CITY OF MENIFEE REQUEST FOR PROPOSAL. Special District Administrative Services. City of Menifee. Proposals must be received by:

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1 CITY OF MENIFEE REQUEST FOR PROPOSAL Special District Administrative Services City of Menifee Proposals must be received by: Terri Willoughby, Finance Director City of Menifee Haun Road Menifee, CA No later than 5 p.m. on Friday, January 31, 2014

2 I. INTRODUCTION The City of Menifee (the City ) is seeking proposals from qualified firms to provide apportionment, delinquency monitoring, administration and other related services for all Special Tax Districts within the City of Menifee (See Table 1 for current districts). The Community Facilities District (CFD) (s) were, or will be formed under the Mello- Roos Community Facilities Act of The City has completed the formation of two Districts, and expects to complete another before June 30, The Community Service Areas and Landscape & Lighting Districts were formed by the County of Riverside and transferred to the City of Menifee upon incorporation. Community Facilities District (CFD): District Name # of units Audie Murphy Ranch Maintenance CFD 2, Hidden Hills CFD 104 Community Service Areas: District Services # of units 33 Lighting, Park & Recreation Lighting Lighting 14, Roads, Law Enforcement 3, Lighting Lighting, Park and Recreation, Landscaping 7,407 Landscape & Lighting Districts: District # of Zones Services and # of units 89-1-C Assessment Zones-14 Varies by zone Street Lighting Zones-18 Varies by zone II. SCOPE OF SERVICES The Consultant will be responsible for the following tasks: Administration Services: a. The City will provide the Consultant with access to information on all building permits issued during the periods specified in the Methods of Apportionment included in the Engineer s report and/or Rate and Method of Apportionment of Special Tax for each District. The Consultant will obtain and review building permit information, final maps and site development plans for all Districts as well as all relevant information on file. Note that all building permits may refer to lot numbers rather than parcel numbers, addresses, final maps and site development plans for all Districts as well as all relevant information on file. Current Assessor Parcel listings shall be obtained. b. Based on information provided by the County and the City on currently valid parcels, Consultant shall update the database for each District. This database will 2

3 need to be created during the initial year. The databases used for fee calculation must be separated where there is more than one billing area. Changes in billing category (from Undeveloped to Developed ) must be input. Acreage for developed and extended areas shall be subtracted from the undeveloped acreage. c. The Consultant shall calculate the maximum Special Tax rates by adjusting the previous year s rates as specified in the Rates and Method of Apportionment of each Special District. Based on information provided by the City regarding budget requirements for the following fiscal year, fund balances and reserve requirements, the actual Special Tax rates for each billing category shall be determined and the costs distributed in accordance with the Rate and Method of Apportionment for each District. d. Prior to June 30, Consultant will provide the City with Assessment rates for each District, and each billing category within said District. e. Prior to County submittal, the Consultant will provide to the City a computer file or other mutually agreed upon format that will include the District number, parcel number and maximum Special Tax charge on each parcel in a format which will be acceptable to the City s printer. f. The Consultant shall compile and transmit a complete list of the actual special tax/assessment levies for each assessor s parcel in each Special District, via computer file, to the County Tax Collector and the County Assessor, prior to the last working day in July. Note that since there will be a separate fund for each District, the list for each District must be kept separately. The Consultant shall make any corrections to the information on the file requested by the County prior to the established deadline. g. The Consultant will prepare all applicable annual preliminary and final Engineer s Reports and corresponding resolutions to submit to the City. Additionally, the Consultant will prepare applied and/or annual reports. Report shall include information and assumptions used to derive the maximum and annual rates, a report on Special Taxes owed, with parcel numbers and amounts given; the amount of delinquent taxes to be spread over the undeveloped parcels; and a list of all parcels in each District with the following information: acreage, residential square footage, rate category, area (where applicable), maximum allowable charge and actual charge. h. Based on information obtained from the County, the Consultant shall prepare annual delinquency reports in order to determine the amount of delinquent taxes, which will need to be spread to the undeveloped parcels. i. The Consultant s staff shall attend an initial kickoff meeting, in April of each year, and a meeting upon completion of the draft of the special tax/assessment district reports with the City s staff. j. At the City s request, the Consultant shall be the initial contact for all questions from property owners and developers. k. Consultant shall provide an internet based site that can be accessed by the public to retrieve basic assessment information, by parcel number, including, but not limited to: 3

4 i. Original assessment charged to property ii. Remaining balance of original assessment iii. Total annual amount being levied on the property and a detailed description of charges. iv. Year-to-Date payments l. Consultant shall provide internet/intranet based site, which can only be accessed by authorized City employees. The site shall contain information as described in item fourteen (14) above, with additional administrative information such as delinquencies, foreclosure actions, and should have basic reporting capabilities. m. At the City s request, the Consultant should be available to attend City Council meetings at which services included in this contract are to be discussed. n. Consultant shall conduct an audit of parcels and assessments for each district, to be concluded before the initial year s assessment process if completed. III. PROPOSAL FORMAT In order to promote consistent responses and to facilitate the selection process, proposals must be organized to include the following sections and information: 1. Cover Letter Include the name of contact person in your firm. 2. Qualifications Include specific information regarding experience in special district administrative services including the names of clients of a similar size and scope to the City of Menifee. 3. Technical Approach - Include a detailed work plan your organization would follow in this assignment. Indicate progress review meetings with City officials, specific output generated at various steps, and major milestones. 4. Staffing and Fees * List the individuals that will participate on the assignment, including their staff classification, and the estimated hours each will participate. Include a resume for each individual. *Show the number of hours by staff classification, including their respective hourly rates. Each phase of the project should be priced separately, as appropriate. Indicate a maximum fixed fee, including out-of-pocket expenses. 5. References - Provide an example of an annual report for a local government (a city) that your firm has developed as an attachment to your proposal. Include the name and phone number of a contact person in the above organization. IV. FEE SCHEDULE The City desires to obtain the services of one firm who can provide all of the services 4

5 requested in this proposal. However, individual services will be considered separately if warranted based on all factors including price. Therefore, the City requests that prices for services be separated according to the services requested. Please state what one-time fees (if any) there would be to create the data base necessary for special district administration. Also state how your firm envisions obtaining this data. It should be noted that the selected consultant will be required to carry both Worker s Compensation and General Liability Insurance in the amount outlined in the draft professional services agreement. V. SELECTION PROCESS A selection committee will evaluate proposals and select the consultant who posses the best combination of demonstrated competence and the necessary professional qualifications to complete the services in a satisfactory manner at a fair and reasonable price. In making this determination, the selection committee may consider the following criteria: * The firm s understanding of the work to be completed based on the clarity of the proposal and the firm s responsiveness to this Request for Proposal; * The firm s proposed approach to the work and work plan; * The experience and past performance of the firm in completing projects of a similar type, size, and complexity; * The experience and past performance of the firm s assigned staff in completing projects of a similar type, size, and complexity; * The feasibility of the firm s proposal based on the performance and cost schedules and the methodology to be used by the firm; and Upon completion of the evaluation of proposals, the City will notify the firm selected and send a professional services agreement(draft copy included) to that firm. No proposal shall be binding on the City until after the professional services agreement is signed by a duly authorized representative of both the consultant and the City. VI. PROPOSAL REQUIREMENTS Complete written proposals must be submitted by 5:00pm on January 31, 2014 to: 5

6 Terri Willoughby Finance Director City of Menifee Haun Road Menifee, CA Postmarks will not be accepted. Submit two copies of the response. The selected firm will be required to obtain a City of Menifee business license for all fiscal years during which services are provided. Please provide an Insurance Certificate that details your firm s level of insurance for errors and omissions and provide name of company scope of coverage for administration, as well as name of contact person. This Request for Proposal does not commit the City of Menifee to award any contract, to pay costs incurred in the preparation of any proposal nor to procure or pay for any service. The City, at its sole discretion, reserves the right to accept or reject any or all Proposals received as a result of this request, to excuse informalities and irregularities and to request clarification from any firm without notice thereof to other firms, to negotiate with any qualified source, or to cancel in part or in its entirety this request. The City will not disclose to any firm the basis upon which it makes its decision or any information regarding the content of a submittal of any other firm. 6