HomeMy WebLinkAboutResolution 95-007 N.C.S. 01/03/1995 Resolution No. ss-o7 N.C.S.
of the City of Pet~~luma California
1 RESOLUTION OF THE CITY OF PETALUMA APPOINTING
7 BSI, INC. AS ASSESSMENT ENGINEER FOR THE
3 LAKEVILLE HIGHWAY ROAD IMPROVEMENTS
4 ASSESSMENT DISTRICT #24
5
6
7 WHEREAS, the City Council in 1986 approved a plan line for improvements to Lakeville
8 Highway; and
9
]0 WHEREAS, the project was designed din two phases; the soundwall and road improvements;
11 and
12
13 WHEREAS, the primary funding sources for the improvements is a special assessment on the
14 commercial and industrial properties benefiting from the improvements; and
15
16 WHEREAS, Assessment District #15 was created to fund the soundwall improvements which
17 were completed in 1988; and
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19 WHEREAS, it is necessary to create a special assessment district for the road improvements;
20 and
21
22 WHEREAS, property owners within the assessment district will benefit from the public
23 improvements and will be assessed for all costs relating to the improvements and assessment district;
24 and
25
26 WHEREAS, an Assessment Engineer is required to establish an assessment district and issue
27 the special assessment bonds; and
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29 WHEREAS, a request for proposals was sent to three qualified firms to provide this service
30 and two firms responded and were interviewed; and
1
2 WHEREAS, BSI, Inc. is well qualified and experienced with this type of special assessment
3 district and submitted to the lowest cost for assessment services.
4
5 NOW THEREFORE BE IT RESOLVED by the City Council of the City of Petaluma that the
6 City Manager is hereby authorized to execute an agreement with BSI, Inc. for assessment engineering
7 services as identified in Exhibit A, attached hereto, not to exceed $41,400 relating to Lakeville
8 Highway Road Improvements Assessment District #24.
Under the power and authority conferred upon this Council by the Charter of said City.
REFERENCE: I hereby certify the foregoing Resolution was introduced and adopted by the Apprf~~as to
Council of the City of Petaluma at a (Regular) (R'd§dliXx(l4'j%Nit52~ meeting
on the .....3Ld.__......... day of -...........dH11U3Cy 19.;1.`x.., by the
following vote:
Ci y~Attorney
AYES: Hamilton, Maguire, Shea, Stompe, Vice Mayor Read, Mayor Hilligoss
NOES: None
ABSl'sNT: Barlas _ ~ '
ATTEST: -......~~.f.~._/
City rk ~ Mayor
Couruil File
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~IIBIT A
BSI Consultants, Inc.
November 23, 1994
Mt. David Spillman
Finance Director
City of Petaluma
11 English Street
Petaluma, CA 94953
Subject: Proposal to Provide Assessment Engineering Services, Lakeville Highway Widening Project
Deaz Mr. Spillman:
BSI Consultants, Inc. is pleased to submit our proposal to provide assessment engineering services to the
City of Petaluma for the formation of the,Lakeville Highway Assessment District. Our proposal has been
prepared based upon the requirements set forth in the City's request for proposal dated November 9,
1994; and the extensive knowledge and experience of our project team members in providing assessment
engineering-services to public agencies.
The following sections highiightour approach to this project and present an overview of the key tasks
to be performed; our proposed schedule for the completion of the project, experience of our project team
members and an estimate of ouc fees. Based upon the City's request for proposal, we have limited our
proposal to four (4) pages. A detailed workplan and resume of each team member are included in the
appendix for your review along. with a summary of our relevant project experience.
PROJECT APPROACH AND WORKPLAN
BSI has reviewed the improvements to be funded by the assessment district and the projecLarea. Our
project. team understands that the successful formation of the assessrent district will require a close
working relationship with City staff and property owners during each phase of the project. We believe
that working wit.`t property owners will be especial]y impottant oit this project since the contemplated
boundazies for the district contain a miz of land uses including fully developed commercial/industrial
pazcels,large vacantparcels, and parcels which aze underdeveloped and would potential]y be redeveloped
at a higher use as a result of the improvements to be funded by the assessment district.
A key element oPthis project will be the completion of the feasibility study which will determine if:
? pazcels other than those included in the existing assessment district should be included in the new
district based upon the benefit they will receve'from'the. improvements constructed,
? benefit zones are needed by virtue of the,differences in benefit received by the various parcels based
upon their proximity to the proposed improvements or because of differences in land. use, or
? benefit spread methodologies can'be, developed which recognize ttie differences. in development
status (either current or future) of parcels and the resultingtienefit which they would receive form
the improvements.
?-20 Camino Ramon. Suite 202. San Ramon. CA ?4583-4207 (510) 86i-0124 FAX: 1510) 867-0221
An Ecual Ooocr[u nlry Employer
Reso. q 5 -o~N\
Mr. David Spillman
November 23, 1994
Page Two
BSI would propose to bold several informal workshop meetings with propzrty o~yners during the
development of the feasibility study to solicit theirinput, and to make certain that-their concerns are heard
and addressed. In addition, during the preparation. of the feasibility study, BSI will evaluate 'in
conjunction with the other members of the City's project team the use of funding strategies other than
the 1913/15 Assessment Acts which could. be used, including the use of the City's powers as a Charter
City.
In preparing the feasibility study, BSI recognizes .that for the project to be successful the majority bf
property owners must support the formation. of the assessment district. We also' understand that the
assessments must be fair and equitable to all property owners, and must be defensible based' upon the
benefit which each property receives from the improvements'to be constructed. Therefore; we believe
that the preparation of the feasibility study is an importaht part of the project ;and, that the input of
property owners is criticahfti'its success so that all'alteriiatives can be thoroughly evaluated.
Followingthe approval ofthe assessmenc`feasibility study, including the recommended financing strategy
and preliminary assessment spread, BSI will provide all assessment engineering?seryices as required under
the Act for the formation of the'assessmentdistrict. This would include preparation of the boundary map
:and assessment diagram; preparation of the Engineer's Report, assisting City staff with the preparatio?
and mailing of notices Yo property owners and responding to property owner 'inquiries during the
formation proceedings.
.During each phase of work, BSI will keep., the City's project manager. fully informed of our activities
through written progress reports and periodic prgjectmeetings. A detailed workplan bf thespecific tasks
to be completed by BSI`is included in the appendix of our proposal for':your review.
PROJECT TEAM.
BSI's project team members proposed for this project -Have each had extensive experience in the
successful ..formation of large, multiple property owner assessment districts. Eacti team. member
understands the importance of working with propety owners during 'each phase of` work. BSI is
committed to assigning•ihe project team members shown in our,proposa! to this project: The experience
of each team member is summarized`below:for your review. A detailed resume. of their experience and
qualifications is included in the Appendix of our proposal.
K. Dennis Klingelhofer, P.E. will be BSI's Project Manages and serve as,Assessment Engineer. Mr.
Klingelhofer is a registered civil engineer and has over 19 years of experience: He has extensive
experience and knowledge of California's. public financing and assessment proceedings and has served
as assessment engineer fdrthe formation and administration of numerous assessment districts including
districts for the Cities ofSan.Jose, Oakland, Hesperia, Vista; San Ramon,;LakeElsinore; Victorville and
the Counties of:Contra Costa, San Diego, Santa Clara and Sacramento.. As assessment engineer; he has
been responsible for the. development of benefit spreads for all types.of public improvements. Mr.
I{lingelhofer has excellent communication skills and has conducted numerous property owner wokshops
in conjunction with the formation of assessment districts.
' ' 1r
Mr. David Spillman
November 23, 1994
Page Three
Joseph A. Francisco, P.E. will be serve as Project Engineer and will assist Mr. Klingelhofer during each
phase of the project. Mr. Francisco has over 10 years of experience in assessment engineering and is
experienced in all aspects of assessment district proceedings. He has also had extensive experience in
the design and construction of public works projects.
.Jeffrey M, Cooper, P.E. will serve as a Senior Advisor to the project team. Mr. Cooper has over 19
years of experience in project management and in the formation of all types of public financing districts.
He will assist in the review of benefit zones and assessment methodologies and in conducting the property
owner meetings.
Barbara A. Gregory will assist the project team in the collection of property ownership data, preparation
of property owner notices and in the recordation of documents. Ms. Gregory has over 15 yeas of
experience and is currently assisting Contra Costa County and the. Cities of Davis and San Ramon.
These team members will be assisted by other staff within BSI's' Management and Finance Division as
required during the project.
PROJECT SCHEDULE AND MANAGEMENT
A preliminary project schedule is shown below for your review. BSI is committed to the completion of
the project within the timeframes shown:, Prior to the start of'work a detailed projec[ schedule will be
prepared -for review at the first project meeting with the City. Any adjustments to the schedule can be
made at that meeting based upon the City's specific requirements for this project.
PROJECT MILESTONES
LAKEVTLLE HIGHWAY ASSESSMENT DISTRICT'
DeC. Jan. Feb. Mar. Apr. Mav Juna July Aug.
Phase I • Feasibility Study
Identify Beneft.Zones
Develop Method of Spread
Preliminary Spread of Costs
Property Owner Meetings •
Suhmit. Feasibility Study a
Phase Ii -Assessment Engineering Services
Approve Boundary Map e
Prepare Preliminary Engineer's Report
City AdopcS ROI - e.
' ~ Public Mee[ing
LProtest Hearing • '
Conf}rm Assessments
End of 34 Dav Cash Collection Period
l 1~~. cf S - 01 fJC.r_S
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1 Mr. David Spillman
November 23, 1994
Page Four
During the project, BST's Project Manager will be responsible for ensuring that all tasks aze completed
on schedule and for reviewing all deliverables~prior toaubmission to the City. Mr: Klingelhofer wil4,also
be responsible for providing~the City's Project--Managerwith monthly project status reports and will be
available to meet with the City as needed to review .the status of work.
ESTIMATED. FEE'SC1IIDiJLE
Based upon our understanding of the project and our proposed work plan, we: have developed a: fee for
providing assessment .engineering services as shown below. Direct costs incurred {i:e,,, reproduction,
postage, etc.) in performing the work will be invoicedas costs are incurred. Following a review of our
proposal we would welcome the opportunity to discuss our proposed fee structure. A copy of our hourly
rate schedule is included ih the Appendix of our proposal.
Phase I Assessment FeasibilityStiidy $17,500
Phase II Assessmenr.Engineering Services $22;400.
Total Estimated Fee $39,9b0
CONFLICT OF INTEREST'
BSI Consultants; Inc. specializes in providing assessment engineering arid,engiheering services to public
agencies. Therefore; we wilt. not have. ,any conflict of interest with property owners or ,potential
developers within the proposed boundaries of.the assessment district, and can assure"the City that we will
represent you in the,best.manner possible on this project.
SUMMARY
BSI appreciates this opportunity to submit. our proposal ao the City of Petaluma;. We are confident that
the extensive experience and knowledge 'of our project team will allow us "to ,provide the required
assessment engineering services cost-effectively: Our experience.will also allow ustawork with property
owners so that we can develop an assessment. methodology which will fie successful in gaining their
support.
After you have reviewed our proposal, we wouldbe pleased to provide any additional information you .
may require or to discuss any aspect of our proposal.
Sincerely,
BSI CONSULTANTS; INC.
~~~s~~
K, Dennis IClingeihofer, P,
Vice President
Management and Finahce
KDK/jn
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Scope of Work
BSI. will complete the following tasks in providing assessment engineering services for the
formation of the Lakeville Highway Special Assessment District.
-PHASE 1 -FEASIBILITY STUDY
1. Meetings and Coordination:
(i) Conduct one (1) strategy meeting with City staff and project team to discuss
the project ;approach, one (1) meeting to review the proposed boundaries
benefit spread methodologies, one (1) meeting to discuss the draft version of
the feasibility study report and one (1) meeting to discuss the final version of
the feasibility study report (total of four [4] meetings).
(ii) Coordinate with the appraisal engineer, design engineer, bond counsel,
underwriter, and financial consultant as needed. for this project.
(iii) Attend up to three (3) property owner meetings..
2. Research.. Gather preliminary design plans, specifications and cost estimates,
Assessor's parcel information, direct and indirect costs and other related data (all
provided by others) for establishment of district boundary, zones of benefit and
program costs. Identify and exclude governmental lands and public rights-of--way
from the assessment. Ascertain utility-owned property. Field verify as necessary.
3. With assistance from Ciry staff and project team, identify the minimum and maximum
initial costs and services needed prior to the formation of the assessment district.
4. With assistance from City staff and project team analyze the various alternatives
available for the formation, of the proposed assessment,district. Review the possibility
of incorporating these improvements into the existing assessment district, forming a
new district and abandoning the existing district, establishing two separate assessment
districts, etc.
5. Develop alternative assessment spread methodologies and analyze the use of benefit
zones-for each improvement. Determine the proposed range of assessments for each
parcel. Review findings with Ciry staff and project team. Make a recommendation
of the preferred methodologies based upon benefit analysis.
6. Prepare preliminary assessment spread, .using 'the selected methodologies.
7. Prepare a proposed Boundary"Map idenrifying the area of benefit.
8. Develop a project timeline for the formation of the proposed. assessment district.
Identify key milestones and the responsible parties.
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Scope of Work
9. Conduct= property owners meeting to discuss the process of forming: an assessment
district, project costs, azea.of benefit and proposed assessment-spread methodologies.
10. Prepare a drafr feasibility study report which would•include estimated costs, incidental
expenses,; proposed method ofassessment; value of lands to be assessed, description
. of work, boundary map, estimated: range of-- assessments for each. parcel: Furnish
City with ten (10) copies of the draft Feasiliiliry Study for review and. comment.
11. Complete. Final Feasibility .Report .incorporating City commenu. Furnish ten (10)
copies• of the Final Feasibility Study Report°;and all files associated. with the project
in electronic format (wordperfect, excel; etc)'as. ordered. by the City.
PHASE II -ASSESSMENT DISTRICT'FORMATION
Phase II.a -Initial Services up to Resolution of`Intention
1. Meetings and Coordination:
(i) Conduct up to two.'(2)' strategy .meetings with City `staff and. project team to
discuss projecC approach,: one (l) status report meeting in conjunction with
delivery of the drafr preliminary engineer's report, and attend the Ciry'CouncIl
meeting for adoptionbf the;Resoludon of Interition (total of"four [4] meetings).
(ii) Coordinate with .the appraisal engineer, design engineer.., bond. counsel,
underwriter, and financial consultant as selected for this- project,
2. Update. Research. Gather updated, design plans, specifications and cost estimates,
Assessor's :parcel information, direct: and indirect costs and "other "related data (all .
provided by others). Identify- and exclude governmental ,lands and public:. rights=of-
way'from assessment. Ascertain utiliry.:owned property. Field verify as necessary;.
3 Assist. Bond Counsel with'the preparation of the property owner peti&on. Prepare a
description of work, boundary' map; listing of property owners and other pertinent
information.
4 Prepaze preliminary assessment spread, using selected methodologies in the feasibility
study.
5. Prepaze :Boundary Map of the proposed district. Prepaze' and deliver two (2) sets of
mylazs and bluelines as ordered by the City.
6. Prepaze an Assessment Diagrarn. Prepare :and deliver two (2) sets of mylars and
bluelines:as ordered by the City.
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' Scope. of Work
7. Prepare a combined draft Engineer's and Deb[ Limit Report including estimated costs,
incidental expenses; method of assessment, assessment roll, value of lands to be
assessed, descrippon of work, boundary and assessment diagram and plans and
specifications as required under the Act for City review. Furnish City with ten (10)
copies of the drafr Engineer's and Debt Limit Report for review and comment.
8. Complete Final Engineer's and Debt Limit Report incorporating Ciry comments and
updated cost information for approval by the Ciry Council. Furnish ten (10) copies
of the Final Engineer's Report as ordered by the City.
9. Prepare with Ciry staff exhibits for project meetings and hearings.
PHASE II.b -RESOLUTION OF IlVTENT UP TO PUBLIC HEARING
1. Meetings and Coordination:
(i) Attend public hearings for formation of the district (1913 Act proceedings),
conduct one (1) status report meeting in conjunction with delivery of final
Report, and conduct one (T) reconciliation meeting to make adjustments and
final amendments, if required (total of four [4] meetings).
(ii) Coordinate with the appraisal engineer, design engineer, bond counsel,
underwriter, and financial consultant as selected for this project.
2. Recordation of Boundary Map. Obtain signatures and record the Boundary Map with
the responsible local official and the County Recorder as provided under the Act.
3. Prepare pertinent assessment information for each parcel for mailing to each property
owner. The assessment information shall show a breakdown of cost by construction
item and a breakdown .for incidental costs.
4. Prepare mailing list for City. Label and mail Ciry=approved notices to all property
owners within the boundary of the proposed district as listed on the last equalized
County Assessor's Roll on the date the services fot the report are authorized.
Provide the Ciry with two (2) dated and signed copies of the mailing lists and one (1)
electronic copy of the mailing lisu.
5. Post notices of improvement, provided by bond; counsel, along all open streets. within
the boundaries of the district at intervals as deterirtined by bond counsel. (This
requirement has been eliminated from the Code due to the recent amendments to the
Brown Act which requires mailed notices. If the city would like posting to be done
this service is included in the proposed fee.)
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Scope of Work
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~ 6. Update 'and amend the Engineer's and. Debt Limir Report to reflect final estimated
construction costs and projected. financing costs. Furnish City ten (10) "copies of-the
-final Engineer's and Debt Limit Report for Ciry review and comment.
7. Amend Boundary Map of the .proposed district, if required, and deliver two (2) sets
of mylars and 6luelines as ordered by the City.
8. Amend Assessment Diagram, if required, and. deliver two (2) sets of mylars and
bluelines as ordered by the City.
9. Conduct property owners meeting:
10. Respond to and "maintain a log of property owner inquires. Notify the Ciry on a
periodic basis as to the intent of the inquires.
11. Obtain copies ofprotests filed prior, to and;during the public-hearing. Verify property
ownership and calculate protest percentage in accordance with the requirements of the
Streets and Highways Code.
10. Complete final. Engineer's Reportand attend the Public Hearing. Furnish ten (l0)
copies of the final Engineer's and Debt Limit Report as ordered by the City.
PHASE ILc -PUBLIC HEARING TO REEORDATION OF PAID.ASSESSMENTS
1. Meetings and Coordination
(i) Coordinate with the appraisal engineer, design engineer, bond counsel,
underwriter, and financial consultant as selected for ,this project.
2. Amendments and corrections. Make: amendments and corrections' to the. Boundary
Map and Assessment Diagram and prepare confirmed report, as ordered by the Ciry
pursuant[o the Public Hearing. Furnish tern (10) copies of the Confirmed Engineer's
Report as ordered by the City.
3. Prepare final assessment spread by parcel ,including breakdown of cost by type of
'improvement and`by other costs. Calculate casts payoffs for' each parcel.
4. Notice of Recordation of Assessment. Label and mail Ciry-approved.nodces for the
cash collection, Notice of Confirmed Lien artiounts, to all property owners listed in
the Confirmed Engineer's Report. '
5. Recordation of Liens and Assessment Diagram. Record Assessment Diagram of the
district and confirmed liens for each parcel within the district. "
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Scope of Work
6. Preparation of List of Paid Assessments. Maintain a listing by Parcel and dollar
amount o£ cash payoffs during the 30-day collection period and provide City with
weekly status reports. After cash collection period, prepare a list of paid and unpaid
assessments and submit to City.
7. Recordation of List of Paid Assessments. Record list of paid assessments to be
j deleted from the Auditor/Controller's records.
# EXTENDED SERVICES
BSI Consultants, Inc., will provide Extended Services on a time and material basis, if
requested and authorized by a responsible official, in accordance with the rate schedule
current-at the time of providing services. Extended Services may include:
' 1. Preparation of additional displays and/or audio-visual materials as requested by the
City, excluding presentation boards for boundary diagram and assessment diagram.
2, Additional mailings to property owners not listed on last equalized roll of the County
Assessor.
3. Construction/Acquisition Audit services.
4. Reapportionment Services.
5. Preparation of Annual Auditor/Controller's Report.
6. Any other services desired and authorized by the City.
RESPONSIBILITIES OF THE CITY
1. Designate a project manager to manage and coordinate the project.
2. Make available records and documentation in conjunction with preparation of the
assessment methodology and Engineer's and Debt Limit Reports, including estimated
construction costs, financing costs, appraisals and County Assessor's data.
3. Provide sketches, diagrams, legal descriptions and construction plans (if available) of
the proposed improvements
[o-be`coristructed.
4. Schedule, administer, and accomplish the publishing and mailing of required notices
in accordance with the Act, and the Govetnment Code;. schedule meetings and
heatings as required under the .Act;. and. prepare all notices and all resolutions
required by the City Council pertaining to the Public Hearing.
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Scope. of Work
5. Process environmental review, and/or arrange for exemption.
6. Secure Special Counsel and/or Financial Consultant for proceedings.'
7. Provide appraisals for benefiting properties as needed for Bond Sale.
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