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Home My Public Portal AboutCFD Services - Beaumont Proposal - Revised 201505619 June 19, 2015 Elizabeth Gibbs-Urtiaga City of Beaumont 550 E. 6th Street Beaumont, CA 92223 RE: Special District Administration Dear Ms. Gibbs-Urtiaga: Albert A. Webb Associates (WEBB) is excited and very interested to have the opportunity to work with the City of Beaumont (City) toward providing special tax services for the City’s Community Facilities District No. 93-1 (CFD 93-1), and tax roll billing for the City’s other abatement fees and charges. WEBB has been delivering solutions to our clients, for over 70 years. We are confident that our project team has the technical expertise, resources, knowledge, relationships and most important, the commitment to complete your administration and tax roll billings on-time and within budget. We can tailor solutions to meet your needs and get the much needed tax revenues enrolled to the County tax roll in a very short amount of time and establish a strong working relationship with the City moving forward. Our proposed Scope of Services for administration and tax roll billing services of the referenced CFD 93-1 and special districts is as shown in Attachment A. Below is a brief summary of some of the services included in this proposal: CALCULATION AND LEVY OF SPECIAL TAX WEBB will, in consultation with City staff determine the special tax requirement for the current Fiscal Year and apportion the special tax to each parcel. The calculation of the special tax will consist of the following: Parcel Information: WEBB will maintain current Assessor's Maps for all Community Facilities District parcels and shall update annually, prior to enrollment of the current year's levy, any information necessary for use in calculating the special tax. WEBB shall also maintain a computer database of development and land use information for all District parcels where development and land use information is necessary for use in the continuing disclosure report. Debt Service: WEBB will coordinate with City staff or with the Fiscal Agent of the District as necessary to review updated or current debt service schedules and determine the amount needed to pay principal and interest on the outstanding bonds and further, to review and update current budgets and determine the amount needed by establishing projected costs based on actual/projected changes in costs and improvements. Administrative Expense: WEBB will determine with City staff the amount needed to meet the anticipated administrative expenses for the District for the current Fiscal Year and prepare a summary of administrative costs. Annual Levy: WEBB will determine the proposed special assessment/tax levy based upon the debt service requirements, administrative expenses, current status of district funds, and maximum special tax allowance for the CFD. Submittal of Annual Levy: Each Fiscal Year WEBB shall prepare the annual levy for the District in a format and media acceptable for direct submission to the Auditor-Controller's office prior to the statutory deadline and shall perform adjustments and corrections to the levies on the property tax rolls as necessary. Said schedule will be based on the parcel configurations within the district as of the proceeding January 1, (the statutory lien date for the Fiscal Year for which said schedule is being produced). WEBB will provide staff with a hard copy report of special taxes as calculated. If corrections/revisions after deadline are necessary, WEBB will research, recalculate, and follow City staff’s direction to rectify the issue. Optional Consulting Services: WEBB may provide additional support requested by the City to provide information necessary to conduct quantitative analysis related to these special districts as well as other support that aids in providing information to the City Management and City Council for discussions. WEBB has the programmatic support available for the level of service and commitment required to p roviding these comprehensive services and will be able to efficiently gather all pertinent information related to the City’s Special Districts and provide a clear understanding of the on-goings relating to the CFD. WEBB will also be able to verify the accuracy of all information presented by City Staff to the City Council and the community. Utilizing our technology and quality assurance procedures WEBB will be abl e to save Staff valuable time and effort in trying to organize and coordinate information relating to the City’s CFD. CFD 93-1 Facilities Only Improvement Area 209 $1,371 19 $26,048 CFD 93-1 Services Only Improvement Area 20 $250 10 $2,500 CFD 93-1 Both Services & Facilities Improvement Area 156 $1,621 12 $19,452 Total 385 41 $48,000 For Optional Consulting Services performed related to the projects which are not listed herein, compensation shall be at the hourly rates set forth on Attachment B, together with reimbursement, at cost, for incidental expenses incurred in connection with such services, together with reimbursement for outside services at cost plus 15%. Typical services to be provided by: Principal I $200.00 Assistant V $112.00 Assistant IV $107.00 We are confident that our project team has the technical expertise, resources, knowledge, relationships and most importantly, the commitment to complete your projects on time and on budget. We are committed to providing the highest quality assistance possible to the City. We look forward to establishing a long-standing working relationship with the City. If you have any questions regarding our proposal, or if additional information is needed, please contact our office at (951) 248-4281. Sincerely, ALBERT A. WEBB ASSOCIATES Shane Spicer Director of Municipal Finance ATTACHMENT A Scope of Services Community Facilities District (CFD) - Annual Administration Kickoff Meeting-Communications The purpose of this task is to coordinate with the City to gain understanding of the specific goals, components and criteria to meet the City’s needs. To that end, WEBB will meet with the City staff to confirm the schedule of events for the City’s CFDs including; debt service requirements, administration expenses, reserve funds, identifying eligible annexations (if necessary), and discuss and identify the boundaries. WEBB will collect and review data germane to the Special Districts.  Annual Levy Timeline WEBB will coordinate with City staff to develop timelines, including key dates and timeframes for pertinent tasks throughout the year for the annual administration services. Apportion Special Taxes and Database Maintenance WEBB will utilize its WebbSTARTM Software to maintain a comprehensive database of City of Beaumont parcel information for the Special Districts in a form such that the annual levy submission to Riverside County follows the guidelines as outlined in the County’s fixed charge submission packet. WebbSTARTM will maintain all data related to individual parcels including special tax information, classifications, acreage, land use codes, zones, dwelling units, EDU values, property owner information, including situs address and tract number. WebbSTARTM also provides a regularly updated delinquency history (delinquent amounts for each parcel including penalties and interest, reference to those referred to foreclosure action, and paid prior year delinquency information), current property ow nership information, assessed valuation information and much more.  Building Permits and Final Maps WEBB will obtain and review all building permits provided by the City, final maps and site development plans for all Districts.  Maintain Assessor Parcels and Geographic Information Systems Maps We obtain the latest assessor’s parcel maps and equalized tax roll information from the Riverside County Assessor’s Office for the parcels within the Special Districts, and Geographic Information System (GIS) shape files for our in-house GIS platform. WEBB will load this information to aid in identifying parcel changes allowing for timely calculation for the initial levy submittal, and not relying on rejected submittals from the County to identify these changes.  Data Collection WEBB will utilize their vast understanding of all key documents and research data required for the successful comprehensive annual administration of the City’s Special District and will ensure that all information required from the District will be requested with ample time that all deadlines are maintained.  Data Analysis and Billing Category Updates WEBB will analyze all data and documentation provided to ensure all necessary information has been requested and collected. Changes in building category from undeveloped to developed will be input. WebbSTARTM abilities to use fields to track the fee calculation and keep it separated where there is more than one billing area Parcel Information Updates WEBB will provide the City of Beaumont with annual updates of any assessor’s parcel changes recognized within each Special District. Reserve Requirement and Budget Review WEBB will review the Special District reserve requirements for each of the City’s Special District bond issues. WEBB will coordinate with City staff to ensure adequate levels are maintained through accurate cost-recovery accounting. WEBB will assist City staff in preparation and review of the annual Special District budgets. For the CFD budget review includes; a) review debt service schedules, b) reviewing the administrative expenses for the CFD for the current Fiscal Year, and c) review all fund balances in correlation with the debt service requirement and administration costs to determine any surplus fund credits. WEBB will also determine whether all other fund balances are properly identified and maintained. Administrative Expenses WEBB will determine, with the City’s approval, the amount needed to meet the anticipated administrative expenses for each Special District for the current Fiscal Year and prepare a summary of administrative costs. Debt Service Coordination WEBB will coordinate with the City’s Fiscal Agent to review debt service schedules and determine the amount needed to pay principal and interest on the outstanding bonds. We independently maintain a debt service schedule within WebbSTARTM for each bonded District as quality assurance the appropriate debt service amounts are identified. Create Tax Roll Application WEBB will prepare the annual application for the tax rolls in an acceptable format acceptable to the Auditor/Controller-Recorder, including the preparation of the Proposition 218 Compliance letters for each Special District. Submit Annual Levy WEBB will, in consultation with City staff, determine the Levy requirement for the current Fiscal Year prior to the last working day of July. WEBB will calculate and prepare the annual levy for the each Special District separately in a format and media acceptable for direct submission to the Auditor-Controller's Office prior to the statutory deadline and shall perform adjustments and corrections to the levies on the property tax rolls as necessary. Annual Levy Corrections If any corrections/revisions to the secured tax roll are determined to be necessary after t he deadline, WEBB will research, recalculate and, with the City’s approval, rectify the issue. WEBB will notify the City of any assessor’s parcel numbers that were rejected by the County and therefore will not be assessed. Direct Bills WEBB will prepare and mail Direct Bill (invoices) to all property owners whose proposed annual assessment for their parcel could not be applied to the County tax roll (parcels for which the County does not generate a tax bill). These handbills would be provided in two (2) installments, similar to the County tax bills, and would be payable either to our PO Box or directly to the City. Annual Levy Report-Summary Information Once finalized, WEBB will provide the City with a hard copy and an electronic copy of the Annual Levy Report containing the information used to calculate the annual installment amount for each parcel as well as a summary of the total annual levy for each Special District. Gathering Information WEBB will collect and review data germane to the City of Beaumont Special Districts listed below: Special District Type Special District Type CFD 93-1 Improvement Area 1 Facilities CFD 93-1 Improvement Area 11 Facilities CFD 93-1 Improvement Area 2 Facilities CFD 93-1 Improvement Area 11A Facilities CFD 93-1 Improvement Area 3 Facilities CFD 93-1 Improvement Area 11 Ser Service CFD 93-1 Improvement Area 3 Ser Service CFD 93-1 Improvement Area 12 Facilities CFD 93-1 Improvement Area 4 Facilities CFD 93-1 Improvement Area 12 Ser Service CFD 93-1 Improvement Area 5 Facilities CFD 93-1 Improvement Area 13 Service CFD 93-1 Improvement Area 6A1 Both CFD 93-1 Improvement Area 14 Ser Service CFD 93-1 Improvement Area 6B Facilities CFD 93-1 Improvement Area 14 Facilities CFD 93-1 Improvement Area 7A Both CFD 93-1 Improvement Area 14 A Facilities CFD 93-1 Improvement Area 7B Both CFD 93-1 Improvement Area 14 B Facilities CFD 93-1 Improvement Area 7C Both CFD 93-1 Improvement Area 15 Service CFD 93-1 Improvement Area 8 Facilities CFD 93-1 Improvement Area 16 Both CFD 93-1 Improvement Area 8 Ser Service CFD 93-1 Improvement Area 17A Both CFD 93-1 Improvement Area 8A Facilities CFD 93-1 Improvement Area 17B Both CFD 93-1 Improvement Area 8B Facilities CFD 93-1 Improvement Area 17C Both CFD 93-1 Improvement Area 8C Facilities CFD 93-1 Improvement Area 18 Both CFD 93-1 Improvement Area 8D Facilities CFD 93-1 Improvement Area 19A Both CFD 93-1 Improvement Area 9 Facilities CFD 93-1 Improvement Area 19C Both CFD 93-1 Improvement Area 9 Ser Service CFD 93-1 Improvement Area 20 Both CFD 93-1 Improvement Area 10 Facilities CFD 93-1 Improvement Area 23 Service CFD 93-1 Improvement Area 10 Ser Service Optional: Consulting Services Once finalized, WEBB will provide the City with a hard copy and an electronic copy of the Annual Levy Report containing the information used to calculate the annual installment amount for each parcel as well as a summary of the total annual levy for each Special District. FEE SCHEDULE RATES CLASSIFICATION $/HOUR Engineers/Project Managers/Planners/Scientists/ Assessment/Special Tax Consultants/Landscape Architects/Designers Principal II .................................................................................................................................... 220.00 Principal I ..................................................................................................................................... 200.00 Senior III ...................................................................................................................................... 183.00 Senior II ....................................................................................................................................... 172.00 Senior I ........................................................................................................................................ 167.00 Associate III ................................................................................................................................. 158.00 Associate II .................................................................................................................................. 136.00 Associate I ................................................................................................................................... 130.00 Assistant V ................................................................................................................................... 112.00 Assistant IV .................................................................................................................................. 107.00 Assistant III .................................................................................................................................. 98.00 Assistant II ................................................................................................................................... 81.00 Assistant I .................................................................................................................................... 66.00 Survey Services 3‐Person Survey Party ................................................................................................................. 242.00 2‐Person Survey Party ................................................................................................................. 212.00 1‐Person Survey Party ................................................................................................................. 150.00 Inspection Services Inspector II .................................................................................................................................. 110.00 Inspector I ................................................................................................................................... 100.00 Inspection (Prevailing Wage)………………………………………………………………………………..……..…………. 118.00 Administrative Services Project Coordinator .................................................................................................................... 86.00 Administrative Assistant III ......................................................................................................... 74.00 Administrative Assistant II .......................................................................................................... 64.00 Administrative Assistant I ........................................................................................................... 48.00 Other Direct Expenses Incidental Charges ....................................................................................................................... Cost Postage and Telephone ............................................................................................................... Cost In‐house Prints, Copies, and Delivery .......................................................................................... Cost Travel and Subsistence ................................................................................................................ Cost Special Consultant …………………………………………………………………………………………………………..…….. 295.00/Hour GIS License Fee ........................................................................................................................... 39.00/Hour Subcontracted Services ............................................................................................................... Cost + 15% Survey/Inspector Vehicle ............................................................................................................ 0.81/Mile Mileage ....................................................................................................................................... 0.72/Mile NOTE: All rates are subject to change based on annual inflation and cost of living adjustments. *A FINANCE CHARGE of 1 ½ % per month (18% per year) will be added to any unpaid amount commencing thirty (30) days from invoice date. A mechanic’s lien may be filed for any invoice remaining unpaid after thirty (30) days from invoice date. SCH 36 (07/01/2012)