentucky, South Carolina, and Utah, as well as with municipal plans in Texas and Arkansas. Lindsay Bechtel is a Senior Analyst in the Dallas, Texas office of GRS. Lindsay will serve primarily in the “checker” role as it relates to reviewing census data, assumptions, and preparing individual test cases for our review of liability calculations, and also provide technical support to other analysts in the initial analysis prior to review by Tom and Lewis. She has worked with both municipal and large statewide retirement systems in Texas, South Carolina, Arizona, New Mexico, and Utah as well as OPEB plans throughout Texas and South Carolina. Additionally, she has experience working on firefighter plans. She has worked with Tom in this role for several years for the Beaumont Firemen’s Relief and Retirement Fund, the City of Plano Retirement Security Plan, and the Texarkana Arkansas Public Employees Retirement System. Alex Thiel is an Analyst in the Denver, Colorado office of GRS, which works cohesively with our Dallas office as the other branch of our Southwest Region team. Alex will serve primarily in the “doer” role as it relates to reviewing census data, assumptions, and preparing individual test cases for our review of liability calculations. Alex joined GRS in 2022 and has demonstrated an aptitude for performing actuarial valuations for pension and OPEB plans, including working with Tom and Lindsay on Beaumont Firemen’s Relief and Retirement Fund projects, and with Tom on the Employees Retirement System of Texas. He has continued to make progress toward the completion of exams and other requirements to attain his actuarial credentials with the Society of Actuaries. Company Approach GRS offers you an actuarial and benefits consulting firm that specializes in public sector retirement systems, has a nationally recognized reputation, and a clear understanding of the national and state political and legislative environments. GRS has been specializing in providing services to public sector clients for over 80 years. Our long association with our clients (our very first client is still a client) and the far-ranging locations of our clients (from Florida to Alaska and from New Hampshire to Hawaii) attest to the quality of our work and the dedication of our consultants. We believe there are three key areas that differentiate GRS from other consulting firms with regard to this project. • DEPTH OF EXPERIENCE – We serve more public sector retirement systems than any other firm. We provide actuarial and consulting services to 36 statewide retirement systems and, as a firm, have performed over 20 actuarial audits for major retirement systems over the last five years. Because we are the nation’s largest provider of actuarial services to the public sector, we are Docusign Envelope ID: 882EFBFC-4001-4018-9D0A-D25199E7F9EF Mr. Vis Bouaphanthavong January 20, 2025 Page 4 often also the actuary being audited. As a result, you will get a consulting team that is familiar with the auditing process and understands what is required to perform a thorough review. • APPROACH TO THE WORK – We, like you, want to ensure that the actuarial condition of your retirement system is being measured as accurately as possible. Over the years, we have performed audits for retirement systems that confirmed their current processes are accurate and sound. In other situations, we have identified issues of concern and further investigation. We also understand the importance of paying attention to the big picture of the system as well as the calculation details. • COMMUNICATION – From our experience performing audits as well as having our work audited, we understand that communication throughout the project is essential for success. Also, the dialog generated by the actuarial audit process usually has value in the sharing of ideas and experiences. Furthermore, we understand there are many stakeholders involved within your retirement Fund. Constituents pay attention to the activities and decisions made within your organization. Therefore, you can be confident that our work will include clear explanations and disclosures, in layperson terms. To the extent that terms common to the industry must be used, we provide concise explanations of these terms. To reinforce understanding of the results and the impact of policy options, our reports include graphic representations of the information, such as charts and tables. In presentations we use the same approach, and endeavor to explain technical concepts and to respond to questions in a clear and concise manner rather than presenting page after page of numbers. Scope of Work The requirements of Section 802.1012 are not specific about the specific type of actuarial audit that must be completed every five years. It is our understanding that you would like the engagement to be for a Level Two Actuarial Audit (replication of a sample). Should you decide that you would prefer a Level One Actuarial Audit (full replication) please let us know and we will provide you a fee quote for that service. We believe that both a Level One Audit and a Level Two Audit meet the requirement of Section 802.1012. The actuarial audit will entail reviewing and commenting on the reasonableness and appropriateness of the valuation methods, assumptions, certifications, and conclusions of the retained actuary. GRS will deliver an actuarial audit report for the Fund based on the most selected actuarial valuation and experience study as prepared by the retained actuary. The purpose of a Level Two Actuarial Audit is to confirm the liability calculations of a representative sample of the current Fund participants and is the most common type of actuarial audit conducted in response to Section 802.1012 (it does not provide replication of the valuation results). However, both a Level One Audit and a Level Two audit will include the same level of review of the actuarial assumption and valuation reports. A detailed report and presentation of the findings will be provided, in either case, to meet the requirements of Section 802.1012. Docusign Envelope ID: 882EFBFC-4001-4018-9D0A-D25199E7F9EF Mr. Vis Bouaphanthavong January 20, 2025 Page 5 Fees Our fixed fee for the services described will be $22,500 for the Level Two Actuarial Audit of the Fund. The above fees assume that we will receive clean and complete information (demographic data, financial information, test lives, etc.) in an acceptable format to GRS. Additional consulting services are available, but will be priced separately upon request. GRS will perform supplemental services beyond the actuarial audit as requested by the City or the Fund. The additional services will be billed based on hourly rates and GRS will confirm the request with the City prior to commencing any supplemental services. GRS Resource Classification Hourly Rates Senior Consultant $550 Consultant $400 – $450 Senior Actuarial Analyst $300 – $325 Actuarial Analyst $225 – $275 Administrative Support Staff $185 This proposed pricing will be valid through June 30, 2025. Timing and Communication GRS will complete its work by May 30, 2025, as long as GRS receives all requested documents and data at least eight weeks prior (i.e. by April 4, 2025). A draft of our findings will be communicated as it is available. In conducting either the full replication audit or limited scope audit, GRS will need to communicate as necessary and appropriate with the Fund’s staff as well as the retained actuary and its staff that routinely assist in the preparation of the actuarial valuations. The process described above will result in a final signed, written report containing the findings and conclusions of GRS as the auditing actuary. The City of Denton, the Denton Firemen’s Relief and Retirement Fund, and the retained actuary will be given an opportunity to prepare a written response, if they so desire. One day of on-site formal presentations of our findings will be given to the appropriate governing body and is included in our fees. We appreciate your consideration of GRS for this assignment and would be delighted to serve you. We are confident that you will be pleased with our responsiveness and quality. A detailed work plan and timeline is available upon request. Docusign Envelope ID: 882EFBFC-4001-4018-9D0A-D25199E7F9EF Mr. Vis Bouaphanthavong January 20, 2025 Page 6 Next Steps As noted previously, our proposed actuarial audit team will be led by Tom Bevins, as he meets all of the professional requirements stipulated in Section 802.1012. Tom will have overall responsibility for the project and will be the point man for contact between the City and GRS (as well as the Fund’s actuary). Lewis Ward will serve as the secondary consultant. As the Southwest Regional Director and Vice President of GRS, Danny White will represent the Executive Management team of GRS for the execution of this engagement, as well as be the Peer Reviewer of the audit report. Danny also meets all of the professional requirements stipulated in Section 802.1012. Tom, Lewis and Danny are all located in our Dallas (Irving) Office. Tom’s contact information is as follows: Tom Bevins, ASA, MAAA Gabriel, Roeder, Smith & Company 5605 N. MacArthur Blvd, Suite 870 Irving, Texas 75038-2631 469-524-1808 (office direct line) tom.bevins@grsconsulting.com If you would like to speak further about an actuarial audit of the Fund, or you have questions about the proposal outlined above, please feel free to contact Tom directly. If you are prepared to move forward with the actuarial audit, a signature below will indicate your acceptance of this engagement and allow us to get started immediately. Respectfully submitted, Gabriel, Roeder, Smith & Company Thomas J. Bevins, ASA, MAAA Daniel J. White, FSA, EA, MAAA Consultant & Actuary Vice President & Actuary Approved for the City of Denton By ________________________________ Title ________________________________ Date ________________________________ Docusign Envelope ID: 882EFBFC-4001-4018-9D0A-D25199E7F9EF 1/31/2025 Buyer Christina Dormady City of Denton, Texas Contract 8766 Standard Agreement for Professional Services Revised Date: 12/5/18 Page 14 of 16 Exhibit B INSURANCE REQUIREMENTS Respondent’s attention is directed to the insurance requirements below. It is highly recommended that respondents confer with their respective insurance carriers or brokers to determine in advance of Proposal/Bid submission the availability of insurance certificates and endorsements as prescribed and provided herein. If an apparent low respondent fails to comply strictly with the insurance requirements, that respondent may be disqualified from award of the contract. Upon c o n t r a c t a w a r d , a l l i n s u r a n c e r e q u i r e m e n t s shall become contractual obligations, which the successful contractor shall have a duty to maintain throughout the course of this contract. STANDARD PROVISIONS: Without limiting any of the other obligations or liabilities of the Contractor, the Contractor shall provide and maintain until the contracted work has been completed and accepted by the City of Denton, Owner, the minimum insurance coverage as indicated hereinafter. As soon as practicable after notification of contract award, Contractor shall file with the Purchasing Department satisfactory certificates of insurance including any applicable addendum or endorsements, containing the contract number and title of the project. Contractor may, upon written request to the Purchasing Department, ask for clarification of any insurance requirements at any time; however, Contractors are strongly advised to make such requests prior to proposal/bid opening, since the insurance requirements may not be modified or waived after proposal/bid opening unless a written exception has been submitted with the proposal/bid. Contractor shall not commence any work or deliver any material until he or she receives notification that the contract has been accepted, approved, and signed by the City of Denton. All insurance policies proposed or obtained in satisfaction of these requirements shall comply with the following general specifications, and shall be maintained in compliance with these general specifications throughout the duration of the Contract, or longer, if so noted: • Each policy shall be issued by a company authorized to do business in the State of Texas with an A.M. Best Company rating of at least A- or better. • Any deductibles or self-insured retentions shall be declared in the proposal. If requested by the City, the insurer shall reduce or eliminate such deductibles or self-insured retentions with respect to the City, its officials, agents, employees, and volunteers; or, the contractor shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. • Liability policies shall be endorsed to provide the following: Docusign Envelope ID: 882EFBFC-4001-4018-9D0A-D25199E7F9EF City of Denton, Texas Contract 8766 Standard Agreement for Professional Services Revised Date: 12/5/18 Page 15 of 16 o Name as Additional Insured the City of Denton, its Officials, Agents, Employees, and volunteers. o That such insurance is primary to any other insurance available to the Additional Insured with respect to claims covered under the policy and that this insurance applies separately to each insured against whom claim is made or suit is brought. The inclusion of more than one insured shall not operate to increase the insurer's limit of liability. o Provide a Waiver of Subrogation in favor of the City of Denton, its officials, agents, employees, and volunteers. • Cancellation: City requires 30 day written notice should any of the policies described on the certificate be cancelled or materially changed before the expiration date. • Should any of the required insurance be provided under a claims made form, Contractor shall maintain such coverage continuously throughout the term of this contract and, without lapse, for a period of three years beyond the contract expiration, such that occurrences arising during the contract term which give rise to claims made after expiration of the contract shall be covered. • Should any of the required insurance be provided under a form of coverage that includes a general annual aggregate limit providing for claims investigation or legal defense costs to be included in the general annual aggregate limit, the Contractor shall either double the occurrence limits or obtain Owners and Contractors Protective Liability Insurance. • Should any required insurance lapse during the contract term, requests for payments originating after such lapse shall not be processed until the City receives satisfactory evidence of reinstated coverage as required by this contract, effective as of the lapse date. If insurance is not reinstated, City may, at its sole option, terminate this agreement effective on the date of the lapse. SPECIFIC ADDITIONAL INSURANCE REQUIREMENTS: All insurance policies proposed or obtained in satisfaction of this Contract shall additionally comply with the following specifications, and shall be maintained in compliance with these additional specifications throughout the duration of the Contract, or longer, if so noted: A. COMMERCIAL GENERAL LIABILITY INSURANCE Commercial General Liability Insurance including, but not limited to, Premises/Operations, Personal & Advertising Injury, Products/Completed Operations, Independent Contractors, and Contractual Liability with minimum combined bodily injury (including death) and property damage limits of $1,000,000.00 per occurrence and $2,000,000.00 general aggregate. Docusign Envelope ID: 882EFBFC-4001-4018-9D0A-D25199E7F9EF City of Denton, Texas Contract 8766 Standard Agreement for Professional Services Revised Date: 12/5/18 Page 16 of 16 B. PROFESSIONAL LIABILITY INSURANCE If CONTRACTOR is a licensed or certified person who renders professional services, then Professional Liability Insurance to provide coverage against any claim which the CONTRACTOR becomes legally obligated to pay as damages arising out of the performance of professional services caused by any negligent error, omission or act with minimum limits of $1,000,000.00 per claim, $2,000,000.00 annual aggregate. SUBCONTRACTING LIABILITY (1) Without limiting any of the other obligations or liabilities of the CONTRACTOR, the CONTRACTOR shall require each Subcontractor performing work under the contract, at the Subcontractor's own expense, to maintain during the engagement with the CITY, types and limits of insurance that are appropriate for the services/work being performed, comply with all applicable laws and are consistent with industry standards. The Subcontractor’s liability insurance shall name CONTRACTOR as an additional insured. (2) CONTRACTOR shall obtain and monitor the certificates of insurance from each Subcontractor. CONTRACTOR must retain the certificates of insurance for the duration of the contract and shall have the responsibility of enforcing insurance requirements among its subcontractors. The CITY shall be entitled, upon request and without expense, to receive copies of these certificates. Docusign Envelope ID: 882EFBFC-4001-4018-9D0A-D25199E7F9EF CONFLICT OF INTEREST QUESTIONNAIRE - FORM CIQ For vendor or other person doing business with local governmental entity This questionnaire reflects changes made to the law by H.B. 23, 84th Leg., Regular Session. This questionnaire is being filed in accordance with Chapter 176, Local Government Code, by a vendor who has a business relationship as defined by Section 176.001(1-a) with a local governmental entity and the vendor meets requirements under Section 176.006(a) and by City of Denton Ethics Code, Ordinance 18-757. By law this questionnaire must be filed with the records administrator of the local government entity not later than the 7th business day after the date the vendor becomes aware of facts that require the statement to be filed. See Section 176.006(a-1), Local Government Code. A vendor commits an offense if the vendor knowingly violates Section 176.006, Local Government Code. An offense under this section is a misdemeanor. 1 Name of vendor who has a business relationship with local governmental entity. 2 Check this box if you are filing an update to a previously filed questionnaire. (The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than the 7th business day after the date on which you became aware that the originally filed questionnaire was incomplete or inaccurate.) 3 Name of local government officer about whom the information in this section is being disclosed. Name of Officer Describe each employment or other business relationship with the local government officer, or a family member of the officer, as described by Section 176.003(a)(2)(A). Also describe any family relations hip with the local government officer. This section, (item 3 including subparts A, B, C & D), must be completed for each officer with whom the vendor has an employment or other business relationship as defined by Section 176.00 1(1-a), Local Government Code. Attach additional pages to this Form CIQ as necessary. A. Is the local government officer named in this section receiving or likely to receive taxable income, other than investment income, from the vendor? Yes No B. Is the vendor receiving or likely to receive taxable income, other than investment income, from or at the direction of the local government officer named in this section AND the taxable income is not received from the local governmental entity? Yes No C. Is the filer of this questionnaire employed by a corporation or other business entity with respect to which the local government officer serves as an officer or director, or holds an ownership of one percent or more? Yes No D. Describe each employment or business and family relationship with the local government officer named in this section. 4 I have no Conflict of Interest to disclose. 5 Signature of vendor doing business with the governmental entity Date Docusign Envelope ID: 882EFBFC-4001-4018-9D0A-D25199E7F9EF 1/30/2025 Gabriel, Roeder, Smith & Company X CONFLICT OF INTEREST QUESTIONNAIRE For vendor doing business with local governmental entity A complete copy of Chapter 176 of the Local Government Code may be found at http://www.statutes.legis.state.tx.us/ Docs/LG/htm/LG.176.htm. For easy reference, below are some of the sections cited on this form. Local Government Code § 176.001(1-a): "Business relationship" means a connection between two or more parties based on commercial activity of one of the parties. The term does not include a connection based on: (A) a transaction that is subject to rate or fee regulation by a federal, state, or local governmental entity or an agency of a federal, state, or local governmental entity; (B) a transaction conducted at a price and subject to terms available to the public; or (C) a purchase or lease of goods or services from a person that is chartered by a state or federal agency and that is subject to regular examination by, and reporting to, that agency. Local Government Code § 176.003(a)(2)(A) and (B): (A) A local government officer shall file a conflicts disclosure statement with respect to a vendor if: (2) the vendor: (A) has an employment or other business relationship with the local government officer or a family member of the officer that results in the officer or family member receiving taxable income, other than investment income, that exceeds $2,500 during the 12-month period preceding the date that the officer becomes aware that (i) a contract between the local governmental entity and vendor has been executed; or (ii) the local governmental entity is considering entering into a contract with the vendor; (B) has given to the local government officer or a family member of the officer one or more gifts that have an aggregate value of more than $100 in the 12-month period preceding the date the officer becomes aware that: (i) a contract between the local governmental entity and vendor has been executed; or (ii) the local governmental entity is considering entering into a contract with the vendor. Local Government Code § 176.006(a) and (a-1) (a) A vendor shall file a completed conflict of interest questionnaire if the vendor has a business relationship with a local governmental entity and: (1) has an employment or other business relationship with a local government officer of that local governmental entity, or a family member of the officer, described by Section 176.003(a)(2)(A); (2) has given a local government officer of that local governmental entity, or a family member of the officer, one or more gifts with the aggregate value specified by Section 176.003(a)(2)(B), excluding any gift described by Section 176.003(a-1); or (3) has a family relationship with a local government officer of that local governmental entity. (a-1) The completed conflict of interest questionnaire must be filed with the appropriate records administrator not later than the seventh business day after the later of: (1) the date that the vendor: (A) begins discussions or negotiations to enter into a contract with the local governmental entity; or (B) submits to the local governmental entity an application, response to a request for proposals or bids, correspondence, or another writing related to a potential contract with the local governmental entity; or (2) the date the vendor becomes aware: (A) of an employment or other business relationship with a local government officer, or a family member of the officer, described by Subsection (a); (B) that the vendor has given one or more gifts described by Subsection (a); or (C) of a family relationship with a local government officer. City of Denton Ethics Code Ordinance Number 18-757 Definitions: Relative: a family member related to a City Official within the third 3rd degree of affinity (marriage) or consanguinity (blood or adoption) City Official: for purpose of this article, the term consists of the Council Members, Department Heads, or member of the Board of Ethics, Planning and zoning Commission Members, Board of Adjustment, Historic Landmark Commission, or Public Utilities Board Vendor: a person who provides or seeks to provide goods, services, and/or real property to the City in exchange for compensation. This definition does not include those property owners from whom the City acquires public right-of-way or other real property interests for public use. Per the City of Denton Ethics Code, Section 2-273. – Prohibitions (3) It shall be a violation of this Article for a Vendor to offer or give a Gift to City Official exceeding fifty dollars ($50.00) per gift, or multiple gifts cumulatively valued at more than two hundred dollars ($200.00) per a single fiscal year. Per the City of Denton Ethics Code, Section 2-282. – Disposition (b), (5) Ineligibility If the Board of Ethics finds that a Vendor has violated this Article, the Board may recommend to the City Manager that the Vendor be deemed ineligible to enter into a City contract or other arrangement for goods, services, or real property, for a period of one (1) year. Form provided by Texas Ethics Commission www.ethics.state.tx.us Revised 11/30/2015 Docusign Envelope ID: 882EFBFC-4001-4018-9D0A-D25199E7F9EF Certificate Of Completion Envelope Id: 882EFBFC-4001-4018-9D0A-D25199E7F9EF Status: Completed Subject: ***Purchasing Approval***8766 - Actuarial Audit of the Fund PSA Source Envelope: Document Pages: 24 Signatures: 6 Envelope Originator: Certificate Pages: 6 Initials: 1 Christina Dormady AutoNav: Enabled EnvelopeId Stamping: Enabled Time Zone: (UTC-06:00) Central Time (US & Canada) 901B Texas Street Denton, TX 76209 christina.dormady@cityofdenton.com IP Address: 198.49.140.104 Record Tracking Status: Original 1/30/2025 11:27:53 AM Holder: Christina Dormady christina.dormady@cityofdenton.com Location: DocuSign Signer Events Signature Timestamp Christina Dormady christina.dormady@cityofdenton.com Buyer City of Denton Security Level: Email, Account Authentication (None) Completed Using IP Address: 198.49.140.104 Sent: 1/30/2025 11:45:42 AM Viewed: 1/30/2025 11:45:55 AM Signed: 1/30/2025 11:46:08 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign Lori Hewell lori.hewell@cityofdenton.com Purchasing Manager City of Denton Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 198.49.140.10 Sent: 1/30/2025 11:46:09 AM Viewed: 1/30/2025 1:47:01 PM Signed: 1/30/2025 1:47:13 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign Marcella Lunn marcella.lunn@cityofdenton.com Senior Deputy City Attorney City of Denton Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 198.49.140.10 Sent: 1/30/2025 1:47:15 PM Viewed: 1/30/2025 1:53:55 PM Signed: 1/30/2025 1:56:44 PM Electronic Record and Signature Disclosure: Not Offered via DocuSign Daniel J White Danny.white@grsconsulting.com Vice President Security Level: Email, Account Authentication (None)Signature Adoption: Pre-selected Style Using IP Address: 96.46.246.66 Sent: 1/30/2025 1:56:47 PM Viewed: 1/30/2025 5:14:11 PM Signed: 1/30/2025 5:16:18 PM Electronic Record and Signature Disclosure: Accepted: 1/30/2025 5:14:11 PM ID: 276d300d-1e86-4a35-8514-f445764800f4 Signer Events Signature Timestamp Jessica J Williams jessica.jwilliams@cityofdenton.com Chief Financial Officer City of Denton Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 104.28.79.147 Signed using mobile Sent: 1/30/2025 5:16:21 PM Viewed: 1/30/2025 8:11:48 PM Signed: 1/30/2025 8:12:25 PM Electronic Record and Signature Disclosure: Accepted: 1/30/2025 8:11:48 PM ID: 1f7e9459-1f23-4f72-b1e2-4127db709f12 Christina Dormady christina.dormady@cityofdenton.com Buyer City of Denton Security Level: Email, Account Authentication (None) Signature Adoption: Pre-selected Style Using IP Address: 198.49.140.10 Sent: 1/30/2025 8:12:28 PM Viewed: 1/31/2025 7:53:11 AM Signed: 1/31/2025 7:53:21 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign In Person Signer Events Signature Timestamp Editor Delivery Events Status Timestamp Agent Delivery Events Status Timestamp Intermediary Delivery Events Status Timestamp Certified Delivery Events Status Timestamp Carbon Copy Events Status Timestamp Cheyenne Defee cheyenne.defee@cityofdenton.com Procurement Administration Supervisor City of Denton Security Level: Email, Account Authentication (None) Sent: 1/31/2025 7:53:24 AM Viewed: 1/31/2025 7:53:59 AM Electronic Record and Signature Disclosure: Not Offered via DocuSign Vis Bouaphanthavong vis.bouaphanthavong@cityofdenton.com Assistant Director of Finance Security Level: Email, Account Authentication (None) Sent: 1/31/2025 7:53:25 AM Viewed: 1/31/2025 7:53:56 AM Electronic Record and Signature Disclosure: Accepted: 1/22/2025 3:15:18 PM ID: d79c9146-b454-4a62-9580-f75ad8d06a1a Witness Events Signature Timestamp Notary Events Signature Timestamp Envelope Summary Events Status Timestamps Envelope Sent Hashed/Encrypted 1/30/2025 11:45:42 AM Certified Delivered Security Checked 1/31/2025 7:53:11 AM Signing Complete Security Checked 1/31/2025 7:53:21 AM Completed Security Checked 1/31/2025 7:53:25 AM Payment Events Status Timestamps Electronic Record and Signature Disclosure ELECTRONIC RECORD AND SIGNATURE DISCLOSURE From time to time, City of Denton (we, us or Company) may be required by law to provide to you certain written notices or disclosures. 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Please also see the paragraph immediately above that describes the consequences of your electing not to receive delivery of the notices and disclosures electronically from us. Electronic Record and Signature Disclosure created on: 7/21/2017 3:59:03 PM Parties agreed to: Daniel J White, Jessica J Williams, Vis Bouaphanthavong How to contact City of Denton: You may contact us to let us know of your changes as to how we may contact you electronically, to request paper copies of certain information from us, and to withdraw your prior consent to receive notices and disclosures electronically as follows: To contact us by email send messages to: purchasing@cityofdenton.com To advise City of Denton of your new e-mail address To let us know of a change in your e-mail address where we should send notices and disclosures electronically to you, you must send an email message to us at melissa.kraft@cityofdenton.com and in the body of such request you must state: your previous e-mail address, your new e-mail address. We do not require any other information from you to change your email address.. In addition, you must notify DocuSign, Inc to arrange for your new email address to be reflected in your DocuSign account by following the process for changing e-mail in DocuSign. To request paper copies from City of Denton To request delivery from us of paper copies of the notices and disclosures previously provided by us to you electronically, you must send us an e-mail to purchasing@cityofdenton.com and in the body of such request you must state your e-mail address, full name, US Postal address, and telephone number. We will bill you for any fees at that time, if any. To withdraw your consent with City of Denton To inform us that you no longer want to receive future notices and disclosures in electronic format you may: i. decline to sign a document from within your DocuSign account, and on the subsequent page, select the check-box indicating you wish to withdraw your consent, or you may; ii. send us an e-mail to purchasing@cityofdenton.com and in the body of such request you must state your e-mail, full name, IS Postal Address, telephone number, and account number. We do not need any other information from you to withdraw consent.. The consequences of your withdrawing consent for online documents will be that transactions may take a longer time to process.. Required hardware and software Operating Systems: Windows2000? or WindowsXP? Browsers (for SENDERS): Internet Explorer 6.0? or above Browsers (for SIGNERS): Internet Explorer 6.0?, Mozilla FireFox 1.0, NetScape 7.2 (or above) Email: Access to a valid email account Screen Resolution: 800 x 600 minimum Enabled Security Settings: •Allow per session cookies •Users accessing the internet behind a Proxy Server must enable HTTP 1.1 settings via proxy connection ** These minimum requirements are subject to change. If these requirements change, we will provide you with an email message at the email address we have on file for you at that time providing you with the revised hardware and software requirements, at which time you will have the right to withdraw your consent. Acknowledging your access and consent to receive materials electronically To confirm to us that you can access this information electronically, which will be similar to other electronic notices and disclosures that we will provide to you, please verify that you were able to read this electronic disclosure and that you also were able to print on paper or electronically save this page for your future reference and access or that you were able to e-mail this disclosure and consent to an address where you will be able to print on paper or save it for your future reference and access. Further, if you consent to receiving notices and disclosures exclusively in electronic format on the terms and conditions described above, please let us know by clicking the 'I agree' button below. By checking the 'I Agree' box, I confirm that: • I can access and read this Electronic CONSENT TO ELECTRONIC RECEIPT OF ELECTRONIC RECORD AND SIGNATURE DISCLOSURES document; and • I can print on paper the disclosure or save or send the disclosure to a place where I can print it, for future reference and access; and • Until or unless I notify City of Denton as described above, I consent to receive from exclusively through electronic means all notices, disclosures, authorizations, acknowledgements, and other documents that are required to be provided or made available to me by City of Denton during the course of my relationship with you.