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HomeMy WebLinkAboutAGENDA REPORT 1996 0117 CC REG ITEM 07HAGENDA REPORT C ='I' Y O F MOORPARK TO: The Honorable City Council FROM: Kenneth C. Gilbert, Director of Public Works DATE: January 5, 1996 (CC Meeting 1- 17 -96) ITE%14 7% 14 r\01- SUBJECT: Consider 1) Adoption of Resolutions Authorizing the Preparation of Engineer's Reports for AD 84 -2 and AD 85 -1 for FY 96/97; and 2) Approval of Consulting Services Required for the Preparation of Said Engineer's Reports and Other Related Services OVERVIEW This report requests consideration of the following matters: 1. Adoption of Resolutions initiating the proceedings required to consider the levy of assessments for Assessment District 84 -2 (street lighting and parkway /median landscaping) and Assessment District 85 -1 (parks landscape maintenance) for Fiscal Year 1996/97. 2. Selection of the consultant to provide certain required Assessment Engineering services for the extension of said assessment district. Said work is to include certain additional Assessment Engineering services required to consider the establishment of a new Zone of Benefit encompassing the properties within the Mountain Meadow Planned Community (PC -3). DISCUSSION A. Background edl -96 In 1984, a Landscaping & Lighting Maintenance Assessment District (AD 84 -2) was created to fund costs associated with street lighting and the maintenance of various landscaped areas in the City. This was a successor to the District enacted by the County of Ventura prior to incorporation. In 1985, a Parks Maintenance Assessment District (AD 85 -1) was created to recover costs associated with parks maintenance in the City. 000013b Initiate Proceedings for Annual Assessments January 1996 Page 2 As part of the annual budget process, the City Council considers whether to renew the subject Assessment Districts and levy assessments for street lighting, landscaping maintenance, and park maintenance 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. The preparation of a report does not require the City to approve the report and levy assessments. The purpose of the report is to develop the information necessary to make that decision. The report sets forth the items proposed to be funded by the district and the methods to be used to distribute the cost for those items to all of the properties in the City. B. Proposals for Assessment Engineering Services Each year it is necessary for the City to retain the services of a consultant to provide certain required Assessment Engineering services. This year the City is in receipt of Proposals from two separate firms. A summary of these proposals is as follows: Consultant Fee M Reimb ($) Total Muni Financial Services Option A Option B Dwight French & Associates 20,000 1,500 21,500 9,500 1,500 11,000 7,950 2,920 10,800 It is the recommendation of staff that the firm of Dwight French & Associates be retained to provide the required Assessment Engineering services for FY 1996/97. C. Scope of Assessment Engineering Services adl -96 Dwight French and Associates (DFA) has prepared the Engineer's Reports for the subject Assessment Districts for the past several years. The Proposal submitted by DFA for such services for FY 1996/97 is attached as Exhibit 1. Attached as Exhibit 2 is a chart showing the proposed Assessment Engineering costs for FY 1996/97 compared to like costs incurred in prior years. The fee for Assessment Engineering covers the engineer's time for gathering and analyzing the data required to develop the final report, the preparation of the report, telephone expenses, travel expenses and meeting attendance. Authorized reimbursable expenses include the following: copies of County tapes and /or V 0005 Initiate Proceedings for Annual Assessments January 1996 Page 3 Assessor's maps, on -line computer services, messenger /express mail, photocopying and public hearing notice sorting and envelope stuffing. [The notices are mailed here in Moorpark, with the City paying for the bulk mailing.] Staff monitors reimbursement expenses to ensure their reasonableness. Last year the Assessment Engineer's Report for AD 84 -2 included provisions for the establishment of a new Zone of Benefit to encompass all of PC -3. The City Council did not approve the establishment of this new Zone 10 for FY 1995/96. The Engineer's Report for AD 84 -2 for FY 1996/97 will again include provisions for the establishment of this new Zone of Benefit. Since most of the work required to establish this new zone has already been completed, there will be no additional charge related to this element of the required work. In addition, the Engineer's Report for AD 84 -2 for FY 1996/97 will also include a discussion of certain debris basin cleaning costs to be spread to certain specified properties. D. Continuation of Assessment Districts In accordance with the requirements of applicable sections of the Streets and Highways Code of the State of California, the attached resolutions initiate the process required for the City Council to consider continuation of the subject two Assessment Districts. Upon adoption of these resolutions, the Assessment Engineer will prepare an Engineer's Report for each District. Those draft reports will be considered by the City Council for approval in April. If approved, a public hearing will be scheduled for the first meeting in June to consider the levy of the assessments. E. Public Meeting & Public Hearing adl -96 In the event a new assessment is proposed, or an existing assessment is proposed to be increased, State law requires that public hearing notices be mailed to each property being assessed, advising them of the date and time of a public meeting to discuss the proposed assessments, and a public hearing at which the levy of the annual assessments is to be considered. Public Hearing notices must be mailed to all affected property owners at least forty -five (45) days prior to the date of the public hearing. Said notices must also state the estimated amount of the proposed assessments. 0000n Initiate Proceedings for Annual Assessments January 1996 Page 4 The mailing of public hearing notices to each property owner is consistent with past City policy to fully advise those affected of proposed assessments. Consistent with that past policy, it is again recommended that such notices be mailed to all owners of property within the City. Said notices would include assessment amounts sufficient to fully fund anticipated costs. Although the amount levied could not exceed the amount stated in the notice, the final assessment amount could be lower, should total costs estimates be reduced or other funding sources authorized. F. New Zone of Benefit As stated above, the Assessment Engineering services for AD 84 -2 will include provisions for the establishment of a new Zone 10 to consist of all of the properties within PC -3. Such language in the Engineer's Report would be consistent with recent City Council direction in response to a request from the Homeowners Associations in the area. RECOMMENDATIONS Staff recommends that the City Council take the following actions: 1. Adopt Resolution No. 96- (Exhibit 3) authorizing preparation of an Engineer's Report for the Moorpark Lighting and Landscaping Maintenance Assessment District (AD 84 -2) for FY 1996/97, said report to include provisions allowing for the establishment of a new Zone of Benefit for the maintenance of certain landscaping within the Mountain Meadows Planned Community (PC -3). 2. Adopt Resolution No. 96- (Exhibit 4) authorizing preparation of an Engineer's Report for the Moorpark Parks Maintenance Assessment District (AD 85 -1) for FY 1996/97. 3. Approve the selection of Dwight French and Associates to prepare FY 96/97 Engineer's Reports for AD 84 -2 and AD 85 -1 for a fee not to exceed $10,800 ($7,980 for the reports plus a Not to Exceed Amount of $2,920 in reimbursable expenses). Note: City Council approval shall be required for expenditures in excess of $10,800. 4. Authorize the City Manager to sign a letter of agreement with Dwight French and Associates for said services. adl -96 000'0 EkNCT L November 1, 1995 RECEIVED NOV 0 6 1995 City of Moorpark Mr. Ken Gilbert Public Works Department Director of Public Works City of Moorpark 799 Moorpark. Avenue Moorpark, CA 93021 Subject: Assessment Districts 84 -2 and 85 -1 Fiscal Year 1996/97 Dear Mr. Gilbert: Based on our work over the years, Dwight French & Associates, Inc. (DFA) will be glad to provide engineering services to update the existing lighting and parks assessment districts for fiscal year 1996/97. A schedule of milestone dates and a scope of work items are enclosed. Compensation for the services will be $7,980.00; assuming no annexation of new areas nor creation of new zones. Reimbursables such as reproductions, printing of mailing labels, postage, computer tape file and assessor's maps will be billed at cost plus 15 %. If you need further clarification or information, please do not hesitate to contact me. Sincerely, DWIGHT FRENCH & ASSOCIATES, INC. Danny Chow Project Manager DC:mc \1trlfy96 -97.dc N 1470 South Valley Vista Drive, Suite 290, Diamond Bar, California 91765 1000(t) 1N (909) 860 -3566 Fax No. (909) 860 -3476 N ((d�3) DWIGHT FRENCH & ASSOCIATES X 2 (7-J.3) Landscaping and Lighting Assessment District AD -84 -2 and Parks Maintenance Assessment District AD -85 -1 Fiscal Year 1996 -97 Scope of Work 1. Order data base computer tape file and assessor's maps from County. 2. Research and incorporate changes on parcels. 3. Prepare cost spread base upon City's preliminary budget. 4. Prepare preliminary engineer's reports. 5. Attend public hearing. 6. Make revision if so ordered by Council. 7. Prepare cost spread base upon City's final budget. 8. Prepare final engineer's reports. 9. Prepare computer tape file and submit to County. 10. Receive unmatch list from County, revise and resubmit. 2 90 ()®93 DWIGHT FRENCH & ASSOCIATES Landscaping and Lighting Assessment District AD -84 -2 and Parks Maintenance Assessment District AD -85 -1 Fiscal Year 1996 -97 SCHEDULE OF MILESTONE DATES G-9-, Z (3u�3� Task Responsible Date Initiate proceedings;. order engineer's report City /Council 1/03/96 Deliver preliminary budget City 2/23/96 Review preliminary engineer's report with City staff DFA/City 3/15/96 Deliver preliminary engineer's report DFA 3/22/96 Deliver mailing labels DFA 3/22/96 Approval of engineer's report, resolution of intention, set hearing date for June 5 DFA/City /Council 4/03/96 Publish Public Hearing Notice City 4/05/96 Last day to mail notices City 4/18/96 Public meeting City 4/30/96 Hearing and resolution confirming assessment DFA/City /Council 6/05/96 Deliver final budget City 6/21/96 Deliver computer tape file to County DFA 7/03/96 Deliver final engineer's report DFA 7/10/96 Receive unmatch list from County, revise and resubmit DFA 8/15/96 3 000054 2(1 EXHIBIT 2 ASSESSMENT ENGINEERING COST SUMMARY Element AD 84 -2 ($) AD 85 -1 ($) Total FY 1993/94 A. Budaet 7,000.00 4,000.00 11,000.00 B. Actual Costs • Engineer's Fee 4,620.75 3,625.00 8,245.75 • New Zone 400.00 400.00 • Reimbursable Expenses 1,006.17 1.006.17 2,012.34 • Reimbursable Expenses 6,026.92 4,631.17 10,658.09 FY 1994195 A. Bud aet 5,500.00 5,000.00 10,500.00 B. Actual Costs • Engineer's Fee 4,620.75 3,625.00 8,245.75 • New Zone 400.00 400.00 • Reimbursable Expenses 442.83 442.82 885.65 • Reimbursable Expenses 5,463.58 4,067.82 9,531.40 FY 1995/9.6 Proiected A. Budget 5,500.00 5,000.00 10,500.00 B. Actual Costs • Engineer's Fee 4,620.75 3,625.00 8,245.75 • New Zone 400.00 400.00 • Less Refund (Zone 4) (861.00) 1,460.00 (861.00) • Reimbursable Expenses 442.83 442.82 885.65 4,602.58 4,067.82 8,670.40 FY 1996 /97 Proposed A. Proposed Budget 5,400.00 5,400.00 10,800.00 B. Proiected Actual Costs • Engineer's Fee 3,940.00 3,940.00 7,880.00 • New Zone incl. 0.00 • Reimbursable Expenses ** 1,460.00 1,460.00 2.920.00 5,400.00 5,400.00 10,800.00 Notes: ** This is the Reimbursable Expenses Not to Exceed Limit. Reimbursable expenses include costs for: . County Assessor maps County Assessor's tape file . Printing labels Stuffing envelopes . Reproduction costs adl -96 Other costs to be borne by the City includes envelopes, Public Hearing notices and postage. UO00'