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HomeMy Public PortalAbout06) 7D Adoption of Resolution No. 14-4971 Ordering the Engineer's Report to Establish Lighting and Maintenance District Assessment Rates for Fiscal Year 2014-15AGENDA ITEM 7.0. ADMINISTRATIVE SERVICES DEPARTMENT MEMORANDUM DATE: February 4, 2014 TO: The Honorable City Council FROM : Tracey L. Hause, Acting City Manager/Administrative Services Direc~ SUBJECT: ADOPTION OF RESOLUTION NO. 14-4971 ORDERING THE ENGINEER'S REPORT TO ESTABLISH LIGHTING AND MAINTENANCE DISTRICT ASSESSMENT RATES FOR FISCAL YEAR (FY) 2014-15 RECOMMENDATION: The City Council is requested to adopt Resolution No. 14-4971 (Attachment "A") ordering the preparation of the Lighting and Maintenance Assessment District Annual Engineer's Report (Engineer's Report) for FY 2014 -15 . BACKGROUND: 1. On June 19, 1979, the City Council adopted Resolution No. 79-1825 creating the Citywide Lighting Assessment District pursuant to the State of California Lighting and Landscape Act of 1972. 2. On May 7, 1991 , the City Council adopted Resolution No. 91-3048 amending the existing Lighting Assessment District to include a maintenance zone, thereby creating the Temple City Lighting and Maintenance District (District) for the purpose of funding other eligible programs, including traffic signal and tree maintenance services. 3. On November 5, 1996, California voters approved Proposition 218, also known as "The R ight to Vote on Taxes Act", which prohibits the levy of any new assessments or increase in existing assessment rates without property owner approval. The local agency must distinguish between general and direct benefit and shall only assess for direct benefit. At that time parks were considered to be a general benefit. 4. On July 1, 1997, the City discontinued assessments for park maintenance operations. The park maintenance program is currently funded through the General Fund . 5. On March 16, 1999, the City Council adopted Resolution No. 99-3737 extending City Council February 4, 2014 Page 2 of 3 the duration of the District for an additional 20 years through 2019. 6. On March 15, 2011, the City Council considered a proposal from Harris & Associates to provide the Engineer's Report required for preparation for the ensuing three years. The City Council agreed to retain the services of Harris & Associates to prepare the Engineer's Report and services for the District for one year and directed staff to solicit bids for this service in 2012. 7. On March 6, 2012, the City Council approved a Consultant Services Agreement with Harris & Associates to complete the Engineer's Report for the District in addition to conducting a study of the anticipated maintenance costs and any available strategies to fund the expenses of the lighting and landscape improvements associated with the Rosemead Boulevard Safety and Beautification Enhancement Project. 8. On February 14, 2013, the City issued a Request for Qualifications (RFQ) for the preparation of the Engineer's Report. 9. On March 1, 2013, the City received two Statements of Qualifications from David Taussig & Associates, Inc. and Harris & Associates which included a cost to complete the services for $15,000 and $8,500 respectively. 10. On March 19, 2013, the City Council, with their action of ordering the preparation of the Engineer's Report for FY 2013-14, approved the use of Harris & Associates for report preparation and services. 11. On January 24, 2014, the City received a proposal for the preparation of the Engineer's Report for the District for FY 2014-15 (Attachment "B"). ANALYSIS: Pursuant to the 1972 State Lighting and Landscape Act, an Engineer's Report must be prepared for each fiscal year in which assessments are levied and collected for the District. The Engineer's Report identifies eligible program expenditures, establishes the District's operating budget, updates individual property assessments, and documents the City's compliance with all applicable laws. Staff has prepared the appropriate resolution ordering the Engineer's Report for City Council's review and adoption. In previous years, the City has utilized Harris & Associates to complete this Engineer's Report and provide engineering services. However, staff was aware of the City Council's desire to solicit for proposals of qualifications for these services periodically to ensure competitive pricing and quality services. Since it was anticipated the scope of services would be less than $25,000, staff requested informal RFQ in accordance with the Purchasing Ordinance in February, 2013. City Council February 4, 2014 Page 3 of 3 Harris and Associates provided a competitive quote of $8,500. As a result of their competitive cost and quality of work, staff negotiated and executed a Professional Services Agreement with Harris and Associate last year at this time to complete the Engineer's Report for FY 2013-14. Staff is recommending Harris & Associates for engineering services for completion of the Engineer's Report for the District FY 2014-15. Since a RFQ process was completed last year and the Purchasing Code allows the City Manager to negotiate a contract directly with a provider of a professional service if it is in the approved budget and the expenditure is between $5,001 and $24,999, staff is recommending the City go forward with negotiating a contract with Harris and Associates. CONCLUSION: The City Council is requested to adopt Resolution No. 14-4971 ordering the required Engineer's Report for the City's Lighting and Maintenance District for FY 2014-15. FISCAL IMPACT: The City Council, as part of the FY 2014-15 City Budget, approved an appropriation of $9,000 for the Engineer's Report. ATTACHMENTS: A. Resolution No. 14-4971 B. Proposal for Engineering Services from Harris and Associates Attachment "A" RESOLUTION NO. 14-4971 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TEMPLE CITY ORDERING THE ENGINEER'S REPORT REQUIRED TO LEVY THE LIGHTING AND MAINTENANCE DISTRICT ANNUAL ASSESSMENTS FOR FISCAL YEAR 2014/2015 WHEREAS, on June 19, 1979, the City Council of the City of Temple City adopted Resolution No. 79-1825 creating the Citywide Lighting Assessment District, pursuant to the State of California Lighting and Landscape Act of 1972, as contained in Division 15 of the Streets and Highways Code of the State of California; and WHEREAS, the City Council, on May 7, 1991, adopted Resolution No. 91-3048 amending the existing Citywide Lighting Assessment District to include a maintenance zone, thereby creating the Temple City Lighting and Maintenance District for the purpose of funding other eligible programs, including traffic signal and tree maintenance services; and WHEREAS, the City Council, on March 16, 1999, adopted Resolution No. 99-3737 extending the duration of the Camellia Lighting District for an additional20 years through 2019, per §18062 of the Streets and Highways Code of the State of California; and WHEREAS, the Lighting and Landscape Act of 1972 requires the preparation of an Engineer's Report to determine and adjust annual assessment rates for the Lighting and Maintenance District. NOW THEREFORE, the City Council of the City of Temple City does hereby resolve as follows: SECTION 1. The engineering firm of Harris & Associates is hereby ordered to prepare and appropriately file the Engineer's Report required to determine and adjust the City of Temple City Lighting and Maintenance District assessments for fiscal year 2014/2015 in accordance with Article 4 of the Lighting and Landscape Act of 1972. SECTION 2. The Engineer's Report shall reflect provisions and related assessment rate adjustment in compliance with Proposition 218, also referred to as "The Right to Vote on Taxes Act," as approved by the voters of the State of California on November 5, 1996. SECTION 3. The report shall be titled: "Engineer's Report for the City of Temple City Lighting and Maintenance District Fiscal Year 2014/2015 Assessments." SECTION 4. The City Clerk shall certify to the adoption of this Resolution. PASSED, APPROVED, AND ADOPTED on this 4th day of February, 2014. MAYOR Resolution No. 14-4971 February 4, 2014 Page 2 of2 ATTEST: City Clerk I, City Clerk of the City of Temple City, hereby certify that the foregoing resolution, Resolution No. 14-4971 was adopted by the City Council of the City of Temple City at a regular meeting held on the 4th day of February, 2014 by the following vote: AYES: NOES: ABSENT: ABSTAIN: City Clerk January 24, 2014 Ms. Tracey L. Hause Administrative Services Director City of Temple City 970 l Las Tunas Dr Temple City, CA 91780 Harris & Associates, Shaping the Future, One Project at a Time Re: Proposal for Assessment Engineering Services for the Citywide Lighting and Maintenance District for FY 2014·15 Dear Tracey, ATTACHMENT B Per the City's Request we are providing this proposal for Assessment Engineering Services for the City's Lighting and Maintenance District. These services include the annual administration and levy services for Fiscal Year 2014-15 for the City's existing Lighting and Maintenance District previously established pursuant to the Landscaping and Lighting Act of 1 972. Attached please fmd an Exhibit A, for attachment to a mutually agreeable contract, showing our proposed Scope of Services, Schedule, Project Team and Estimated Fees. Our team looks forward to continuing our working relationship with the City of Temple City. We would welcome the opportunity to further discuss our proposal if you have any questions or comments. Sincerely, Dennis II.. 1\.nderson Director, Financial Engineering Q:\Proposals\Temple City LLMD\Ihnd adnm 14-15 24Jan 14.doc 22 Executive Park, Suite 200 Irvine. CA 92614-4705 949.655.3900 1.949.655.3995 harris-assoc. com EXHIBIT A City of Temple City January 24, 2014 Proposal for Assessment Engineering Services Citywide Lighting and Maintenance District-FY 2014·15 Page 1 of 3 Scope of Services Annual Administration I Assessment Levy Services Provisions of the Landscaping and Lighting Act of 1972 will be used in completing the work. This scope of work is based on the assumption that there will be no increases in assessment rates as defined by Article XIIID of the California Constitution (Proposition 218) and the Proposition 218 Omnibus Implementation Act. Additionally, this scope assumes that one (I) Engineer's Report will be provided. I. Research. Obtain all available information from the City regarding the district, including the current assessment databases, electronic map files from the City, a listing of projected expenditures and revenues and any additional information. Update the current database files with the latest Assessor's parcel numbers and land use information. 2. Meetings and Coordination. Meet with City staff to review the district, receive budgets and conlirm schedule; conduct one status meeting in conjunction with the draft Engineer's Report and one for the final Engineer's Report, if required; attend the City Council meetings considering the Resolutions of Intention and the public bearings, aud provide technical support and answer questions. Total of up to five (5) meetings. 3. Engineer's Report. Prepare the Engineer's Report setting the annual assessment rates for tl1e next fiscal year based on budget estimates from City. Furnish up to three (3) copies of the draft Report for review and comment. Furnish one electronic copy in PDF form, up to twenty (20) copies of the fmalized Report and one copy of the Preliminary Assessment Roll for processing aud filing. 4. Submittal to County. After confirmation of assessments, prepare an Assessment Roll in electronic format, as required by the County Auditor-Controller for inclusion of assessments on the property tax bills. Submit the roll to the County and, after receipt oftl1e County's exception report, make any required corrections. Deliver up to two (2) hard copies of the accepted Assessment Rolls to the City and a copy of the electronic file. The following is a preliminary schedule for the annual assessment levy proceedings, which shows a public hearing for tbc annual assessments being held in late June. This schedule may be revised as needed by tl1e City. Preliminary Annual Assessment Levy Process Schedule Q:\Proposals\Ternple City LLMD\Umd admn !4-15 & Associates. EXHIBIT A City of Temple City January 24, 2014 Proposal for Assessment Engineering Services Citywide Lighting and Maintenance District-FY 2014·15 Page 2 ol3 Responsibilities of the City • Secure qualified legal counsel to provide legal advice to the City and Assessment Engineer. • Provide resolutions required by the City Council and all legal notices, and schedule and agendize City Council meetings and hearings as required under the Act. • Provide the Assessment Engineer with budgets for all improvements to be maintained. • Provide access to records and data for land use data, including electronic map files, and any other pertinent information. Project Team Each of our team members has extensive assessment engineering and special financing experience. They thoroughly understand the provisions and implications of Prop. 218, and have provided special and general benefit analyses for all types of improvements. Additionally, fhis team successfully levied over $71.2 million in assessments, fees and taxes on approximately one million parcels for the FY 2013-14 proceedings. Project Manager-Dennis A. Anderson will be fhc proJect manager and will be responsible for coordinating all aspects of fhe project, maintaining a close liaison with the City and ensuring the City satisfaction wifh the services. He will be the main point of communication between the project team and the City and will direct fhe activities of the project. Mr. Anderson has over 25 years of assessment and fmancial engineering experience consulting to cities, counties and special districts throughout the State of California. He has assisted agencies wifh the analysis of special benefit from various types of improvements, in accordance with the requirements of Article X!IID of the California State Constitution (Proposition 218). .Te has prepared Engineer's Reports and Assessment Diagrams, and has assisted with presentations to City Councils and property owners, fhe preparation and mailing of notices and ballots, and ballot tabulation. Sr. Project Analyst-Carol J. Hill is responsible for the technical aspects of the annual administration and formation processes, and will provide technical support for fhe project. This includes researching and updating the current database with the new Assessor's data, providing database analysis and summary information, processing fhe assessment notices and ballots, and coordinating with the County Auditor-Controller's offices for assessment submittals for inclusion on the property tax bills. Ms. Hill has 12 years of experience and has also been involved in the preparation and updating of Assessment Diagrams and Boundary Maps using AutoCAD and ArcGIS applications. Q:\Pr0posals\Tcmplc City LLMD\Ilmd admn 14·-15 2~~~~·roc . ,15,~~ Hams & Assoc1ates. EXHIBIT A City of Temple City January 24, 2014 Proposal for Assessment Engineering Services Citywide Lighting and Maintenance District-FY 2014·15 Page 3 of 3 Proposed Fee Based upon our understanding of the scope of services and our experience on similar projects, Harris & Associates will provide these services for a lump sum fee of $8,500 per year for the next three years. Additional Services will be performed for a mutually agreeable fee and in accordance with our current schedule of the hourly rates Most indirect expenses (such as mileage, duplicating and postage) are included in the lump sum fees shown above, except as noted. Invoices for these services will be submitted monthly for services provided in the previous month and shall be paid within 30 days of receipt. Q:\Proposa\siTemple City UMD\llmd admn 14~15 2~~~·~c ~ • ;;~ti\ I Harns & Assoc1ates.