REQUEST FOR PROPOSALS

Transcription

1 PROVIDE ANNUAL ENGINEERING SERVICES FOR STOCKTON CONSOLIDATED LANDSCAPE MAINTENANCE ASSESSMENT DISTRICT NO AND CENTRAL STOCKTON LIGHTING MAINTENANCE ASSESSMENT DISTRICT OM DUE DATE: Thursday, August 25, 2016 at 2 p.m. Issued By: City of Stockton Public Works Department Municipal Service Center 1465 S. Lincoln Street, Stockton, CA Contact Information: Susan Christy, Project Manager (209) susan.christy@stocktonca.gov

2 INTRODUCTION The City of Stockton desired to retain the services of an engineering firm to prepare engineering reports for the Stockton Consolidated Landscape Maintenance Assessment District No and the Central Stockton Lighting Maintenance Assessment District. The services will include prepare the annual engineer s reports, tax rolls, submitting roll to the San Joaquin County Auditor- Controller and attending City Council meetings related to the districts as necessary. Proposals will be reviewed and ranked on qualifications, references, fees, and other relevant information. Once negotiated, the contract will be for an initial term of three years with an option, at the City s discretion, to extend the contract for up to two one-year terms. BACKGROUND The Stockton Consolidated Landscape Maintenance Assessment District No (Consolidated Landscape District) levies assessments to fund maintenance of landscaping, parks, and related improvements in 34 zones across the City. On February 26, 2996, Council adopted Resolution No that consolidated the eight Landscape Maintenance Districts that existed at that time into one Consolidated Landscape District. Landscape maintenance assessments are currently levied in 27 zones. In seven zones where an assessment is not levied, maintenance is not required, as no improvements have been constructed. Assessments in seven zones were approved prior to the adoption of Proposition 218 and are fixed. The assessment for all new districts/zones formed subsequent to Proposition 218 includes an annual escalator that is the greater of 3% or the increase in the San Francisco/San Jose/Oakland consumer price index. The Central Stockton Lighting Maintenance District is comprised of one zone. The District was formed in 2011 after achieving a passing vote in a voting process established by Proposition 218. This special lighting district was formed to provide enhanced lighting consisting of more lights per block than a standard design would require, and non-standard poles and fixtures. The District levies assessments to fund maintenance of specialty streetlights in the Oxford Manor area. All funds generated from the assessments in the Oxford Manor zone can only be used for specific work in that zone The Landscaping and Lighting Act of 1972 (Act), under which these districts were formed, requires that an engineer s report/schedule of parcels to be prepared annually for each district. The engineer s reports/schedule of parcels will determine the actual assessments for the applicable Tax Year for all of the properties within 1

3 these districts. Once determined, the Stockton City Council must approve these assessments prior to their inclusion on the tax roll. SUBMITTAL REQUIREMENTS The City of Stockton reserves the right to reject any and all proposals, or to negotiate separately with any source whatsoever in any manner necessary to serve the best interest of the City of Stockton. Costs for developing proposals are entirely the responsibility of the vendor and shall not be chargeable in any way to the City of Stockton. All materials submitted become the property of the City of Stockton. Five copies and one unbound original of the proposal, signed by an authorized representative, shall be delivered no later than 2 p.m. on Thursday, August 25, 2016 to: Public Works Department 22 E Weber Ave, Room 301 Stockton, CA Attn: Susan Christy The following information must be placed in the lower left corner of the sealed envelope/package containing the proposals: OM Professional Services for Preparing District Engineering Reports (Name of Firm) RFP Open by Program Coordinator only A. The Bid submission should include the following on no more than 15 pages: 1) A cover letter; 2) A description of your firm s background, similar experience and capabilities; 3) A project team organizational chart and resumes of key personnel who would be assigned to the contract work; 4) A list of three former (within the past five years) or present clients for whom your firm has performed similar services; 5) The office location where staff would be available; 6) A statement that you have staff available to complete the work as requested; 7) A brief proposal regarding your approach to completing the work; 8) Costs per year per zone for preparing the Annual Engineer Report and Assessments for the Stockton Consolidated Landscape Maintenance 2

4 Assessment District No for the Tax Years , and ; 9) A personnel hourly charges list; B. The consultant should provide a description of list of local firms being used. The City of Stockton encourages the use of local firms. C. The bid submission should be singe-spaced on 8½x11 paper with font size 12. D. If possible, bid submission should include insurance certification to expedite award. E. After the evaluation, the City will expect a full materials list for each site and item by item pricing The selected firm will be expected to meet with City staff (by phone or in person, at City discretion) as often as the City deems necessary throughout the term of this contract. TECHNICAL QUESTIONS General questions regarding this Request for Proposals may be directed to Susan Christy, Project Manager, at (209) or susan.christy@stocktonca.gov. Technical questions regarding this work must be submitted in writing and must be received according to the schedule below. Written questions should be of a technical nature to allow for the clarification of the scope of services. Copies of the current Tax year Annual Engineer s Report for the Stockton Consolidated Landscape Maintenance Assessment District No and for the Central Stockton Lighting Maintenance Assessment District are available at the Municipal Service Center. 3

5 SELECTION PROCESS The City of Stockton Public Works Department will follow the schedule listed below, but reserves the right to modify the schedule in any manner necessary to service the best interest of the City: Release of Request for Proposals July 18, 2016 Written Questions Submitted by August 15, 2016 Release Response Posted on BidFlash to Written Questions August 18, 2016 Proposals Due 2 p.m. August 25, 2016 Review of Proposals/Possible Interviews, Negotiations September 6, 2016 Possible Council Contract Approval November 1, 2016 The selected firm must abide by all City of Stockton Business License and Insurance requirements prior to the commencement of the contract. Insurance Exhibit attached (see Instructions to Proposers). SCOPE OF WORK A. Task 1: Stockton Consolidated Landscape Maintenance Assessment District No Preparation of Engineer s Report including assessments and assessment diagrams. 1) Based on the annual assessment formulas established in the original engineer s report for each zone in the Stockton Consolidated Landscape Maintenance Assessment District No. 96-2, calculate the proposed maximum allowable and proposed assessment to be levied against each parcel for the parcel s share of the budget costs for the identified tax year, and prepare the Assessment Roll for each zone for Tax Years , , and ) Prior to the annual calculation, identify all parcels having data that has changed from the previous tax year s Assessor s Roll for the purposed of updating data files and identifying changes to the Assessor Tax Roll. 4

6 3) Identify all revised or added Assessor s Maps. 4) Determine the appropriate cost of living adjustment factor to be applied to each zone per the original engineer s report for each zone. Apply the cost of living adjustment factor to determine the maximum allowable assessment and assist the City to determine the actual annual assessment needed for budget needs. 5) Amend assessment diagrams and/or boundary maps to reflect any Assessor data changes or annexations into the zone. 6) Record all amended diagrams for boundary maps, including payment of recording fees. 7) Identify any assessment increases against each parcel from the prior year s assessment and meet with City staff to review any proposed increase in annual assessment that would trigger the Proposition 218 ballot process or otherwise require mailed notices. 8) Prepare an Engineer s Report to include: a description of the improvements to be maintained for the next tax year as provided by City; an estimate of maintenance and administrative costs as provided by the City; an estimate of the total assessments; and updated Assessment Diagram which is based upon the unchanged Assessment Diagram from the previous Annual Engineer s Report of the preceding tax year and any added or revised Assessor s Maps and including an Index Sheet of the District s zones; the Assessment Roll by Assessor s Parcel Number; and the assessment spread of the proposed assessments for the following tax year. 9) A total of six hard copies and three electronic copies of the Annual Engineer s Report for the Stockton Consolidated Landscape Maintenance Assessment District No shall be provided for approval by the City Council and staff; one hard copy of report shall be provided to the District legal counsel. 10) For the purposes of this proposal Engineer will attend a minimum of two City Council meetings/public hearings pertaining to the District and four staff meetings annually as necessary. 11) Transmit to the San Joaquin County Auditor-Controller the approved Assessment Roll in the electronic media form and format as required by the San Joaquin County Auditor-Controller no later than August 10 of each 5

7 year. City will provide the latest available tax roll for the preparation of the following year s Assessment Roll and any map amendments. B. Task 2: Central Stockton Lighting Maintenance Assessment District Preparation of Engineer s Report including assessments and assessment diagrams. 1) Based on the annual assessment formulas established in the original engineer s report for each zone in the Central Stockton Lighting Maintenance Assessment District, calculate the proposed maximum allowable and proposed assessment to be levied against each parcel for the parcel s share of the budget costs for the identified tax year, and prepare the Assessment Roll for each zone for Tax Years , , and ) Prior to the annual calculation, identify all parcels having data that has changed from the previous tax year s Assessor s Roll for the purposed of updating data files and identifying changes to the Assessor Tax Roll. 3) Identify all revised or added Assessor s Maps. 4) Determine the appropriate cost of living adjustment factor to be applied to the zone per the original engineer s report. Apply the cost of living adjustment factor to determine the maximum allowable assessment and assist the City to determine the actual annual assessment needed for budget needs. 5) Amend assessment diagrams and/or boundary maps to reflect any Assessor data changes or annexations into the zone. 6) Record all amended diagrams for boundary maps, including payment of recording fees. 7) Identify any assessment increases against each parcel from the prior year s assessment and meet with City staff to review any proposed increase in annual assessment that would trigger the Proposition 218 ballot process or otherwise require mailed notices. 8) The Engineer s Report is to include: a description of the improvements to be maintained for the next tax year as provided by City; an estimate of administrative costs as provided by the City; an estimate of the total assessments; and updated Assessment Diagram which is based upon the unchanged Assessment Diagram from the previous Annual Engineer s Report of the preceding tax year and any added or revised Assessor s 6

8 Maps and including an Index Sheet of the District s zones; the Assessment Roll by Assessor s Parcel Number; and the assessment spread of the proposed assessments for the following tax year. 9) A total of six hard copies and three electronic copies of the Annual Engineer s Report for the Central Stockton Lighting Maintenance Assessment District shall be provided for approval by the City Council and staff; one hard copy of report shall be provided to the District legal counsel. 10) For the purposes of this proposal Engineer will attend a minimum of two City Council meetings/public hearings pertaining to the District and four staff meetings annually as necessary. 11) Transmit to the San Joaquin County Assessor the approved Assessment Roll in the electronic media form and format as required by the San Joaquin County Auditor-Controller no later than August 10 of each year. City will provide the latest available tax roll for the preparation of the following year s Assessment Roll and any map amendments. 7