HomeMy WebLinkAboutAGENDA REPORT 2015 1216 CCSA REG ITEM 10L ITEM 10.L.
Cf?Y OF MOORPARK,CALIFORNIA
City Council Meeting
ACTION: '�`
MOORPARK CITY COUNCIL BY
AGENDA REPORT
TO: The Honorable City Council
FROM: Ron Ahlers, Finance Directo l(�(
By: Irmina Lumbad, Budget and mance Manager
DATE: December 4, 2015 (CC Meeting of December 16, 2015)
SUBJECT: Consider Amendment No. 2 to the Agreement with SCI Consulting
Group for Professional Consulting, Engineer of Work and Levy
Administration
BACKGROUND
As prescribed by the California Constitution Article XIII D Assessment and Property-
Related Fee Reform; and the Streets and Highways Code Landscaping and Lighting Act
of 1972 Sections 22620-22631, the City is required to have all assessments supported by
an annual detailed engineer's report prepared by a registered professional engineer
certified by the State of California. Since fiscal year (FY) 2000/2001, SCI Consulting
Group, Inc. (SCI) (formerly Shifts Consultants, Inc.) has served as Engineer of Work and
performs the levy administration services for the City's assessment districts.
The current agreement covers services and expenses through fiscal year 2015/2016. In
January 2016 as part of the annual budget development, the City Council will have to
initiate proceedings to continue the levy of annual assessments for the upcoming FY
2016/2017. A second amendment to the agreement is recommended to cover another
five years and increase compensation by$169,500 to not to exceed amount of$314,900.
DISCUSSION
As of December 2015, the City has thirty (30) established assessment districts as follows:
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Honorable City Council
December 16, 2015
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Ventura Title Reference City District Name
County
District/
Zone
1 17-18 Moorpark Park Maintenance Park Maintenance Fund
2 12-41 Moorpark Maintenance Lights 84-2 Citywide Street Lighting
3 12-41 Moorpark Maintenance Lights 84-2 Citywide Landscaping
4 12-41 Moorpark Maintenance Lights 84-2 Zone 1 Pecan Avenue T-2851
5 12-41 Moorpark Maintenance Lights 84-2 Zone 2 Steeple Hill Area T-2865
6 12-41 Moorpark Maintenance Lights 84-2 Zone 3 Buttercreek/Peppermill 1-3032
7 12-41 Moorpark Maintenance Lights 84-2 Zone 4 Williams Ranch Road T-3274
8 12-41 Moorpark Maintenance Lights 84-2 Zone 5 Pheasant Run Area 1-3019 8, 1-3525
9 12-41 Moorpark Maintenance Lights 84-2 Zone 6 Inglewood Street T-3274
10 12-41 Moorpark Maintenance Lights 84-2 Zone 7 Moorpark Business Park, LA Avenue Parkway
11 12-41 Moorpark Maintenance Lights 84-2 Zone 8 Home Acres Buffer Area
12 12-41 Moorpark Maintenance Lights 84-2 Zone 9 Moorpark Industrial Park, Condor Drive
13 12-41 Moorpark Maintenance Lights 84-2 Zone 10 Mountain Meadows, PC-3
14 12-41 Moorpark Maintenance Lights 84-2 Zone 11 Alyssas Court T-4174
15 12-41 Moorpark Maintenance Lights 84-2 Zone 12 Carlsberg Specific Plan
16 17-38 Moorpark Maint. AD01-1 Siker Oak Lane 1-5201
17 17-39 Moorpark Maint. AD01-2 Country Club Estates T-4928
18 17-40 Moorpark Maint. AD01-3 Mountain View 1-5161
19 17-54 Moorpark Maint. AD 04-01 Moonsong Court T-5307
20 17-62 Moorpark MD Al)05-01 Campus Plaza T-5264
21 17-69 Moorpark Maint. AD06-1 Zone A Canterbury Lane 1-5133
22 17-69 Moorpark Maint. AD06-1 Zone B Ivy Lane T-5425
23 17-75 Moorpark AD 07-01 Moorpark Highlands 1-5045
24 17-76 Moorpark AD 07-02 Meridian Hills 1-5187
25 17-77 Moorpark AD 07-03 Patriot Commerce Center CPD 2004-01
26 17-78 Moorpark AD 07-04 875 Los Angeles Ave IPD 2000-10
27 17-88 Moorpark AD 09-01 14339-14349 White Sage Road CPD 2004-03
28 17-89 Moorpark AD 10-01 Tuscany Square CPD 2005-02
29 17-90 Moorpark AD 10-02 145 Park Lane CPD 2005-03
30 unassigned Moorpark AD 15-01 Vistas at Moorpark
The Parks and Recreation Maintenance and Improvement District was established in July
1999 to assess property owners for that portion of park and recreation maintenance and
improvement activities that generate a "special" benefit. The City is responsible for
funding activities that generate a "general" benefit. This district covers 20 city parks,
including the new Walnut Acres Neighborhood Park and the Serenata Trail located at
Miller Parkway and Southfork Road.
The Landscape and Lighting Maintenance Assessment District (AD84-2) was created in
1984, encompassing the entire City. It was created to fund costs associated with street
lighting and the maintenance of various landscaped areas. This was a successor to the
District enacted by the County of Ventura prior to the incorporation of the City. Since then,
the City has formed additional landscape maintenance districts (LMD) to fund the
landscape improvement and maintenance expenses within that specific area.
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Honorable City Council
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As part of the annual budget process, the City Council considers whether or not to renew
the subject assessment district and levy amounts for the upcoming fiscal year. According
to State law, before assessments may be levied, an Engineer's Report must be prepared
for each assessment district setting forth the amount of the assessments and the basis for
establishing said amount.
On August 26, 2010 the City entered into an agreement with SCI to provide professional
consulting, engineer of work and levy administration for FY 2010/2011. On February 8,
2011, the City amended this agreement to expand the scope of work to include newly
formed landscape assessment districts; extend the term by five years from FY 2011/2012
thru FY 2015/2016, ending June 30, 2016; and increase compensation by $124,000 to not
to exceed maximum payment of $145,400. In addition, they provide engineering services,
data analysis and project coordination for new assessment formations or annexations.
On January 2016, the City Council will have to initiate proceedings to continue the levy of
annual assessments for the upcoming FY 2016/2017. A second amendment to the
agreement is recommended to modify the scope of work to include assessment
administration for the newly formed AD15-01 Vistas at Moorpark; to add another five years
to the term, covering FY 2016/2017 thru FY 2020/2021 ending on June 30, 2021; and to
increase compensation by $169,500 not to exceed amount of $314,900 with annual
maximum as noted below:
Parks and
Landscape Recreation
and Lighting Maintenance
Fiscal Assessment Improvement Out-of-
Year Districts District Pocket Contingency' Total
2016/2017 $ 10,850 $ 10,100 $ 2,600 $ 9,350 $ 32,900
2017/2018 $ 11,100 $ 10,350 $ 2,600 $ 9,350 $ 33,400
2018/2019 $ 11,350 $ 10,600 $ 2,600 $ 9,350 $ 33,900
2019/2020 $ 11,600 $ 10,850 $ 2,600 $ 9,350 $ 34,400
2020/2021 $ 11,850 $ 11,100 $ 2,600 $ 9,350 $ 34,900
Total Increase $ 169,500
1 Contingency for new assessment district formation and includes$500 for out-of-pocket
expense reimbursements.
FISCAL IMPACT
There will be no fiscal impact in the current fiscal year. During annual budget
development, staff will continue to include sufficient appropriations to cover the maximum
yearly compensation for assessment engineering services and levy administration.
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Honorable City Council
December 16, 2015
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STAFF RECOMMENDATION (Roll Call Vote)
Approve the Amendment No. 2 to SCI Consulting Group, Inc. agreement subject to
final language approval by the City Manager and City Attorney; and authorize the
City Manager to sign the amendment.
Attachment:
Amendment No. 2 to the Agreement with SCI Consulting Group, Inc. for
Professional Consulting, Engineer of Work and Levy Administration
252
ATTACHMENT
CITY OF MOORPARK
Scope of Work Requirement for Professional Services Agreements
Compliance with California Government Code Section 7550
Consultant shall sign and include this page in any document or written reports prepared
by Consultant for the City of Moorpark (City) to which California Government Code
Section 7550 (Government Code §7550) applies. Government Code §7550 reads:
"(a) Any document or written report prepared for or under the direction of
a state or local agency, that is prepared in whole or in part by
nonemployees of the agency, shall contain the numbers and dollar
amounts of all contracts and subcontracts relating to the preparation of the
document or written report; if the total cost for the work performed by
nonemployees of the agency exceeds five thousand dollars ($5,000). The
contract and subcontract numbers and dollar amounts shall be contained
in a separate section of the document or written report.
(b) When multiple documents or written reports are the subject or product
of the contract, the disclosure section may also contain a statement
indicating that the total contract amount represents compensation for
multiple documents or written reports."
For all Professional Services Agreement with a total dollar value in excess of $5,000, a
signed and completed copy of this form must be attached to all documents or completed
reports submitted to the City pursuant to the Scope of Work.
Does the dollar value of this Professional Services Agreement exceed
$5,000?
✓ Yes ❑ No
If yes, then the following information must be provided in compliance with
Government Code § 7550:
1. Dollar amount of Agreement/Contract: $ 169,500.00
2. Dollar amount of Subcontract: $ 0.00
3. Does the total contract amount represent compensation for
multiple documents or written reports?
✓ Yes 0 No
I have read the foregoing Code section and will comply with Government Code §7550.
Gerard van Steyn, President
Signature Date
253
Agreement for Professional Services
Amendment No. 2
Page 2
AMENDMENT NO. 2
TO THE PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF
MOORPARK AND SCI CONSULTING GROUP, INC.
This 2nd Amendment to the Agreement for services (Amendment) is made and entered
into this day of , 2016 (the "Effective Date") between the City
of Moorpark, a municipal corporation in the County of Ventura, State of California,
hereinafter referred to as "City" and SCI Consulting Group, Inc., a corporation,
hereinafter referred to as "Consultant".
WITNESSETH
WHEREAS, on August 26, 2010, the City and the Consultant entered into an
Agreement for professional consulting, Engineer of Work and levy administration for the
Landscape and Lighting Assessment Districts and the Parks and Maintenance
Improvement District for fiscal year 2010-2011; and
WHEREAS, on February 8, 2011, the City and the Consultant entered into Amendment
No. 1 to the Agreement to amend the scope of work to add engineering services for new
assessment formations and to expand assessment administration to include newly
formed landscape maintenance assessment districts: AD01-10, AD10-01 and AD 10-02;
to increase full compensation by $124,000, not to exceed $145,400 for the total term;
and to extend the term for five additional years from fiscal year (FY) 2011/2012 thru
2015/2016, ending June 30, 2016; and
WHEREAS, the City and the Consultant wish to amend the Scope of Work,
compensation and term provisions of the Agreement.
NOW, THEREFORE, in consideration of the mutual covenants, benefits and premises
herein, the parties hereto agree to amend the aforesaid Agreement as follows:
1. SCOPE OF WORK
Section I. Scope of Work, is hereby expanded to include the newly formed
landscape assessment district AD15-1, as more specifically described on pages
6 to 10 of Exhibit B (SCI Proposal dated December 2015), as attached hereto
and incorporated herein.
2. COMPENSATION
Section II. Compensation, is hereby amended to increase the full compensation
to the Consultant for services and out-of-pocket expenses in Exhibit B by an
additional $169,500, not to exceed $314,900 for the total term of this Agreement.
The annual maximum fees to Consultant are as follows:
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Agreement for Professional Services
Amendment No. 2
Page 3
Administration Services
Landscape& Out-of- Annual
Fiscal Year Lighting Parks Pocket Contingency' Maximum
2010/2011 $ 9,850 $ 9,350 $ 2,200 $ - $ 21,400
2011/20122 $ 9,850 $ 9,350 $ 2,200 $ 3,000 $ 24,400
2012/20132 $ 9,850 $ 9,350 $ 2,200 $ 3,000 $ 24,400
2013/20142 $ 9,850 $ 9,350 $ 2,200 $ 3,000 $ 24,400
2014/20152 $ 10,350 $ 9,850 $ 2,200 $ 3,000 $ 25,400
2015/20162 $ 10,350 $ 9,850 $ 2,200 $ 3,000 $ 25,400
2016/20173 $ 10,850 $ 10,100 $ 2,600 $ 9,350 $ 32,900
2017/20183 $ 11,100 $ 10,350 $ 2,600 $ 9,350 $ 33,400
2018/20193 $ 11,350 $ 10,600 $ 2,600 $ 9,350 $ 33,900
2019/20203 $ 11,600 $ 10,850 $ 2,600 $ 9,350 $ 34,400
2020/20213 $ 11,850 $ 11,100 $ 2,600 $ 9,350 $ 34,900
Total Compensation $ 314,900
Contingency for new assessment district formation and/or annexation with 1 property
owner.
2 Annual fee shall be payable according to schedule of payment outlined on pages 20 to
22 of Exhibit A-SCI Proposal dated December 2010.
3 Annual fee shall be payable according to schedule of payment outlined on pages 14 to
16 of Exhibit B-SCI Proposal dated December 2015.
3. TERM OF AGREEMENT
Section IV. Term of Agreement, is hereby extended for an additional five (5)
years, ending June 30, 2021, unless sooner terminated or suspended as
provided in the Agreement.
With the exception of the changes noted above, all other provisions contained in the
Agreement for professional consulting, Engineer or Work and levy administration shall
remain in full force and effect.
CITY OF MOORPARK: SCI CONSULTING GROUP, INC:
Steven Kueny, City Manager Gerard van Steyn, President
Date Date
255
Agreement for Professional Services
Amendment No. 2
Page 4
ATTEST:
Maureen Benson, City Clerk
Attachment: Exhibit B— Proposal dated December 2015
256
EXHIBIT B
PROPOSAL FOR THE
CITY OF MOORPARK
TO PROVIDE
PROFESSIONAL CONSULTING, ENGINEER OF WORK AND LEVY
ADMINISTRATION SERVICES
FOR THE
LANDSCAPE AND LIGHTING MAINTENANCE ASSESSMENT DISTRICTS
AND THE
PARKS AND RECREATION MAINTENANCE AND IMPROVEMENT
DISTRICT
DECEMBER 2015
SUBMITTED BY
SCIConsultingGroup
4745 MANGELS BOULEVARD
FAIRFILLD,CALIFORNIA 94534
PHONE 707.430.4300
FAX 707.430.4319
www.sci-cg.com
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--=� ._.., ConsultingGroup
Public Finance Consulting Services
December 8,2015
Ron Ahlers
Director of Finance
City of Moorpark
799 Moorpark Ave
Moorpark,CA 93021
Dear Ron:
SCI Consulting Group is pleased to submit,for your review,the enclosed proposal to continue to serve
as the Engineer of Work and provide levy administration services for the City of Moorpark("City")benefit
assessments,as well as professional consulting services related to the administration and management
of these annual levies,and to ensure the continued accurate and efficient collection of these important
revenues.
As your City's current levy administrator for the past 15 years, we understand that your City's special
levies provide vital funding for your continued services and operations. We also understand that the
City is seeking to continue to retain the services of a professional assessment engineering and levy
administration firm to ensure the ongoing accurate, legally compliant,and efficient collection of these
important revenues.We are confident that we are the firm best suited to provide these services.
The annual continuance of your City's assessments involves important technical, procedural elements
and legal requirements each year, including the crucial component of a strong Engineer's Report
justifying the assessments which must be authored annually by a professional engineer licensed in the
State of California.One of the most important considerations for your City should be the ability of your
professional assessment engineering firm to maximize the justification for your assessments, and
maximize their ongoing legal defensibility. This is particularly important as Proposition 218 legal
compliance continues to be modified by the courts.
We look forward to the opportunity to meet with the City to further demonstrate why we are best suited
to provide these services.In the meantime,please contact me if you would like to discuss any aspects
of our proposal.I can be reached at(707)430-4300 or by e-mail at Jeanette.Hynson@sci-cg.com.
Sincerely,
Jeanette Hynson
Senior Consultant
SCI Consulting Group 14745 Mangels Blvd. I Fairfield,California 94534 I (707)430-4300 I wwwso-cg.corn
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TABLE OF CONTENTS
QUALIFICATIONS AND EXPERIENCE 1
FIRM QUALIFICATIONS 1
FIRM EXPERIENCE 2
EXISTING LEVY OPTIMIZATION EXPERTISE 4
ADDITIONAL SCI SERVICES 5
SCOPE OF WORK — ASSESSMENT ADMINISTRATION 6
SCOPE OF WORK - ASSESSMENT FORMATION & ANNEXATIONS
9
LEVY ADMINISTRATION SERVICES AGREEMENT 1 1
FEE SCHEDULE 14
SIGNATURE PAGE 17
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BY SCIConsultingGroup,DECEMBER 2015
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QUALIFICATIONS AND EXPERIENCE
FIRM QUALIFICATIONS
UNDERSTANDING OF THE CITY SCI Consulting Group is the only firm which has formed
many of the current assessment districts for the City.Moreover,we have served as the
Assessment Engineer of Record for the City since 2000. Our level of understanding of
the City and the assessments is dearly unmatched.
EXPERIENCE WITH SIMILAR POST-218 ASSESSMENTS SCI Consulting Group has successfully
created over 30 agency-wide post Proposition 218 assessments for parks and recreation
facilities in California that are very similar to your City's assessments.To our knowledge,
there have been very few agency-wide post Proposition 218 parks assessments
successfully formed by other firms. In addition, SCI has successfully formed over 300
post Proposition 218 Landscaping and Lighting assessments for neighborhoods and
zones.These neighborhood area assessments are much easier to form and have less
legal risk,and so are not directly comparable to the City-wide assessment,but still must
meet all ongoing legal and procedural requirements.Clearly, SCI has more experience
withpost-218 agency wide park and recreation assessments than all other firms in the
State combined. We firmly believe in,and are happy to provide further evidence of,our
unmatched expertise and ability to justify the continued legally compliant collection of
the City's Landscaping and Lighting assessments.
CONTINUITY OF STAFF AND FIRM SCI has been providing assessment engineering and levy
administration services to public agencies for over 30 years, exclusively focused on
these highly specialized services. Our staff and firm has unmatched continuity.SCI has
retained the same management and service area focus for its entire 30 years of service.
LEGAL DEFENSIBILITY As the engineer and firm that created the City's post-218
assessment methodology and justification, John Bliss and SCI have the unmatched
ability to continue to justify and support the assessments. If another engineer were to
assume this important assessment engineering responsibility, we offer that he/she
would not be as qualified or capable of defending the assessment methodology
because they did not design it.
UNMATCHED RECORD OF RECOVERED REVENUES In nearly every case to date in which SCI
began administering assessment, tax, fee or charges previously handled by another
firm, we have uncovered additional revenues due to incorrect or missing calculations
by the previous levy administrator. These results,which are discussed in this proposal,
should serve to demonstrate the level of effort we devote to this important role.
PROVEN ABILITY TO HANDLE LARGE AREA/COMPLEX LEVIES SCI has successfully formed
more agency-wide benefit assessments than all other firms in the State,combined.This
is further evidence of our ability to form and administer new assessments.These include
new, very large assessments covering all parcels in Alameda, San Diego, Orange, San
Joaquin, San Mateo, and Santa Clara Counties, and many other large and small
assessments throughout the State.
EXCEPTIONAL. TECHNICAL CAPABILITIES Every person in Our firm, aside from our
administrative staff, is a database expert. We have developed in-house, specialized
programs to improve our levy administration services. We are also GIS and mapping
CITY OF MOORPARK PAGE 1
PROPOSAL FOR PROFESSIONAL CONSULTING AND LEVY ADMINISTRATION SERVICES
By SCIConsultingGroup,DECEMBER 2015
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experts. We invite you to compare our database and technical expertise with the staff
from any other firm.
EXCELLENT RESPONSIVENESS AND CUSTOMER SERVICE We invite you to call our toll-free
taxpayer inquiry line at (800) 273-5167 and compare our level of service and
responsiveness with any other firm.We answer calls directly with knowledgeable levy
administration staff. We also provide the highest level of service and responsiveness for
all of our clients-including responding to all of our clients within the same day.
OUR CLIENTS ARE OUR BEST REFERENCES We sincerely encourage you to speak with any
of our clients.They will attest to the comprehensive nature of our services,our level of
client responsiveness and our levy administration abilities.
FIRM EXPERIENCE
SCI Consulting Group is a public finance and urban economic consulting firm with 30
years of expertise in assisting public agencies in California with administering and
establishing assessments and other special levies. Our firm currently administers over
850 assessment, taxes and fees for over 120 public agencies throughout the State,
comprising over 11,000,000 direct charges applied to parcels. SCI's planning projects
have included hundreds of development impact studies,facility and financing plans,
demographic studies,cost of service and fee justification studies,and other planning
and real estate studies.SCI currently has a staff of over 15 highly qualified assessment
administration,engineering and consulting staff.
SCI also offers extensive expertise with the important legal and procedural issues
involving benefit assessments, special taxes and fees. The principals at SCI are
acknowledged experts on these public financing mechanisms and were involved with
the cleanup legislation for Proposition 218.
In addition,our firm is a frequent presenter and columnist on local funding mechanisms
for the American Public Works Association, Association of California Water Agencies,
League of California Cities, Califomia Society of Municipal Finance Officers, California
Special Districts Association, California Fire Chiefs Association, California Stormwater
Quality Association, California Parks and Recreation Society, Mosquito and Vector
Control Association of California and other organizations.
Below is a partial list of our current parks and recreation clients:
• Arbuckle Recreation and Park District
• Auburn Area Recreation and Park District
• Bear River Recreation and Park District
• Carmichael Recreation and Park District
• City of Colusa
• City of Lompoc
• City of Menlo Park
• City of Palmdale
• City of Vacaville
• Claremont Unified School District
• Conejo Recreation&Park District
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PROPOSAL FOR PROFESSIONAL CONSULTING AND LEVY ADMINISTRATION SERVICES
By SCIConsultingGroup,DECEMBER 2015
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• Cordova Recreation and Park District
• Cosumnes Community Services District
• County of Placer
• El Dorado Hills Community Services District
• Fair Oaks Recreation and Park District
• Feather River Recreation and Park District
• Fulton-El Camino Recreation and Park District
• Hayward Unified School District
• Jefferson Union High School District
• Mission Oaks Recreation and Park District
• Monterey Peninsula Regional Park District
• Mountains Recreation and Conservation Authority
• Pleasant Valley Recreation and Park District
• Rancho Simi Recreation and Park District
• Sequoia Union High School District
• Sunrise Recreation and Park District
• Twain Harte Community Services District
CITY OF MOORPARK PAGE 3
PROPOSAL FOR PROFESSIONAL CONSULTING AND LEVY ADMINISTRATION SERVICES
BY SCIConsultingGroup,DECEMBER 2015
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EXISTING LEVY OPTIMIZATION EXPERTISE
As noted,one of SCI Consulting Group's primary areas of expertise is the administration
of assessments,fees and special taxes for public agencies.In all our years of experience
in this specialized field,we have never missed a levy submission deadline and have an
unparalleled track record of finding additional revenues for special levies that were
previously administered by another firm. In fact, in nearly every case in which SCI has
begun to administer special levies that were previously handled by another firm or
public agency; we have uncovered often significant additional revenues due to
incorrect previous assessment/tax/fee amounts or missing parcels that should be
subject to the levies.
The table below summarizes the additional annual revenues we have uncovered for
public agencies that previously relied upon another firm or agency to calculate and
administer their assessments,fees or special taxes.
ADDITIONAL ANNUAL SPECIAL LEVY REVENUES FOUND
County of Los Angeles $226,000
City of Palmdale $152,000
County of Sonoma $150,000
City of San Diego $108,000
Cosumnes Community Services District $93,000
City of Pinole $84,000
City College of San Francisco $50,000
Mission Oaks Recreation and Park District $35,000
Loomis Fire Protection District $33,700
Santa Clara County Open Space Authority $30,000
North Highlands Recreation and Park District $30,000
City of Vacaville(Over 125 separate districts) $25,000
Fairfield-Suisun Unified School District $25,000
Greater Los Angeles County Vector Control District $24,000
City of Folsom $24,000
West Valley Mosquito and Vector Control District $19,000
Orangevale Recreation and Park District $17,000
Orange County Vector Control District $12,000
Owens Valley Mosquito and Vector Control District $10,600
Claremont Unified School District $10,000
Walnut Creek School District $9,100
East County Fire Protection District $8,500
City of Moorpark $5,000
Truckee-Donner Recreation and Park District $3,400
Easton Community Services District $1,800
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ADDITIONAL SCI SERVICES
In addition to the projects shown above,SCI's projects have included surveys and ballot
measures, development impact studies, facility and financing plans, demographic
studies,cost of service and fee justification studies,and other planning and real estate
studies.A summary of our services and capabilities is listed below:
REVENUE MEASURES
o Assessment District Formation/Ballot Proceedings
o Property Related Fee Determination/Ballot Proceedings
o Mello-Roos Community Facilities District Formation/Ballot Proceedings
o Parcel Tax/Special Tax Measures
OPINION RESEARCH AND REVENUE MEASURE FEASIBILITY ANALYSIS
PUBLIC FINANCE PROGRAMS AND ALTERNATIVES
o LAFCo Annexations and New District Formations
o Compliance with Proposition 218
o Continuing Disclosure&Dissemination Services
o Administrative Systems and Custom Software Solutions
o Parcel Audits and Tax Base Certification
PLANNING SERVICES
o Development Impact Fee Nexus Studies
o Developer Negotiations and Full Mitigation Fees
o School Facility Fee Justification Reports(Level 1)
o School Facility Needs Analysis(Level 2)
o Facilities Master Plans
o Utility Rate Studies
o Financing Plans
o Attendance Boundary Studies
o Demographic Studies
o Quimby Land Dedication and In-Lieu Fee Studies
o Cost of Service Analysis and Fee Justification
o Land Planning and Real Estate Services
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SCOPE OF WORK—ASSESSMENT ADMINISTRATION
This section outlines the full service, comprehensive levy administration, assessment
engineering services and other responsibilities SCI would perform throughout the fiscal
year as the special levy administrator for the City.Our commitment is to provide these
comprehensive services and in a way that will minimize the time and resources of the
City.These services shall cover the City of Moorpark Parks and Recreation Maintenance
and Improvement District,AD01-1,AD01-2, AD01-3,AD04-1,AD05-1,AD06-1,AD07-1,
AD07-2, AD07-3, AD07-4, AD09-1, AD10-1, AD10-2, AD15-1 and AD84-2 Landscaping
and Lighting Assessment Districts(the"Assessment Districts").
DEFINITIONS
City: The City of Moorpark,its staff and City Council
Board: The City of Moorpark City Council
Assessment District: The City of Moorpark Parks and Recreation
Maintenance and Improvement District,AD01-1,
AD01-2,AD01-3,AD04-1,AD05-1,AD06-1,AD07-1,
AD07-2,AD07-3,AD07-4,AD09-1,AD10-1,AD10-2,
AD15-1 and AD84-2 Landscaping and Lighting
Assessment Districts
SCI or Engineer of Work SCI Consulting Group
Administration: Services related to the determination,levy and
collection of the Assessment revenues
DETERMINATION OF PRELIMINARY LEVIES
On a twice-yearly basis,we recalculate and confirm our clients'assessments on a parcel-
by-parcel basis for all properties within each assessment district.SCI has developed over
50 unique assessment validation queries that we run on each parcel. Furthermore,we
acquire,compare and incorporate additional data and property information from the
City and other real property vendors, Geographic Information System (GIS) mapping,
title company information vendors and other sources. This approach,while more time
consuming than simply relying on Assessor property characteristics and previous levy
amounts, has consistently proven to result in more accurate levies and higher overall
special levy revenues.
Beginning each year in March,SCI will determine preliminary benefit units based on the
most current Assessor's data. We will research changes in property data, property
usage, property valuations and any other changes from the previous year for parcels
within the Assessment Districts and flag parcels that require property research to
determine the appropriate benefit units. This process allows us to discover any issues
with the Assessor's data early. It also allows us to provide the City with a timely and
accurate projection of the number of benefit units for the upcoming fiscal year,to help
the City with its budgeting process.
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ASSESSMENT ENGINEERING AND ENGINEER'S REPORT
As the Assessment Engineer of Record, SCI will annually prepare an Engineers Report
for the Parks and Recreation Maintenance and Improvement District and the
Landscaping and Lighting Assessment Districts. The Engineer's Report will include a
description of services and improvements,costs estimates,assessment methodology,
assessment diagram(s) and the assessment roll. Each year SCI will carefully evaluate
Proposition 218 developments that may have a bearing on the City's Assessment
Districts. SCI will make recommendations for upgrades to improve the report's
compliance with Proposition 218. SCI will review the proposed upgrades with the City,
legal counsel and other parties, as necessary, and will incorporate their comments as
appropriate. Additionally,electronic levy rolls sorted by Assessor Parcel Number and
Property Owner's Name will be prepared and submitted to the City.
PREPARATION OF RESOLUTIONS AND NOTICE
SCI will prepare resolutions,the notice of public hearing and agenda reports as needed
for the continuation of the assessments. SO will also assist with the publication of the
notice for the continuation of the assessments and will attend the public hearing.
DETERMINATION OF FINAL LEVIES
After the close of each fiscal year, SCI will determine the final levies based on the final
lien roll data as of July 1. New or changed parcels will be identified and the final levies
determined on a parcel-by-parcel basis.
QUALITY CONTROL
We take great pride in our levy determination process and our stringent quality control
and oversight to ensure the accuracy of the levies. Each year for every special levy,we
run validation queries on each parcel so any parcels that may require additional
research can be identified,researched and determined.After the preliminary levies have
been determined by the levy administrator, another levy administrator with SCI will
perform a complete independent peer review and audit, including a parcel-by-parcel
confirmation of the special levies.Any questions or issues uncovered are fully reviewed
and resolved. These multiple stage reviews and quality assurance steps are a key
element in SCI's proven ability to ensure the highest level of accuracy and to maximize
special levy revenues for our clients.
LEVY SUBMITTAL AND CONFIRMATION
Once the special levies have been internally approved,SCI will prepare the final levy roll
for submittal to the County Auditor.SCI will also meet the Auditor's levy roll submission
requirements and will submit any necessary documents. Once the special levies are
received and approved by the County,SCI will communicate the confirmed special levy
amounts to the City.
SCI can also develop and make available to the City an Internet based website or
computer program that will allow City staff to quickly locate parcel data by owner name,
parcel number,street address or other requested search criteria.
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MANUAL BILLING
For benefit assessments for public agency and other properties which cannot be
collected through the County Auditor/Tax Collector,SCI shall prepare and manage the
mailing of manual bills to property owners and shall assist with the subsequent
collection of their assessments. There is no additional charge for this service.
TAXPAYER INQUIRIES AND APPEALS
SCI will coordinate with the County Auditor for our taxpayer inquiry line at (800) 273-
5167 to be placed aside the special levy amount on the County tax bill so taxpayers can
directly contact SCI throughout the fiscal year with questions regarding the levy. We
have representatives who are fluent in English and Spanish. We will also provide the
County Auditor with a summary and overview of each special levy for internal staff use.
SCI will research and,if necessary, revise any levies which property owners consider to
be based upon incorrect assessor information used to in the determination of the levy.
If any taxpayer appeals a special levy for their property, SCI will investigate the levy
amount and basis for appeal and will make a recommendation and finding for the City.
In the event that the City finds that a special levy should be adjusted,SCI will adjust the
levy according to the City's final determination. For any taxpayer appeals, SCI will
coordinate with the City and the taxpayer as appropriate.
Our goal is to represent the City professionally and minimize any inconvenience to the
inquiring taxpayer or the City.
ASSESSMENT DEFENSE
In the event of any question about the assessment or challenge,SCI would provide any
necessary professional assessment engineering assistance with the justification and
support of the assessments without additional charge for assessment districts formed
by SCI. In comparison,we are not aware of any other firm which would similarly stand
behind an assessment they created,let alone one that they did not create.
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BY SCIConsultingGroup,DECEMBER 2015
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SCOPE OF WORK-ASSESSMENT FORMATION&ANNEXATIONS
This section outlines engineering services and other responsibilities SCI would provide
in assisting with the formation of new landscaping and lighting maintenance
assessment districts or annexations to existing landscaping and lighting maintenance
assessment districts. SCI's services are summarized as follows:
DEFINITIONS:
City: City of Moorpark,its staff and council.
Assessment District: New assessment districts proposed for formation by
Petition and Waiver
SCI or Engineer: SCI Consulting Group,and any and all employees.
Administration: Services related to the determination, levy and
collection of tax or assessment revenues.
INITIAL PLANNING AND ANALYSIS
1. Meet with City Staff and Council as needed to establish the boundaries to be
used,timeline and a description of the work to be performed.
2. As required,meet with any local property owners involved with the formation
of the Assessment District to understand their issues and other factors
concerning the Assessment District.
ENGINEER'S REPORT
1. Obtain data from the County Assessor for all parcels within the proposed
boundaries.
2. Obtain copies of Assessor Parcel Maps and prepare the Boundary Map and
Assessment Diagrams.
3. Research and determine other property information required for benefit
apportionment such as assessable land area, number of residential dwelling
units,and proximity to improvements to be financed,etc.
4. Analyze the potential tax base and estimate special benefit received by each
assessable parcel in compliance with the provisions of Proposition 218. In
addition,evaluate and quantify general benefits.
5. Describe the improvements to be financed.
6. Develop cost estimates for improvements and expenses to be paid by the
proposed Assessment District.
7. In conjunction with City Staff determine the recommended method of
assessment.
8. Using the project cost estimates and the assessment rules, allocate the
estimated cost of improvements and expenses to all parcels within the
boundaries of the Assessment District based on special benefit received.
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9. Prepare an Assessment Diagram for the proposed Assessment District.
10. Prepare the Assessment Roll listing parcel number, assessment number,
owner name and assessment amount for each Assessor Parcel within the
Assessment District.
11. Prepare an Engineer's Report in compliance with the provisions of Article XI IID
of the California Constitution which includes the boundaries of the
Assessment District, description of improvements, improvement plans,
facility locations, benefit analysis, all costs, analysis of general verses special
benefit,assessments,assessment diagram and other information and data.
12. If required, attend the public hearing for the proposed Assessment District,
respond to all questions and make presentation(s)as required.
LEVY ADMINISTRATION THROUGHOUT FISCAL YEAR:
1. If the assessments are confirmed by the City Council,perform tasks needed to
submit the assessment levy.
2. File approved assessment roll, in the required computer format, with the
County Auditor for inclusion on upcoming year property tax bills.
3. Develop and maintain a database for each parcel within Assessment District
boundaries. The data for each parcel will include the assessment, parcel
number, mailing address, site address, parcel type and other relevant
information.
4. Confirm the assessments to be levied by the County Auditor and research and
update any assessments as required.
S. Track and confirm assessment proceeds and provide periodic reports to the
City.
6. Provide the County Auditor with our toll-free 800 phone line so property
owners can directly contact Engineer throughout the fiscal year regarding
specific assessments,procedures and any other issues.
OTHER RESPONSIBILITIES:
1. Meet periodically with City Staff, City Council, legal counsel, and/or other
parties. For such meetings, we will prepare exhibits and other relevant
materials.
2. Coordinate the development of administrative procedures with the City Staff.
3. All services will be performed on a timely basis and in accord with a timeline
developed in conjunction with City Staff.
CITY OF MOORPARK PAGE 10
PROPOSAL FOR PROFESSIONAL CONSULTING AND LEVY ADMINISTRATION SERVICES
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LEVY ADMINISTRATION SERVICES AGREEMENT
Below is a sample of SCI's standard agreement, for your review in the event that SCI is
selected for this project.Alternatively,if the City prefers,SO can instead consider the City's
own agreement form.
THIS AGREEMENT is made on 20 , between the City of Moorpark,
("City")and SCI Consulting Group("Consultant"or"SCI"),a California Corporation,who
agree as follows:
1. Scope of Work ("Work"). Consultant shall perform the work and render the
services described in the Scope of Work shown below(the"Work").The Consultant
shall provide all labor, equipment, material and supplies required or necessary to
properly and competently perform the Work, and determine the method, details
and means of doing the Work.
2. Payment.
a. In exchange for the Work,City shall pay to the Consultant a fee for completed
phases of the Work. The total fee for the Work shall not exceed amounts set
forth in the Fee Schedule shown below. There shall be no compensation for
extra or additional work or services by the Consultant unless approved in
advance in writing by City. The Consultant's fee shall include all of the
Consultant's costs and expenses related to the Work.
b. At the completion of each phase of the Work,the Consultant shall submit to the
City an invoice for the Work performed. If the Work is satisfactorily completed
and the invoice is accurately computed,the City shall pay the invoice within 30
days of its receipt.
3. Term. This Agreement shall take effect on the above date and shall continue in
effect until completion of the Work.
4. Insurance.
a. Types&Limits.The Consultant,at its sole cost and expense,shall procure and
maintain for the duration of this Agreement the following types and limits of
insurance:
Commercial General Liability $2,000,000 per occurrence
$4,000,000 aggregate
Automobile Liability $2,000,000 per accident
Workers'Compensation Statutory limits
Professional Liability $2,000,000 per claim
Excess Liability(over General $1,000,000 per occurrence
Liability&Auto Liability) &$1,000,000 aggregate
b. Other Requirements. The general liability policy(ies) shall be endorsed to
name the City, its officers and employees as additional insureds regarding
liability arising out of the Work.
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c. Proof of Insurance. Upon request, the Consultant shall provide to the City
proof of insurance.
5. Indemnification. The Consultant shall indemnify, defend, protect, and hold
harmless the City, and its officers and employees from and against any and all
liability, losses,claims,damages,expenses,demands,and costs (including,but not
limited to,attorney,expert witness and consultant fees,and litigation costs)arising
out of the Consultant's performance of the Work and caused by willful misconduct
of or by the Consultant or its employees,agents and subcontractors.
6. Entire Agreement. This writing represents the sole,final,complete,exclusive and
integrated expression and statement of the terms of this contract between the
parties concerning the Work, and supersedes all prior oral and/or written
negotiations, representations or contracts. This Agreement may be amended only
by a subsequent written contract approved and executed by both parties.
7. Independent Contractor. The Consultant's relationship to the City is that of an
independent contractor.
8. Successors and Assignment. This Agreement shall bind and inure to the benefit
of the heirs,successors and assigns of the parties;however,the Consultant shall not
subcontract, assign or transfer this Agreement or any part of it without the prior
written consent of the City.
9. No Waiver of Rights. Any waiver at any time by either party of its rights as to a
breach or default of this Agreement shall not be deemed to be a waiver as to any
other breach or default.
10.Severability. If any part of this Agreement is held to be void, invalid or
unenforceable,then the remaining parts will nevertheless continue in full force and
effect.
11.Governing Law and Venue. This Agreement will be governed by and construed in
accordance with the laws of the State of California.
12. Default. In the event that the Consultant defaults in the obligations of the
Consultant under this Agreement,or the Consultant defaults in the performance of
the terms and conditions of this Agreement,the City may,at its option,declare this
Agreement to be in default and,at any time thereafter, may do any one or more of
the following: a) enforce performance of the Agreement by the Consultant; or b)
terminate this Agreement.In the event that this Agreement is terminated,payment
shall still be due for all Work performed by the Consultant through the date of the
termination.
13.Cancellation.The City or the Consultant may cancel this Agreement without cause.
The party desiring to cancel this Agreement shall notify the other party in writing.
In the event that this Agreement is cancelled,payment shall still be due for all Work
performed by the Consultant through the date of the notification of cancellation.
14.Attorney's Fees. In the event any legal action is brought to enforce or construe this
Agreement, the prevailing party shall be entitled to an award of reasonable
attorney's fees,expert witness and consulting fees,and litigation costs.
CITY OF MOORPARK PAGE 12
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274
15. Notice. Any notice, invoice or other communication that is required or permitted
to be given under this Agreement shall be in writing and either served personally or
sent by prepaid,first class U.S.mail or by commercial delivery service,addressed as
follows:
Public Agency: Consultant:
City of Moorpark SCI Consulting Group
799 Moorpark Avenue 4745 Mangels Boulevard
Moorpark,CA 93021 Fairfield,CA 94534
Any party may change its address by notifying the other party of the change in the
manner provided below:
CITY OF MOORPARK PAGE 13
PROPOSAL FOR PROFESSIONAL CONSULTING AND LEVY ADMINISTRATION SERVICES
By SCIConsultingGroup,DECEMBER 2015
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FEE SCHEDULE
SO shall be compensated for the performance of the Scope of Work as follows:
1. For Fiscal Year 2016-17,the total compensation for the assessment administration
services as detailed herein for the Landscaping and Lighting Assessment Districts
shall be$10,850 payable as follows:
a. Upon the filing of the Engineer's Report for City Council consideration,
the sum of$4,500 shall be due.
b. Upon submittal of the special assessment levies to the County Auditor,
the sum of$3,350 shall be due.
c. On January 31 of the fiscal year,the remainder shall be due.
2. For Fiscal Year 2016-17, the total compensation for the assessment administration
services as detailed herein for the Parks and Recreation Maintenance and
Improvement District shall be$10,100 payable as follows:
a. Upon the filing of the Engineer's Report for City Council consideration,
the sum of$4,000 shall be due.
b. Upon submittal of the special assessment levies to the County Auditor,
the sum of$3,500 shall be due.
c. On January 31 of the fiscal year,the remainder shall be due.
3. For Fiscal Year 2017-18,the total compensation for the assessment administration
services as detailed herein for the Landscaping and Lighting Assessment Districts
shall be$11,100 payable as follows:
a. Upon the filing of the Engineer's Report for City Council consideration,
the sum of$4,500 shall be due.
b. Upon submittal of the special assessment levies to the County Auditor,
the sum of$3,600 shall be due.
c. On January 31 of the fiscal year,the remainder shall be due.
4. For Fiscal Year 2017-18,the total compensation for the assessment administration
services as detailed herein for the Parks and Recreation Maintenance and
Improvement District shall be$10,350 payable as follows:
a. Upon the filing of the Engineer's Report for City Council consideration,
the sum of$4,000 shall be due.
b. Upon submittal of the special assessment levies to the County Auditor,
the sum of$3,750 shall be due.
c. On January 31 of the fiscal year,the remainder shall be due.
5. For Fiscal Year 2018-19, the total compensation for the assessment administration
services as detailed herein for the Landscaping and Lighting Assessment Districts
shall be$11,350 payable as follows:
a. Upon the filing of the Engineer's Report for City Council consideration,
the sum of$4,600 shall be due.
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b. Upon submittal of the special assessment levies to the County Auditor,
the sum of$3,700 shall be due.
c. On January 31 of the fiscal year,the remainder shall be due.
6. For Fiscal Year 2018-19,the total compensation for the assessment administration
services as detailed herein for the Parks and Recreation Maintenance and
Improvement District shall be$10,600 payable as follows:
a. Upon the filing of the Engineer's Report for City Council consideration,
the sum of$4,200 shall be due.
b. Upon submittal of the special assessment levies to the County Auditor,
the sum of$3,750 shall be due.
c. On January 31 of the fiscal year,the remainder shall be due.
7. For Fiscal Year 2019-20, the total compensation for the assessment administration
services as detailed herein for the Landscaping and Lighting Assessment Districts
shall be$11,600 payable as follows:
a. Upon the filing of the Engineer's Report for City Council consideration,
the sum of$4,650 shall be due.
b. Upon submittal of the special assessment levies to the County Auditor,
the sum of$3,650 shall be due.
c. On January 31 of the fiscal year,the remainder shall be due.
8. For Fiscal Year 2019-20, the total compensation for the assessment administration
services as detailed herein for the Parks and Recreation Maintenance and
Improvement District shall be 510,850 payable as follows:
a. Upon the filing of the Engineer's Report for City Council consideration,
the sum of$4,250 shall be due.
b. Upon submittal of the special assessment levies to the County Auditor,
the sum of$3,800 shall be due.
c. On January 31 of the fiscal year,the remainder shall be due.
9. For Fiscal Year 2020-21, the total compensation for the assessment administration
services as detailed herein for the Landscaping and Lighting Assessment Districts
shall be$11,850 payable as follows:
a. Upon the filing of the Engineer's Report for City Council consideration,
the sum of$4,700 shall be due.
b. Upon submittal of the special assessment levies to the County Auditor,
the sum of$3,700 shall be due.
c. On January 31 of the fiscal year,the remainder shall be due.
10. For Fiscal Year 2020-21, the total compensation for the assessment administration
services as detailed herein for the Parks and Recreation Maintenance and
Improvement District shall be$11,100 payable as follows:
a. Upon the filing of the Engineer's Report for City Council consideration,
the sum of$4,300 shall be due.
b. Upon submittal of the special assessment levies to the County Auditor,
the sum of$3,900 shall be due.
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c. On January 31 of the fiscal year,the remainder shall be due.
11.SCI's fee for a new assessment district formation and annexations with one property
owner is$9,350. Such fees shall be payable 60%upon submittal of the preliminary
Engineer's Report to the City and the remaining 40% upon final approval of the
Engineer's Report.
12. In the event that the City elects to request optional,additive scope of work,SCI will
work with the City to negotiate compensation for these additional tasks, and
execute an Addendum to the agreement of these additional services.
13. Incidental costs incurred by SCI for the purchase of property data,maps,travel and
other out-of-pocket expenses incurred in performing the Scope of Work shall be
reimbursed at actual cost by the City with total cost not to exceed $2,600 per year,
without prior authorization from the City.
Note: All costs associated with this proposal can be financed or refunded by
assessment proceeds.
The Fee Schedule shown above is valid as long as this agreement is
executed within 120 days from the date this agreement was submitted
to the City.
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PROPOSAL FOR PROFESSIONAL CONSULTING AND LEVY ADMINISTRATION SERVICES
BY SCIConsultingGroup,DECEMBER 2015
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SIGNATURE PAGE
By signing below, we agree to the. terms of this Levy Administration Services
Agreement.
Accepted: Accepted:
Ron Ahlers John W.Bliss
Director of Finance Vice President
City of Moorpark SCI Consulting Group
Date Date
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PROPOSAL FOR PROFESSIONAL CONSULTING AND LEVY ADMINISTRATION SERVICES
By SCIConsultingGroup,DECEMBER 2015
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