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HomeMy WebLinkAboutItem 2b: Citywide Street Lighting Assessment District: Contract with WilldanIneor~an~~d
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STAFF REPORT
Public Works Services Department
DATE: September 1, 2009
TO: Mayor and City Council
FROM: Pat Malloy, Assistant City Manager/Public Works Services Di
SUBJECT: ESTABLISHMENT OF A CITYWIDE STREET LIGHTING A,
DISTRICT - AUTHORIZE THE CITY MANAGER TO EXECUTE A SOLE
SOURCE AGREEMENT WITH WILLDAN FINANCIAL SERVICES FOR
THE ASSESSMENT AND POTENTIAL FORMATION OF A CITYWIDE
STREET LIGHTING ASSESSMENT DISTRICT IN THE AMOUNT OF
$50,800
Recommendation: Approve
SUMMARY
The Lighting Maintenance District is set to expire on June 30, 2010, which will obligate
the City to fund all street lighting costs, approximately $981,000 beginning in fiscal year
2010/11. The current District contributes approximately $400,000 in assessments each
year which offset approximately 40% of the cost to provide street lighting. Last year, the
City conducted proceedings for the formation of a Citywide Street Lighting Assessment
District (District) to provide for a portion of the annual costs associated with street light
maintenance. Property owners were balloted for the formation of the District but the
assessment was not approved. A majority protest existed and the City Council
abandoned the formation of a District last December.
This year's Capital Improvement Budget includes a project to revisit the formation of a
new District. Staff proposes to build on the prior assessment process, re evaluate
reports prepared, modify the method of apportionment and annual budget and to re-
ballot property owners in the City. If successful a new Citywide Street Lighting
Assessment District will be formed via the Landscaping and Lighting Act of 1972.
In order to proceed with the proposed formation of a new Street Lighting Assessment
District, a new analysis and engineers report will need to be prepared, building on last
year's material. Due to the complexity of this process and the consultant's familiarity
with the City and last year's process, staff recommends that City Council authorize the
City Manager to execute a sole source contract with Willdan Financial Services,
(formerly MuniFinancial) for assessment engineering services, mailing costs, ballot
Page 1 of 3
Mayor and City Council
September 1, 2009
printing, postage and necessary administrative and engineering support for the
establishment of this District in the amount of $50,800.
DISCUSSION
During the early 1970s, under the Street Lighting Act of 1919, the City's existing lighting
districts were consolidated into a single district. This is the last year that the City will be
able to assess property owners for street lights the old cost. Without the formation of a
new Citywide Street Lighting District before July 2010, the City will be forced to shoulder
all costs associated with street lighting in the City.
This year's Capital Improvement Budget includes a project to revisit the formation of a
new Citywide Street Lighting Assessment District (District). Staff proposes to build on
the prior assessment process, develop/modify a new engineer's report and to re-ballot
property owners in the City. If successful a new citywide Street Lighting Assessment
District will be formed via the Landscaping and Lighting act of 1972.
The following are key study issues/strategies that will need to be addressed:
Evaluate possible modifications to last year's method of apportionment and budget
that could enhance property owner support.
Staff anticipates two (2) study sessions (mid October and mid November) with City
Council and Willdan on these issues. This work should be completed by mid
December. There are options on the schedule; the critical date is that a successful
formation must be completed by July 2010.
2. Simplify the presentation of the required Notice of Public Hearing and Ballot.
Public outreach is anticipated be begin in March and conclude in May, with property
owner ballots and notices mailed in mid April. There are options on the schedule;
the critical date is that a successful formation must be completed by July 2010.
3. Expand and enhance public outreach and property owner communications
Public education and outreach efforts will need to be addressed separately this fall
while Willdan Financial Services (Willdan) is modifying last year's approach to the
formation of the new District. Last year's lighting assessment attempt failed by a
small margin, but with the current poor economic environment it is critical that a
comprehensive outreach strategy is developed. A total of $85,000 is included in this
year's Capital Improvement Project for retention of a public relations firm to work
with staff, City Council and Willdan to prepare and execute an effective public
outreach program, should the Council wish to contract for these outreach services.
Page 2 of 3
Mayor and City Council
September 1, 2009
Willdan, formerly MuniFinancial, was selected for the last years Assessment Process
through a formal Request for Proposal process. They were rated the most qualified out
of four (4) proposals received, based on their successful completion of similar projects,
commendable background and a thorough approach and understanding of the project.
Two other consultants, declined to submit a proposal due to their current workload and
insufficient work experience in street lighting assessments.
Do to the complexity of this process and the consultant's familiarity with the City and last
year's assessment process, staff recommends that City Council authorize the City
Manager to execute a sole source contract with Willdan Financial Services, for
assessment engineering services, mailing costs, ballot printing, postage and necessary
administrative and engineering support for the establishment of this District in the
amount of $50,800.
ENVIRONMENTAL IMPACT
The environmental impact study is not necessary for this evaluation.
FISCAL IMPACT
The Capital Improvement Program includes a Street Lighting Assessment District
Project $136,300.
Upon a successful establishment of a citywide street lighting assessment district, the
LLD 1972 would allow the City to include this project cost as part of the special benefit
assessment and would be collected from the property owners' annual property tax bill.
RECOMMENDATION
Award a Professional Services Agreement with Willdan Financial Services
in the amount of $50,800 for assessment-engineering services for the
establishment of a citywide street lighting assessment district.
2. Authorize the City Manager and City Clerk to execute a contract in a form
approved by the City Attorney.
Approved by
PM
`J cyxr ,_e `pe ~
Donald Penman, City Manager
Page 3 of 3