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Home My Public Portal About08) 7E Lighting and Maintenance Dist AssessmentCity Council February 16, 2016 Page 2 of 3 5. On March 16, 1999, the City Council adopted Resolution No. 99-3737 extending the duration of the Lighting District for an additional 20 years through 2019. 6. On February 14, 2013, the City issued a Request for Qualifications (RFQ) for Lighting and Landscape District Assessment services. 7. 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 of $15,000 and $8,500 respectively. 8. On March 19, 2013, the City Council, with their action of ordering the preparation of the Engineer's Report for the City's Lighting and Maintenance District for FY 2013-14, approved the use of Harris & Associates for report preparation. 9. On February 4, 2014, the City Council, with their action of ordering the preparation Engineer's Report for the City's Lighting and Maintenance District for FY 2014-15, approved the use of Harris & Associates for report preparation. 10. On February 3, 2015, the City Council, with their action of ordering the preparation Engineer's Report for the City's Lighting and Maintenance District for FY 2015-16, approved the use of Harris & Associates for report preparation. The scope of services of that Harris & Associates Consulting Services Agreement provided for a lump sum fee of $8,500 per year for the next three years, beginning in FY 2013- 14, plus a not to exceed amount of $750.00 per year for reimbursable expenses related to the insurance endorsements required by the City. 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 City's Lighting and Maintenance District (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 other similar assessment services. However, staff was aware of the City Council's desire to solicit for proposals of qualifications for these services periodically (i.e., every five years) 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 City's Purchasing Ordinance in February, 2013. Harris and Associates provided a competitive quote of $8,500. As a result of their City Council February 16, 2016 Page 3 of 3 competitive cost and quality of work, staff negotiated and executed a Consulting Services Agreement with Harris & Associate to complete the Engineer's Report for FY 2013-14, FY 2014-15 and FY 2014-15. Staff is recommending the City continue with Harris & Associates for preparation of the FY 2016-17 Engineer's Report. CONCLUSION: The City Council is requested to adopt Resolution No. 16-5059 ordering the required Engineer's Report for the City's Lighting and Maintenance District for FY 2016-17. FISCAL IMPACT: The City Council, as part of the FY 2015-16 City Budget, approved an appropriation of $9,000 for the engineering work and related report. ATTACHMENT: A. Resolution No. 16-5059 B. Proposal for Assessment Engineering Services for Citywide Landscape and Lighting Distrcit for FY 2016-17 ATTACHMENT A RESOLUTION NO. 16-5059 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 (FY) 2016-17 WHEREAS, on June 19, 1979, the City Council of the City ofTemple 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 additional 20 years ·:hrough 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 FY 2015-16 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 FY 2016-17 Assessments." Resolution No. 16-5059 February 16, 2016 Page 2 of2 SECTION 4. The City Clerk shall certify to the adoption of this Resolution. PASSED, APPROVED, AND ADOPTED on this 16th day of February, 2016. MAYOR ATTEST: City Clerk I, City Clerk of the City of Temple City, hereby certify that the foregoing resolution, Resolution No. 16-5059 was adopted by the City Council of the City of Temple City at a regular meeting held on the 16th day of February, 2016 by the following vote: AYES: NOES: ABSENT: ABSTAIN: City Clerk January 20, 2016 •• •• Ms. Tracey L. Hause Administrative Services Director City of Temple City 9701 Las Tunas Dr Temple City, CA 91780 ATTACHMENT B Harris & Associates" Shaping the Fvture, One Project at o Time,. Re: Proposal for Assessment Engineering Services for the Citywide Lighting and Maintenance District for FY 2016-17 Dear Tracey, 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 2016-17 for the City's existing Lighting and Maintenance District previously established pursuant to the Landscaping and Lighting Act of 1972. Attached please find 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, Harris & Associates ;>J //~({/ k(./at;f( ,jJ.(f/...---- Dennis A. Anderson Director, Public Finance 22 Executive Park, Suite 200 Irvine, California 92614 (949) 655-3900 fax (949) 655-3995 WeAreHarris.corn EXHIBIT A City of Temple City January 20, 2016 Assessment Engineering Services Citywide Lighting and Maintenance District-FY 2016-17 Page 2 of 3 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 Iiles, 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. Project l\1anager-Dennis A. Anderson will be the project manager and will be responsible for coordinating all aspects of the project, maintaining a close liaison with the City and ensuring the City satisfaction with the services. He will be the main point of communication between the project team and the City and will direct the activities of the project. Mr. Anderson has over 27 years of assessment and financial engineering experience consulting to cities, counties and special districts throughout the State of Califomia. He has assisted agencies with the analysis of special benefit from various types of improvements, in accordance with the requirements of Article XIIID of the California State Constitution (Proposition 218). He has prepared Engineer's Reports and Assessment Diagrams, and has assisted with presentations to City Councils and property owners, the preparation and mailing of notices and ballots, and ballot tabulation. Sr. Pl'oject Analyst· Carol.J. Hill is responsible for the technical aspects of the annual administration and lonnation processes, and will provide technical support for the project. This includes researching and updating the cuiTent database with the new Assessor's data, providing database analysis and summary infotmation, processing the 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 14 years of experience and has also been involved in the preparation and updating of Assessment Diagrams and Boundary Maps using AutoCAD and ArcGIS applications. EXHIBIT A City of Temple City January 20, 2016 Assessment Engineering Services Citywide Lighting and Maintenance District-FY 2016·17 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 two years plus a not to exceed $750 per year for reimbursable expenses related to the insurance endorsements required by the City. Additional Services will be performed for a mutually agreeable tee 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.