Agenda #: 5.6
Meeting Date: April 1, 2025
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Fox, City Manager
TITLE: LANDSCAPE ASSESSMENT DISTRICT NOS. 38, 39-2022, AND 41- 2021 FOR FISCAL YEAR 2025/26.
STRATEGIC
GOAL: Responsible Stewardship of Public Resources
RECOMMENDATION:
A. Adopt Resolution No. 2025-09 ordering the City Engineer to prepare and to file an Engineer's Report related to maintenance of improvements in Landscaping Assessment District No. 38 and any assessment thereon for Fiscal Year 2025/26;
B. Adopt Resolution No. 2025-10 ordering the City Engineer to prepare and to file an Engineer's Report related to maintenance of improvements in Landscaping Assessment District No. 39-2022 and any assessment thereon for Fiscal Year 2025/26;
C. Adopt Resolution No. 2025-11 ordering the City Engineer to prepare and to file an Engineer's Report related to maintenance of improvements in the Landscaping Assessment District No. 41-2021 and any assessment thereon for Fiscal Year 2025/26; and
D. Approve, and authorize the City Manager to sign, the Consultant Services Agreement with NBS Government Finance Group for a three-year term in a notto-exceed amount of $48,620, plus a contingency amount of $5,000, for a total authorization amount of $53,620.
FINANCIAL IMPACT:
The proposed agreement has a not-to-exceed amount of $48,620, and with a $5,000 contingency, the total authorization amount will be $53,620 for three years, covering all three Landscape Assessment Districts (LADs). For Fiscal Year 2024/25, Year 1 of the contract, a total of $21,000 is budgeted for this service in the LADs’ Operating Budget.
Sufficient funds will be requested for the Fiscal Years 2025/2026 and 2026/2027, Years 2 and 3 of the Contract.
BACKGROUND:
There are three Landscape Assessment Districts (LADs) in the City: LAD No. 38, LAD No. 39-2022, and LAD No. 41-2021. As part of these assessment district updates, the City must undergo a three-step process every fiscal year. First, the City Council initiates the process by adopting resolutions ordering the City Engineer to prepare and file an engineer’s report for each district, the action being recommended in this agenda item.
Second, the report is finalized and presented to the City Council, which, in turn, adopts resolutions of intention that are set for a Public Hearing. Lastly, the City holds a Public Hearing at a City Council meeting where the assessment districts are approved and confirmed, resulting in the adoption of a resolution confirming the levy of assessments.
Throughout the entire process, all proceedings for the maintenance of improvements will be pursuant to the provisions of the Landscape and Lighting Act of 1972 of Part 2 of Division 15 of the Streets and Highways Code of the State of California and applicable provisions of Proposition 218, Article 10 XIII D of the California Constitution.
On February 6, 2025, the City released a Request for Proposals (RFP) for landscape assessment district engineering services through the City’s online bidding platform (PlanetBids). After the RFP closed, the City received four (4) proposals from the following firms:
# Firm FY2025/26 Cost Total Contract Cost
1. NBS Government Finance Group $15,745.00 $48,620.00
2. WEBB Municipal Finance, LLC. $18,500.00 $57,181.65
3. DTA Public Finance, Inc. $20,000.00 $60,000.00
4. SCI Consulting Group $20,160.00 $60,480.00
ANALYSIS:
LAD No. 38
The City has an annual program for the maintenance of landscaped medians as well as parkway improvements along the major arterials, and intends to continue the said program by special assessments upon lands within the City. Funds must be provided to enable District No. 38 to continue its operation during the Fiscal Year 2025/26. District No. 38 encompasses the whole City and is illustrated in Exhibit “A-1” Map (Attachment 5).
LAD No. 39-2022
The City has an annual program for the maintenance of landscaping, open space improvements, five mini-parks, and trails, and intends to continue the said program by special assessments upon lands within the district. Funds must be provided to enable District No. 39-2022 to continue operating during the Fiscal Year 2025/26. District 39- 2022 encompasses areas in the northeasterly part of the City, as illustrated in Exhibit “A-2” Map (Attachment 5).
LAD No. 41-2021
The City has an annual program for the maintenance of landscaping and open space improvements, and intends to continue the said program by special assessments upon lands within the district. Funds must be provided to enable District No. 41-2021 to continue operating during the Fiscal Year 2025/26. District 41-2021 encompasses the southwesterly part of the City, as illustrated in Exhibit “A-3” Map (Attachment 5).
Assessment Engineering Services
Staff used qualitative metrics to evaluate each firm’s proposal and compared the hourly rates and proposed hours for each consulting task. Furthermore, all firm proposals were evaluated based on their ability to perform the required tasks and their relevant experience in providing similar services to other agencies in the region.
The proposal submitted by NBS Government Finance Group (“NBS”) demonstrates its extensive knowledge of assessment district engineering services and its ability to complete all tasks required for levying annual assessments. Staff recommends a threeyear contract agreement, with a two-year extension option, with NBS to provide this service. In the past, NBS has provided support to the City in the outreach services related to the successful Proposition 218 process for the formation of LAD No. 39-2022.
A short form of NBS’s proposal is attached as Exhibit “A” to the proposed Agreement.
LEGAL REVIEW:
The City Attorney has reviewed and approved the agreement and the resolutions as to form.
PREPARED BY:
REVIEWED BY:
Attachments:
1. 5.6.a Resolution No. 2025-09: LAD 38 - Preparation of Engineer's Report
2. 5.6.b Resolution No. 2025-10: LAD 39-2022 - Preparation of Engineer's Report
3. 5.6.c Resolution No. 2025-11: LAD 41-2021 - Preparation of Engineer's Report
4. 5.6.d Consulting Services Agreement with NBS
5. 5.6.e Maps - Exhibits A-1, A-2, and A-3