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HomeMy WebLinkAboutAGENDA REPORT 1985 0304 CC REG ITEM 10F MOORPARK /OF- H-Z ALBERT PRIETO STEVEN KUENY Mayor °= City Manager JAMES D. WEAK *AICHERYL J. KANE Tern Mayor Pro F � City Attorney THOMAS C. FERGUSON MALL FrRITZ Councilmember • Director of DANNY A. WOOLARD � ��_ /� Community Councilmember 9:� • Development LETA YANCY-SUTTON �*.o �� R. DENNIS DELZEIT Councilmember City Engineer DORIS D. BANKUS JOHN V. GILLESPIE City Clerk M E M O R A N D U �1 Chief of Police JOHN C. GEDNEY City Treasurer TO: The Honorable City Council FROM: R. Dennis Delzeit , City Engineer f.. i. E DATE : City Council Meeting of March 4 , 1985 CR ? SUBJECT : 1. Parks Maintenance District 2 . Landscape +3 Lighting District RECOMMENDED ACTION It is staff' s recommendation that the City Engineer be authorized to proceed with Assessment Engineering Services related to the establishment of a Landscape & Lighting District and a Parks Maintenance District . BACKGROUND INFORMATION At the City Council meeting of February 19th , the City Council requested additional information prior to authorizing the Assessment Engineering Services associated with the formation of the two districts . The main concern regarding the services was the possibility of duplication of services . It is recognized that both projects will be progressing concurrently and that the procedures required for the formation of both districts is dictated by the same legal authority , the 1972 Lighting Landscaping Act . In the quotation provided by the City Engineer, this fact was recognized and a direct savings of $6, 175 was proposed. Since the engineering costs will be based upon the actual time spent on the project , it is anticipated that additional savings may result from combining the two districts in informal meetings with the property owners , as well as the scheduling of the public hearings on the two districts for the same City Council meeting agenda. 799 Moorpark Avenue Moorpark,California 93021 (805}529.6864 Page -2- On February 26th , the City Manager and City Engineer met with the City Council Finance Committee consisting of Mayor Pro Tem Weak and Councilmember Yancy-Sutton. The scope of services and the foregoing items were discussed. PROPOSED MOTION Authorize the City Engineer to proceed with Assessment Engineering Services in connection with the formation of a Parks Maintenance District and a Landscape Lighting District . RDD: lb Encl . cc : Niall Fritz , Director of Community Services CITY OF MOORPARK OFFICE OF CITY MANAGER ADDITIONAL SERVICES AUTHORIZATION (85 -1 ) This authorizes the City Engineer to perform the services described below under the terms and conditions set forth herein . NATURE OF SERVICES : Assessment Engineering Services for formation of a Landscaping and Lighting District (A. D. 85-1) , per attached Scope of Services , Exhibit "A" . TIME SCHEDULE: Provide these services in accordance with the following schedule : COMPENSATION PROVISIONS : X _ Hourly Rates Per Agreement; not to exceed $ 11 , 400 . 00 without further authorization. (Per Exhibit "A") Progress payments on a monthly basis . Lump sum price of , payable as work progresses. to City Manager ' s satisfaction .. Progress payments on a monthly basis . Time and material; not to exceed. $ without further authorization. • Progress payments on a monthly basis . As follows : TERMS : A. Ownership of documents created in the fulfillment of these services shall rest with City of Moorpark. B. Redesign work, changes in scope of services , preparation of alternate designs or drawings, delays causing expense to City of Moorpark, or other similar events may necessitate revision of the time schedule and/or compensation provisions . C. Either party may terminate this authorization upon giving a ten ( 10) day written notice of such termination to the other party . In such case compensation shall be limited to the amount due for work completed up to the time of termination. AC EPTED BY:()) ;-.0 CITY OF MOORPARK �� BY : City Manager DATE: January 29 , 1985 ' DATE: (JN 3524) (Rev . 2 -11 -35) EXHIBIT "A" SCOPE OF SERVICES The general purpose is to implement the Landscaping and Lighting Act of 1972 to provide financing for the installation and maintenance of public right-of-way, adjacent to City streets . At the January 16, 1985 City Council Meeting, the City Council provided general direction regarding the formation of the proposed district. The following represents the Scope of Services pertaining to the formation of Assessment District No. 85-1, as described in the Staff Report and the City Council ' s Minutes of January 16, 1985 . In performing these services, ENGINEER will continually coordinate the needs of the CITY, the interest of the property owners, and the requirements of law to ensure the best practical project for all concerned . 1 . Review the Staff Report and City Council Minutes and subsequent file records, maps, ordinances, conditions of development and other pertinent data on the proposed assessment district. 2. Obtain street light inventory from the Southern California Edison Company. 3 . Obtain updated Assessor ' s Maps from the County Tax Assessor. 4 . Obtain updated names and addresses of legal owners from the County Assessor. 5 . Obtain revised operation and maintenance cost estimates from the City for lighting and landscaping . 6 . Develop a conceptual method or methods of spreading the costs within the District. 7 . Refind the "spread method" based upon discussions with City Staff . 8. Prepare 10 copies of the draft "Engineer ' s Report" and submit to the City Staff for review . The report will include: a . Maps showing the District boundary and zones of benefit. b . Narrative discussion of the spread method . c . Assessment roll showing each parcel ' s assessment. d . Other legally required documentation . 9 . Prepare a refined time schedule for the assessment proceedings . 10 . Review draft "Engineer ' s Report" with the Bond Council . 11 . Meet with City and property owners on a informal basis to review "Engineer' s Report" . 12. Present the "Engineer' s Report" to the City Council and set the Public Hearing date. 13 . Contract for the printing of mailing Notices provided with Item 14 to the City. '14 . Prepare mailing labels and supply to the City for mailing with the Public Hearing Notices. 15 . Present ( 10 copies) of the final "Engineer' s Report" to the City Council and participate in the Public Hearing process. 16 . Prepare computer tape of assessments and submit to the County Auditor. The City is proposing to form two assessment districts: ( 1 ) for parks ( 2) for street lighting and landscaping recognizing a duplication of certain tasks if both projects are authorized, we are quoting the following fee options: 1 . Services related to this project assuming services for the landscaping and lighting district are not authorized $13 , 775 . 2. Services related to this project assuming we are authorized to proceed on both pro,ects $11 , 400. CITY OF MOORPARK OFFICE OF CITY MANAGER ADDITIONAL SERVICES AUTHORIZATION (85-4) This authorizes the City Engineer to perform the services described below under the terms and conditions set forth herein . NATURE OF SERVICES : Assessment Engineering Services for formation of Parks Maintenance District (A.D. 85-2) , per attached Scope of Services , Exhibit "A" . TIME SCHEDULE : Provide these services in accordance with the following schedule : COMPENSATION PROVISIONS : X Hourly Rates Per Agreement; not to exceed $ 10 , 700 . 00 without further authorization. (Per Exhibit "A") Progress payments on a monthly basis . Lump sum price of $ , payable as .work progresses to City Manager ' s satisfaction. Progress payments on a monthly basis . Time and material; not to exceed $ without further authorization. Progress payments on a monthly basis . As follows : • TERMS: A. Ownership of documents created in the fulfillment of these services shall rest with City of Moorpark. B. Redesign work, changes in scope of services, preparation of alternate designs or drawings , delays causing expense to City of Moorpark, or other similar events may necessitate revision of the time schedule and/or compensation provisions . C. Either party may terminate this authorization upon giving a ten (10) day written notice of such termination to the other party . In such case compensation shall be limited to the amount due for work completed up to the time of termination. ACCEPTED BY : CITY OF MOORPARK ieLIvinrvio fiett By : City Manager DATE: January 29 , 1985 . DATE: (No JN) (Rev. 2-11-85) EXHIBIT "A" SCOPE OF SERVICES The general purpose is to implement the Landscaping and Lighting Act of 1972 to provide financing for the maintenance of public parks within the City. At the January 16 , 1985 City Council Meeting, the City Council provided general direction regarding the formation of the proposed district. The following represents the Scope of Services pertaining to the formation of Assessment District No. 85-1 , as described in the Staff Report and the City Council ' s Minutes of January 16, 1985 . In performing these services, ENGINEER will continually coordinate the needs of the CITY, the interest of the property owners, and the requirements of law to ensure the best practical project for all concerned . 1 . Review the Staff Report and City Council Minutes and subsequent file records, maps, ordinances, conditions of development and other pertinent data on the proposed assessment district. 2. Obtain updated Assessor' s Maps from the County Tax Assessor. 3 . Obtain updated names and addresses of legal owners from the County Assessor. 4 . Obtain revised operation and maintenance cost estimates from the City for lighting and landscaping . 5 . Develop a conceptual method or methods of spreading the costs within the District . 6 . Refind the " spread method" based upon discussions with City Staff. 7 . Prepare 10 copies of the draft "Engineer' s Report" and submit to the City Staff for review . The report will include: a. Maps showing the District boundary and zones of benefit . b . Narrative discussion of the spread method . c . Assessment roll showing each parcel ' s assessment. d . Other legally required documentation . S. Prepare a refined time schedule for the assessment proceedings . 9. Review draft "Engineer ' s Report" with the Bond Council . 10. Meet with City and property owners on a informal basis to review "Engineer ' s Report" . 11 . Present the "Engineer ' s Report" to the City Council and set the Public Hearing date. 12. Contract for the printing of mailing Notices provided with item 13 to the City . 13 . Prepare mailing labels and supply to the City for mailing with the Public Hearing Notices. 14 . Present ( 10 copies) of the final "Engineer ' s Report" to the City Council and participate in the Public Hearing process. 15 . Prepare computer tape of assessments and submit to the County Auditor. The City is proposing to form two assessment districts: ( 1 ) for parks ( 2) for street lighting and landscaping . Recognizing a duplication of certain tasks if both projects are authorized , we are quoting the following fee options : 1. Services related to this project assuming services for the parks district are not authorized $14,500. 2. Services related to this project assuming we are authorized to proceed on 'both projects $10, 700 .