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HomeMy WebLinkAboutItem 2h: Contract to Willdan Financial Services for Formation of Assessment Districtmeor9 . Iw Au,u~1 1. 1903 DATE: October 6, 2009 STAFF REPORT Public Works Services Department TO: Mayor and City Council FROM: Pat Malloy, Assistant City Manager/Public Works Services Direct] Prepared by: Maria A. Taylor, Senior Management Analyst SUBJECT: AWARD A CONTRACT TO WILLDAN FINANCIAL SERVICES IN THE AMOUNT OF $6,500 FOR FORMATION OF AN ASSESSMENT DISTRICT FOR FIVE-LOT SUBDIVISION PROJECT ON EIGHTH AVENUE Recommendation: Approve SUMMARY The Public Works Services Department (PWSD) is working collaboratively with Development Services Department (DSD) on the formation of a lighting and landscaping district for a five (5) lot subdivision project on Eighth Avenue. The purpose of this assessment district is to ensure that new development pays their fair share of on- going operation and maintenance costs from street lighting and landscape maintenance. It should be noted that this proposed assessment district is separate from the anticipated citywide lighting assessment district. As a result of Willdan Financial Services (Willdan) knowledge of the Landscape and Lighting Act of 1972 and their familiarity with the City; staff feels that Willdan is the most qualified firm to assist City staff with preparation of the required documentation for the formation and balloting process associated with the proposed Assessment District. The projects owner/developer is a willing participant and has put up a deposit to be used for the proposed formation of the Landscape and Lighting District. Therefore, staff recommends awarding a contract to Willdan Financial Services in the amount of $6,500 for the formation of an Assessment District prepared under the Landscape and Lighting Act of 1972 for the five-lot subdivision project on Eight Avenue. DISCUSSION The Public Works Services Department (PWSD) is working collaboratively with Development Services Department (DSD) on a proposed lighting and landscaping district for the five (5) lot subdivision development project on Eighth Avenue to ensure recovery of this area's ongoing lighting and landscaping maintenance and operation costs from its property owner. This project is separate from the upcoming citywide Page 1 of 2 Mayor and City Council October 6, 2009 lighting assessment district formation and its funding was not included in this year's budget. However, the property owner/developer is supportive of the subdivision's landscape and lighting district formation and has provided the City a deposit of $7,500 to pay for the consultant's fees associated with the establish the district. Although this proposed assessment district is smaller than the citywide assessment district and only requires one (1) vote for the district to pass, staff is still required to follow the Landscaping and Lighting Act of 1972. This includes the Council's approval of an Engineer's Report and resolutions to initiate the formation of the district and to proceed with the balloting process. In addition, a 45-day notice is necessary prior to the Public Hearing during which the balloting process would be officially closed and tabulated. The Public Hearing is tentatively scheduled for the December 8th City Council Meeting. Following the successful passage of the balloting process, staff will return to a later meeting requesting the Council's approval of the Engineer's report and order levy of assessment. Willdan, formerly MuniFinancial, handled last year's citywide lighting assessment district formation and is working with the City on this year's re-balloting process. Based upon Willdan's extensive knowledge of the city's district structure and assessment rationale, Willdan is able to provide similar service more cost effectively for the subdivision's district formation. Therefore, staff recommends awarding a contract with Willdan Financial Services in the amount of $6,500 for the formation of an Assessment District prepared under the Landscape and Lighting Act of 1972 for the five-lot subdivision project on Eighth Avenue FISCAL IMPACT: Funding for this project was not budgeted for this fiscal year. However, the developer has already put up a deposit of $7,500 to the City to pay for the consultant fees for the subdivision's district formation. Upon successful establishment of the subdivision's lighting assessment district, the City will collect an assessment from the property owner's annual property tax bill to fund the District's annual maintenance and operations costs. RECOMMENDATION: 1. Award a contract to Willdan Financial Services in the amount of $6,500 for the small residential subdivision's district formation services. 2. Authorize the City Manager and City Clerk to execute a contract in a form approved by the City Attorney. Approved by: Donald Penm , City Manager PM:DM:jb Page 2 of 2