16.E.
23 SECTION I II
APPROACH AND
UNDERSTANDING
City of Hemet F ebruary 22, 2024
Proposal for Special Assessment Districts Administrative Services and New District Formations
www.FinanceDTA.com
Scope Item Task and Description Performance Dates
Consulting Services
Bond Sales : Coordinate and Analyze Data With City Staff, Underwriter, Bond Counsel and General Counsel to the District, Financial Advisor, Appraiser, and Market Absorption Consultant to Generate an Official Statement to Sell Bonds for CFDs As Necessary
Formation : Work With City Staff and Developers to Establish New CFDs and Provide RMA(s) Pursuant to City Policies As Necessary Primary Contact Public Information Services: Field Property Owner Calls Regarding Special Districts Available Year Round
16.E.
24 SECTION IV
FEE SCHEDULE
City of Hemet F ebruary 22, 2024
Proposal for Special Assessment Districts Administrative Services and New District Formations
www.FinanceDTA.com
IV F EE SCHEDULE
A C ompensation
DT
A shall use the following personnel and rates of pay in the performance of the Scope of Services:
Table 6: DTA’s Fee Schedule
Position Rate
President/Managing Director $290/Hour
Senior Vice President $275/Hour
Vice President $250/Hour
Senior Manager $210/Hour
Manager $200/Hour
Senior Associate $190/Hour
Associate III $175/Hour
Associate II $165/Hour
Associate I $150/Hour
Research Associate II $140/Hour
B Special AD Administrative Fixed Fees
Th
e table below summarizes and totals all the maximum annual fixed administration fees for the various special district types.
Table 7: Maximum Annual Fixed Administration Fees
District Year 1
Annual Fee
Year 2
Annual Fee
Year 3
Annual Fee
LMD $17,000 $17,850 $18,743
SMD $14,250 $14,963 $15,711
CFD 2005-1 Public Safety Services $11,500 $12,075 $12,679 CFD 1999-1 Heartland $12,000 $12,600 $13,230
CFD 2021-01 Saddle Point $6,000 $6,300 $6,615
CFD 2022-01 Saddle Point II $3,500 $3,675 $3,859
CFD 2021-02 Heritage Pointe $5,750 $6,038 $6,339
CFD 2019-01 Mcsweeny $6,250 $6,563 $6,891
CFD 2022-01 Tres Cerritos West $5,000 $5,250 $5,513
CFD 2023-01 Morgan Crossing $5,000 $5,250 $5,513
Incidentals/Reimbursable Expenses $2,250 $2,363 $2,481
Total $88,500 $92,927 $97,574
Weed Abatement (Optional) 1 $3,500 Plus
$5 per Parcel
$3,675 Plus
$5.25 per Parcel
$3,859 Plus
$5.50 per Parcel
Note:
1. Based on pervious DTA staff experience, this optional line item for Weed Abatement has been added as an additional service that can be provided upon request.
16.E.
25 SECTION IV
FEE SCHEDULE
City of Hemet F ebruary 22, 2024
Proposal for Special Assessment Districts Administrative Services and New District Formations
www.FinanceDTA.com
C N ew Special District Formation and Annexation Service Fees Co
mpensation for new district formations and annexations into existing districts will be completed based upon the fees shown below.
Table 8: LLMD Formations and Annexations
# of Newly Created
Parcels in the
Engineer’s Report
Year 1 Year 2 Year 3
Base Fee Per Parcel
Fee Base Fee Per Parcel
Fee Base Fee Per Parcel
Fee
1-10 $1,500 $50 $1,575 $53 $1,654 $55
11-150 $3,500 $35 $3,675 $37 $3,859 $39
151-400 $4,000 $15 $4,200 $16 $4,410 $17
400+ $5,200 $8 $5,460 $8 $5,733 $8
Table 9: CFD Formations and Annexations
CFD Formation Parameters Year 1
Fee Range
Year 2
Fee Range
Year 3
Fee Range
Formation of CFDs per CFD or CFD Improvement Area - It is anticipated that a range of fees will be provided based on complexity and several of the factors listed below. Provide as many levels across the range as you deem necessary and give the parameters and methodology on how the fee level is identified.
Community Facilities Districts (Bonded):
a. Improvement Areas;
b. Potential Bonding Sizing;
c. Development of cost estimates for facilities
funded;
d. Number of Bond Series;
e. Developed or developing special tax area;
f. Land use densities;
g. Number of property owners;
h. Property owner or registered voter election;
i. Timing and list of potential improvements
funded; and
j. Timeline for project completion.
The budget shall
be further refined
upon additional
information on
the details of the
CFD to be formed.
$12,500-$45,000,
Plus $7,500 per
Improvement
Area
$13,125-
$47,250, Plus
$7,875 per
Improvement
Area
$13,781-$49,613,
Plus $8,269 per
Improvement
Area
Community Facilities Districts (Non-Bonded):
a. Potential annual special tax revenue required;
b. Development of services or maintenance costs
to be funded;
c. Development of capital replacement costs;
d. Developed or developing special tax area;
e. Land use densities;
f. Number of property owners;
g. Property owner or registered voter election;
h. Timing and list of potential services funded; and
i. Timeline for project completion.
The budget shall
be further refined
upon additional
information on
the details of the
CFD to be formed.
$10,000-$30,000,
Plus $7,500 per
Improvement
Area
$10,500-
$31,500, Plus
$7,875 per
Improvement
Area
$11,025-
$33,075, Plus
$8,269 per
Improvement
Area
Community Facilities District Annexation Services:
a. Expedited method for future annexation areas –
per annexation fee; and
b. Full CFD Annexation process per annexation.
a. $3,200
b. $8,000-$13,200
a. $3,360
b. $8,400-
$13,860
a. $3,528
b. $4,820-
$14,553
16.E.
26 SECTION IV
FEE SCHEDULE
City of Hemet F ebruary 22, 2024
Proposal for Special Assessment Districts Administrative Services and New District Formations
www.FinanceDTA.com
The following fees are notes herein, and paid by the requesting party, not paid by the City:
Table 1 0: CFD Prepayment Tasks
Task Description Proposed Fee
CFD Prepayment Calculations (per Request) $750
Notice of Special Tax (per Notice) $15
D Reimbursable Expenses
Ou
t-of-pocket and administrative expenses shall be equal to 3% of DTA’s billings for labor, plus travel expenses and any outside vendor payments, as listed below in Table 11. DTA shall be reimbursed for out-of-pocket expenses without any additional mark-up.
Table 1 1: Reimbursable Expenses 1
Description Unit Cost/Measure
Reproduction
8.5" x 11"
8.5" x 14"
11" x 17"
Larger than 11" x 17"
Ac
tual Cost/Pages
Maps
Assessor Parcel Maps
Tract Maps
Boundary Maps
Zoning Pages
Specific Plans
Ac
tual Cost/Pages
Travel
Mileage
IR
S Allowable
Amount/Mile
Telephone and Facsimile Actual Cost
Postage, Overnight Delivery, and
Messenger Services Actual Cost/Pages
Magnetic Tape/Cartridge Conversion Actual Cost/Tapes
Purchase of Data
Secured Tax Roll
Paid/Unpaid Data
Ac
tual Cost/Pages
Note:
1. Materials shall be billed at the cost of the material and shall not include any handling costs or indirect costs.
16.E.
27 SECTION IV
FEE SCHEDULE
City of Hemet F ebruary 22, 2024
Proposal for Special Assessment Districts Administrative Services and New District Formations
www.FinanceDTA.com
E G eneral Terms and Conditions
All budgets, rates, and expenses are subject to a cost of living increase every 12 months, not to exceed 5% per year. On or about the first two weeks of each month during which consulting services are rendered hereunder, DTA shall present to the City an invoice covering the current consulting services performed and reimbursable expenses incurred pursuant to this Notice of Authorization.
Invoices shall be paid by the City within 30 days of the date of each invoice. A 1.2% charge may be imposed monthly against accounts that are not paid within 45 days of the date of each invoice. The prevailing party in any legal action brought by one party against the other and arising out of this Consultant Agreement shall be entitled, in addition to any other rights and remedies it may have, to reimbursement for its expenses, including court costs and reasonable attorneys’ fees.
F Disclaimer
Wh
ile DTA has a fiduciary responsibility as a licensed Municipal Advisor, DTA is not, unless otherwise stipulated, acting as the Client’s Municipal Advisor. The services discussed herein do not constitute any financial advice or fall under the category of municipal advisory services as defined by the SEC.
G Limitations
At
tendance at more than one (1) in-person meeting per fiscal year, detailed written responses to resolve disputes, and tasks related to the foreclosure of delinquent parcels will be classified as additional consulting services beyond those included in the Scope of Services (“Additional Work”) and billed at the hourly rates identified in Table 6. DTA will notify the City if Additional Work has been requested by City staff or any other parties before proceeding with Additional Work. Additional Work will be billed at the hourly rates listed above.
DTA assumes it will receive from the prior Assessment Engineer/Special Tax Consultant the historical information and data it used to provide special tax and/or assessment engineering services to all special districts, including the electronic database with the APN, land use code, service level, dwelling unit count, assigned Equivalent Dwelling Unit (“EDU”) for each service level, situs address, and corresponding levy amounts; Assessor’s maps; assessment diagrams and boundary maps; street and storm drain plans, street lighting plans, and landscaping plans, as necessary; conceptual improvement plans; subdivision maps and condominium plans; supporting documents for EDU calculations; historic Engineer’s Reports and Annual Reports; and service budgets and special tax requirements. Any tasks required of DTA to recreate any such documents will be considered Additional Work.
16.E.
18201 VON KARMAN AVENUE, SUITE 220
I
RVINE, CA 92612
PHONE: (800) 969-4DTA
www.FinanceDTA.com
Public F inance
Public-Private Partnerships
Development Economics
Clean Energy Bonds
16.E.
City of Hemet
P
URCHASING DIVISION ∙ 445 EAST FLORIDA AVENUE ∙ HEMET, CALIFORNIA 92543 ∙ (951) 765-2348
REQUEST FOR PROPOSAL FOR
S
PECIAL ASSESSMENT DISTRICTS
ADMINISTRATIVE SERVICES
AND NEW DISTRICT FORMATIONS
PROPOSAL DATE January 25, 2024
Contact: C andace Sunds
Email: [email protected]
Phone Number: 951-765-2348
Fax Number: 951-765-2337
QUESTIONS DUE February 8, 2024 at 3:00 p.m.
Question Submittal to: PlanetBids
PROPOSAL DUE February 22, 2024 at 3:00 p.m.
Electronic Submittal to: PlanetBids
Electronic responses must be received by the City no later than the date, time, and location indicated above as the proposal due date. Late submission of responses shall be not considered. Submittal of response by fax is not acceptable.
Note: This RFP does not constitute an order for the goods or services specified.
CITY OF HEMET 445 EAST FLORIDA AVENUE ∙ HEMET, CALIFORNIA 92543 (951) 765-2348
16.E.
CITY OF HEMET 445 EAST FLORIDA AVENUE HEMET, CALIFORNIA 92543 (951) 765-2348 P a g e | 2
RFP – SPECIAL ASSESSMENT DISTRICTS ADMIN SERVICES AND NEW DISTRICT FORMATIONS
EXHIBIT B
C
OMPENSATION
I. Service Provider will use the following personnel and rates of pay in the performance of the Services:
POSITION RATE
President/Managing Director $290/Hour
Senior Vice President $275/Hour
Vice President $250/Hour
Senior Manager $210/Hour
Manager $200/Hour
Senior Associate $190/Hour
Associate III $175/Hour
Associate II $165/Hour
Associate I $150/Hour
Research Associate II $140/Hour
II. Special Assessment District Administrative Fixed Fees:
The table below summarizes and totals all the maximum annual fixed administration fees for the various special district types.
DISTRICT Year 1
ANNUAL FEE
Year 2
ANNUAL FEE
Year 3
ANNUAL FEE
LMD $17,000 $17,850 $18,743
SMD $14,250 $14,963 $15,711
CFD 2005-1 PUBLIC SAFETY SERVICES $11,500 $12,075 $12,679 CFD 1999-1 HEARTLAND $12,000 $12,600 $13,230
CFD 2021-01 SADDLE POINT $6,000 $6,300 $6,615
CFD 2022-01 SADDLE POINT II $3,500 $3,675 $3,859
CFD 2021-02 HERITAGE POINTE $5,750 $6,038 $6,339
CFD 2019-01 MCSWEENY $6,250 $6,563 $6,891
CFD 2022-01 TRES CERRITOS WEST $5,000 $5,250 $5,513
CFD 2023-01 MORGAN CROSSING $5,000 $5,250 $5,513
INCIDENTALS/REIMBURSABLE EXPENSES $2,250 $2,363 $2,481
TOTAL $88,500 $92,927 $97,574
16.E.
CITY OF HEMET 445 EAST FLORIDA AVENUE HEMET, CALIFORNIA 92543 (951) 765-2348 P a g e | 3
RFP – SPECIAL ASSESSMENT DISTRICTS ADMIN SERVICES AND NEW DISTRICT FORMATIONS III. New Special District Formation and Annexation Service Fees C
ompensation for new district formations and annexations into existing districts will be completed based upon the fees shown below:
a. LLMD Formations and Annexations:
# OF NEWLY
CREATED PARCELS
IN THE ENGINEER’S
REPORT
–Year 1 –Year 2 –Year 3
BASE FEE
PER
PARCEL
FEE
BASE FEE
PER
PARCEL
FEE
BASE FEE
PER
PARCEL
FEE
1 - 10 $1,500 $50 $1,575 $53 $1,654 $55
11 - 150 $3,500 $35 $3,675 $37 $3,859 $39
151 - 400 $4,000 $15 $4,200 $16 $4,410 $17
400+ $5,200 $8 $5,460 $8 $5,733 $8
b. CFD Formations and Annexations:
CFD FORMATION Parameters Year 1
FEE RANGE
Year 2
FEE RANGE
Year 3
FEE RANGE
Formation of Community Facilities Districts per CFD or CFD Improvement Area - It is anticipated that a range of fees will be provided based on complexity and several of the factors listed below. Provide as many levels across the range as you deem necessary and give the parameters and methodology on how the fee level is identified.
Community Facilities Districts (Bonded):
a. Improvement Areas
b. Potential Bonding Sizing
c. Development of cost estimates for
facilities funded
d. Number of Bond Series
e. Developed or developing special
tax area
f. Land use densities
g. Number of property owners
h. Property owner or registered
voter election
i. Timing and list of potential
improvements funded
j. Timeline for project completion
The budget
shall be
further refined
upon
additional
information on
the details of
the CFD to be
formed.
$12,500-
$45,000,
Plus $7,500
per
Improvement
Area
$13,125-
$47,250,
Plus $7,875
per
Improvement
Area
$13,781-
$49,613,
Plus $8,269
per
Improvement
Area
16.E.
CITY OF HEMET 445 EAST FLORIDA AVENUE HEMET, CALIFORNIA 92543 (951) 765-2348 P a g e | 4
RFP – SPECIAL ASSESSMENT DISTRICTS ADMIN SERVICES AND NEW DISTRICT FORMATIONS Community Facilities Districts (Non-
B
onded):
a. Potential annual special tax
revenue required
b. Development of services or
maintenance costs to be funded
c. Development of capital
replacement costs
d. Developed or developing special
tax area
e. Land use densities
f. Number of property owners
g. Property owner or registered
voter election
h. Timing and list of potential
services funded
i. Timeline for project completion
The budget
shall be
further refined
upon
additional
information on
the details of
the CFD to be
formed.
$10,000-
$30,000,
Plus $7,500
per
Improvement
Area
$10,500-
$31,500,
Plus $7,875
per
Improvement
Area
$11,025-
$33,075,
Plus $8,269
per
Improvement
Area
Community Facilities District Annexation
Services:
a. Expedited method for future
annexation areas – per
annexation fee
b. Full CFD Annexation process per
annexation
a. $3,200
b. $8,000-
$13,200
a. $3,360
b. $8,400-
$13,860
a. $3,528
b. $4,820-
$14,553
The following fees are notes herein, and paid by the requesting party, not paid by the City:
CFD prepayment calculations (per request) $750
Notice of Special Tax (per notice) $15
16.E.
CITY OF HEMET 445 EAST FLORIDA AVENUE HEMET, CALIFORNIA 92543 (951) 765-2348 P a g e | 5
RFP – SPECIAL ASSESSMENT DISTRICTS ADMIN SERVICES AND NEW DISTRICT FORMATIONS IV. Reimbursable Expenses:
S
ervice provider will be reimbursed for out-of-pocket expenses without any additional mark- up. This includes, but is not limited to, the following: postage, mileage, electronic data furnished from the County or other applicable media resources, and map reproduction.
16.E.
CITY OF HEMET
Proposal for:
Assessment District
Administration and
Professional Services
February 22, 2024
nbsgov.com
Aerial view of City of Hemet
via Google Earth
helping communities
fund tomorrow since 1996
16.E.
helping communities fund tomorrow since 1996 | i.
32605 Temecula Parkway, Suite 100
Temecula, CA 92592
Toll free: 800.676.7516
nbsgov.com
COVER LETTER
February 22, 2024
Candace Sunds
Procurement Administrator
City of Hemet
445 East Florida Avenue
Hemet, CA 92543
RE: Proposal for Assessment District Administration and Professional Services Dear Ms. Sunds,
We understand that the City of Hemet desires to hire an experienced Special Assessment District consultant and service provider to improve the overall process as well as ensure that the City’s many Special Assessment and Tax Districts are appropriately managed, billed and collected via the County property tax rolls. It is important that the Annual Engineer’s Reports are efficiently and effectively produced while, at the core, all parcels are accurately tracked, assessments and taxes are calculated based on the assessment engineering and tax formulae in place, and accurate amounts are submitted to the County for collection purposes. In addition, formation and annexation services will be needed going forward. During all of this, City and NBS staff need to proactively respond to community stakeholders on a timely basis.
NBS is a leader in this realm, and we can also offer a myriad of complementary services to the City. We have a successful process in place to “onboard” new clients and create a seamless transition for City staff.
This includes updated mapping and GIS work to improve the maps and ensure no parcels have been “lost” in recent years. Our D-FAST ® software creates options for data access and improved “readability” in maps and data analysis: It can also be used in a “view only” mode to allow City staff access to the underlying data, if so desired. We can also work with staff and elected officials to create messaging that is clear and concise for the overall process and/or possible assessment increase processes and ballots (Prop 218). By creating a messaging toolkit, the team will be equipped to discuss these assessments (and taxes) with a united and consistent message, creating an environment where trust is built in the community. Our CivicMic team is well-equipped for this type of effort. We also can offer our cost-estimating tool and partner with the City on budget management for your special districts.
As hopefully you know, NBS is a competent, stable, and well-respected firm in this realm: We are local, as well, based in Temecula. We currently provide comprehensive services to more than 200 agencies in 45 counties placing over $1 Billion on the tax rolls this past year, including in Riverside County. This includes everything from assessments to parcel taxes to sewer charges. We have clients across California, including many in Riverside, San Bernardino, and San Diego Counties, such as your neighboring City of San Jacinto, Eastvale, Valley-Wide Recreation and Park District, and many others. Given the lengthy tenure of most of our staff, you can be assured that we will assign a solid team to this engagement, representing some of the “best and brightest” in this specific area. For 28 years, NBS has had a proactive approach to providing such assessment and tax administration services with great success. We are here to serve as an extension of City
16.E.
helping communities fund tomorrow since 1996 | ii.
staff, and we have direct experience which affords us an incredible body of historical knowledge for this effort.
Please first view this 90 second video to get an introduction to NBS – Who is NBS?. Thereafter, please watch this short video that describes our proactive approach to managing charges placed on the tax rolls, be they parcel taxes, wastewater charges, or benefit assessments such as yours – NBS Special Financing District Administration.
Enclosed you’ll find our proposed scope of services and fees valid for ninety days, as well as an overview of services we can also offer to collaborate and engage your community and its stakeholders in this process change. We acknowledge receipt of both Addendums issued on February 6 and February 12, 2024, and express our willingness to enter into a contract under the terms and conditions prescribed by the City of Hemet Professional Services Agreement with only one exception noted on the following page.
Please feel free to reach out to Adina or Sara at any time with questions about our proposal or qualifications via phone at 800.676.7516 or by email at [email protected] and [email protected]. We would genuinely like to work on this project and help the City move forward successfully.
Sincerely,
Adina McCargo Sara Mares Michael Rentner, Authorized Signer Director Director President
16.E.
helping communities fund tomorrow since 1996 | iii.
EXCEPTIONS
NBS accepts the terms, conditions and general form of the City of Hemet standard Consultant Services Agreement with the following modification(s):
• Exhibit C Insurance; Section (C)5 - Please add "With the exception of Professional Liability," to the beginning of this section. Our Professional Liability policy does not have a Waiver of Subrogation.
16.E.
TABLE OF CONTENTS
COVER LETTER ................................ ................................ ................................ ................................ .... i EXCEPTIONS................................ ................................ ................................ ................................ ....... ii I | EXPERIENCE ................................ ................................ ................................ ................................ .. 1 II | PERSONNEL ................................ ................................ ................................ ................................ .. 8 III | APPROACH AND UNDERSTANDING ................................ ................................ ............................ 13 IV | FEE SCHEDULE ................................ ................................ ................................ .......................... 34 APPENDIX | RESUMES ................................ ................................ ................................ ...................... 38
Testimonial regarding Consultant transition:
Assessment District Administration
Tim Carney
collection system
superintendent
“I’m confident the City has made the correct choice with NBS moving forward. I have to add, the level of service we have received from the NBS Team in just the last several months has completely outclassed the service I had previously experienced in this position.”
16.E.
Proposal for City of Hemet NBS | 1
District Consulting Group
I | EXPERIENCE
In
Business
NBS is a 100%
employee-owned
S-Corporation
NBS HEADQUARTERS
32605 Temecula Pkwy | Suite 100
Temecula, CA 92592
SAN FRANCISCO REGIONAL OFFICE
870 Market Street | Suite 1223
San Francisco, CA 94102
CONTACT: Adina McCargo
800.676.7516
[email protected]
LEGAL NAME
NBS Government
Finance Group
DBA
NBS
INDIVIDUAL AUTHORIZED TO NEGOTIATE
AGREEMENT
Michael Rentner, President
The NBS District Consulting Group ensures your Special Financing Districts (SFD) and related revenue tools are well-developed from their inception, and then administered robustly over their lifetime.
We act as strong advocates for our public agency clients to ensure that any SFD or other revenue tool is appropriate and well-crafted for the need. Throughout our engagement, we provide sage guidance and recommendations. We are often called upon to present complex issues to councils, boards and interested parties.
We have supported thousands of SFDs including millions of parcels and have worked through virtually every conceivable challenge in their use. Our experience is with all manner of special assessments, special taxes – including Community Facilities Districts (CFDs) – and other fees.
Whether the need is identifying and funding negative fiscal impacts, financing needed infrastructure, or providing community-desired services, our expert consultants have deep experience and help navigate the challenges.
AT-A-GLANCE: HELPING COMMUNITIES FUND TOMORROW
Since 1996, NBS has supported California
municipalities with the implementation and
ongoing administration of local funding
tools.
While the firm originally focused on Special
Financing Districts (SFDs), specifically the
formation and administration of special
assessments and taxes, we have evolved
with our clients’ needs and now provide a
full range of revenue consulting services. We
focus on sustainable water and wastewater
utility rate programs, cost allocation plans,
cost recovery, and legally justified fee design.
Across all practice areas, we have worked
with more than 500 public agencies to date,
including cities, counties, school districts,
utilities, and special districts.
*NBS levied over $1 billion for FY 2023/24
across more than 6.5 million parcels.
28 YEARS
60 employees
$1B
Levied*
16.E.
Proposal for City of Hemet NBS | 2
Proposer Qualifications
a. Business License. NBS will obtain a business license from the City prior to execution of the Agreement should we be awarded this contract.
b. Depth of Experience. As per our cover letter and At-A-Glance table above, NBS has far more than the five required years of experience having provided these services since our inception in 1996.
NBS WROTE THE BOOK ON SPECIAL FINANCING DISTRICTS
AND COMMUNITY FACILITIES DISTRICTS
We believe in continuing education, not only for our
own team, but also for our clients and municipal staff.
Our Special Financing Districts Primer and Community Facilities Districts publication may be of particular interest to the City:
• Special Financing Districts (SFDs) has been credited as the best publication on SFDs in a decade by prominent industry professionals.
• Community Facilities Districts (CFDs) explains this robust funding and financing tool for local governments in
California. Check out our video on this topic at
https://www.nbsgov.com/insights/communities-facilities- districts-cfd-booklet/
As mentioned in our cover letter, also available is a video covering NBS’ capabilities in Special Financing District Administration:
Click here
As industry leaders, we have a unique set of qualifications and experience in the work we perform. In that regard, in addition to the SFD and CFD booklets noted above, we have published two additional booklets on related industry topics, per below, that can be downloaded at no charge at www.nbsgov.com/insights (click on NBS Publications). For a hard copy, please call 800.676.7516 or email [email protected]. • Rates, Fees and Charges Compendium has received high regard and interest from industry professionals.
• Stormwater: A Ten-Step Funding Plan addresses the spectrum of stormwater needs in California.
16.E.
Proposal for City of Hemet NBS | 3
Public Engagement Services | Optional
As communication is paramount, the NBS team developed the CivicMic platform, which focuses on providing collaborative governance services including outreach, public engagement, and adaptive management, bringing citizen voices into the governance process. Through our customized approach, we engage residents of diverse backgrounds for unique perspectives using social media and other collaborative activities.
D-FAST Online Software Services | Optional
NBS has developed premium, industry-leading software, called D-FAST® (for District Fees, Assessments, and Special Taxes). We use this powerful administrative tool in-house to administer a wide range of special taxes, special assessments, and other parcel charges for our clients. It is also licensed to public agencies across the United States for their internal use.
Our D-FAST® web portal, called D-FAST® Online Pro, is available to our clients (small annual subscription fee) and uniquely combines real-time D-FAST data with County parcel boundaries and Google Maps. It provides “real-time” access to districts and
underlying parcel data, allowing the City to:
• Gain enhanced insight with integrated
Google Map’s satellite imagery, street
maps, and 360° street view
• View ownership, property information,
and boundaries for each parcel
• See detailed billing & payment history
for each account
• Understand a particular parcel’s
background and status
• Confirm if there are overlapping
districts on a single parcel
With D-FAST® Online Pro, City staff have enhanced access to the data while NBS still provides the full administration and toll-free phone support.
16.E.
Proposal for City of Hemet NBS | 4
Proposer References
We have provided four references that are relevant and local to the City of Hemet.
CITY OF SAN JACINTO
SPECIAL FINANCING DISTRICT FORMATION AND ADMINISTRATION Service Dates: 2003 – Present
Contact Information The City of San Jacinto utilizes a number of Special Financing Districts (SFDs) to support infrastructure and services. NBS provides formation, administration, Proposition 218 compliance and support services to the City for numerous assessment and Community Facilities Districts (CFDs). NBS administers the City’s 1972 Act Landscape & Lighting Districts and 1982 Act Benefit Assessment District, including more than 72 zones used mainly for maintenance of the City’s many neighborhood parks as well as other landscape and lighting and street improvements throughout the City. In the most recent Fiscal Year, NBS levied nine (9) districts containing 72 zones with 24,234 parcels totaling $12.8 million dollars in revenue on behalf of the City.
In addition to administration services, NBS also assists the City in the formation and annexation services for various SFDs. The NBS team assists the City to provide cost estimation services using standardized metrics compiled from City costs applied to the specific, detailed quantities of improvements to be maintained for a particular development. Using this information, NBS develops the special tax rates and annexes property to the City’s maintenance CFD, which NBS assisted the City in forming.
Erika Gomez
Finance Director
595 S. San Jacinto Avenue, Bldg A
San Jacinto, CA 92583
P: 951.487.7330
E: [email protected]
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CITY OF EASTVALE
ANNUAL LMD, BAD AND CFD ADMINISTRATION AND SFD FORMATION SERVICES Service Dates: February 2012 – Present
Contact Information The City of Eastvale in Riverside County utilizes Special Financing Districts (SFDs) including Landscape Maintenance Districts, Benefit Assessment Districts and Community Facilities Districts to support infrastructure and services. NBS has assisted the City since incorporation with studies relating to the parks and special financing districts within the city limits. We provided assistance with the required transfers of LMDs from the County at the time and again recently from the Jurupa Community Services District. We reviewed documents relating to the transfers and formations completed by other consultants, performed fund audits, and provide regular, ongoing consulting related to the incorporation of more SFDs as they increase control over the improvements within the City boundary.
NBS provides a full range of annual administration and support services for the City and is an integral part of this function. In the most recent Fiscal Year, NBS levied 107 districts containing 22,500 parcels totaling $880K in revenue on behalf of the City. In addition, NBS has formed several SFDs for the City of Eastvale.
NBS has also assisted Eastvale with the formation of multiple maintenance assessment districts and CFDs related to new development in the community. The City has historically utilized assessment districts for maintenance funding, however NBS helped the City adjust the language in their agreements with developers to allow for the use of CFDs as a more flexible tool for maintenance funding.
Amanda Wells
Finance Director/City Treasurer
12363 Limonite Avenue, Ste. 910
Eastvale, CA 91752
P: 951.703.4437
E: [email protected]
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“In the world of government financing, there is no better partner for us than NBS. They prepare you for the coming challenges and are always one step ahead.”
DEAN WETTER
general manager
CFD AND LMD FORMATION, ANNEXATION AND ANNUAL ADMINISTRATION
VALLEY-WIDE RECREATION AND PARK DISTRICT
LMD AND CFD FORMATION, ANNEXATION AND ANNUAL ADMINISTRATION Service Dates: 1997 – Present
Contact Information The Valley-Wide Recreation and Park District serves a large geographic area in Riverside County (800 sq. miles). NBS has worked with Valley- Wide on their Special Financing Districts (SFD) since 1997, which includes the provision of Proposition 218 compliance and ballot consulting services. NBS provides Annual Administration services where we assist with regulatory reporting, such as Senate Bill 165 and Assembly Bill 2109, to keep the District in compliance with all current legislative requirements. Utilizing our in-house GIS software, we perform visual audits as well as perform drive-by inspections on undeveloped parcels to verify development statuses for accuracy. We provide the District with our GIS mapping services as we monitor district boundaries on an ongoing basis and prepare updated mapping accordingly.
Over two decades, NBS has performed services for Landscape Maintenance District (LMD) and Community Facilities District (CFD) Formations as well as on going Annual Administration. Since Fiscal Year 2016-17, we have annexed 56 zones across five CFDs due to increased developed. These formations required cooperation of many overlapping jurisdictions with diverse interests to accomplish common project goals. In the most recent Fiscal Year, NBS levied 13 districts (containing more than 63 zones) 113,624 parcels totaling $20,460,141 in revenue on behalf of the District.
Dean Wetter
General Manager
901 West Esplanade Avenue
San Jacinto, CA 92581
P: 951.654.1505
E: [email protected]
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CITY OF PALMDALE
ANNUAL ADMINISTRATION, CFD FORMATION AND BOND ISSUE DISCLOSURE SERVICES Service Dates: May 2004 – Ongoing
Contact Information The City of Palmdale has hundreds of assessments districts and Community Facilities Districts (CFD), some of which have had significant administrative challenges (including significance delinquencies and defaulted bonds) over the years. NBS has worked with the City to handle the day-to-day administration of several special assessments and taxes for more than fifteen years. This effort has included responding to payoff calculation and other informational requests, monitoring and following up on
delinquencies, and submitting the correct levy information to L.A.
County. NBS has also been the consultant and provider for the Annual Disclosure process, as required for the bonds issued.
Palmdale has historically had some troubled assessment districts.
NBS has worked with the City to provide a variety of services including formation of new districts, and restructuring and refinancing debt.
Recently, NBS was hired to audit the City’s landscape assessment districts with an eye to recommending procedural and technical updates. Subsequently, NBS was also contracted to add the administration of the City’s hundreds of maintenance districts to our docket, and has formed multiple maintenance districts as well.
Along with CFD formation, NBS has provided bond issuance disclosure services both for new bond issues and bond refundings, including assisting the City with workouts of districts with defaulted bonds. Data provided includes special tax levy data, value to lien tables, delinquency data, assessed value history and top owner tables.
Tim Carney
Collection System Superintendent
38300 North Sierra Highway
Palmdale, CA 93550
P: 661.267.5367
E: [email protected]
Janelle Samson
Finance Director/City Treasurer
P: 661.267.5433
E: [email protected]
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Administration
Services
Sara Mares
Senior Review
Adina McCargo
Project Manager
MANAGEMENT, STAFF, AND COMMITTEES
Sara Mares
Senior Review
Engagement Services
(Optional)
Danielle Wood
Technical Lead
Michelle Argerich-Valentine
Engagement Consultant
John Savage
Communications Specialist
CFD Formation
Services
LLMD Formation
Services
Nick Dayhoff
Technical Lead
Debi Applegate
Project Analyst
Amanda Welker
Senior Administrator
Corina Chavez
Administrator
John Egan, PE
Engineering
Jeremy Jung
GIS Senior Consultant
Customer Care
Sandra Burkhart
Technical Lead
Elizabeth Parker
Project Analyst
John Egan
Jeremy Tamargo
Engineering
Melissa Bellitire
Client Services Director
Client Services
Jeremy Jung
GIS Senior Consultant
Jeremy Jung
GIS Senior Consultant
II | PERSONNEL
One of our greatest strengths and a critical element in successful project execution is a team that works cohesively, efficiently, and has expertise in resolving complex issues. Our proposed project team has an in-depth understanding of recent changes to laws, codes, and regulations affecting local governments, including Proposition 218. We treat our clients as partners by developing an intimate knowledge of their needs and responding with strategic and timely solutions.
The staff selected are those most qualified based on their experience and backgrounds. All employees listed are internal NBS staff members. We will not require outside subconsultants for this effort. Outlined below is a brief overview of NBS’ proposed consulting team for the City. Twelve working employees will be assigned to this effort in addition to our Customer Care team along with three staff members available for optional Engagement services.
NBS Project Team Organization
Full resumes for key personnel are included in the Appendix.
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ADINA MCCARGO, PROJECT MANAGER | ADMINISTRATION
Role and Responsibilities: Adina McCargo will lead project management oversight for the annual administration activities. She will work closely with the administration team and provide support to the City as needed.
Work Experience: Adina McCargo is a Director with NBS and has more than 20 years of experience working with all aspects of SFD formation, annexation and administration including project management, budget analysis, levy calculation and submittal, continuing disclosure reporting and delinquency management as well as development of special assessment/tax formulas, and presentations.
AMANDA WELKER, SENIOR ADMINISTRATOR | ADMINISTRATION
Roles and Responsibilities: Under the direction of the Project Manager, Amanda Welker will support the completion of the day-to-day activities. She will be directly involved in facilitating data collection and reminders to City staff in order to keep efforts moving along the agreed upon timeline for the completion of each project assignment.
Work Experience: Amanda Welker is experienced with the administration of Special Financing Districts (SFDs). She currently administers hundreds of SFDs across 25 counties throughout California and is responsible for managing the yearly requirements for all types of SFDs, including preparing the annual levies. She has experience with SFD administration, internal City processes, analysis of data, and preparation of related annual and continuing disclosure reporting.
CORINA CHAVEZ, ADMINISTRATOR | ADMINISTRATION
Roles and Responsibilities: Under direction of the assigned NBS team, Corina Chavez will be of additional support for completing day-to-day activities. She will be directly involved in facilitating data collection and reminders to City staff in order to keep efforts moving along the agreed upon timeline for the completion of each project assignment.
Work Experience: Corina Chavez is experienced with the administration of Special Financing Districts (SFDs). She currently administers hundreds of SFDs across 10 counties throughout California and is responsible for managing the yearly requirements for all types of SFDs, including preparing the annual levies. She has experience with SFD administration, internal City processes, analysis of data, and preparation of related annual and continuing disclosure reporting.
JOHN EGAN, PE, ENGINEER | ADMINISTRATION AND LLMD FORMATION Role and Responsibilities: As a Registered Professional Engineer, John Egan is responsible for the review of the Engineer’s Reports as well as provision of requisite signature and stamping.
Work Experience: John Egan has over 50 years of professional civil and environmental engineering experience.
JEREMY JUNG, GIS SENIOR CONSULTANT | ADMINISTRATION AND CFD/LLMD FORMATION Role and Responsibilities: Jeremy Jung will provide as needed GIS support services to confirm boundaries and/or map City improvements.
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Work Experience: Jeremy Jung has extensive experience as a GIS technician. He creates and analyzes maps and data associated with County Assessor’s Parcels, District Boundaries, and custom images utilizing the latest GIS technology. In addition, Jeremy is able to display GIS maps over satellite imagery in order to view properties and maps with a high degree of detail as well as extract GIS parcel data to compare to other data sources, such as county-secured property tax rolls.
CUSTOMER CARE TEAM
Role and Responsibilities: Under the direction of the NBS staff, our Customer Care team will be readily available to answer all inquiries from third parties related to the City’s project. Customer Care consists of tenured staff members (with decades of combined experience), fully trained and experienced in customer service support to answer all inquiries via toll free phone number and via email. NBS also offers bilingual staff to answer in Spanish.
SARA MARES, SENIOR REVIEW | CFD/LLMD FORMATION
Roles and Responsibilities: Sara Mares will provide technical review, including the evaluation of alternatives and results, as needed throughout the project. She will assist the project team in developing the best solutions that will fit the City’s unique characteristics and issues.
Work Experience: Sara Mares is a Director with more than 23 years of experience with NBS. She forms Special Financing Districts (SFDs), specializing in Community Facilities Districts and related bond issuance, as well as in forming various types of Assessment Districts. Sara has experience working with all aspects of the formation, annexation and debt issuance process, including planning, project management, budget analysis, rate modeling, financial analyses, formulation of rate and methods of apportionment, and public presentations. She spent many years involved in ongoing special district administration, including working with distressed districts, and brings that experience and perspective to every formation project she works on. She is a registered Municipal Advisor.
NICK DAYHOFF, TECHNICAL LEAD | CFD FORMATION
Role and Responsibilities: Nick Dayhoff will be the primary day-to-day contact for the City’s CFD formation project. He will work closely with City staff and the team and be in regular communication with the City, the financing team, and all others involved in the process Work Experience: Nick Dayhoff has been with NBS for more than 17 years. As a Senior Consultant, he is actively involved with new Special Financing District (SFD) formations including Assessment Districts and Community Facilities Districts, parcel tax modeling, bond issuance/refunding analyses, fiscal impact analyses, and feasibility studies. Nick is a registered Municipal Advisor.
DEBI APPLEGATE, PROJECT ANALYST | CFD FORMATION
Role and Responsibilities: Under direction of the technical lead, Debi Applegate will perform data analysis and document drafting as needed on this project. She will support facilitating data collection and reminders to staff to keep efforts moving along the agreed upon timeline for the completion of each task.
Work Experience: Debi Applegate is a Project Analyst bringing more than two decades of experience to the NBS team. Her extensive background as an analyst includes planning, forecasting, and reporting for an array of client projects. She also has a sizable background in training which provides an ability to break
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down and communicate complex topics into understandable concepts. Debi has a Bachelor of Science degree in Ecology and Systematic Biology with a minor in Statistics from California Polytechnic State University, San Luis Obispo.
SANDRA BURKHART, TECHNICAL LEAD | LLMD FORMATION
Role and Responsibilities: Sandra Burkhart will be the primary day-to-day contact for the City’s LLMD formation project. She will work closely with City staff and the team and be in regular communication with the City, the financing team, and all others involved in the process Work Experience: Sandra Burkhart is a Senior Consultant with NBS. She has a broad background in Special Financing Districts (SFDs), including formations and tax/assessment increases for a variety of types of special assessments and special taxes. In addition, Sandra is versed in annual SFD administration for many types of SFDs. Her depth of experience spans special project implementation and administration, including coordination of public hearings and assisting with code compliance. Sandra‘s two decades of professional experience includes six years working for public agencies; she brings a valuable public agency perspective to her work. Sandra is a Registered Municipal Advisor.
ELIZABETH PARKER, PROJECT ANALYST | LLMD FORMATION
Role and Responsibilities: Under the direction of the technical lead, Elizabeth Parker will assist on the LLMD Formation project with data collection and input as well as perform large-scale data analysis and validation to be used in the rate model. She will track the study progress and send reminders to staff to keep efforts moving along the agreed upon timeline for the completion of each task.
Work Experience: A Project Analyst with NBS, Elizabeth Parker’s depth of experience includes working with Special Financing Districts and assisting various municipalities with their utility rate studies. Her extensive skills include data analysis and dashboard development. Elizabeth has a Bachelors in Engineering Design and Technology from Sam Houston State University, and an Associate’s degree in Drafting and Design from Angelina College. She also has numerous certifications in data analysis.
JEREMY TAMARGO, ENGINEERING REVIEW | LLMD FORMATION
Role and Responsibilities: Jeremy Tamargo is responsible for providing resources and support for assessment methodologies. He assists clients in establishing cost estimates for the maintenance of improvements. Jeremy will be responsible for review of the engineer’s reports. He is also available for general assessment engineering discussion on a conceptual basis.
Work Experience: Jeremy Tamargo is an Associate Director at NBS based in the Temecula office. He is a professional engineer licensed in the State of Oregon and has an application in technical review with the California Board for Professional Engineers, Land Surveyors, and Geologists for comity licensure in the State of California. Jeremy has extensive experience in both the public and private sectors in stormwater management design as well as preparing stormwater master plans for municipal agencies in both Oregon and Washington. A member of the American Society of Civil Engineers, he is solutions-oriented and has a passion for focusing on excellence and sustainability on every project. Jeremy has a Master of Science in Environmental Engineering from Syracuse University and a Bachelor of Science in Civil Engineering from University of Notre Dame.
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MELISSA BELLITIRE, CLIENT SERVICES DIRECTOR
Role and Responsibilities: As Client Services Director, Melissa Bellitire will ensure that the City’s fundamental objectives are being met at all times and that the project is proceeding on a timely basis. She is included on the team as an active representative of our company’s commitment to the highest level of service.
Work Experience: Melissa Bellitire is a Director with 20 years of experience in the Special District Consulting industry. She administers Special Financing Districts (SFDs), including Assessment Districts, Community Facilities Districts, Landscape and Lighting Districts, and Benefit Assessment Districts. She has significant experience with ongoing special district administration including working with complex districts, annual levy submittal, delinquency management, and continuing disclosure.
DANIELLE WOOD, TECHNICAL LEAD | OPTIONAL ENGAGEMENT
Role and Responsibilities: As the lead consultant on public engagement, Danielle Wood will communicate directly with City staff to discuss engagement milestones, create and adjust engagement approaches and lead community meetings on behalf of the City.
Work Experience: Danielle Wood has more than two decades of experience as a Director at NBS. As one of the developers of CivicMic.com, an online outreach, and collaboration tool, she is a seasoned professional in outreach, public engagement, collaborative governance, special financing district formation, and administration.
MICHELLE ARGERICH-VALENTINE, ENGAGEMENT CONSULTANT | OPTIONAL ENGAGEMENT Role and Responsibilities Michelle will work with the City’s project manager to develop strategies for engaging the public. She will lead and facilitate meetings and communication on behalf of the City.
Michelle will serve as the primary contact for this effort.
Work Experience: Michelle Argerich-Valentine is a seasoned professional with more than nine years of specialized experience in community engagement and outreach. Her extensive background involves fostering positive relationships with diverse community groups, while implementing strategies to address their unique needs. Known for her innovative programs and initiatives, she has consistently demonstrated her passion for creating inclusive environments and promoting social impact. With a commitment to enhancing community welfare, Michelle’s work is a testament to her dedication, effective communication skills, and intuitive understanding of the intricacies of community dynamics.
JOHN SAVAGE, COMMUNICATIONS SPECIALIST | OPTIONAL ENGAGEMENT Role and Responsibilities: John Savage will work closely with the project manager to develop content that will be used to educate the community. He will create dedicated web pages and targeted content on CivicMic.com, monitor and record community meetings, and develop engagement materials such as surveys to promote a high level of community engagement and participation.
Work Experience: John Savage is an experienced communications specialist with more than a decade of professional experience in public engagement, outreach, project management, and relationship management.
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III | APPROACH AND UNDERSTANDING
NBS understands that the City of Hemet is seeking Special Assessment Districts Administrative services for their 73 Landscape Maintenance Districts (LMDs), 73 Streetlight Maintenance Districts (SMDs), and eight Community Facilities Districts (CFDs), as well as new district formation and annexation services. The Scope of Services outlined below encompasses the tasks needed to perform the work efficiently and accurately, include all necessary research, documentation, exhibit preparation, legislative analysis, and attendance at required staff meetings and/or public hearings.
Transitioning the Work
NBS has demonstrated dozens of times our
ability to shift work from the previous
consultant to us: We make this process as
painless as possible by providing the City key
action items needed to transition the work. We
have a successful process in place to "onboard"
new clients and create a seamless transition
for City staff. While we cannot promise this, we
often "find" additional revenue for the Districts
in our audit and onboarding process. Our
proprietary software, D-FAST®, allows us to
view the essential data in real-time to
preliminarily audit the Districts as we upload
the information.
We want to give the City peace of mind and the reassurance that their Districts are being assessed accurately and completely. Within this initial setup, we upload the District's data by fund number, draw the boundaries established at the time of formation, and conduct a visual analysis. For instance, in the illustration above, the parcels highlighted in green represent properties currently levied for that specific District. The parcels highlighted in red represent those located within the District boundary but not being levied, parcels that straddle the District boundary, and those parcels located outside of the boundary that are being levied in error (district boundaries are illustrated by the dark blue outline). At NBS, we give your data a real time application and provide the City with a visual representation to tell the story. A picture is worth a thousand words, but when it illustrates missing parcels, it could highlight millions of dollars over time. It is our goal to capture as much revenue as possible for these essential services that the City provides to its constituents. This also ensures that local dollars are being spent within the designated local communities.
Initial Meeting and Preliminary Audit
This is an initial meeting with City staff and process discussion on the items below.
This is a visual representation of D-FAST capabilities in auditing districts, reflecting possible issues that could happen over time if neglected.
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• Prepare an appropriate annual levy timeline
including key target dates and pertinent
tasks.
• Review the service costs and budgetary items
needed.
• Review the Method of Apportionment
application and the data items required.
• Review Assessment Diagrams and prior year
levy enrollment data with classification fields.
• Collect and review Data files from the City
and/or other third parties, utilizing NBS'
proprietary software D-FAST, GIS Mapping Services, and use of Google satellite imagery. This will be our cursory review of the completeness of each District by visually auditing the parcel data using our GIS technology.
Project Understanding: Assessment District Formation
NBS approaches every assessment district with a fresh look to evaluate the location and nature of the specific improvements and services, the characteristics of the property receiving special benefits and the varying circumstances that may be present. Behind that fresh look is the experience of our team who have been performing annual administration, formation and Prop 218 compliance services for more than 20 years. Those years have seen an evolution in process and standards with every revision to the law and every new court case that interprets that law and NBS staff is at the forefront of the assessment engineering practice.
This work begins with:
1. Identifying the location of the improvements being maintained
2. Ascertaining accurate maintenance and servicing cost estimates, including a ten-year budgeting forecast inclusive of any needed capital replacement or larger periodic maintenance costs
3. Reviewing the district boundary and parcels assessed
4. Appraising the current general and special benefit language
5. Evaluating the characterization and proportional allocation of special benefits
6. Making recommendations as to how to address any deficiencies discovered
NBS manages the above analysis using tools we have developed over many years of providing similar services. To wit, we have customized cost estimation and budgeting tools and GIS Dashboards that provide our clients with resources to work collaboratively through the assessment review and subsequent assessment engineering process.
NBS Engineer’s Reports will represent the culmination of the prior analysis and recommendations. Special care is taken in the writing of the Engineer’s Reports to prepare a document that is both clear and concise, but also addresses the specificity required of a defensible assessment methodology. It has been made clear through various court cases that simply saying that X% of the benefit is general with no rationale or attempt to utilize metrics to calculate such percentage is not appropriate. Further, simply stating that all parcels receive the same proportional special benefit with no analysis is likewise insufficient.
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NBS staff has extensive experience presenting the complex and perhaps arcane topic of assessment engineering to a variety of stakeholders including staff, Council and property owners. We strive to communicate in a manner that is detailed yet concise and encourage open dialogue to ensure a full understanding is achieved. NBS believes that deliberate and thoughtful communication develops trustworthy and engaged property owners willing to collaborate with the City in finding solutions.
Project Understanding: Community Facilities District Formation NBS approaches each Community Facilities District formation as a problem solver. Our aim is for the City to stand out in front of its constituents, to include its developers, property owners, City Council, and other interested parties. The goals of each CFD are unique and we tailor the development of the Rate and Method of Apportionment and design of the Special Tax Rates to first and foremost meet the local goals and policies set by the City, and achieve the desired outcomes. To this end, we have formed CFDs throughout California to include the following features:
• Multiple Improvement Areas
• Future Annexation Area with provisions for streamlined annexation • Financing facilities and funding services in a single CFD • Transitional special tax that allows special tax funds to be used for bonds initially, then services following the bond repayment
• Contingent special taxes that are only levied under specific circumstances • City-wide registered voter CFDs
We approach this project as an extension of City staff. NBS works with you as partners and listens to your concerns; we will solicit your active involvement in the project yet respect your time by not burdening you with unnecessary requests. In order to provide these advantages to the City, we believe that communication is a key factor.
NBS manages the above analysis using tools we have developed over many years of providing similar services. To wit, we have customized cost estimation and budgeting tools and GIS Dashboards that provide our clients with resources to work collaboratively through the CFD formation process.
SCOPE OF SERVICES
Lighting and Landscape Maintenance District (LLMD) Administration
KICK-OFF MEETING, PROJECT SCHEDULE
NBS will coordinate an annual kickoff meeting with City Staff, legal counsel and other interested parties to:
• Review the annual levy timeline proposed and to discuss any changes in the annual administration process.
• Establish lines of communication.
• Clarify the specific project goals, components and criteria that will meet the City’s preference.
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• Identify and resolve any special circumstances that may be involved in the administration of the District.
• Develop project schedules to meet legal requirements and provide for effective interfacing of all involved parties.
• Establish meeting points consistent with schedule to achieve project milestones. • Establish and coordinate with City staff a schedule to assure completion of necessary actions and compliance with statutes.
DATABASE DEVELOPMENT
NBS will update the database with current County Assessor’s information including property owner names and addresses, and any other available data that will augment the existing database for each District. NBS will annually track all parcel changes to ensure that all changes are documented. Historical parcel change data will be maintained by NBS. As we seamlessly transition the work from your previous consultant, we will load the data for each District, We will also perform an initial audit looking for any inconsistencies or questions with the dataset.
BUDGET PREPARATION
NBS will meet with City staff to review the District budget for the coming fiscal year. This budget will be based on historical costs and actual and/or projected changes in costs and/or improvements to be maintained. Cost categories may include, but are not limited to capital improvements and maintenance costs, incidental costs (engineering, legal, City administration) and reserve funds.
ASSESSMENT COMPUTATION AND RATE ANALYSIS
NBS will compute the assessment for each parcel within the District according to the Method of Assessment. NBS will provide an assessment summary which will include the maximum assessments and current year assessments, separated by zone and method of assessment categories, if applicable.
ENGINEER’S REPORT PREPARATION
NBS will prepare the annual Engineer’s Report and provide to City staff. The annual Engineer’s Report does not require a Registered Professional Engineer (PE) signature and stamp unless an assessment increase, as defined by Proposition 218, occurs. The Report will consist of:
• District background information.
• A detailed and technically supported Method of Assessment. • A description of the improvements and services that are being funded by the District. • A cost estimate for the improvements and services being funded. • Copy or reference to the original District Diagram.
• A table showing assessment levies by zone and method of assessment categories. • An Assessment Roll listing assessments by parcel or reference a complete roll on file with the City.
ENGINEER SIGNATURE AND STAMP OF ANNUAL ENGINEER’S REPORT NBS will have our Registered Professional Engineer (PE) review the Engineer’s Report for signature and stamp as requested by the City.
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REPORT REVIEW AND APPROVAL
NBS will meet via conference call with City staff to review the Engineer’s Report for modifications and approval.
PREPARATION OF DOCUMENTS AND RESOLUTIONS COORDINATION
NBS will coordinate activities to ensure that required tasks are completed within the scheduled time frame.
NBS will assist the City (or the City’s legal counsel) with preparation of any notice of public hearing or other meetings requiring publication. NBS will assist the City (or the City’s legal counsel) with preparation of the staff report, all legal notices and the associated resolutions described below:
• Resolution describing improvements, initiating proceedings, and ordering the engineer to prepare and file a report for the City.
• Resolution preliminarily approving the Engineer’s Report. • Resolution of Intention declaring the intention of the City Council to levy and collect assessments and setting a date for the public hearing.
• Resolution authorizing the placement of assessments on the secured property tax bills.
MEETING ATTENDANCE
NBS will attend the City Council meetings as requested by the City.
LEVY SUBMITTAL/HANDBILLS
On or before August 10, NBS will submit the levy to the County Auditor-Controller in the required format.
Assessments rejected by the County Auditor-Controller will be researched and resubmitted for collection on the County Tax Roll. Any parcels that are not accepted by the County for collection will be invoiced via preparing handbills with payment to be directed to the City.
ANNUAL LEVY REPORT
NBS will provide an annual Levy Summary Report. The report will include a parcel listing with key rate identifiers and final levy amounts. Parcel and levy data can be provided via an emailed electronic file and printed, if desired.
CONSULTING SUPPORT
NBS shall provide a toll-free phone number for use by the City, other interested parties and all property owners. NBS will be available to answer questions regarding the District and the ongoing collection of assessments, promptly responding within twenty four hours to all property owner’s inquiries. Bilingual staff is available to assist Spanish-speaking property owners.
PROPOSITION 218 COMPLIANCE
NBS has worked with many public agencies to comply with the requirements of Proposition 218. Each agency has different requirements and resources to complete the necessary tasks of assessment balloting procedures. Therefore, NBS recommends an individually tailored approach to Proposition 218 compliance.
Fees for such services will be negotiated at the appropriate time.
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ASSESSMENT DIAGRAM
NBS will obtain the existing assessment diagram and will make reference to any annexations or parcel changes, as necessary, for an additional fee.
Community Facilities District Administration (Bonded)
KICK-OFF MEETING, PROJECT SCHEDULE
NBS will coordinate an annual kickoff meeting with City Staff, legal counsel and other interested parties to:
• Review the annual levy timeline proposed and to discuss any changes in the annual administration process.
• Establish lines of communication.
• Review all relevant CFD documents.
• Clarify the specific project goals and criteria that will meet the City’s preference. • Identify and resolve any special circumstances that may be involved in the administration of the districts.
• Develop project schedules to meet legal requirements and provide for effective interaction of all involved parties.
• Establish meeting dates consistent with schedule to achieve project milestones.
DATA COLLECTION
NBS will gather and review data pertinent to the administration of the Community Facilities District. Data will be obtained from various sources such as Assessor’s parcel maps, building permits and County Assessor information as determined to be necessary based on the requirements of the Rate and Method of Apportionment. NBS will maintain and periodically update a database of all parcels within the district along with relevant parcel information.
ADMINISTRATIVE COST RECOVERY
NBS will identify all costs associated with the administration of the Community Facilities District and recover those costs through the levy process as outlined in §53317(e) and §53340 of the Government Code of the State of California. Such costs may include, but are not to be limited to: Bank fees, legal fees, county tax collection fees, and all costs and expenses of the City Council and its consultants related to district administration.
CASH FLOW ANALYSIS
NBS will determine the cash flow requirement, acquire current fund balances and make recommendations to keep the flow of funds and fund balances in compliance with the bond documents. Fund transfers might include the transfer of available surplus funds to be used as levy credits or the transfer of reserve funds to the redemption fund upon the prepayment of special taxes. Cash flow analysis will also be performed to determine any levy shortfall or surplus collections.
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Proposal for City of Hemet NBS | 19
SPECIAL TAX REQUIREMENT
NBS will calculate the annual Special Tax Requirement that will include all necessary components as outlined in the Rate and Method of Apportionment, such as principal and interest due, administrative expenses, collection for direct financing of services or facilities, and a fund credit or replenishment as determined from analysis of the district funds.
ANNUAL LEVY CALCULATION OF SPECIAL TAXES
NBS will calculate the annual special tax levy for each parcel within the Community Facilities District pursuant to the Rate and Method of Apportionment of Special Tax (RMA) based upon the annual costs approved for each District.
PREPARATION OF DOCUMENTS AND RESOLUTIONS COORDINATION
NBS will coordinate activities to ensure that required tasks are completed within the scheduled time frame.
NBS will assist the City (or the City’s legal counsel) with preparation of the staff report, notices and the associated resolution described below:
• Resolution authorizing the placement of Special Taxes on the annual secured property tax bills.
MEETING ATTENDANCE
NBS will attend up to two (2) City Council meetings related to district administration, as requested by the City. NBS will attend additional meetings as requested by the City subject to additional expenses for time and travel.
LEVY SUBMITTAL/HANDBILLS
On or before August 10, NBS will submit the levy to the County Auditor-Controller in the required format.
Assessments rejected by the County Auditor-Controller will be researched and resubmitted for collection on the County Tax Roll. Any parcels that are not accepted by the County for collection will be invoiced via preparing handbills with payment to be directed to the City.
MAINTAIN DISTRICT DATA
NBS will annually track all parcel changes to ensure that all changes are documented. Historical parcel change data will be maintained by NBS.
ANNUAL SPECIAL TAX LEVY REPORT
NBS will provide an annual Special Tax Levy Report. This report will include a parcel listing with levy amounts and other parcel information, the details of the annual Special Tax Requirement, current delinquency information, fund analysis, administrative expenses to be recovered, and status of the project and current issues affecting the district.
DELINQUENCY MONITORING
NBS will provide a comprehensive list of delinquencies after each installment (semi-annually) becomes due. The delinquency report will provide the district’s overall delinquency percentage as well as a detailed
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list of each delinquent parcel, with the name and address of the delinquent parcel owner, the delinquent amount, and penalties.
PREPAYMENT CALCULATIONS
NBS will provide special tax prepayment calculations to interested parties. The party requesting the calculation shall pay the fee of any prepayment calculation.
BOND CALLS
NBS will prepare the spread of principal to be called within maturities for all bond calls and coordinate the call with the Paying Agent/Trustee.
RELEASE OF LIENS
NBS will prepare all documents required to release the liens of parcels that have prepaid the special tax.
CDIAC REPORTING
NBS will perform all necessary reporting on or before October 30 for each bond issue to the California Debt and Investment Advisory Commission as required by §53359.5(b) and §53359.5(c) of the Government Code of the State of California.
ANNUAL CONTINUING DISCLOSURE REPORTING
NBS will provide the outlined tasks below for the City to adhere to each Districts Annual Continuing Disclosure Reporting obligations in connection with the City's Bonded CFDs. a. Collect and compile pertinent parcel, debt and District data required to be reported under the Continuing Disclosure Agreement of each of the City’s Special Tax Bonds and each of the Finance Authority’s Special Tax Revenue Bonds.
b. Prepare a draft of each Annual Disclosure Report for the City’s review. c. Finalize and disseminate each Annual Disclosure report to EMMA (Electronic Municipal Market Access), appropriate State Information Depositories and other parties as required. d. Prepare and file , upon notification by the City and/or if NBS becomes aware of such an occurrence, including a change in ratings, a Notice of Occurrence of Listed Event. e. As a Dissemination Agent under a Developer/Owner Continuing Disclosure Agreement in connection with City Special Tax Bonds, disseminate periodic disclosure reports and other required notices acceptable for filing.
ADDITIONAL REPORTING
NBS will be a resource to the City by staying current and identifying any new legislation and reporting requirements as they relate to the CFD.
For each of the following reporting requirements, NBS will review all pertinent documents and obtain the information needed to:
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• Prepare the required reporting to the California State Controller’s Office California Government Code, Section 12463.2, enacted as part of Assembly Bill 2109. Provide to City staff for inclusion in the annual financial transaction report.
• Assist in the filing of the Senate Bill 165 report to the City Council each year to comply with legislation that enforces additional reporting requirements. California Government Code, Sections 50075.3 or 53411.
• Prepare the required reporting and filling of the Senate Bill 1029 (Annual Debt Transparency Report) to the California Debt and Investment Advisory Commission as required by §8855(k) of the Government Code of the State of California for all debt issued after January 21, 2017. • Prepare other reports as required by any State and/or Federal disclosure reporting requirements pertaining to each CFD, as applicable, amended, or newly enacted and required. This may be subject to additional fee.
NOTICE OF SPECIAL TAX DISCLOSURE
NBS will provide Notice of Special Tax Disclosure notices to requesting parties as required by §53340.2 and §53341.5 of the Government Code of the State of California. The fee of any Notice of Special Tax shall be billed to the requesting party.
CONSULTING SUPPORT
NBS will provide a toll-free phone number for use by the City, other interested parties and property owners.
Our staff will be available to answer questions regarding the CFD and ongoing collection of the special tax, promptly responding within twenty four hours to all property owner’s inquiries. Bilingual staff is available for Spanish-speaking property owners.
Community Facilities District (CFD) Formation Services (Bonded, Landowner Vote)
KICK-OFF MEETING, PROJECT SCHEDULE
NBS will meet with City staff, legal counsel, any financial advisor and other interested parties to:
• Establish lines of communication
• Clarify the specific project goals and criteria that will meet the City’s preference • Identify and resolve any special circumstances regarding the formation of the CFD • Develop project schedules to meet legal requirements and provide for effective interaction of all involved parties
• Establish meeting dates consistent with schedule to achieve project milestones
LOCAL GOALS & POLICIES
NBS will review existing local goals and policies or assist the City in developing local goals and policies for the use of CFDs, as required by the Mello-Roos Community Facilities Act of 1982 (the “Act”).
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DATA COLLECTION
NBS will gather and review data relevant to the formation of the CFD. Data will be obtained from various sources, including City records, development plans, Assessor’s parcel maps, and County Assessor information.
DISTRICT BOUNDARIES
NBS will make determinations of the property subject to the Special Tax. • Establish boundaries for the CFD, giving consideration to both the project area and peripheral lands
• Verify ownership based on last equalized tax roll
• Formulate concepts with viable alternatives for spreading costs reasonably within the CFD boundary
COST ESTIMATE
NBS will obtain the estimate of project costs and incidental expenses and prepare a total project Cost Estimate.
RATE MODELING
NBS will analyze the property data and cost estimate to formulate concepts with viable alternatives for spreading costs reasonable within the CFD boundary, taking into account the overlapping debt, value to lien and overall tax burden on the property.
RATE AND METHOD OF APPORTIONMENT
NBS will formulate and present the Rate and Method of Apportionment to the City, legal counsel, the financial advisor and others, as appropriate.
MAPPING
NBS will prepare the Boundary Map and related documents and present to the City as required by the Act.
INTENT MEETING
NBS will present to City Council and the public regarding the CFD formation process, the analysis that led to the setting of CFD special tax rates, and the methodology developed for the special tax.
CFD REPORT
Based on the results of the aforementioned reviews, discussions and modifications, NBS will prepare a detailed written report including the Cost Estimate, the Rate and Method of Apportionment and the Boundary Map and present to the City, legal counsel, the financial advisor and property owners. NBS will file the Special Tax Report with the City Clerk.
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PUBLIC HEARING
NBS will present all necessary testimony and respond to public comments regarding the district formation proceedings.
ELECTION
NBS will assist legal counsel in the preparation of the ballot materials for the landowner election.
BOND ISSUANCE DISCLOSURE
NBS will provide certain disclosure data for the bond offering documents. Such data shall include parcel data, assessed value data, land use, development status and special tax classification information. NBS will also coordinate with the financing team to order overlapping debt data and sample tax bills, as requested.
NBS will review all bond documents prepared and provided by bond or other legal counsel and the financial advisor including the Official Statement, the Bond Indenture and the Continuing Disclosure Agreement.
NBS will process the property data and provide the following as requested:
• Current and prior years’ special tax delinquencies.
• Assessed Valuation History
• Top CFD Property Owners
• Value to Lien Calculations
• Bond Coverage Projections
• Revenues and Revenue Sufficiency
MEETING ATTENDANCE
NBS will attend up to four meetings per formation.
Landscape and Lighting Assessment District Formation
PROJECT SCHEDULE
NBS will communicate with City staff, legal counsel and other interested parties to:
• Establish lines of communication.
• Clarify the specific project goals, components and criteria that will meet the City’s preference. • Identify and resolve any special circumstances that may be involved in the formation. • Develop project schedules to meet legal requirements and provide for effective interfacing of all involved parties.
• Establish meeting points consistent with schedule to achieve project milestones. • Establish and coordinate with City staff a schedule to assure completion of necessary actions and compliance with statutes.
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BUDGET DEVELOPMENT
NBS will review a budget for the projected costs of improvements, maintenance, and services. Cost categories may include, but not be limited to, all relevant expenses, capital improvements, incidental costs (engineering, legal, City staff, consultants and ongoing administration), operating reserves, capital improvement reserves, and equipment/material replacement reserves.
PARCEL DATABASE
NBS will establish a parcel database for assessor parcels as currently shown on the County assessor's parcel maps or development maps. The database will include land divisions, ownership and mailing information, and parcel information relevant to the spread of the assessments.
SPECIAL VS. GENERAL BENEFIT ANALYSIS
NBS will review the proposed improvements, maintenance, services, budgets, location and type of improvements, special benefit, general benefit, and recent case law with legal counsel. Meet with City staff and legal counsel to discuss appropriate and/or alternative approaches to the proposed assessment district. Provide staff with related support for the duration of the project.
CITY REVIEW
NBS will communicate with City staff for the review of costs, improvements, maintenance, services, statute requirements and benefits conferred.
SEPARATION AND QUANTIFICATION OF SPECIAL AND GENERAL BENEFIT NBS will analyze improvements, maintenance, services, proposed boundaries, district characteristics, parcel characteristics, special and general benefits conferred, and assessment engineering industry standards and sources to separate and quantify special vs. general benefit in compliance with the special benefit requirements of Proposition 218 for review by all stakeholders.
METHOD OF ASSESSMENT (RATES)
NBS will prepare a Method of Assessment, including rates, in compliance with the proportionality requirements of Proposition 218 for review by all stakeholders.
CITY REVIEW
NBS will provide analysis of proposed assessments, as well as contributions to be made by the City. NBS will work with City staff, as required, to prepare and review mailed and published legal notices, determine dates for public meetings and public hearing, verify scheduling, approach, requirements, and other issues related to a successful formation.
RESOLUTIONS, NOTICES AND BALLOTS
NBS will work with legal counsel to prepare Resolutions, notices and ballots, as required, for compliance with the 1972 Act and Proposition 218. NBS will review legal notice of the public hearing to be published by the Clerk, as required, by the 1972 Act.
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PRELIMINARY ENGINEER’S REPORT
NBS will prepare, submit and review with City staff a Preliminary Engineer’s Report, including description of improvements, map of improvements, plans and specifications, cost estimate, assessment methodology, assessment roll and diagram.
FINAL ENGINEER'S REPORT
NBS will prepare, submit and review with City staff a Final Engineer's Report, including description of improvements, map of improvements, plans and specifications, cost estimate, assessment methodology, assessment roll and diagram.
PUBLIC HEARING AND BALLOT TABULATION
NBS will tabulate the ballots returned via the most appropriate method (bar code or other) and report the results to the legislative body at the completion of the public hearing.
DIAGRAM RECORDATION
NBS will assist the City with recordation of the diagram with the County Recorder.
LEVY CALCULATION
NBS will calculate the first year’s levy and process for approval by City Council simultaneously with the assessment formation proceedings.
CONSULTING SUPPORT
NBS will provide a toll-free phone number for use by the City staff and all stakeholders. NBS staff will be available to answer questions regarding the formation.
MEETING ATTENDANCE
NBS will attend up to four meetings per formation.
DELIVERABLES AND WORK PRODUCT TO THE CITY
As outlined in Section II page 10 of the Request for Proposal, deliverable items labeled a. through aa., NBS has addressed these items throughout our scope of services above for each district type. NBS will prepare and/or provide the following deliverable tangible work products to the City below:
a. Annual levy timeline
b. Annual budget for each district
c. Current database for each district, which will be provided to the City in a viewable format to facilitate parcel lookups, EBUs, and assessments
d. Annual Engineer’s and/or CFD Report for each district e. Annual Levy Report for each district
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f. Annual updated Boundary Map for each district
g. City Council Resolutions, Staff Reports, Ballots, and other notices and documents needed for the annual renewal of districts
h. Handbills for each parcel that could not be applied on the County tax roll and provide the City with a listing of all handbills issued
i. Updated parcel data reflecting changes in final levy submittal j. Prepare and submit regulatory reports to the City for review prior to submittal by City k. Provide a monthly report on home owner inquiries and call activity (upon request) l. Levy submittal summary report showing final amount to be placed on the property tax roll for collection
m. Updated parcel database for each CFD annexation or formation n. Annual special tax levy upon each parcel subject to the special tax o. Annual CFD Special Tax Report for each CFD for City approval (upon request) p. Prepare semi-annual delinquency reports for each CFD q. Prepayment calculations to be provided to requesting parties and, if required, the Notice of Cessation of Special Tax Lien
r. Bond call spreads, release of lien and foreclosures coordination as required s. California Debt and Investment Advisory Commission (CDIAC) Report t. Annual Disclosure Report
u. Annual Debt Transparency Report (ADTR)
v. Calculate Letter of Credit required with back-up calculations for CFDs w. Compile new database from Assessor’s Roll and Parcel Tentative Tract Map information on new district formations
x. Coordinate meetings for new district formations (assume 4 meetings) y. CFD Rate and Method of Apportionment
z. Recorded Boundary Map and reports for new CFDs
aa. Special Tax Table and Certificate of the Special Tax Consultant for Bond Issuance Public Engagement Services | Optional
Public engagement is a planned process where the City and the community work together to express their points of view and discover common ground. We offer a unique perspective to engagement and outreach efforts because we understand the district formation and administration process. The services listed below are created based on ongoing engagement support, but we offer focused engagement services for districts requiring 218 proceedings or other restructuring procedures.
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Communication Support | Optional
INITIAL RESEARCH – KICK-OFF MEETING, PROJECT SCHEDULE
NBS will communicate with the City throughout the project's duration to clarify the City’s goals, identify any particular circumstances, and develop a realistic project schedule. NBS will meet with City staff, legal counsel, and other interested parties to:
• Establish lines of communication
• Clarify the specific project goals and criteria that will meet the City's preferences • Identify and resolve any unusual circumstances regarding the engagement process • Develop an annual engagement schedule to provide for effective interaction of stakeholders CREATION OF A COMMUNICATION TOOLKIT:
Develop a comprehensive toolkit including:
• Website content
• Talking points
• Multilingual FAQs
• Postcard design
• Content releases
• Timelines and guidelines for various communication activities Digital Outreach | Optional
WEBPAGE CREATION – DEVELOP AND DEPLOY CONTENT TO A DEDICATED LLMD WEBPAGE AND SOCIAL MEDIA – SEE CIVICMIC.COM FOR EXAMPLES
This task includes but is not limited to the following items:
• Background on the need for services and revenue
• History of use of current funds available to the City • Legislative background
• Annual reports
• Ongoing updates on maintenance
• Meeting announcements and minutes
• Recordings of community meetings
• Calendar of anticipated events (such as
community meetings and service
schedules).
• Specialized mapping and graphics,
showing assessment amount, participation
and other valuable property information.
Below is a sample map showing parcels
engaged in a community on CivicMic.com.
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EMAIL CAMPAIGN – ESTABLISHMENT OF AN EMAIL LIST
Using the CivicMic platform, we will establish an email contact list for most participants in this engagement. In addition, multiple postcards will be mailed out announcing the survey and community meetings and explaining how to sign up at CivicMic.com to receive updates.
Community Engagement | Optional
SURVEYS – DEVELOP ANNUAL ONLINE/MAILED SURVEY TO GATHER INFORMATION Surveys will be sent to determine support of existing services, determine a desire for increased services, assess support of various assessment amounts, and create an educational outreach plan.
FOCUSED COMMUNITY MEETINGS – PROVIDE THE FOLLOWING MEETING SERVICES • Hosting virtual meetings and in-person combined (all district) meeting/workshop to allow the community to discuss current issues or desired updates to their existing District • Creation and posting of Community Meeting notices on various outlets • Full development and facilitation services from start to finish, all materials designed, layout and translation services handled
• Leading meetings with objectives created with the City before the meeting • Development of action items based on feedback received at Community Meetings or from surveys and other ongoing communication efforts
• Recordings of Community Meetings that will be shared to CivicMic.com and social media sites
WORKING GROUP
The CivicMic team will work with previously identified stakeholders in the community to educate them on a closer level about the formation process and provide resources for roadblocks in sharing information.
This group typically meets monthly.
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PROJECT SCHEDULES FOR THE CITY OF HEMET
The following is an overview of our proposed project schedules with key milestones. We will discuss detailed schedules at the kick-off meeting, along with the expected timing for individual tasks.
LLMD Annual Administration Schedule
Month Activity Deliverable
March / April District Administration Kick-Off Meeting Annual Levy Timeline March / April Preliminary budget/cost recovery process Annual Budget for each District
April Current Database Development with specific
data fields; research any parcel changes
April Council Meeting ordering Engineer’s Report Resolutions and Staff Reports
April Prepare Draft Engineer’s Report Draft Annual Engineer’s Report
May Refine Engineer’s Report Final Engineer’s Report
May / June Council Meeting approving Engineer’s report
and setting Public Hearing
Resolutions and Staff
Reports
June Public hearing and adoption of Engineer’s
Report and Annual Levies
Resolutions and Staff
Reports
July
Prepare final levies
Updated parcel database reflecting parcel
changes
Levy Submittal Summary to City
Levy Submittal summary
report to City for
approval
August Final Levy Check, review and submittal on or
before August 10th Levies to the County
September Manage any rejected or handbill parcels
Reconcile annual levies
Handbills
Final Reconciliations
October Prepare Annual Levy Reports
Respond to Property Owner phone calls
Final Levy Summary
Annual Levy Report
November Respond to Property Owner phone calls Property Owner Call Logs activity (upon request)
December Respond to Property owner phone calls
Prepare AB 2109 Reporting
Regulatory Reporting if
applicable
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Community Facilities District Annual Administration Schedule Month Activity Deliverable
March / April District Administration Kick-Off Meeting Annual Levy Timeline March Budget analysis
Prepare/File Disclosure Reporting – CFD 1999-1
Annual Disclosure
Reporting to EMMA by
March 31
March / April Preliminary budget/cost recovery process Annual Budget for each District
April Current Database Development with specific data
fields; research any parcel changes
April
Finalize budget and cost recovery
Request fund balances for CFDs; any credit
calculations
Cost Recovery worksheet
Fund balances needed
May Prepare Delinquency Reports/Reminder Letters
Delinquency
Reports/Reminder or
Demand Letters
June Prepare Bond Calls
Request building permit information Bond Call Documents July
Prepare final levies
Updated parcel database reflecting parcel
changes
Levy Submittal Summary to City
Levy Submittal summary
report to City for approval
August Final Levy Check, review and submittal on or
before August 10th Levies to the County
September Manage any rejected or handbill parcels
Reconcile annual levies
Handbills
Final Reconciliation
October
Prepare Annual Reports
Prepare CDIAC Reports Mello Roos/Marks Roos
forms before October 30
CFD Annual Reports
Payoff Quotes, etc.
CDIAC Report filings
November Respond to Property Owner phone calls
Prepare SB 165 Reports
Payoff Quotes, Property
Owner Call Logs activity
(upon request).
SB 165 Report
December
Respond to Property Owner phone calls
Prepare Bond Calls
Prepare AB 2109 Reporting providing special tax
rates for each parcel type by CFD
Payoff Quotes, etc.
Bond Call Documents
AB 2109 Reporting data
January
Prepare Delinquency Reports/Reminder Letters
Commence budget/cost recovery process
Prepare SB 1029 ADTR Filings
Delinquency
Reports/Reminder or
Demand Letters
SB 1029 ADTR Filings
February Parcel analysis; update database with any parcel changes Parcel database update
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Proposal for City of Hemet NBS | 31
LLMD Formation Flow Chart
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CFD Formation Flow Chart
Availability
NBS employs a staff of 60 professionals with extensive experience in the fields of finance, management, engineering, and local governance who combine their knowledge to produce a synergy that results in maximum success and minimum risk. We work with our clients as partners by developing an intricate knowledge of their needs and responding with strategic and timely solutions. While our team members are engaged in a variety of ongoing projects, we are able to provide the services requested within the required timeline. In order to preserve our on-going commitment to excellent client service, we do not propose or contract for more work than we can reasonably accomplish or complete.
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Quality Control Assurance Process
Our quality control processes are robust, with a number of checks and balances in place. We have back-up systems and an emergency preparedness plan as well. Our team offers an extensive array of technical experience that will be essential for successfully
completing this project. Quality assurance and
quality control are paramount on every aspect of
this endeavor.
NBS has redundant review processes and
established quality control systems to ensure the
highest level of accuracy and service, including
the following:
• Various cross checks on data;
reconciliation of data to source files
• Management review of all processes and systems; monthly status reports • Peer and management review of reports
• Review and sign off by appropriate agency staff
• Routine reminders regarding project timeline and outstanding data requests
This commitment to the quality of our work has allowed us to consistently provide outstanding services to our clients.
City Staff Role
We request that the City furnish NBS with relevant and pertinent information that is available to the City and applicable to the Services. We also request the City designates a person, or persons, to act with authority on its behalf in respect to the Services, and respond to NBS’ staff in a timely manner so that success will be achieved.
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IV | FEE SCHEDULE
EXHIBIT B
COMPENSATION
I. Service Provider will use the following personnel and rates of pay in the performance of the Services:
POSITION RATE
1. Director $250
2. Associate Director/Engineer $225
3. Senior Consultant/Manager $200
4. Consultant $175
5. Senior Project Analyst $165
6. Financial/Project Analyst $150
7. Project Resource Analyst $130
8. Clerical/Support $110
II. Special Assessment District Administrative Fixed Fees:
The table below summarizes and totals all the maximum annual fixed administration fees for the various special district types.
DISTRICT
Year 1
ANNUAL FEE
Year 2
ANNUAL FEE
Year 3
ANNUAL FEE
LMD $24,250 $25,220 $26,229
SMD $24,250 $25,220 $26,229
CFD 2005-1 PUBLIC SAFETY SERVICES $9,500 $9,880 $10,275 CFD 1999-1 HEARTLAND $7,500 $7,800 $8,112
CFD 2021-01 SADDLE POINT $5,000 $5,200 $5,408
CFD 2022-01 SADDLE POINT II $4,500 $4,680 $4,867
CFD 2021-02 HERITAGE POINTE $5,000 $5,200 $5,408
CFD 2019-01 MCSWEENY $5,000 $5,200 $5,408
CFD 2022-01 TRES CERRITOS WEST $5,000 $5,200 $5,408
CFD 2023-01 MORGAN CROSSING $5,000 $5,200 $5,408
INCIDENTALS/REIMBURSABLE EXPENSES $2,500 $2,600 $2,704
TOTAL $97,500 $101,400 $105,456
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III. New Special District Formation and Annexation Service Fees Compensation for new district formations and annexations into existing districts will be completed based upon the fees shown below:
a. LLMD Formations and Annexations:
# OF NEWLY
CREATED
PARCELS IN
THE
ENGINEER’S
REPORT
–Year 1 –Year 2 –Year 3
BASE FEE
PER
PARCEL
FEE
BASE FEE
PER
PARCEL
FEE
BASE FEE PER PARCEL
FEE
1 - 10 $22,500 $0 $23,400 $0 $24,336 $0
11 - 150 $24,500 $0 $25,480 $0 $26,499 $0
151 - 400 $27,500 $0 $28,600 $0 $29,744 $0
400+ $31,500 $0 $32,760 $0 $34,070 $0
b. CFD Formations and Annexations:
CFD FORMATION
Parme Year 1
FEE RANGE
Year 2
FEE RANGE
Year 3
FEE RANGE
Formation of Community Facilities Districts per CFD or CFD Improvement Area - It is anticipated that a range of fees will be provided based on complexity and several of the factors listed below. Provide as many levels across the range as you deem necessary and give the parameters and methodology on how the fee level is identified.
Community Facilities Districts (Bonded):
a. Improvement Areas
b. Potential Bonding Sizing
c. Development of cost estimates for
facilities funded
d. Number of Bond Series
e. Developed or developing special tax
area
f. Land use densities
g. Number of property owners
h. Property owner or registered voter
election
i. Timing and list of potential
improvements funded
j. Timeline for project completion
1.) CFD
Formation
$24,500
$25,480
$26,500
2.) Per Additional
Improvement
Area
$9,500 $9,880 $10,275
3.) Per Bond
Issuance
$17,500 $18,200 $18,928
4.) Add
Registered Voter
Election
$10,000 $10,400 $10,816
5.) N/A $ $ $
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Community Facilities Districts (Non-Bonded):
a. Potential annual special tax revenue
required
b. Development of services or
maintenance costs to be funded
c. Development of capital replacement
costs
d. Developed or developing special tax
area
e. Land use densities
f. Number of property owners
g. Property owner or registered voter
election
h. Timing and list of potential services
funded
i. Timeline for project completion
1.) CFD
Formation
$14,500
$15,080 $15,683
2.) Per Cost
Estimate
$4,500 $4,680 $4,867
3.) Add
Registered Voter
Election
$10,000 $10,400 $10,816
4.) N/A
5.) N/A
Community Facilities District Annexation
Services:
a. Expedited method for future
annexation areas – per annexation fee
b. Full CFD Annexation process per
annexation
a. Per
annexation, no
map
b. Per annexation
a. $3,500
b. $9,500
a. $3,640
b. $9,880
a. $3,785
b. $10,275
The following fees are notes herein, and paid by the requesting party, not paid by the City:
CFD prepayment calculations (per request) $150
Notice of Special Tax (per notice) $35
IV. Reimbursable Expenses:
Service provider will be reimbursed for out-of-pocket expenses without any additional mark-up. This includes, but is not limited to, the following: postage, mileage, electronic data furnished from the County or other applicable media resources, and map reproduction.
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Optional Services
PUBLIC ENGAGEMENT SERVICES | OPTIONAL
Engagement Fee ........................................................................................................................................ $TBD D-FAST ONLINE PRO WEB PORTAL | OPTIONAL
One-Time Setup Fee ............................................................................................................................... Waived Annual Fee ............................................................................................................................................... $4,250
Expenses
Customary out-of-pocket expenses will be billed to the City at actual cost to NBS. These expenses may include, but not be limited to, mailing fulfillment, postage, reproduction, telephone, travel, meals and various third-party charges for data, maps, and recording fees.
Terms
Administration services will be invoiced at the beginning of each quarter. Formation services will be invoiced monthly. Fees for all other services will be invoiced monthly for work completed. Expenses will be itemized and included in the next regular invoice. If the project is prematurely terminated by either party, NBS shall receive payment for work completed. Payment shall be made within 30 days of submittal of an invoice. If payment is not received within 90 days, simple interest will begin to accrue at the rate of 1.5% per month. Either party can cancel consulting contract with 30 days’ written notice.
16.E.
Proposal for City of Hemet NBS | 38
APPENDIX | RESUMES
This appendix contains full resumes for our proposed project team.
16.E.
Proposal for City of Hemet NBS | 39
EDUCATION
• Master of Public Administration,
Public Sector Management and
Leadership, California State
University Northridge
• Bachelor of Science, Accounting,
DeVry University
HIGHLIGHTS
• Registered Municipal Advisor
Representative
• Seasoned professional and
project manager for Special
Financing District (SFD) consulting
projects
• More than two decades of
experience actively managing
formations, annexations and
ongoing administration
• District Formation
• District Administration
• Proposition 218
• Financial Projects
• Continuing Disclosure
• Special District Refunding
AFFILIATIONS
• CSMFO
• Served for seven years on
CSMFO’s Annual Conference
Planning Committee
• Featured speaker at multiple
CSMFO chapter luncheons
BIOGRAPHY
Adina McCargo is a Director with NBS where she oversees the District Administration practice area for NBS. Her team administers over 2,000 different Fees, Charges and Special Financing Districts (SFDs) including Property and Business Improvement Districts (BIDs), Landscape Maintenance Districts (LMDs), 1913/1915 Act Assessment Districts, and Community Facilities Districts (CFDs).
Adina has extensive experience with district formations and bond issuance/refunding analysis, as well as the ongoing management of district administration operations. She has also performed feasibility studies and related audits and financial projects. Adina has worked directly with more than 200 agencies and is a Registered Municipal Advisor Representative.
RELEVANT PROJECT EXPERIENCE
TEAM RESUME
ADINA MCCARGO | Director
• City of Alameda SFD Financing
Formation and Administration. NBS
administers the City’s Special
Financing Districts (SFDs), which
include Assessment Districts,
Community Facilities Districts, and a
Citywide Sewer Charge. NBS has
formed both Bonded and Non-
Bonded CFDs for the City. NBS has
also provided assessment
engineering services for several
zones of the Landscaping and
Lighting District, which allowed for
significant increases in revenue and
the addition of inflationary factors.
• City of Eastvale SFD Formation and
Annual SFD Administration. The City
of Eastvale in Riverside County
utilizes Special Financing Districts
(SFDs) including Landscape
Maintenance Districts, Benefit
Assessment Districts and Community
Facilities Districts to support
infrastructure and services. NBS
provides a full range of annual
administration and support services
for the City and is an integral part of
this function. The 107 SFDs
represent approximately 22,500
parcels and $880,000 in revenue. In
addition, NBS has formed several
SFDs for the City.
• City of San Jacinto SFD Formation
and Administration. The City of San
Jacinto utilizes a number of Special
Financing Districts (SFDs) to support
infrastructure and services. NBS
provides formation, administration,
Proposition 218 compliance and
support services to the City for
numerous assessment and
Community Facilities Districts
(CFDs). NBS administers the City’s
1972 Act Landscape & Lighting
Districts and 1982 Act Benefit
Assessment District, including more
than 72 zones used mainly for
maintenance of the City’s many
neighborhood parks as well as other
landscape and lighting and street
improvements throughout the City.
In addition to administration
services, NBS also assists the City in
the formation and annexation
services for various SFDs.
“NBS went above and beyond as a consultant with assisting the City through a difficult Proposition 218 process. They were always available to provide valuable insight, analysis, and technical information to the City and at Community meetings, whenever and wherever called upon. We greatly appreciate the level of expertise NBS provided.”
Shandy Dittman, Senior Management Analyst, Pomona
16.E.
Proposal for City of Hemet NBS | 40
TEAM RESUME
AMANDA WELKER | Senior Consultant
EDUCATION
• Bachelor of Arts, California
Baptist University
• Master of Public Administration,
California State University
Northridge
HIGHLIGHTS
• Experienced Senior Consultant
providing support to NBS’ District
Consulting Group
• Extensive experience in budget
development and analysis
• Well-versed in CDIAC reporting
requirements and an expert in
report preparation including
annual Continuing Disclosure
• Delivers high-quality district
administration and client support
• Professional writing and editing
skills
BIOGRAPHY
Amanda Welker is a Senior Consultant with NBS where she administers Special Financing Districts (SFDs) and is actively involved with district formations, bond issuance/refunding analysis, data analysis, special projects as well as daily administration of various SFDs. Amanda has more than a decade of finance and management experience. Her top skills include public budgeting, account auditing, and effective project management and administration. Amanda’s background in the public sector working for a City government provides an added layer to her proven abilities.
RELEVANT PROJECT EXPERIENCE
Amanda has consulted and served on many projects, including the following:
“…extremely
responsive and direct
with your answers. It
is much appreciated
…made getting to the
bottom of this
painless – I can’t
express enough how
rare that is.”
Nicholas Wilson, Real Estate
Manager, Guggenheim Partners
• City of Oxnard – Annual Special
Financing District Administration:
Successfully administers nearly 50
special districts including 38
complex Landscape Maintenance
Districts, two Assessment Districts
and seven Community Facilities
Districts with outstanding bonds
totaling more than $37M.
Provides support to Special
District staff in the form of
administrative and special project
consulting, Council meeting
attendance, and creating custom
forms and spreadsheets for
accounting, labor tracking, and
other administrative activities. In
2023, developed a LMD Financial
Model to integrate into the City’s
Consolidated LMD Engineer’s
Report providing improved detail
and transparency to both Council
and constituents.
• City of Union City – Annual
Special Financing District
Administration: Administers
multiple SFDs and prepares five
annual Tax Roll billings for more
than 17,000 parcels.
• City of Lincoln – Annual
Administration of Bonded Special
Financing Districts: Provides
extensive routine financial
analysis on outstanding bond
issues totaling more than $145M.
Successfully completes annual
CDIAC reporting, parcel audits,
and bond calls.
• Cole County Missouri Fire
Protection District – Ground
Emergency Medical
Transportation Cost Report:
Developed first year cost analysis
and report for Federal
reimbursement of qualified
medical transports. Resulted in
the agency’s reimbursement of
more than $330,000.
• South Lake County Fire
Protection District- Parcel Audit:
Reviewed and compared GIS and
Assessor’s data for roughly 9,000
parcels. Resulted in the agency’s
increase in revenue of more than
$142,000 annually— a revenue
increase of 7%.
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TEAM RESUME
JOHN EGAN | Professional Engineer
LICENSE
• Registered Professional Engineer
• State of California C14853
EDUCATION
• Bachelor of Science, Civil
Engineering
• Iowa State University
• Master of Science, Business
Administration
• Anderson Graduate School of
Management, University of
California (Los Angeles)
PROFESSIONAL
AFFILIATIONS
• American Public Works
Association (APWA)
• American Society of Civil
Engineers
• American Water Works
Association (AWWA)
• American Academy of
Environmental Engineers
BIOGRAPHY
John Egan has more than 50 years of professional civil and environmental engineering experience. John is responsible for direction of conceptual development, planning, design, and preparation of construction documents and planning studies for a variety of public works and private development projects. In this capacity, he directs and/or supervises preparation of planning, derivation and analysis of alternatives, comparative costs and design efforts, and is responsible for project administration, client coordination and construction management services.
John’s related experience concerning the planning and conduct of special assessment projects includes use and/or administration of the Municipal Improvement Acts of 1913 and 1915, Mello-Roos Community Facilities Act of 1982, and the Uniform Standby Charge Procedures.
John was the Assessment Engineer/Engineer-of-Work for conduct and implementation of numerous assessment districts utilizing provisions of various assessment acts, including the Landscape and Lighting Act of 1972 and the 1913 and 1915 Municipal Improvement Acts
RELEVANT PROJECT EXPERIENCE
• City of San Jacinto, 90+ Landscape and Lighting District Zones of Benefit • City of San Leandro, Neptune Drive Flood Control Assessment District • City of Union City, Union Landing Property & Business Improvement District
• County of Imperial, County Service Area Formation
• Valley-Wide Recreation and Park District, Multiple Landscape and Lighting Districts
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TEAM RESUME
JEREMY JUNG | GIS Senior Consultant
EDUCATION
• Bachelor of Science, Political
Science, California Polytechnic
State University, Pomona
• Certificate, Geospatial Technician,
Victor Valley College
• Certificate, Geographic
Information Systems, San
Bernardino Valley College
• Certificate, Geographic
Information Systems, Rio Hondo
College
HIGHLIGHTS / TECHNICAL
• Configure and maintain ESRI
ArcGIS applications (web maps,
Dashboards, StoryMaps,
Survey123, Collector,
QuickCapture)
• Prepare numerous boundary
maps, diagrams, and 1915 Act
lien apportionments
• ArcDesktop, ArcSDE, ArcGIS
Server, ArcGIS Online, Survey
123, Collector
• Python Software experience
• SQL for data manipulation and
analysis
• Autodesk AutoCAD
BIOGRAPHY
Jeremy Jung is a Geographic Information Systems (GIS) Senior Consultant for NBS. He has more than 8 years of experience in the design and maintenance of GIS Geodatabases in a SDE environment, including reconciling/posting and QA/QC. He has developed new workflows and utilized Model Builder for processing parcel data that removed the need to purchase the data on a quarterly basis. Jeremy has performed spatial analysis to identify restricted areas for Cannabis Delivery Services, and utilized basic Python scripts to edit and automate GIS workflows. He has updated and maintained numerous map services for GIS applications (Cityworks, CRW Trakit, Granite XP, Internal Geoviewer, Public Viewer).
As a GIS Senior Consultant, Jeremy creates maps and analyzes data associated with county assessor’s parcels, district boundaries, public facilities and improvements as well as captures custom images utilizing the latest in GIS technology. In addition, he is able to create custom web-based GIS applications for internal and external use by NBS clients.
RELEVANT PROJECT EXPERIENCE
Our staff appreciates
the expertise,
guidance and
experience that the
NBS teams bring to
our special
assessments.”
Mike Gow, General Manager /
Chief Engineer, Lake Hemet
Municipal Water District
• CivicMic – Successfully completed
a variety of projects for CivicMic
including the creation of surveys,
web maps, web apps, and testing
ESRI Hubs. The web applications
assist with facilitating community
outreach and public engagement
opportunities to determine the
level of public support.
• East Contra Costa Fire Protection
District – Calculated fire stations
distance drive times and half mile
buffer distances within ECCFPD
boundary to determine best
response times for each parcel.
Utilizing network analysis was
instrumental in determining the
calculation of special general
benefit and proportionality for
ECCFPD.
• Los Angeles County Metropolitan
Transportation Authority –
Accomplished creating a quarter
mile and half mile buffers around-
approximately 60 stations to help
identify assessed values for each
parcel within the buffer zones.
• City of Fairfield Lighting and
Landscape Maintenance District
(LLMD) - Created visual web
application dashboard which
displayed numerous metrics and
inventoried maintenance
landscapes, parcels, streetlights,
and boundaries for each district.
• Reclamation District 1000 –
Assisted with the fee study by
creating a web map that showed
all the parcels that belong within
the district and have a filter based
on Customer Class and Drainage.
• Rio Del Mar Flats – Assigned a
benefit category for each parcel
within district and submitted an
assessment diagram. Created web
map that displayed location of
community participation.
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Proposal for City of Hemet NBS | 43
S
EDUCATION
• Bachelor of Arts, with honors,
Economics, Mills College
• Continuing education from UC
Davis, UCLA, CDIAC, etc.
HIGHLIGHTS
• Registered Municipal Advisor
Representative
• 23 years of experience
• Expert Special Tax Consultant
• District Formations
• Reassessment Consulting
• Proposition 218
AFFILIATIONS
• California Society of Municipal
Finance Officers (CSMFO)
• California Special Districts
Association (CSDA)
• Committee on Special
Assessments, Taxes and Other
Financing Facilities (CASTOFF)
• Women in Public Finance (WPF)
SPEAKING / MEDIA
• Maintenance Services Funding: A
Finance/Public Works Convo, 2023
CSMFO Annual Conference
• Revenue Recovery: From Riches to
Rags, and Back to Riches? 2022
CSMFO Annual Conference
• Show Me More Money: Optimizing
Revenues in a Post-COVID World.
2022 CSMFO Annual Conference
• Park & Rec Fiscal Toolbox. 2021
CARPD Annual Conference
• A Revenue Cornucopia: A Multi-
Faceted Approach to Funding.
2021 CSMFO Annual Conference
BIOGRAPHY
Sara Mares is a Director with NBS. She forms Special Financing Districts (SFDs), including Community Facilities Districts, Property and Business Improvement Districts, 1913 Act Assessment Districts, Landscape and Lighting Districts, Benefit Assessment Districts and Fire Assessments. Sara has experience working with all aspects of the formation process, including planning and feasibility, project management, budget analysis, development of Rate and Method of Apportionment and Engineer’s Reports and presentations. She also has significant experience with ongoing SFD administration including levy submittal, delinquency management and continuing disclosure.
RELEVANT PROJECT EXPERIENCE
TEAM RESUME
SARA MARES | Director
• City of Patterson CFD Formation.
Formation of services CFD with
Future Annexation Area,
Subsequent Annexations. CFD
funds maintenance and operation
of streetlights, landscaping storm
drainage, etc., for residential
property in the City. Formation
completed in 2018, subsequent
annexations through 2020.
• City of Lincoln CFD 2019-1
(Independence). Formation of
facilities CFD that transitions to a
services CFD. CFD finances
transportation, water system ,
recycled water system, drainage,
wastewater, and park
improvements and will transition
to fund park maintenance and
capital replacement. Formation
completed in 2019.
• Other Projects. Desert
Recreation District, City of
Alameda, City of Elk Grove, City of
Hesperia, City of Vacaville, City of
Carson, East Bay Regional Park
District
• Altadena Library District CFD
Formation. In 2020, the need for
significant updates to aging
facilities led the District to engage
NBS to form a CFD to finance
those infrastructure needs.
Additionally, with the existing
parcel tax sunset on the horizon,
NBS worked with the District to
include a services special tax
component of the CFD that would
replace those services revenues
and provide for a perpetual,
stable funding source into the
future. The CFD has been formed
and was approved by registered
voters in the District.
• City of Rio Vista CFD Formation,
Complex Workout including
refinancing existing CFD debt,
formation of a new CFD to
restructure a portion of the
existing CFD debt and funding of
additional services. CFD
Formation and Bond Issuance
completed in 2018.
“Thank you so much for all of your guidance, advice and support this year. We definitely wouldn't have been able to accomplish this amazing feat without your experience and knowledge!!” Nikki Winslow, Library District Director, Altadena Library District
16.E.
Proposal for City of Hemet NBS | 44
ADDITIONAL RELEVANT PROJECT EXPERIENCE
TEAM RESUME
SARA MARES | Director …Continued
• City of Rancho Cucamonga Prop
218 Compliance. NBS worked with
the City to identify the benefits
and issues related to the
formation of the districts, as well
as develop an area profile analysis
to identify and target property
owners for outreach efforts. NBS
prepared an Engineer’s Report
analyzing the special benefit of the
improvements, prepared and
mailed assessment ballots and
notices to all property owners
within the districts, as well as
tabulated the ballots at the Public
Hearing to determine if a majority
protest existed.
• Los Carneros Water District
Recycled Water Assessment
District Formation. Formation of
a special assessment district to
finance recycled water
infrastructure. Working closely
with the Los Carneros
community, the Los Carneros
Water District, Napa County staff,
NBS successfully formed a 1913
Act Assessment District that
received a record-breaking 98%
ballot approval. This District was
designed to pay for backbone
infrastructure to deliver recycled
water to the area. A State
Revolving Fund (SRF) loan,
instead of a bond, provides the
actual financing. This is believed
to be the first such use of an SRF.
• City of Livermore Assessment
District Formation. The area
around Pleasant View Lane was a
pocket of County land within the
City of Livermore. As such, it was
required to annex to the City, but
failing septic systems, a narrow
road and updates to street
lighting, grading and striping
were required to be completed
prior to annexation. NBS formed
AD No. 2016-2 to finance the
required improvements which
were ultimately funded with a
City-issued and held bond.
“You sure made the job
easier and more
pleasant over the past
few years. Throughout
this project, you
provided huge input
and guidance, and
helped us through
those unknown
waters.” John Stewart,
Los Carneros Water District
16.E.
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TEAM RESUME
NICK DAYHOFF | Senior Consultant
EDUCATION
• Bachelor of Arts, Finance,
California State University, San
Diego
HIGHLIGHTS
• Registered Municipal Advisor
• 17 years with NBS
• Seasoned Professional in District
Administration
• District Formations, including
PBIDs/CBDs and CFDs
• Sewer Charge Administration
• Continuing Disclosure
• Proposition 218 Compliance and
Notification
BIOGRAPHY
Nick Dayhoff is a Senior Consultant with NBS where he forms and administers Special Financing Districts (SFDs). He is actively involved with a broad range of new district formations, bond issuance/ refunding analysis, and feasibility studies.
RELEVANT PROJECT EXPERIENCE
• East Bay Regional Park District,
CFD No. AC-3: Formation of CFD,
subject to voter approval on
November 6, 2018. CFD funds
maintenance of parks, trails, open
space, public safety services,
recreation and open space
program services, flood and
storm protection services, etc.
Formation completed in 2018.
• Valley-Wide Recreation and Park
District: Multiple CFD Formations.
CFDs fund park and landscape
maintenance. Formations
completed 2015-2021.
• City of Carson: Community
Facilities District, CFD No. 2018-
01 is used to fund the calculated
negative fiscal impacts of new
development. On an ongoing
basis, NBS assists the City with
the annexation of property to the
CFD by preparing all the
documentation, including the
Unanimous Approval Forms,
Boundary Maps, Resolutions &
Ordinance, and Amendment to
the Notice of Special Tax Lien. The
CFD and annexations ensure that
the projects are funding the
increased public services
necessitated by additional
development within the City.
• Cosumnes Community Services
District: NBS assisted with the
formation of a Community
Facilities District, CFD No. 2021-1
(Sheldon Farms North), to fund
fire protection, park
maintenance, and landscaping
services for the Sheldon Farms
North residential development
project. The CFD ensures that the
project funds the increased public
services necessitated by
additional development within
the Community Services District.
• City of San Jacinto: On an
ongoing basis, NBS assists the City
with the annexation of property
into two previously established
CFDs by preparing all the
documentation, including
petitions, resolutions, boundary
maps, ordinances, and
amendments to the notices of
special tax lien. The CFDs and
annexations ensure that the
projects are funding the increased
public services necessitated by
additional development within
the City.
“I really appreciated
the touch-base
meeting we had
recently, and look
forward to working
with you in the
coming fiscal year.”
Felicia Newhouse, Assistant
General Manager, Ross Valley
Sanitary District
16.E.
Proposal for City of Hemet NBS | 46
EDUCATION
• Bachelor of Arts/Business
Economics, University of Nevada,
Las Vegas
HIGHLIGHTS
• Registered Municipal Advisor
• Seasoned public agency revenue
consultant with a focus in Special
Financing Districts (SFDs)
• Extensive background in project
management support to state
and local government in the areas
of tax and assessment related
levies, fund accounting, budget
administration
• More than 20 years of finance
experience
AFFILIATIONS / AWARDS
• Camarillo Health Care District
Advisory Panel: Member
• Camarillo Kiwanis Club: Member
• Pacific Coast Business Times “Top
50 Women in Business” Recipient
2016; “Top Women in Business”
Recipient 2013; “Top Leaders in
Community Leadership” 2010;
and “40 Under 40” Recipient
2008
• President’s Council on Service
and Civic Participation “The
President’s Volunteer Service
Award” Recipient 2008
BIOGRAPHY
Sandra Burkhart is a Senior Consultant at NBS where she forms and administers various types of Special Financing Districts (SFDs). She is actively involved with district formations, bond issuance analysis, and the daily management of district administration services. She also performs system audits on agencies’ SFD internal administration practices, focusing on administrative compliance and operational management.
RELEVANT PROJECT EXPERIENCE
Sandra has consulted and served on many projects, including the following:
TEAM RESUME
SANDRA BURKHART | Senior Consultant
• City of Fairfield District Fund
Balance Review and Budget
Audit. Performed a fund balance
review and budget audit of the
City’s 19 Landscaping and Lighting
Maintenance Assessment Districts
and associated Annexations. The
project also included a district
boundary audit and a final
findings report with
recommended corrective actions.
• City of Manteca CFD 2017-1
Sundance Estates Annexation.
Formation of CFD with Future
Annexation Area, Subsequent
Annexations. CFD funds
maintenance of parks,
streetscapes and streetlights, and
related appurtenances within or
adjacent to the City.
• City of Palmdale LMD Audit of
Annual Budget and Fund Balance
Review. Comprehensive review
and evaluation of the City’s
Landscape and Streetlight
Maintenance Assessment
Districts, performing an audit of
the City’s Fund Balances and
assessment rates, as well as the
annual budgets, and identifying
any special circumstances for City
action. Fiscal goals and policies
will ultimately be established to
ensure ongoing revenues cover
cost projections.
• City of Pomona LLAD Assessment
District Formation. Formation of
replacement LLAD. LLAD funds
maintenance and operation of
streetlights, trees, landscaping,
open space, etc.
• City of San Benito CFD 2018-1.
Del Curto Minor Subdivision
Annexation. Formation of CFD
with Future Annexation Area,
Subsequent Annexations. CFD
funds maintenance of lighting of
parks, parkways, streets, roads
and open space, flood storm
protection services, public
infrastructure including police,
fire, recreation program services
and library services. Formation
completed in 2018, subsequent
annexations through 2019.
• City of Sierra Madre Assessment
District Formation. The City’s
downtown area had multiple
assessments in place to fund a
variety of services. NBS was
engaged to form a new Landscape
and Lighting Assessment District
that would consolidate the
services under one funding tool,
expand the services and create a
more inclusive Downtown LLD.
NBS provided detailed general
and special benefit analysis and
assessment engineering services
for the new District, including
developing a new Engineer’s
Report, along with mailed notices
and ballots.
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Proposal for City of Hemet NBS | 47
EDUCATION
• Bachelors, Engineering Design
and Technology, Sam Houston
State University, TX
• Associates, Drafting and Design,
Angelina College, TX
HIGHLIGHTS
• Seven years of developing and
maintaining large-scale access
databases, ensuring the security
and integrity of the databases.
• Develop Dashboards using
DevExpress/Visual Studio to
calculate and evaluate metrics.
AFFILIATIONS
• Tyler County, TX, Forest
Landowners Association –
Secretary, Vice President,
President
CERTIFICATIONS
• Master Microsoft Excel Macros
and Excel VBA
• Master Microsoft SQL Server
• Microsoft Excel Data Analysis
and Dashboard Reporting
BIOGRAPHY
Elizabeth Parker is a Project Analyst at NBS assisting the Utility Rate Group in developing dashboards, as well as assisting in the formation and administration of various types of Special Financing Districts (SFDs). She performs large-scale data analysis and validation and creates interactive dashboards. Elizabeth has seven years of experience working with large-scale data across a variety of platforms.
RELEVANT PROJECT EXPERIENCE
Elizabeth has consulted and served on many projects, including the following:
TEAM RESUME
ELIZABETH PARKER | Project Analyst
• City of American Canyon –
Water Rate Model Dashboard:
Created Interactive Water Rate
Study Dashboards to provide an
easy-to-understand data
visualization. This dashboard
allows the City to gain insight
into how various selected
alternatives to the water rates
affect the overall budget and
projected budget. The City and
property owners are also able to
calculate expected water bills
using the alternative water
rates.
• City of San Jacinto – Cost
Estimation Tool: Assisted in the
creation of a cost estimation
tool for use in estimating the
costs associated with current
and future development. There
is future development to add on
a Web-Based Cost Estimation
Tool.
• City of Palmdale – Budget
Dashboard: Created a single-
page Budget Dashboard for 245
districts, providing a quick and
simple data visualization. This
dashboard allows to the client
to gain insight into how various
selected alternatives to the
budget affect the overall
budget line items, as well as
future projections.
• Stallion Springs Community
Services District – Road
Assessment District: Established
database of approximately 2,500
parcels using County Assessor
data as well as other available
resources. Completed the
general vs. special benefit
analysis to determine the final
assessment rates. Elizabeth will
assist in forming an Assessment
District from this project in 2025.
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Proposal for City of Hemet NBS | 48
TEAM RESUME
JEREMY TAMARGO | Associate Director
EDUCATION
• Master of Science, Environmental
Engineering, Syracuse University
• Bachelor of Science, Civil
Engineering, University of Notre
Dame
• Certificate, Advanced Study in
Sustainable Enterprise, Syracuse
University
PROFESSIONAL AFFILIATION
• American Society of Civil
Engineers
HIGHLIGHTS
• Experience in both public and
private sectors
• Civil engineering design
• Utility master planning
• Development review
• Mapping and analysis in ArcGIS
• AutoCAD
“Jeremy did a great job
presenting to our
governing Board and
answering tough
questions. We threw lots
of curve balls at NBS, and
Jeremy always kept pace
with our needs and
timeline.” and energy
Rich Stevenson
Director of Finance
Sweetwater Authority
BIOGRAPHY
Jeremy Tamargo has nearly a decade of professional civil engineering experience in both the public and private sectors. He is a licensed professional engineer in the State of Oregon and has an application in technical review with the California Board for Professional Engineers, Land Surveyors, and Geologists for comity licensure in the State of California.
Jeremy’s recent experience as an Assistant City Engineer and Principal Engineer included the following activities:
• Supervising, planning, designing, and inspecting all phases of civil engineering public works construction projects
• Defining the scope of the project; securing adequate funding from Federal and State grant programs and other funding sources • Coordinating with permitting and public utility agencies • Surveying and engineering analysis of alternatives
• Preparing plans, specifications, and cost estimates
• Coordinating construction schedules with other projects and agencies
• Preparing and reviewing cost estimates and inspecting construction of projects to ensure compliance with construction documents
• Reviewing compliance criteria for the design and construction of streets, sidewalks, and public utilities
RELEVANT PROJECT EXPERIENCE
• City of Oceanside – LMD Evaluation, Audit, Assessment Increase and Public Engagement: Evaluation and audit of 11 landscaping assessment districts completed. The City is determining which districts to proceed with for public engagement and assessment increases.
• City of Fairfield – Lighting and Landscape Maintenance District (LLMD):
Completed the general vs. special benefit analysis to determine the final assessment rates based on inventoried maintenance landscapes, parcels, streetlights, and boundaries for each of the City’s 19 Landscaping and Lighting Maintenance Assessment Districts and associated Annexations. • Stallion Springs Community Services District – Road Assessment District:
Completed the general vs. special benefit analysis to determine the final assessment rates. Jeremy will assist in forming an Assessment District from this project in 2025.
• City of Poway – Assessment Engineering Consulting Services: Calculation of general vs. special benefit analysis to determine the final assessment rates for two Landscape Maintenance Districts that generate less revenue than needed to provide the authorized and intended services.
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EDUCATION
• Bachelor of Science, Business
Administration/Finance,
California State University,
San Marcos
HIGHLIGHTS
• Two decades of experience
• Annual District Administration
services
AFFILIATIONS
• Member, California Society of
Municipal Finance Officers
(CSMFO)
• Member, Government Finance
Officers Association (GFOA)
• Member, Commission on
Assessments Special Tax and
Other Financing Facilities
(CASTOFF)
• Member, Women in Public
Finance (WPF), Los Angeles and
San Diego Chapters
BIOGRAPHY
Melissa Bellitire has 20 years of experience in the Special Financing District (SFD) consulting industry. Her experience, expertise, and commitment to client service makes her best suited to serve as Client Services Director for this effort.
Melissa specializes in administering 1915 Act Assessment Districts, 1982 Community Facility Districts, 1972 Landscape and Lighting Maintenance Districts, Citywide Special Tax Districts, NPDES Storm Water Discharge Districts, 1982 Benefit Assessment Districts, and Tax Roll Billings for Refuse Collection and Nuisance Abatement Services.
In aggregate, she was responsible for maintaining approximately 774,284 parcels which generated $124 million dollars in SFD revenues annually. Melissa has previously served as the Project Manager for the City of Riverside, City of Lake Elsinore, City of Wildomar, City of Coachella, Riverside County Office of Economic Development, Riverside County Executive Office, Riverside County Flood Control and Water Conservation District, City of Menifee, City of Desert Hot Springs, City of Corona, City of Murrieta, City of Chula Vista, City of San Bernardino, and the City of Santee.
TEAM RESUME
MELISSA BELLITIRE | Director
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Proposal for City of Hemet NBS | 50
TEAM RESUME
DANIELLE WOOD | Director
EDUCATION
• Bachelor of Science, Business
Administration/Finance,
California State University San
Bernardino
• Advanced Public Engagement for
Local Government Program,
Pepperdine School of Public
Policy
• Planning for Effective Public
Participation Program,
International Association for
Public Participation
HIGHLIGHTS
• Skilled Public Engagement
Specialist
• Experienced Communications
Professional
• Seasoned Consultant in Special
Financing District (SFD) Formation
and Administration
• Outreach
• Public Engagement
• Collaborative Governance
• Adaptive Management
• More than Two Decades of
Experience
AFFILIATIONS
• California Public Information
Officials (CAPIO)
• California Society of Municipal
Finance Officers (CSMFO)
• Municipal Management
Association of Southern California
(MMASC)
• Women in Public Finance (WPF)
BIOGRAPHY
Danielle Wood is a Director with NBS where she provides public engagement, outreach, and collaborative governance client services and project management efforts for a number of our clients. She has two decades of experience working with local governments and communities across California.
RELEVANT PROJECT EXPERIENCE
RELEVANT PROJECT EXPERIENCE
“We greatly appreciate your follow up, follow through and commitment to our community! We all desire to live well and thrive for the good of the whole city!” Property Owner, City of Oxnard
• Downtown San Mateo
Association District Public
Engagement Services for BID
Renewal. Public Engagement
services for the renewal of the
existing Business Improvement
District (BID). Created a
framework for outreach efforts
that resulted in increased
cooperation from business
owners. Developed a
comprehensive website to better
inform business owners about the
District's initiatives and how they
can benefit from them.
Interviewed business owners via
phone and online surveys,
allowing for tailored and
consistent messaging.
• City of Oxnard Ongoing Long-
term Outreach, Public
Engagement and Collaborative
Governance Services. Public
engagement plan development
for the evaluation of existing land
secured financing districts that
includes items such as a
dedicated webpage, email
campaign, advisory committee
formation and collaborative
governance program. There are
more than 21 communities that
have participated in our surveys,
community meetings and ongoing
development, and complete
restructuring of the Landscape
Maintenance Districts. Project
started in 2019 and is ongoing.
• City of La Habra Heights Ongoing
Public Engagement Services.
Community engagement for a
recently formed Benefit
Assessment District (BAD),
including a public engagement
plan, webpage development, web
maps, and other engagement
services. Project started in 2018
and is ongoing.
• City of San Leandro Outreach and
Public Engagement Services.
Outreach and public engagement
services to gauge overall property
owner support for the formation
of an Assessment District. Public
engagement efforts have included
items such as the creation of a
dedicated public engagement
webpage, multiple information
releases, surveys, recorded
meetings, and community
participation web maps. Project
started in 2019 and is ongoing.
• City of Culver City Outreach
Services. Outreach and Public
Engagement services for the
formation of a new Property
Business Improvement District for
a very unique community within
the City. Outreach services
included an area profile analysis,
a public informational mailer and
survey, and in person and virtual
public meetings. Project started in
2018 and is ongoing.
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TEAM RESUME
MICHELLE ARGERICH-VALENTINE | Engagement Consultant
EDUCATION
• Bachelor of Arts, Theater and
Performance Studies, University
of California, Berkeley
• Associates of Arts,
Communications, Mt. San
Jacinto College
HIGHLIGHTS
• Skilled Public Engagement
Professional
• Strong Interpersonal Skills
• Community Outreach
• Diversity & Inclusion
• Project Management
• Nearly a Decade of Experience
BIOGRAPHY
Michelle Argerich-Valentine is an Engagement Consultant with NBS. She works to assist local government agencies in developing innovative ways to engage the public with digital and traditional public engagement methods. Michelle prides herself on creating interpersonal connections with the communities and individuals she serves, searching for ways to integrate valuable insights and turn them into plans of action. She has more than two years of experience with NBS and nine plus years of specialized experience in community engagement and outreach.
RELEVANT PROJECT EXPERIENCE
• Ocean Avenue Community
Benefit Business District: Aid in
the renew and extension of the
District by facilitating community
engagement and outreach
opportunities, such as surveys,
interviews, and informational
mailings and meetings
• West Contra Costa School
District: Lead district elementary
schools in implementing inclusive
play programs at their school
sites. Developed and facilitated
training for school district
employees; mediated project
issues with school staff, and
community members; served as
the primary contact for school
administrators; consulted with
schools in achieving project
outcomes.
• City of Diamond Bar: Facilitate
community outreach and public
engagement opportunities for the
proposed dissolution and
formation of an assessment
district.
• Oakland Unified School
District: Facilitated
implementation of new recess
programing in district elementary
schools. Including informational
meetings, community events and
ongoing project management.
• City of Fairfield: Facilitated
community outreach and public
engagement opportunities for
participation in the collaborative
governance process regarding the
budget and service reductions for
City's Landscape and Lighting
Maintenance Districts.
• Stanislaus County: Facilitate
community outreach and public
engagement opportunities for
determining ARPA fund uses for
the county of Stanislaus. Public
engagement services include
surveys, community workshops,
Informational flyers, and postcard
creation.
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TEAM RESUME
JOHN SAVAGE | Communications Specialist
EDUCATION
• Bachelor of Arts, Liberal Arts,
California State University
Channel Islands
EXPERTISE
• Adobe CC
• Photoshop
• Illustrator
• InDesign
• Premiere and After Effects
• Microsoft Office, G Suite
• Constant Contact
• Mail Chimp
• Infusionsoft
• Harvest
• Basecamp
• Teamwork
• WordPress
• Zoom
• GoToWebinar
• Google Meet
BIOGRAPHY
John Savage has more than a decade of professional experience in public engagement, outreach, project management, and relationship management. An experienced writer, editor, and designer, he is adept at content creation for web and print media.
John’s approach is centered around cultivating authentic relationships with target communities and key stakeholders and using meaningful data acquired about the target audience to develop strategic and effective messaging to build trust and promote engagement.
RELEVANT PROJECT EXPERIENCE
• County of Stanislaus: Facilitate
community outreach and public
engagement opportunities for the
investment of ARPA funds in the
infrastructure of unincorporated
communities. Identify suitable
venues to host community
workshop series, working directly
with County staff and community
members. Public engagement
services include surveys, targeted
content updates, neighborhood
walks, community workshops,
participation web maps, and a
comprehensive report of findings
and recommendations.
• City of Fairfield: Facilitate
community outreach and
engagement with residents in
Landscaping and Lighting
Maintenance Districts to gather
feedback, questions, and
concerns. Public engagement
services include surveys,
informational postcards, and
community meetings.
• City of Pomona: NBS attended
public meetings, developed
outreach materials, and conducted
the ballot proceedings for 3,291
parcels regarding a Prop 218
balloting increase for the Phillips
Ranch area of Pomona. The original
assessment rates had not changed
since 1994 and the most recent
attempt to increase the rates in
2008 failed. Facing significant
shortfalls in funds available to
maintain the improvements and
changes in legislation that required
entirely new compliance standards,
NBS assisted the City in developing
a new assessment district. The
Engineer’s Report included a full
benefit analysis of the community
and improvements to meet current
rigorous requirements.
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Proposal for City of Hemet NBS | 34
IV | FEE SCHEDULE
EXHIBIT B
COMPENSATION
I. Service Provider will use the following personnel and rates of pay in the performance of the Services:
POSITION RATE
1. Director $250
2. Associate Director/Engineer $225
3. Senior Consultant/Manager $200
4. Consultant $175
5. Senior Project Analyst $165
6. Financial/Project Analyst $150
7. Project Resource Analyst $130
8. Clerical/Support $110
II. Special Assessment District Administrative Fixed Fees:
The table below summarizes and totals all the maximum annual fixed administration fees for the various special district types.
DISTRICT
Year 1
ANNUAL FEE
Year 2
ANNUAL FEE
Year 3
ANNUAL FEE
LMD $24,250 $25,220 $26,229
SMD $24,250 $25,220 $26,229
CFD 2005-1 PUBLIC SAFETY SERVICES $9,500 $9,880 $10,275 CFD 1999-1 HEARTLAND $7,500 $7,800 $8,112
CFD 2021-01 SADDLE POINT $5,000 $5,200 $5,408
CFD 2022-01 SADDLE POINT II $4,500 $4,680 $4,867
CFD 2021-02 HERITAGE POINTE $5,000 $5,200 $5,408
CFD 2019-01 MCSWEENY $5,000 $5,200 $5,408
CFD 2022-01 TRES CERRITOS WEST $5,000 $5,200 $5,408
CFD 2023-01 MORGAN CROSSING $5,000 $5,200 $5,408
INCIDENTALS/REIMBURSABLE EXPENSES $2,500 $2,600 $2,704
TOTAL $97,500 $101,400 $105,456
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Proposal for City of Hemet NBS | 35
III. New Special District Formation and Annexation Service Fees Compensation for new district formations and annexations into existing districts will be completed based upon the fees shown below:
a. LLMD Formations and Annexations:
# OF NEWLY
CREATED
PARCELS IN
THE
ENGINEER’S
REPORT
–Year 1 –Year 2 –Year 3
BASE FEE
PER
PARCEL
FEE
BASE FEE
PER
PARCEL
FEE
BASE FEE PER PARCEL
FEE
1 - 10 $22,500 $0 $23,400 $0 $24,336 $0
11 - 150 $24,500 $0 $25,480 $0 $26,499 $0
151 - 400 $27,500 $0 $28,600 $0 $29,744 $0
400+ $31,500 $0 $32,760 $0 $34,070 $0
b. CFD Formations and Annexations:
CFD FORMATION
Parme Year 1
FEE RANGE
Year 2
FEE RANGE
Year 3
FEE RANGE
Formation of Community Facilities Districts per CFD or CFD Improvement Area - It is anticipated that a range of fees will be provided based on complexity and several of the factors listed below. Provide as many levels across the range as you deem necessary and give the parameters and methodology on how the fee level is identified.
Community Facilities Districts (Bonded):
a. Improvement Areas
b. Potential Bonding Sizing
c. Development of cost estimates for
facilities funded
d. Number of Bond Series
e. Developed or developing special tax
area
f. Land use densities
g. Number of property owners
h. Property owner or registered voter
election
i. Timing and list of potential
improvements funded
j. Timeline for project completion
1.) CFD
Formation
$24,500
$25,480
$26,500
2.) Per Additional
Improvement
Area
$9,500 $9,880 $10,275
3.) Per Bond
Issuance
$17,500 $18,200 $18,928
4.) Add
Registered Voter
Election
$10,000 $10,400 $10,816
5.) N/A $ $ $
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Proposal for City of Hemet NBS | 36
Community Facilities Districts (Non-Bonded):
a. Potential annual special tax revenue
required
b. Development of services or
maintenance costs to be funded
c. Development of capital replacement
costs
d. Developed or developing special tax
area
e. Land use densities
f. Number of property owners
g. Property owner or registered voter
election
h. Timing and list of potential services
funded
i. Timeline for project completion
1.) CFD
Formation
$14,500
$15,080 $15,683
2.) Per Cost
Estimate
$4,500 $4,680 $4,867
3.) Add
Registered Voter
Election
$10,000 $10,400 $10,816
4.) N/A
5.) N/A
Community Facilities District Annexation
Services:
a. Expedited method for future
annexation areas – per annexation fee
b. Full CFD Annexation process per
annexation
a. Per
annexation, no
map
b. Per annexation
a. $3,500
b. $9,500
a. $3,640
b. $9,880
a. $3,785
b. $10,275
The following fees are notes herein, and paid by the requesting party, not paid by the City:
CFD prepayment calculations (per request) $150
Notice of Special Tax (per notice) $35
IV. Reimbursable Expenses:
Service provider will be reimbursed for out-of-pocket expenses without any additional mark-up. This includes, but is not limited to, the following: postage, mileage, electronic data furnished from the County or other applicable media resources, and map reproduction.
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Proposal for City of Hemet NBS | 37
Optional Services
PUBLIC ENGAGEMENT SERVICES | OPTIONAL
Engagement Fee ........................................................................................................................................ $TBD D-FAST ONLINE PRO WEB PORTAL | OPTIONAL
One-Time Setup Fee ............................................................................................................................... Waived Annual Fee ............................................................................................................................................... $4,250
Expenses
Customary out-of-pocket expenses will be billed to the City at actual cost to NBS. These expenses may include, but not be limited to, mailing fulfillment, postage, reproduction, telephone, travel, meals and various third-party charges for data, maps, and recording fees.
Terms
Administration services will be invoiced at the beginning of each quarter. Formation services will be invoiced monthly. Fees for all other services will be invoiced monthly for work completed. Expenses will be itemized and included in the next regular invoice. If the project is prematurely terminated by either party, NBS shall receive payment for work completed. Payment shall be made within 30 days of submittal of an invoice. If payment is not received within 90 days, simple interest will begin to accrue at the rate of 1.5% per month. Either party can cancel consulting contract with 30 days’ written notice.
16.E.
00091740.2
PROFESSIONAL SERVICES AGREEMENT
BY AND BETWEEN
THE CITY OF HEMET
A CALIFORNIA MUNICIPAL CORPORATION
AND
HARRIS & ASSOCIATES, INC.
A CALIFORNIA CORPORATION
AGREEMENT # 2024-101
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00091740.2 Page | 1
PROFESSIONAL SERVICES AGREEMENT
FOR SPECIAL ASSESSMENTS DISTRICT ADMINISTRATIVE SERVICES AND NEW DISTRICT
FORMATION
BETWEEN THE CITY OF HEMET AND HARRIS & ASSOCIATES, INC.
THIS PROFESSIONAL SERVICES AGREEMENT (“Agreement”) is made and entered into this 10th day of April, 2024 (“Effective Date”), by and between the CITY OF HEMET (“City”), a California municipal corporation and Harris & Associates, Inc., a California corporation (“Consultant”). For the purposes of this Agreement City and Consultant are sometimes hereinafter referred to as “Party” and hereinafter collectively referred to as the “Parties.”
RECITALS
1. City has sought by request for proposals, the performance of the Special Assessments District Administrative Services and New District Formation defined and described particularly in Section 2, “Scope of Services and Schedule of Performance” of this Agreement.
2. Consultant was selected by City to perform those services.
3. Consultant was selected by City on the basis of Consultant’s demonstrated competence and the professional qualifications necessary for the satisfactory performance of the services required.
4. City has authority to enter into this Agreement and the City Manager has authority to execute this Agreement.
5. The Parties desire to formalize the selection of Consultant for performance of those services defined and described particularly in Section 2 “Scope of Services” of this Agreement and desire that the terms of that performance be as particularly defined and described herein.
OPERATIVE PROVISIONS
NOW, THEREFORE, for and in consideration of the mutual promises and covenants made by the Parties and contained herein and other consideration, the value and adequacy of which are hereby acknowledged, the Parties agree as follows:
SECTION 1. TERM OF AGREEMENT
(a) Subject to the provisions of Section 21 "Termination of Agreement" of this Agreement, the Term of this Agreement is through April 9, 2027, commencing on the Effective Date.
City shall be granted two (2) one (1) year options to extend the Term of the Agreement.
City shall exercise option(s) by written notice to Contractor no less than (30) days prior to the end of the existing Term.
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(b) The City Manager may, in his or her sole discretion, unilaterally exercise an option to extend the Agreement on a month-to-month basis following expiration on the same terms and conditions, including compensation as set forth in Section 4 “Compensation.” (c) Consultant acknowledges that the Agreement term may extend over multiple City fiscal years, and that the work and compensation under this Agreement is contingent on the City Council appropriating funding for and authorizing such work and compensation for those fiscal years. This Agreement may be terminated by the City Manager at the end of a fiscal year when sufficient funding is not appropriated and authorized for the subsequent fiscal year. City is not obligated to pay Consultant for any amounts not duly appropriated and authorized by the City Council.
SECTION 2. SCOPE OF SERVICES
Subject to this Agreement, all addendums and exhibits attached and incorporated hereto, Consultant agrees to perform the services and tasks set forth in Exhibit “A,” “Scope of Services” (hereinafter, the “Services”), and the City agrees to retain and does hereby retain Consultant for the Services.
SECTION 3. ADDITIONAL SERVICES
Consultant shall not be compensated for any work rendered in connection with its performance of this Agreement that is in addition to or outside of the Services unless such additional services are authorized in advance and in writing in accordance with Section 25 “Administration and Implementation” or Section 27 “Amendment” of this Agreement. If and when such additional work is authorized, such additional work shall be deemed to be part of the Services.
SECTION 4. COMPENSATION
(a) Subject to any limitations set forth in this Agreement, City agrees to pay Consultant the amounts specified in Exhibit “B” “Compensation” and made a part of this Agreement by this reference. The total compensation for the Special Assessments District Administrative Services, administrative services portion of the work, including reimbursement for actual expenses, shall not exceed Four Hundred and Ninety-One Thousand Eight Hundred and Eight-One Dollars ($491,881.00) (“Not to Exceed Amount”) over the entire term of the aAgreement, including optional years, as set forth in Exhibit “B,” unless additional compensation is approved in writing in accordance with Section 25 “Administration and Implementation” or Section 27 “Amendment” of this Agreement. The Compensation for New Special Assessment District Formation and Annexation Services shall be completed based upon the fee amounts in Exhibit “B” and are not subject to the not-to-exceed amount stated herein. A separate Purchase Order will
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be issues for each Formation and Annexation Service on an as neededpurchase order shall be issued for each Formation and Annexation Service on an as-needed basis. (b) All City vendors and consultants receiving new contracts, contract renewals, or contract extensions must sign up to receive electronic payments through the City's Automated Clearing House (ACH) payments service/provider. Electronic payments are processed bi- weekly and are safe and secure. To enroll in ACH electronic payments contact [email protected].
(c) Payment to Consultant for work performed pursuant to this Agreement shall not be deemed to waive any defects in work performed by Consultant. (d) If this Agreement is extended pursuant to Section 1 “Term of Agreement,” the City shall pay the same rates specified in Exhibit “B” “Compensation.” SECTION 5. METHOD OF PAYMENT AND INVOICING
(a) Payment shall be made in accordance with City’s usual accounting procedures upon receipt and approval of an itemized invoice setting forth the services performed. The invoices shall be emailed to [email protected]. Under no circumstances shall the total amount paid to Consultant under this Agreement exceed the City Manager’s authority without approval by the City Council.
(b) Consultant shall submit within 30 days of the end of each month a complete and accurate written itemized invoice for services performed and/or goods provided. The invoice must be in a format approved by City. In order to receive payment, Consultant shall submit to City an itemized invoice, on a monthly basis, for services performed pursuant to this Agreement. Each itemized invoice shall identify at the top of the first page, the Not to Exceed Amount (as set by Section 4(a) above), the total amount billed to date, the services rendered during the billing period, and the amount due for the statement invoice for which reimbursement is sought in the statement invoice. The invoice shall detail charges by the following categories: labor (by sub-category), travel, materials, equipment, supplies, and sub consultant contracts. Sub consultant charges shall be detailed by the following categories: labor, travel, materials, equipment and supplies. If the compensation set forth in Section 4(a) and Exhibit “B” include payment of labor on an hourly basis (as opposed to labor and materials being paid as a lump sum), the labor category in each invoice shall include detailed descriptions of tasks performed and the amount of time incurred for or allocated to that task. City shall independently review each invoice submitted by the Consultant to determine whether the work performed and expenses incurred are in compliance with the provisions of this Agreement. In the event that no charges or expenses are disputed, the invoice shall be approved and paid according to the terms set forth in subsection (c). In the event any charges or expenses are disputed by City, the original invoice shall be returned by City to Consultant for correction and resubmission.
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(c) Except as to any charges for work performed or expenses incurred by Consultant which are disputed by City, City will use its best efforts to cause Consultant to be paid within forty-five (45) days of receipt of Consultant’s correct and undisputed invoice. (d) The Parties estimate that performance of this Agreement will be accomplished without an increase in the Not to Exceed Amount. Consultant shall notify the City in writing whenever it has reason to believe that the costs the Consultant expects to incur under this Agreement in the following sixty (60) days, when added to all costs previously incurred, will exceed eighty percent (80%) of the Not to Exceed Amount specified herein. As part of the notification, the Consultant shall provide the City with a revised estimate of the total cost of performing this Agreement.
SECTION 6. INSPECTION AND FINAL ACCEPTANCE
City may inspect and accept or reject any of Consultant’s work under this Agreement, either during performance or when completed. City shall reject or finally accept Consultant’s work within sixty (60) days after submitted to City. City shall reject work by a timely written explanation, otherwise, Consultant’s work shall be deemed to have been accepted. City’s acceptance shall be conclusive as to such work except with respect to latent defects, fraud, and such gross mistakes as amount to fraud. Acceptance of any of Consultant’s work by City shall not constitute a waiver of any of the provisions of this Agreement including, but not limited to, Section 17 “Indemnification” and Section 18 “Insurance.” SECTION 7. OWNERSHIP OF DOCUMENTS
All original maps, models, designs, drawings, photographs, studies, surveys, reports, data, notes, computer files, files and other documents prepared, developed, or discovered by Consultant in the course of providing the Services pursuant to this Agreement shall become the sole property of City and may be used, reused or otherwise disposed of by City without the permission of the Consultant. Upon completion, expiration, or termination of this Agreement, Consultant shall turn over to City all such original maps, models, designs, drawings, photographs, studies, surveys, reports, data, notes, computer files, files, and other documents.
If and to the extent that City utilizes for any purpose not related to this Agreement any maps, models, designs, drawings, photographs, studies, surveys, reports, data, notes, computer files, files, or other documents prepared, developed, or discovered by Consultant in the course of providing the Services pursuant to this Agreement, Consultant’s guarantees and warranties in Section 11 “Standard of Performance” of this Agreement shall not extend to such use of the maps, models, designs, drawings, photographs, studies, surveys, reports, data, notes, computer files, files or other documents.
SECTION 8. INTELLECTUAL PROPERTY RIGHTS ASSIGNMENT
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For no additional compensation, Consultant hereby assigns to City all of Consultant’s rights, title, and interest in and to the content of all deliverable materials created by Consultant or its employees, agents, or sub consultants, including copyrights, in connection with the Services performed under this Agreement. Consultant shall promptly execute and deliver and shall cause its employees, agents, and sub consultants to promptly execute and deliver, upon request by the City or any of its successors or assigns at any time and without further compensation of any kind, any power of attorney, assignment, application for copyright, patent, trademark or other intellectual property right protection, or other papers or instruments which may be necessary or desirable to fully secure, perfect or otherwise protect to or for the City, its successors, and assigns, all right, title and interest in and to the content of the deliverable materials. For purposes of this section deliverable materials include all works, tangible or not, created under this Agreement including, without limitation, documents, material, data, reports, manuals, specifications, artwork, drawings, sketches, computer programs and databases, schematics, photographs, video and audiovisual recordings, sound recordings, marks, logos, graphic designs, notes, website, domain names, inventions, processes, formulas matters and combinations thereof, and all forms of intellectual property. The provisions of this paragraph are binding on the successors, assigns and heirs of Consultant and shall survive the termination of Consultant’s Services under this Agreement.
SECTION 9. CONSULTANT’S BOOKS AND RECORDS
(a) Consultant shall maintain any and all documents and records demonstrating or relating to Consultant’s performance of the Services. Consultant shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, or other documents or records evidencing or relating to work, services, expenditures, and disbursements charged to City pursuant to this Agreement. Any and all such documents or records shall be maintained in accordance with generally accepted accounting principles and shall be sufficiently complete and detailed so as to permit an accurate evaluation of the Services provided by Consultant pursuant to this Agreement. Any and all such documents or records shall be maintained for three (3) years from the date of execution of this Agreement and to the extent required by laws relating to audits of public agencies and their expenditures. (b) Any and all records or documents required to be maintained pursuant to this section shall be made available for inspection, audit, and copying, at any time during regular business hours, upon request by City or its designated representative. Copies of such documents or records shall be provided directly to the City for inspection, audit and copying when it is practical to do so; otherwise, unless an alternative is mutually agreed upon, such documents and records shall be made available at Consultant’s address indicated for receipt of notices, “Section 23,” of this Agreement.
(c) Where City has reason to believe that any of the documents or records required to be maintained pursuant to this section may be lost or discarded due to dissolution or termination of Consultant’s business, City may, by written request, require that custody
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of such documents or records be given to the City. Access to such documents and records shall be granted to City, as well as to its successors in interest and authorized representatives.
SECTION 10. INDEPENDENT CONTRACTOR
(a) Consultant is and shall at all times remain a wholly independent contractor and not an officer, employee, or agent of City. Consultant shall have no authority to bind City in any manner, nor to incur any obligation, debt, or liability of any kind on behalf of or against City, whether by contract or otherwise, unless such authority is expressly conferred under this Agreement or is otherwise expressly conferred in writing by City. (b) The personnel performing the Services under this Agreement on behalf of Consultant shall at all times be under Consultant’s exclusive direction and control. Neither City, nor any elected or appointed boards, officers, officials, employees or agents of City, shall have control over the conduct of Consultant or any of Consultant’s officers, employees, sub consultants or agents except as set forth in this Agreement. Consultant shall not at any time or in any manner represent that Consultant or any of Consultant’s officers, employees, or agents are in any manner officials, officers, employees or agents of City. (c) Neither Consultant, nor any of Consultant’s officers, employees or agents, shall obtain any rights to retirement, health care or any other benefits which may otherwise accrue to City’s employees. Consultant expressly waives any claim Consultant may have to any such rights.
SECTION 11. STANDARD OF PERFORMANCE
Consultant represents and warrants that it has the qualifications, experience, and facilities necessary to properly perform the Services required under this Agreement in a thorough, competent, and professional manner. Consultant shall at all times faithfully, competently, and to the best of its ability, experience, and talent, perform all Services. In meeting its obligations under this Agreement, Consultant shall employ, at a minimum, generally accepted standards and practices utilized by persons engaged in providing services similar to the Services required of Consultant under this Agreement, and shall use such skill, prudence, and diligence as other members of Consultant’s profession commonly possess and exercise. In addition to the general standards of performance set forth in this section, additional specific standards of performance and performance criteria may be set forth in Exhibit “A” “Scope of Services” that shall also be applicable to Consultant’s work under this Agreement. Where there is a conflict between a general and a specific standard of performance or performance criteria, the specific standard or criteria shall prevail over the general.
SECTION 12. COMPLIANCE WITH APPLICABLE LAWS; PERMITS AND LICENSES
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Consultant shall keep itself informed of and comply with all applicable federal, state, and local laws, statutes, codes, ordinances, regulations, and rules in effect during the term of this Agreement. Consultant shall at all times observe and comply with all such laws, ordinances, and regulations, and shall be solely responsible for any failure to comply with all applicable laws, ordinances, and regulations. Consultant represents and warrants that Consultant has obtained or shall promptly obtain all necessary licenses to perform the Services set forth in this Agreement and that such licenses are in good standing, including but not limited to obtaining a City business license. Consultant further represents and warrants that the services provided herein shall conform to all ordinances, policies, and practices of the City. Neither City nor any elected or appointed boards, officers, officials, employees or agents of City, shall be liable, at law or in equity, as a result of any failure of Consultant to comply with this section.
SECTION 13. PREVAILING WAGE LAWS
Consultant is aware of the requirements of California Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq., (“Prevailing Wage Laws”), which require the payment of prevailing wage rates and the performance of other requirements on certain “public works” and “maintenance” projects. To the extent applicable, Consultant shall defend, indemnify, and hold the City, its elected officials, officers, employees, and agents free and harmless from any claim or liability arising out of any failure or alleged failure of Consultant to comply with the Prevailing Wage Laws.
SECTION 14. NONDISCRIMINATION
Consultant and subconsultants shall not unlawfully discriminate, harass, or allow harassment against any person because of sex, sexual orientation, gender, gender identity, gender expression, reproductive health decision-making, race, color, religious creed, marital status, ancestry, national origin, medical condition, genetic information, age, disability (mental and physical), or military or veteran status in connection with or related to the performance of this Agreement. Consultant and subconsultants shall comply with the provisions of the Fair Employment and Housing Act (Gov. Code, § 12900 et seq.) and the applicable regulations promulgated thereunder (Cal. Code of Regs, tit. 2, § 7285.0 et seq.). The applicable regulations of the Fair Employment and Housing Commission implementing Government Code, § 12990 (a)-(f), are incorporated into this Agreement by reference and made a part hereof as set for in full (Cal. Code of Regs, tit. 2, § 7285.0, et seq.). Consultant shall include the non-discrimination and compliance provisions of this section in all subcontracts to perform work under this Agreement.
SECTION 15. CONFLICTS OF INTEREST
(a) Consultant covenants that neither it nor any officer or principal of its firm, has or shall acquire any interest, directly or indirectly, which would conflict in any manner with the interests of City or which would in any way hinder Consultant’s performance of the
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Services. Consultant further covenants that in the performance of this Agreement, no person having any such interest shall be employed by it as an officer, employee, agent or subcontractor without the express written consent of the City Manager. Consultant agrees to at all times avoid conflicts of interest or the appearance of any conflicts of interest with the interests of City in the performance of this Agreement. (b) City understands and acknowledges that Consultant is, as of the date of execution of this Agreement, independently involved in the performance of non-related services for other governmental agencies and private parties. Consultant is unaware of any stated position of City relative to such projects. Any future position of City on such projects shall not be considered a conflict of interest for the purposes of this section. (c) City understands and acknowledges that Consultant will, perform non-related services for other governmental agencies and private parties following the completion of the Services under this Agreement. Any such future service shall not be considered a conflict of interest for purposes of this section.
SECTION 16. CONFIDENTIAL INFORMATION; RELEASE OF INFORMATION (a) All information gained or work product produced by Consultant in performance of this Agreement shall be considered confidential unless such information is in the public domain or already known to Consultant. Consultant shall not release or disclose any such information or work product to persons or entities other than City without prior written authorization from the City Manager, except as may be required by law. (b) Consultant, its officers, employees, agents, or sub consultants, shall not, without prior written authorization from the City Manager or unless requested by the City Attorney of City, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories or other information concerning the work performed under this Agreement. Response to a subpoena or court order shall not be considered "voluntary" provided Consultant gives City notice of such court order or subpoena. (c) If Consultant, or any officer, employee, agent, or sub consultant of Consultant, provides any information or work product in violation of this Agreement, then City shall have the right to reimbursement and indemnity from Consultant for any damages, costs, and fees, including attorney’s fees, caused by or incurred as a result of Consultant’s conduct. (d) Consultant shall promptly notify City should Consultant, its officers, employees, agents, or sub consultants be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions or other discovery request, court order or subpoena from any party regarding this Agreement and the work performed thereunder. City retains the right but has no obligation, to represent Consultant or be present at any deposition, hearing, or similar proceeding. Consultant agrees to cooperate fully with City and to provide City with the opportunity to review any
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response to discovery requests provided by Consultant. However, this right to review any such response does not imply or mean the right of City to control, direct, or rewrite said response.
SECTION 17. INDEMNIFICATION
(a) To the fullest extent permitted by law, Consultant shall indemnify, protect, defend (with legal counsel reasonably selected by the City) and hold harmless City and any and all of its elected and appointed officials, officers, employees, representatives and agents (“Indemnified Parties”) from and against any and all claims, actions and proceedings (whether at law or equity, administrative or judicial), demands, orders, judgments, losses, injuries (including, without limitation, injury to or death of an employee of Consultant or sub consultants), liabilities of every kind (including, without limitation, incidental and consequential damages, court costs, and litigation expenses, and fees of expert consultants or expert witnesses incurred in connection therewith and cost of investigation), damages, costs and expenses, including attorney’s fees and costs, (collectively "Claims") that arise out of, pertain to, or relate to, directly or indirectly, in whole or in part, performance of Services by Consultant, its officers, agents, employees, representatives, sub consultants, anyone directly or indirectly employed by any of them, or anyone that they control. Consultant’s duty to indemnify, protect, defend, and hold harmless Indemnified Parties, shall not include any Claims arising from the sole negligence or willful misconduct of the Indemnified Parties. (b) Consultant agrees to obtain executed indemnity agreements with provisions identical to those set forth here in this section from each and every sub consultant, subcontractor, or any other person or entity involved by, for, with, or on behalf of Consultant in the performance of this Agreement naming the Indemnified Parties as additional indemnitees. In the event Consultant fails to obtain such indemnity obligations from others as required here, Consultant agrees to be fully responsible according to the terms of this section. Failure of City to monitor compliance with these requirements imposes no additional obligations on City and will in no way act as a waiver of any rights hereunder. This obligation to indemnify and defend City as set forth herein is binding on the successors, assigns, or heirs of Consultant and shall survive the termination of this Agreement and this section.
SECTION 18. INSURANCE
Consultant agrees to obtain and maintain in full force and effect during the Term of this Agreement the insurance policies set forth in Exhibit “C” “Insurance” and made a part of this Agreement. All insurance policies shall be subject to approval by City as to form and content.
These requirements are subject to amendment or waiver if so approved in writing by the City Manager. Consultant agrees to provide City with copies of required policies upon request.
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SECTION 19. ASSIGNMENT
The expertise and experience of Consultant are material considerations for this Agreement. City has an interest in the qualifications and capability of the persons and entities who will fulfill the duties and obligations imposed upon Consultant under this Agreement. In recognition of that interest, Consultant shall not assign or transfer this Agreement or any portion of this Agreement or the performance of any of Consultant’s duties or obligations under this Agreement without the prior written consent of the City, which may be given in the sole and absolute discretion of the City Manager. Any attempted assignment shall be ineffective, null, and void, and shall constitute a material breach of this Agreement entitling City to any and all remedies at law or in equity, including termination of this Agreement pursuant to Section 21 “Termination of Agreement.” City acknowledges, however, that Consultant, in the performance of its duties pursuant to this Agreement, may utilize sub consultants.
If in the performance of its duties Consultant utilizes sub consultants or subcontractors, Consultant covenants that subcontracts, if any, shall contain a provision making sub consultants or subcontractors subject to all provisions stipulated in this Agreement, including without limitation, the insurance obligations set forth in Section 18 “Insurance.” The Consultant acknowledges and agrees that the City is an intended beneficiary of any work performed by any sub consultant or subcontractor for purposes of establishing a duty of care between any sub consultant or subcontractor and the City.
SECTION 20. CONTINUITY OF PERSONNEL
Consultant shall make every reasonable effort to maintain the stability and continuity of Consultant’s staff and subcontractors / sub consultants, if any, assigned to perform the Services.
Consultant shall notify City of any changes in Consultant’s staff and subcontractors/sub consultants, if any, assigned to perform the Services prior to and during any such performance.
SECTION 21. TERMINATION OF AGREEMENT
(a) City may terminate this Agreement in its sole and absolute discretion, with or without cause, at any time by giving written notice of termination to Consultant. In the event such notice is given, Consultant shall cease immediately all work in progress. (b) Consultant may terminate this Agreement for cause at any time upon thirty (30) days written notice of termination to City.
(c) If either Consultant or City fail to perform any material obligation under this Agreement, then, in addition to any other remedies, either Consultant, or City may terminate this Agreement immediately upon written notice.
(d) Upon termination of this Agreement by either Consultant or City, all property belonging exclusively to City which is in Consultant’s possession shall be returned to City.
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Consultant shall furnish to City a final invoice for work performed and expenses incurred by Consultant, prepared as set forth in Section 5 “Method of Payment and Invoicing” of this Agreement. This final invoice shall be reviewed and paid in the same manner as set forth in Section 5 “Method of Payment and Invoicing” of this Agreement. (e) Upon written notice, City may suspend all or any portion of Consultant’s performance under this Agreement at its sole option and for its convenience for a reasonable period of time not to exceed six (6) months. City will pay to Consultant a sum equivalent to the reasonable value of the services satisfactorily provided up to the date of suspension. City may rescind the suspension prior to or at six (6) months by providing Consultant with written notice of the rescission, at which time Consultant would be required to resume performance in compliance with the terms and provisions of this Agreement. Consultant will be entitled to an extension of time to complete performance under this Agreement equal to the length of the suspension unless otherwise agreed to in writing by the Parties.
SECTION 22. EXCUSABLE DELAYS
Neither Party shall be liable for damages, including liquidated damages, if any, caused by delay in performance or failure to perform due to causes beyond the control of either Party. Such causes include, but are not limited to, acts of God, acts of the public enemy, acts of federal, state or local governments, acts of City, court orders, fires, floods, epidemics, strikes, embargoes, and unusually severe weather. The term and price of this Agreement shall be equitably adjusted for any delays due to such causes.
SECTION 23. NOTICES.
All notices required or permitted to be given under this Agreement shall be in writing and shall be personally delivered, or sent by telecopier or certified mail, postage prepaid and return receipt requested, addressed as follows:
To City: City of Hemet
Attn: City Manager
445 E. Florida Ave.
Hemet, CA 92543
To Consultant: Harris & Associates, Inc.
Attn: Chris Thomas
41593 Winchester Rd, Suite 200
Temecula, CA 92590
Notice shall be deemed effective on the date personally delivered or transmitted by facsimile or,
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if mailed, three (3) days after deposit of the same in the custody of the United States Postal Service.
SECTION 24. AUTHORITY TO EXECUTE.
The person or persons executing this Agreement on behalf of Consultant represents and warrants that he/she/they has/have the authority to so execute this Agreement and to bind Consultant to the performance of its obligations hereunder.
SECTION 25. ADMINISTRATION AND IMPLEMENTATION.
This Agreement shall be administered and executed by the City Manager or his or her designated representative. The City Manager shall have the authority to issue interpretations and to make amendments to this Agreement, including amendments that commit additional funds, consistent with Section 27 “Amendment” and the City Manager’s contracting authority under the Hemet Municipal Code.
SECTION 26. BINDING EFFECT.
This Agreement shall be binding upon the heirs, executors, administrators, successors and assigns of the Parties.
SECTION 27. AMENDMENT.
No amendment to or modification of this Agreement shall be valid unless made in writing and approved by Consultant and by City. The City Manager shall have the authority to approve any amendment to this Agreement if the total compensation under this Agreement, as amended, would not exceed the City Manager’s contracting authority. All other amendments shall be approved by the City Council. The Parties agree that the requirement for written modifications cannot be waived and that any attempted waiver shall be void.
SECTION 28. WAIVER.
Waiver by any Party to this Agreement of any term, condition, or covenant of this Agreement shall not constitute a waiver of any other term, condition, or covenant. Waiver by any Party of any breach of the provisions of this Agreement shall not constitute a waiver of any other provision nor a waiver of any subsequent breach or violation of any provision of this Agreement. Acceptance by City of any work or services by Consultant shall not constitute a waiver of any of the provisions of this Agreement.
SECTION 29. LAW TO GOVERN; VENUE.
This Agreement shall be interpreted, construed and governed according to the laws of the State of California. In the event of litigation between the Parties, venue in state trial courts shall
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lie exclusively in the County of Riverside, California. In the event of litigation in a U.S. District Court, venue shall lie exclusively in the Central District of California, in Riverside.
SECTION 30. ATTORNEY’S FEES, COSTS AND EXPENSES.
In the event litigation or other proceeding is required to enforce or interpret any provision of this Agreement, the prevailing Party in such litigation or other proceeding shall be entitled to an award of reasonable attorney’s fees, costs and expenses, in addition to any other relief to which it may be entitled.
SECTION 31. ENTIRE AGREEMENT.
This Agreement, including the attached exhibits and addendums, along with any amendments thereto, is the entire, complete, final and exclusive expression of the Parties with respect to the matters addressed therein and supersedes all other agreements or understandings, whether oral or written, or entered into between Consultant and City prior to the execution of this Agreement. No statements, representations or other agreements, whether oral or written, made by any Party which are not embodied herein shall be valid and binding.
SECTION 32. SEVERABILITY.
If any term, condition or covenant of this Agreement is declared or determined by any court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions of this Agreement shall not be affected thereby and the Agreement shall be read and construed without the invalid, void or unenforceable provision(s).
SECTION 33. INCORPORATION AND CONFLICTING TERMS.
(a) The following documents are incorporated and made part of this Agreement by this reference:
1. All exhibits and addendums
2. All amendments
3. Consultant’s proposal, if any
4. Any laws, regulations, requirements, or restrictions, applicable to the funding source used by City to pay Consultant for any portion of work done under Agreement (“Funding Restrictions”)
(b) The documents listed above shall be referred to collectively as the “Agreement Documents.” The Agreement Documents are intended to be complementary, and a requirement in one Document is effective as if it appeared in all the Documents. In the event of a conflict between any of the Agreement Documents, the Documents shall be given effect in the following order: Funding Restrictions, Amendments (most
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recent first), this Agreement, Insurance requirements, exhibits and addendums, and Consultant’s proposal. Where the requirements of one Document are more stringent then another the more stringent shall govern.
SECTION 34. TIME OF THE ESSENCE.
Time is of the essence for each and every provision of this Agreement.
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00091740.2
Signature Page
PROFESSIONAL SERVICES AGREEMENT
FOR SPECIAL ASSESSMENTS DISTRICT ADMINISTRATIVE SERVICES AND NEW DISTRICT
FORMATION
BETWEEN THE CITY OF HEMET AND HARRIS & ASSOCIATES, INC.
IN WITNESS WHEREOF, the Parties hereto have executed this Agreement on the date and year first-above written.
CITY OF HEMET
___________________________
Mark Prestwich
City Manager
ATTEST:
CITY CLERK
By: ___________________________
APPROVED AS TO FORM:
CITY ATTORNEY
By: ____________________________
CONSULTANT
By:
Its:
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Exhibit A – Scope of Services
Page | 1
EXHIBIT “A”
SCOPE OF SERVICES
I.Harris & Associates, Inc shall perform to the satisfaction of the City the following services:
a. Annual Administration Services for Lighting & Landscape Maintenance Districts (LLMD)s and Community Facilities Districts (CFD)s
i. Coordinate an annual kick-off meeting with City staff to review the annual levy timeline and to discuss any changes in annual administration processes
ii. Update parcel database/spreadsheet for each district iii. Preparation of approval documents, staff reports, resolutions, and attendance of City Council meetings as necessary
iv. Prepare Annual Engineer’s or CFD Reports
v. Prepare handbills
vi. File and prepare regulatory reports
vii. Respond promptly to property owner inquiries
b. CFD Annual Levy Services (Bonded Districts)
i. Review all relevant CFD documents
ii. Annual calculation of special taxes
iii. Prepare and submit annual report to City
iv. Prepare and submit special tax levies
v. Delinquency monitoring
vi. Prepare and file regulatory reports
vii. Provide prepayment amounts for individual property owners viii. Perform bond services
ix. Prepare and submit disclosure requirements
x. Prepare handbills
xi. Preparation of approval documents, staff reports, resolutions, and attendance of City Council meetings as necessary
xii. Respond to property owner’s inquiries
xiii. Calculate Letter of Credit requirements (Optional) c. New District Formation Services
i. Coordinate kick-off meeting with City staff
ii. Research and gather support data, proposed development plans, proposed
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Exhibit A – Scope of Services
Page | 2
zoning information, preliminary improvement plans, cost estimates for all construction and maintenance components, locations of proposed public improvements and compile database
iii. Coordinate with City staff, property owners, legal counsel, and other project consultants (assume 4 meetings for each formation) iv. CFD: Rate and Method of Apportionment
v. Prepare a preliminary and final LLMD Engineer’s and/or CFD Report vi. Prepare CFD Boundary Map
vii. Prepare reports, resolutions and related documents and attend City Council meetings
viii. Prepare the required Notice of Special Tax Liens
ix. Provide Special Bond insurance
II. As part of the Services, Service Provider shall prepare and deliver the following tangible work products to the City:
a. Annual levy timeline
b. Annual budget for each district
c. Current database for each district, which will be provided to the City in a viewable format to facilitate parcel lookups, EBUs, and assessments d. Annual Engineer’s and/or CFD Report for each district e. Annual Levy Report for each district
f. Annual updated Boundary Map for each district
g. City Council Resolutions, Staff Reports, Ballots, and other notices and documents needed for the annual renewal of districts
h. Handbills for each parcel that could not be applied on the County tax roll and provide the City with a listing of all handbills issued i. Updated parcel data reflecting changes in final levy submittal j. Prepare and submit regulatory reports to the City for review prior to submittal by City
k. Provide a monthly report on home owner inquiries and call activity (upon request) l. Levy submittal summary report showing final amount to be placed on the property tax roll for collection
m. Updated parcel database for each CFD annexation or formation n. Annual special tax levy upon each parcel subject to the special tax o. Annual CFD Special Tax Report for each CFD for City approval (upon request) p. Prepare semi-annual delinquency reports for each CFD
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Exhibit A – Scope of Services
Page | 3
q. Prepayment calculations to be provided to requesting parties and, if required, the Notice of Cessation of Special Tax Lien
r. Bond call spreads, release of lien and foreclosures coordination as required s.California Debt and Investment Advisory Commission (CDIAC) Report t. Annual Disclosure Report
u. Annual Debt Transparency Report (ADTR)
v. Calculate Letter of Credit required with back-up calculations for CFDs w. Compile new database from Assessor’s Roll and Parcel Tentative Tract Map information on new district formations
x. Coordinate meetings for new district formations (assume 4 meetings) y. CFD Rate and Method of Apportionment
z. Recorded Boundary Map and reports for new CFDs
aa. Special Tax Table and Certificate of the Special Tax Consultant for Bond Issuance
III. During performance of the Services, Service Provider shall keep the City apprised of the status of performance by delivering the following status reports:
a. Each year after the sale of any bonds, prepare an annual report to be submitted no later than October 30 to the CDIAC as required by Section 53359.5(b) of the California Government Code
b. Monthly summaries of ongoing district work via email to the Public Works Director and/or designee.
IV. The tangible work products and status reports shall be delivered to the City pursuant to an approved schedule to be developed by the Consultant.
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00091740.2
Exhibit B – Compensation
Page | 1
EXHIBIT “B”
COMPENSATION
Compensation for the Services shall not exceed Four Hundred and Ninety-One Thousand Eight Hundred and Eighty-One Dollars ($491,881.00) (“Not to Exceed Amount”)
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Exhibit B – Compensation
Page | 2
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Exhibit B – Compensation
Page | 3
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00091740.2
Exhibit B – Compensation
Page | 4
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EXHIBIT “C”
INSURANCE
(A)INSURANCE REQUIREMENTS. Consultant shall provide and maintain insurance, acceptable to the City, in full force and effect throughout the Term of this Agreement, against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the Services by Consultant, its agents, representatives or employees. Insurance is to be placed with insurers with a current A.M. Best's rating of no less than A:VII. Consultant shall provide the following scope and limits of insurance:
1. MINIMUM SCOPE OF INSURANCE. Consultant shall maintain the following types and limits of insurance.
2. MINIMUM LIMITS OF INSURANCE.
GENERAL LIABILITY INSURANCE. Consultant shall maintain commercial general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily injury, personal injury, and property damage. The policy must include contractual liability that has not been amended. Any endorsement restricting standard ISO “insured contract” language will not be accepted.
AUTOMOBILE LIABILITY INSURANCE. Consultant shall maintain automobile liability insurance at least as broad as Insurance Services Office form CA 00 01 covering bodily injury and property damage for all activities of the Consultant arising out of or in connection with Services to be performed under this Agreement, including coverage for any owned, hired, non-owned or rented vehicles, in an amount not less than $1,000,000 combined single limit for each accident.
PROFESSIONAL LIABILITY (ERRORS & OMISSIONS) INSURANCE. Consultant shall maintain professional liability insurance that covers the Services to be performed in connection with this Agreement, in the minimum amount of $1,000,000 per claim and in the aggregate. Any policy inception date, continuity date, or retroactive date must be before the effective date of this Agreement and Consultant agrees to maintain continuous coverage through a period no less than three (3) years after completion of the services required by this Agreement.
WORKERS’ COMPENSATION INSURANCE. Consultant shall maintain Workers’ Compensation Insurance (Statutory Limits) and Employer’s Liability Insurance (with limits of at least $1,000,000 per accident or disease). Consultant shall submit to City, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of City, its officers, agents, employees, and volunteers.
UMBRELLA OR EXCESS LIABILITY INSURANCE. [Optional depending on limits required]. As an option to meet the limits of insurance required by this Agreement, Consultant may obtain and maintain an umbrella or excess liability insurance policy with limits that will provide bodily injury, personal injury and property damage liability coverage at least as broad as the primary
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coverages set forth above, including commercial general liability, automobile liability, and employer’s liability. Such policy or policies shall include the following terms and conditions:
1. A drop-down feature requiring the policy to respond if any primary insurance that would otherwise have applied proves to be uncollectible in whole or in part for any reason;
2. Pay on behalf of wording as opposed to reimbursement;
3. Concurrency of effective dates with primary policies;
4. Policies shall “follow form” to the underlying primary policies; and
5. Insureds under primary policies shall also be insureds under the umbrella or excess policies.
(B) OTHER PROVISIONS. Each insurance policy required by this Agreement shall be endorsed and state the coverage shall not be suspended, voided, canceled by the insurer or either Party to this Agreement, reduced in coverage or in limits except after thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to City. (C) OTHER REQUIREMENTS. Consultant agrees to deposit with City, at or before the effective date of this Agreement, certificates of insurance necessary to satisfy City that the insurance provisions of this contract have been complied with. The City Attorney may require that Consultant furnish City with copies of original endorsements effecting coverage required by this Section. The certificates and endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf. City reserves the right to inspect complete, certified copies of all required insurance policies, at any time.
1. Upon request from the City, Consultant shall furnish certificates and endorsements from each subcontractor identical to those Consultant provides.
2. Any deductibles or self-insured retentions must be declared to and approved by City. At the option of City, either the insurer shall reduce or eliminate such deductibles or self-insured retentions with respect to City or its respective elected or appointed officers, officials, employees, and volunteers or the Consultant shall procure a bond guaranteeing payment of losses and related investigations, claim administration, defense expenses and claims.
3. The procuring of such required policy or policies of insurance shall not be construed to limit Consultant’s liability hereunder nor to fulfill the indemnification provisions and requirements of this Agreement.
4. Coverage provided by Consultant shall be primary and any insurance or self-insurance procured or maintained by City shall not be required to contribute with it. The limits of insurance required herein may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on
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a primary and non-contributory basis for the benefit of City before the City’s own insurance or self-insurance shall be called upon to protect it as a named insured.
5. All insurance coverage maintained or procured pursuant to this agreement shall be endorsed to waive subrogation against City, its elected or appointed officers, agents, officials, employees and volunteers or shall specifically allow Consultant or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery against City, and shall require similar written express waivers and insurance clauses from each of its sub consultants.
6. General liability policies shall provide or be endorsed to provide that City and its officers, officials, employees, agents, and volunteers shall be additional insureds under such policies. This provision shall also apply to any excess/umbrella liability policies.
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City of Hemet
City Council Meeting
STAFF REPORT
Meeting: City Council Meeting - Apr 09 2024
Department: Administration
Submitted by: Mark Prestwich, City Manager
Mark Prestwich, City Manager;
☐ Receive and File ☐ Consent Calendar ☒ Business Item ☐ Public Hearing
TITLE:
Quarter Three Update on Progress of Fiscal Year 2023-24 Strategic Plan Action Item Tasks
RECOMMENDED ACTION:
It is respectfully recommended that the City Council:
Receive and file the Quarter Three Update on progress associated with City Council Fiscal Year 2023-24 Strategic Plan Action Item tasks.
BACKGROUND:
Developing an agreed-upon and unified City Council vision for the upcoming fiscal year’s organizational priorities provides several benefits for the organization:
Provides a clear message from the City Council to the community and staff of what the City Council aims to accomplish;
Supports the City Council’s proactive focus on achieving work objectives rather than reacting to issues;
Assists in allocating staff time and other needed resources, including budget appropriations to support project delivery/initiatives;
Fosters consensus on policies and projects within the City Council; and Creates a more transparent and accountable government.
The Hemet City Council adopted the City's Strategic Plan on June 23, 2021, after holding a series of strategic planning meetings and a community meeting to garner input from the public. The Council identified life, of quality improving toward priorities included and overarching five milestones increasing economic opportunities, and improving the overall health of the Hemet community.
On June 2, 2023, the Hemet City Council held a Priority Setting Workshop to establish Fiscal Year 2023-24 Action Items in support of the City's Strategic Plan. Action Items represent Council-directed priority tasks and initiatives over the next 12 months that support Strategic Plan goals.
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DISCUSSION:
The purpose of the Quarter Three review is to provide an update on progress associated with FY 2023-24 Action Item tasks. The status of Action Item tasks is noted in the right column of the attached tracking spreadsheet.
Additionally, it is important to document that, in addition to the Strategic Plan items and the typical daily responsibilities of performing and providing City services, City staff has also invested significant time advancing additional tasks/solutions throughout the fiscal year. Notable examples to date include:
Analysis and Advocacy for Highway 79 Improvements
Public Engagement and Consideration of Speed Bumps in Stoney Mountain Neighborhood Analysis and Partnership with Palm Communities Developer in support of Affordable Housing Sustainable Communities (AHSC) Grant
Implementation of Riverside County Awarded Homeless Encampment Grant Negotiation of two bargaining unit reopeners
Negotiation of successor labor agreements
Review and inventory of downtown Hemet Code Enforcement issues Resolve issues related to Station 5 drainage and noise issues; and Coordination with Riverside County Flood Control District to eliminate human access to drainage channel at Stetson and Sanderson and reduce criminal activities in nearby Page Plaza and adjacent neighborhoods.
PREVIOUS COUNCIL ACTION:
The City Council approved the FY 2023-24 Strategic Plan Action Items on July 11, 2023. The City Council reviewed the Quarter One Update at their meeting of October 10, 2023. A Quarter Two update was reviewed at the City Council meeting of January 9, 2024.
STRATEGIC PLAN INTEGRATION:
GOAL FIVE: ORGANIZATIONAL EFFECTIVENESS
To identify the work needed inside the City organization to effectively provide services to the community and ensure financial stability.
Objective 1: Operate in a financially sustainable manner.
Objective 2: Evaluate existing practices to ensure continuity with industry best practices.
Objective 3: Provide Council with policies that are consistent while lessening liabilities.
Objective 4: Increase employee retention by training and creating a positive workplace.
Objective 5: Streamline fire prevention coordination efforts.
FISCAL IMPACT:
Not applicable.
ATTACHMENT(S):
Attachment 1: Q3 FY-2023-24-City-of-Hemet-Strategic Plan Update
17.A.
City of Hemet Strategic Plan Action Items– FY 2023-24
April 9, 2024 (Quarter 3 Update)
(A) Action Item
(B) Success Indicator
(C) Responsible
Department
(D) Support
Group(s) /
Council
Liaison(s)
(E) Staff Point Person(s)
(F) Complete?
(G) Status/Comments
Quality of Life/Beautification
1 Complete Hemet Valley Bikeway
Construction
Completion of project Public Works
Noah Rau Complete The project is approximately 97% complete. Permit from Metrolink was just received to complete work within rail ROW and all work is anticipated to be completed by the end of February 2024.
2 Complete the FY 21/22 SB1 Pavement
Rehabilitation Project (CIP 5755)
Completion of project Public Works Noah Rau
An award has been made for construction to Onyx Paving. A pre- con meeting was held on December 12, 2023 and construction is scheduled began in February 2024.
The original project scope is currently approximately 75% complete. The City Council also approved some additional work under this project to rehabilitate the Hemet portion of Warren Road north of Esplanade.
3 Complete Skate Park Construction Completion of project Public Works
Noah Rau (Lead) Complete This project is complete and open for use.
4 Offer Community Bulky item drop offs at the
Library four times a year and promote
opportunity for twice/year pickup at
residential properties
The completion of four
bulky item drop-offs for
the FY 23/24 year
Public Works CR&R Charles Russell
On Track
1. 8/19/23 - 1 of 4 (Complete)
2. 11/18/23 - 2 of 4 (Complete)
3. 2/17/24 - 3 of 4 (Complete)
4. 5/18/24 - 4 of 4 (Scheduled)
5 Consideration of Car Wash Moratorium Present Car Wash Moratorium Emergency
Ordinance and any
Successor Ordinance to
the City Council
Planning Planning
Commission
Monique Alaniz-Flejter
The City Council adopted a Car Wash Moratorium on August 8, 2023. On September 12, 2023, the City Council extended the Moratorium was extended to August 8, 2024.
6 Consideration of eliminating City’s wrought
iron security fencing requirement around
commercial developments
Present more attractive
solutions in lieu of
fencing to encourage
attractive commercial
developments to the
City Council
Planning Planning
Commission
Monique Alaniz-Flejter Due to staffing limitations, recommend postponing to FY 2024-
25. 7 Complete FY 2023/24 Sidewalk Repair Grid Completion of 1/7th of City Sidewalks (14%)
Public Works
Gregg Holyoak (Lead) + Noah
Rau
Awaiting inspection report from contractor. Staff is following up with the Contractor to expedite.
Precision Concrete Cutting completed the grid inspection and provided the report to the City in February 2024. The work was approved, and the repairs were started on February 26, 2024.
The work for this grid is anticipated to be completed by the close of April 2024.
17.A.
8 Augment red curb repainting Paint 5,000 linear feet
of curbs in the city
Public Works Lilienthal Noah Rau (Lead) +
Gregg Holyoak
1,775’ have been painted in response to See Click Fix requests.
An area has been identified and mapped in the region
surrounding Stetson Ave and State Street. This area will be completed during the fiscal third quarter.
There have been some delays due to weather.
9 Increase the number of trees planted in the
City
Hold two or more
events that promote
planting of trees to add
to the beautification of
the local parks and
recreational areas
Public Works +
City Manager’s
Office
Infrastructure
Commission
Dan Cortese (Lead) + Alan
Reyes
1. Analyzed irrigation system for pressure & expansion at Simpson Park.
2. Mapped 25 new tree locations at Simpson Park.
3. Working with Greg Dion, Urban Forester at CalFire, on Urban and Community Forestry Grant Program.
4. Obtained City of Hemet tree inventory.
5. Meeting scheduled with citizen group and CM on October 11
6. Formed agreement for tool storage for community volunteer group at Simpson Park.
7. Met with Greg Dion to discuss citywide tree planting project that could be funded by Urban and Community Forestry Grant Program. We are currently waiting for grant to be released.
8. Meeting was held on (12/21) to discuss grant details and action plan. Waiting for grant application to be released.
Contacted Greg Dion for update. Waiting for response.
9. The new round of CAL FIRE’s Urban and Community Forestry grants are now posted. California received a state allocation of Inflation Reduction Act funds, of which $30.8 million is available for grant projects working at a community, regional, or statewide scale in this funding opportunity. Applications must be submitted by Thursday, May 30, 2024, by 5:00 PM PDT.
10 Consider designing and adding no littering
signs to post throughout the City
Development and
approval to post no
littering signs
throughout the City
with fine warnings to
inhibit littering within
the City
Public Works +
Code
Enforcement +
Planning
Lilienthal +
Peterson
Gregg Holyoak (Lead) + Lionel
Martinez + Monique Alaniz-
Flejter
Further staff discussion and meetings are needed to define a desirable program.
11 Identify additional options for youth
engagement activities
Present options to City
Council in public
workshop and receive
feedback/direction
City Manager’s
Office
Establish
stakeholder
focus group +
Lilienthal +
Males
Alan Reyes City submitted an Outdoor Equity Grant application on December 13, 2023 to support 1,400+ field trips for youth.
12 Enforce code compliance for all businesses Conduct random checks of at least five
businesses per month
and cite where
necessary
Code
Enforcement
Males +
Peterson
Lionel Martinez Code Enforcement staff continue to inspect all businesses on the Florida corridor addressing illegal signage, broken windows, lack of landscape and vacant buildings. As of today, staff has inspected 90 businesses working their way east to west.
Additionally a 4th Code Officer has been approved at mid-year and the recruitment process has been initiated. This officer will assist in the caseload and improve code compliance.
13 Power wash City sidewalks Wash 10,000 linear feet
of sidewalk annually
Public Works Lilienthal Gregg Holyoak
Completed pressure washing Harvard/Front St area totaling 1,350’ in October 2023. The library walkways and patio area
17.A.
totaling another 500' was also completed in October 2023. An area around State Street and Stetson Ave has been identified to be completed during the third fiscal quarter.
There has been some delays due to weather
14 Repave Hemet Auto Mall Conduct a Geotech
investigation, Design,
advertise for bids, and
award a contract to
revitalize and refresh
these aging streets
Hemet Auto Mall
Owners
Noah Rau The Geotechnical investigation has been completed and the final design is progressing based on the geotechnical report. Due to poor soil conditions found, research was done, and several design alternatives considered. A design alternative was selected and bid package finalized in March 2024. Bids will be received in April 2024 and a recommendation of award for construction is anticipated in May 2024.
15 Expand Citywide Paving by $2 million Completion of project Lilienthal + Krupa
Noah Rau This additional $2M was added to CIP 5749 and is in the planning phase. A meeting was held with liaisons on January 2, 2024 to review recommended streets for the project. The project was placed into design in January 2024 and the design is expected to be complete and the project out to bid in late May 2024.
16 Consider options for Soccer Field Expansion Collect feedback from Council on next steps
Planning + Public
Works + City
Manager’s Office
Establish
stakeholder
focus group +
Males +
Lilienthal
Mark Prestwich + Monique
Alaniz-Flejter + Noah Rau
A meeting was held September 14, 2023 with the Valley Wide General Manager Board President and General Manager, and the Mayor and City Manager. A meeting was held with soccer stakeholders on September 18, 2023. Preliminary vision is buildout of eight conceptual soccer fields at Diamond Valley Lake. Next step is identifying a funding strategy that will allow for project design, construction, and long-term maintenance.
Economic Opportunity
1 Develop Economic Development Strategic
Plan
Present plan to the City
Council for
consideration
Community
Development
Business Outreach
Ad- Hoc
Committee
+ Chamber of
Commerce
Econ. Development Manager This draft Economic Development Strategy is currently scheduled for Council presentation on April 23, 2024.
2 Hotel Investment Program Present program to the
City Council for
consideration
Community
Development
Business Outreach
Ad- Hoc
Committee
+ Chamber of
Commerce
Econ. Development Manager
+ City Manager
Complete
The City Council held an initial policy discussion at their meeting of January 23, 2024. The first reading of the ordinance occurred on February 13, followed by approval of the second reading on February 27, 2024. Hotel Investment program Press Released shared with local investors, businesses and Chamber of
Commerce.
3 Identification of Business Investment
Incentives
Present ideas to the City
Council for
consideration
Community
Development
Business Outreach
Ad- Hoc
Committee
+ Chamber of
Commerce
Econ. Development Manager Economic Devlopment Manager will be working on developing an investment program to present in Q4.
4 Establish Business Concierge Program Present program to the City Council for
consideration
Community
Development
Business
Outreach Ad-
Hoc Committee
Econ. Development Manager Economic Development Manager will be creating a draft to present in Q4.
17.A.
+ Chamber of
Commerce
5 Provide time frames on new construction
and improvements
Push updates on new
developments to inform
the public in a “Coming
Soon” section in City
Update newsletter
City Manager’s
Office +
Community
Development
Alan Reyes + Monique Alaniz-
Flejter
Complete Since December 15, 2023 City Updates have featured an “Exciting New Developments” section profiling new investments.
This will be a recurring feature every month or two moving forward.
Community Engagement
1 Establish a Chalk Art Festival Organize and hold
event
City Manager’s
Office
Krupa +
Lilienthal
Alan Reyes Complete Chalktoberfest Art Festival was held October 28, 2023 at the Library from Noon to 5:00 p.m.
2 Visit local communities and organizations to
provide City updates
Visit six communities
and/or organizations
and provide City
updates
City Manager’s
Office + Police,
Fire +
Community
Development
Males Alan Reyes 10 Complete and
Ongoing
Citywide update meetings were held at My City Youth, at The Lakes at Hemet West, and Solera Del Webb; Additionally, City Manager presented City Updates to Hemet Rotary on July 19, 2023 and the Hemet/San Jacinto Congress of Republicans on July 24, 2023. The City Manager also provided a City Update to the Hemet San Jacinto Club, the Hemet/San Jacinto Chamber of Commerce Board of Directors on November 16, 2023, Kiwanis Club on March 19, 2024, Exchange Club and Soroptimist
International both on March 28, and Elks Club scheduled for April 4, 2024
3 Expand the Hemet Police volunteer program
by 10%
Grow the program from
69 to 76 volunteers.
As of 12/26/23 the
official number of
volunteers was 39
(Arellano)
Police Jamie Gonzalez We have re-strategized the citizens academy and Volunteer academy. Citizen's academy going on now and by end of
volunteer academy in May we are looking at adding an
additional 12 to 15 volunteers to our program.
4 Implement a business crime prevention
program including a panhandling
informational campaign; and establish
department liaison
Roll out program and
distribute educational
materials online and to
businesses
Police Business Outreach
Ad- Hoc
Committee
+ Chamber of
Commerce +
Lilienthal
Chief Arellano Have been actively building up the Real Time Information Center (RTIC) and team members as required by the ORT grant.
Plans are to launch this at the beginning of April 2024.
5 Grow Hemet Police Facebook and Instagram
audience by at least 10%
Grow social media
followers to: Facebook:
50,000 to 55,000;
Instagram: 10,000 to
12,000
Police Peterson Previously Alan Reyes, now
Judith Gibson
Police Instagram page currently has 10,700 followers
Police Facebook page currently has 62,000 followers
6 Develop and implement an advisory body
marketing campaign
Add a section to the
application to see how
applicants found out
about the position to
see where to focus
marketing
City Clerk’s
Office
Peterson +
Krupa
John Maier Preliminary Flyers/Advertisements are in design.
17.A.
7 Prepare Legislative Platform for City Council
consideration
Development of
guidelines for City
Council supported
initiatives to advance
priorities
(transportation etc.)
City Clerk’s
Office + City
Manager’s Office
Mayor + Mayor Pro
Tem
John Maier (Lead) + Mark
Prestwich
Complete City Council approved Fiscal Year 2023-24 Legislative Platform on December 12, 2023.
8 Consider creating an Ombudsman position
for the City
Identify funding, scope
of responsibility, and
appointment/hiring of
position
City Manager’s
Office
Peterson +
Kendrick
Mark Prestwich Complete
City Council approved a Community Services Coordinator
position on December 12, 2023. Recruitment underway.
9 Increase police presence in the community Implementation and use of hot spot policing
strategies which include
Police Chief Arellano The new Hybrid Patrol Schedule will provide increased police presence in the community. The schedule will take effect next shift change in May 2024.
focused and directed
patrols (foot patrols,
bicycle patrols, vehicle
patrols and
enforcement sweeps).
10 Adding a reporting area in SeeClickFix for
Aggressive Solicitation
Adding an option to
report on SeeClickFix -
providing another way
for the community to
notify staff of concerns
Police Males Chief Arellano Complete This item was completed on January 3, 2024.
11 Development of a Cadet pipeline program
for youth through workforce development
Connecting local youth
with employment
opportunities
Police Lilienthal Chief Arellano We currently have a couple cadets in the process, but we have a hard time retaining the personnel which is due to current economic circumstances and what this position offers. As a result, staff will be considering recommendations to restructure the requirements for this position for the next quarter.
Partnering and Collaboration
1 Identify a Management Entity for the
Simpson Memorial Center
Contract with
management entity to
oversee the Simpson
Memorial Center
operation
Public Works Males Charles Russell (Lead) + Kurt
Mikolaycik
Staff continues to make improvements to the facility. The exterior has been painted, the trash enclosure has been secured with wrought iron and the elevator modernization bids have closed. A contract for the elevator modernization was awarded by the City Council on October 24, 2023 and is expected to be completed by May 2024 due to long lead time for parts.
On-call Architect is preparing a design and bid package for the roof replacement. The interior painting was completed in November 2023. New carpet was installed in December 2023.
A RFP was drafted to solicit proposals from interested entities to manage and operate the facility with bids due February 15, 2024. One responsive bid was received but would cost the city a considerable amount of money each year. Staff is undertaking additional research and anticipates making a recommendation on how to proceed during the next fiscal quarter.
17.A.
2 Update the West Hemet Drainage Plan Adoption of new West Hemet Drainage Plan
Public Works Riverside
County +
Consultants +
Kendrick
Noah Rau The primary consultant from MBI working on this project passed away this summer and it has been on hold since. A meeting to restart the work was held on November 30, 2023. A letter has since been sent to RCA to formally inform them of the new direction that the MDP will take without the ability to place basins on the now RCA owned property.
The modelling work is complete, and the alternatives have been selected by the City and Riverside County Flood Control. MBI is to provide a final report of these alternatives with updated costs in April 2024. This will conclude this phase and the next task will be the environmental clearance of the proposed facilities.
3 Complete Brubaker Park Improvements in
collaboration with facility manager
Complete
improvements +
promote to the public
Public Works Males Charles Russell Complete The baseball fields renovations are complete. City crews are maintaining the fields until a facility manager is secured. A total of five (5) Statement of Qualifications (SOQ) were received from interested parties to manage the facility. A committee of City staff reviewed and scored the SOQs. A notice of intent to award was issued on December 18, 2023 and a license agreement will be recommended to the City Council on January 9, 2024.
4 Implement California Violence and
Intervention Program (CalVIP) grant
Roll out program - to
reduce violence &
involvement in violence
in city
Police + City
Manager’s Office
Lilienthal +
Krupa
Chief Arellano (Lead) +
Veronica Allen
N/A The City relinquished this grant due to recently learning the matching cost was more than double original number (more than $675,000 beyond the City’s budget appropriation).
5 Enhance City relationship with business
owners
1) Deploy Targeted
Monthly Business
Walks with Mayor
+ City Manager +
Police Chief +
Chamber of
Commerce
Executive Director,
and
2) Conduct Quarterly
Business Check-In
Zoom Calls
City Manager’s
Office
Business Outreach
Ad- Hoc
Committee
+ Chamber of
Commerce +
Males +
Peterson
Alan Reyes Complete and
ongoing
Monthly business walks commenced in August and continue monthly. in partnership with the Chamber of Commerce.
Additionally, the City and Chamber have launched a monthly City/Chamber “Business Connect” Zoom meeting monthly on the February 20, 2024 and will continue on the third Thursday of each month at 8:00am.
Organizational Effectiveness
1 Complete FY 23/24 Tree Trimming Grid Complete tree trimming for the designated grid
area of seven-year cycle
Public Works Mauro Lozoya The Public Works Department has trimmed 493 trees during the first half of the FY 23/24 grid tree trimming.
2 Complete Update to Street Engineering
Standard Plans
Adoption of updated
Street Standard Plans
Public Works -
Engineering
Noah Rau Revised street standard plans have been drafted that match the General Plan and are currently in review.
17.A.
3 Conduct specialized training on de-
escalation
De-escalation grant
awarded with specific
requirements in
managing training
program
Police Chief Arellano
Complete
The Police Department has completed de-escalation training for all of sworn personnel this month as required under the grant guidelines.
4 Implement new Hemet Police Patrol
Schedule and Staffing
To direct patrol staffing
for optimum utilization
of resources and
staffing during the
busiest hours of the day
Police Chief Arellano Modification of Police Department scheduling is planned to transition in May 2024 (next scheduling change).
5 Recruit an Economic Development Manager
to manage economic development
initiatives
Hire an Economic
Development Manager
City Manager’s
Office
Mark Prestwich
Complete
Recruitment is underway; initial interviews were held the week of September 25, 2023. Follow-up interviews with top
candidates scheduled for October 5, 2023. The City chose not to make a job offer to any candidates associated with the initial recruitment. A second round of recruitment was launched and an offer of employment is forthcoming.
6 Launch LaserFiche Public Portal Push portal to the
public and provide
videos of how to
navigate the site
City Clerk’s
Office + I.T.
ECS (vendor) John Maier (Lead) + Scott
Underwood
This project was on temporary hold pending installation of the hyper converged (HCI) server/storage system. The HCI system is completed, and this project is ready to move forward beginning in January 2024. City-wide training was completed for staff.
Public launch is planned for Q4.
7 Launch Net File for Campaign Committees
(Form 460 & 700 Management Software)
Rolling out of software
to allow forms to be
electronically submitted
and allow access to the
public
City Clerk’s
Office
John Maier
Complete
8 Build LaserFiche Workflow for Forms -
Internal Processing for Human Resources
Complete forms to
automate
administrative
processes
City Clerk’s
Office + I.T.
ECS (vendor) John Maier (Lead) +
Scott Underwood
This project is currently underway by ECS in the vendors environment. Forms will be transitioned to the City of Hemet’s LaserFiche environment pending installation of the hyper converged (HCI) server/storage system. The HCI system is completed and this project is ready to move forward beginning in January 2024. Luanch is planned for Q4.
9 Implement E-Filing Policy for Form 700 and
Campaign Committees
Approval of E-Filing
Policy
City Clerk’s
Office
John Maier Complete Item approved at the June 13, 2023 City Council Meeting.
10 Complete City Council Protocols Bring a draft to City Council for approval as
recommended by the
Ad-Hoc committee
City Manager’s
Office + City
Attorney
Council Protocols
Ad- Hoc
Committee
Mark Prestwich (Lead) +
Steven Graham
Two meetings have been held with Ad Hoc Members; Draft is nearing completion and will be presented to the City Council when ready.
11 Replace citywide legacy telephone system
with a unified communications as-a-service
(UCaaS) system
Installation of new
telephone system
I.T. Communication
Strategies (vendor)
Scott Underwood Contracts for the citywide telephone system replacement are undergoing legal and procurement review. This project is being merged with the replacement of network hardware to simplify management and cost. Both projects (telephone & network replacement) will be brought before Council in Q4.
12 Replace citywide network switching
hardware in support of the citywide
telephone system replacement (UCaaS).
Installation of
replacement
networking hardware
I.T. Communication
Strategies (vendor)
Scott Underwood This project is being merged with the citywide telephone system replacement as it is a predecessor task that must be completed before the replacement telephone system can be activated. The proposed vendor is preparing a quote following procurement
17.A.
guidelines.
13 Develop a long-range (10-year) I.T.
Sustainability Plan to prioritize future
technology investments
Bring a draft plan to City
Council for approval
I.T. ClientFirst (vendor)
Scott Underwood Consultant (ClientFirst), IT, Finance Staff, and all departments are assembling financial documentation needed to create the plan.resentation of the plan has been delayed due to staff time constraints. We anticipate completion prior to the adoption of the FY 24/25 budget.
14 Deployment of Windows 11 on city desktop,
laptop and tablet computers to maximize
security
Completion of
deployment
I.T. Novacoast (vendor)
Scott Underwood Individual application testing to ensure compatibility is complete. Test deployments within IT’s test environment have been completed. We are currently addressing updates and configuration changes necessary to automate the Windows 11 deployment citywide.
Once resolved citywide installations will begin in Q4..
15 Deployment of Microsoft M365 mobile
device management on all city-owned apple
ipads and iphones to maximize security
Completion of
deployment
I.T. Microsoft (vendor) Scott Underwood
Complete
This project is complete.
16 Implement IT Service Management (ITSM)
freshservice software features to create
help desk system efficiencies
Integration of asset
management into our
existing helpdesk
system.
I.T. Freshservice
(vendor)
Scott Underwood
Complete
Freshdesk service management system was deployed in April 2023. Asset management integration with ITSM is complete.
Implementation of a catalog of available services is now complete.
17 Deployment of multi-factor authentication
(MFA, 2FA) citywide to increase network
security and meet cyber insurance
guidelines
Roll out security
measures
I.T Scott Underwood . IT Staff are finalizing a professional services agreement to complete integration of our selected vendor solution (Okta.) The vendor has supplied a completion timeline of 8-12 weeks.
18 Implement internal network penetration
test scans to ensure recently replaced
network, servers and firewalls are properly
configured to meet PCI, HIPAA, CJIS and
cyber insurance guidelines
Run 1 penetration scan
test bi-annually for the
FY
I.T. Scott Underwood IT Staff has secured a vendor to assist with security testing.
Internal testing will begin upon completion of network
switching hardware replacement project.
19 Upgrade existing ArcGIS system to ArcGIS
Professional, ensuring compatibility with
citywide public safety, financial, permitting
and records management systems
Complete upgrades I.T. ESRI (Vendor) Scott Underwood
Complete
This upgrade project is complete
20 Conduct Citywide Classification &
Compensation Study
Complete study of
standardized and
updated job
descriptions and salary
structures
Human
Resources
Norma Rangel This RFP was posted in PlanetBids on September 25, 2023 with a proposal due date of October 16, 2023. An agreement has been executed with Evergreen to advance this work. Anticipated project start date is January 2024. Received the initial draft compensation data on March 1, 2024. Evergreeen conducted Employee Focus Groups on March 12th and 13th. Evergreen is currently conducting Job Assessment surveys of all City employees.
21 Conduct Employee Survey Complete employee
survey
Human
Resources
Employee
Engagement
Committee
Norma Rangel Potential survey questions have been researched and presented for review by the City Manager. Upon approval, questions will be prepared for distribution to City Employees for completion. City
17.A.
will administer the survey and collect anonymous data to encourage City Employee participation.
22 Complete free website redesign of
www.hemetca.gov through CivicPlus
Redesign and roll out
the new website to
enhance the customer
experience
I.T. CivicPlus (vendor) Scott Underwood CivicPlus is currently working under an expedited timeline (4-8 weeks) to complete the redesign of our website, including redesign of global navigation and graphic buttons. These changes will ensure a more responsive design for the 51% of website visitors using smart phones.
23 Prepare Boards and Commission Handbook Creation of a living document for
Commissioner
onboarding process
City Clerk’s
Office
John Maier Research and review of other agencies’ best practices has been initiated for this project.
24 Expand Police Explorer Program Expand the program by 40% (from 14 to 20)
Police Chief Arellano The Explorer program is currently at 17 Police Explorers as of March 20, 2024.
25 Reduce Response times to priority 1 and
priority 3 calls
Reduce response times
by 10%
Police Chief Arellano The Police Department is on schedule to reduce response time by the use of the Drone First Responder (DFR) program, and we are in the process re-classifying priority call types.
26 Consider expansion of library hours Identify funding strategy/options and
expansion of current
hours and/or days
Library + City
Manager’s Office
Krupa Kathye Caines (Lead) + Mark
Prestwich
Consideration of expansion options will be considered during FY 2024-25 budget process.
Safe and Clean Streets Initiative
Safe
1 Deploy Real-Time Crime Center with
Enhanced Technology Cameras for Crime
Suppression and Enforcement.
Installation of high-
quality Flock Condor
Surveillance Cameras at
eight of the City’s main
intersections and
implement a Real-Time
Crime Suppression
Center by September
2023
Police Flock Safety
coordination
Chief Arellano The Police Department has started the build of the Real-Time Crime Center and is currently installing the technology necessary to go live.
This project is scheduled to go live in April 2024.
17.A.
2 Expand Patrol Staffing by Eight Officers to
Enhance Data Driven Patrols on Commercial
Corridors
Conduct directed
traffic/vehicle
enforcement and crime
suppression and
deterrence efforts along
commercial corridors
Police Chief Arellano Fiscal Year 2023-24 Budget includes 8 additional sworn officer positions. The Police Department is working on augmenting staffing with the Council-approved $60,000 signing bonus incentive program.
We are continuing with our hiring efforts.
3 Expand Community Behavioral Assessment
Team (CBAT) to Seven-Day a Week Coverage
Adding an additional
Police Officer and
Mental Health Clinician
in coordination with
expanded CityNet
services
Police Riverside
University Health
System (RUHS)
Chief Arellano
Postponed
The Police Department has completed a draft MOU with the County and is working on obtaining the signatures for the agreement. We will be utilizing the Opioid Settlement to pay for the additional mental health professional from the County.
On hold due to staffing needs (March 2024). Will re-visit as staffing increases.
4 Add 30% more Flock Cameras as a
Resources Multiplier
The installation of 20
citywide flock cameras
to enhance crime
solvability
Police Flock Safety Chief Arellano
Complete
The city has purchased the additional 20 FLOCK cameras and is in process of installation. On Jan. 23, 2024, council approved an addition of 25 Flock “Condor” cameras as well and also in the process of identifying locations and installing by Flock.
5 Utilize Drone as a First Responder Program
as Crime Deterrent
Utilizing a current
resource to enhance
the City’s law
enforcement
capabilities and provide
critical information and
documentation of crime
scenes
Police Flying Lion
Service
Provider
Chief Pust
Complete
Service contract presented to City Council on July 11, 2023.
We are currently live with the program.
6 Establish a City Prosecutor Pilot Program to
Prosecute Infractions and Misdemeanors
not Prosecuted by the District Attorney’s
Office
Launch of program to
result in community
service and penalties
for violators and deter
unlawful behavior
City Attorney’s
Office + Police
Lilienthal City Attorney (Lead) + Chief
Pust
City Manager, Police Chief, and City Attorney met with the District Attorney’s office and the City Attorney is currently establishing the duties for the position.
7 Distribute Section 602 Trespass Letters to All
Commercial Businesses on Main Corridors
within 45 Days
Engage with all business
owners on main
commercial corridors to
source signed Section
602 Trespass Letters
which allow police
action for unlawful
activity
Police Business Outreach
Ad- Hoc
Committee
+ Chamber of
Commerce
Chief Pust
Complete
The Police Department has distributed all the 602 PC Trespass letters to businesses. Staff is currently following up with the business that did not submit and conducting inspections on those that did submit. This is a long process, due to the fact each business needs to be inspected, making sure all the appropriate signage is placed on each property.
8 Expand Business Watch Program and
Improve Business Engagement with Crime
Prevention Through Environmental Design
(CPTED)
Educate the business
community to assist
with nuisance issues
Police Business Outreach
Ad- Hoc
Committee
+ Chamber of
Commerce
Chief Arellano Complete The Police Department is currently offering the CPTED program to all businesses. This service will also be made available to all participating businesses in the Storefront Vandalism Relief Program. All ROCS personnel are now certified in CPTED.
9 Establish Monthly Community/Police
Engagement Focus Group
Roll out monthly to
collect timely feedback
from the public to
consider modification of
practices
Police Lilienthal Chief Pust Complete Implemented in June 2023 – Meetings have been held each month since inception.
17.A.
10 Support and/or Sponsor State Legislation
and Ballot Measures that Impose Stricter
Penalties and Accountability for Criminal
Actions
Support and/or sponsor
State legislation and
ballot measures that
impose stricter
penalties and
accountability for
criminal actions
City Manager’s
Office + Police
Males Mark Prestwich (Lead) + Chief
Pust
New municipal code for possession of catalytic converters in the process now. This will go to council for approval on March 26th, 2024 (Arellano).
Clean
1 Initiate Proactive Seven Day a Week Crews
for Graffiti, Shopping Carts, and Debris
Pickup Along Commercial Corridors
Initiate seven day a
week proactive patrols
with the use of part-
time employees
beginning at 6:30 a.m,
enforce combustibles
close to buildings,
respond to all See-Click-
Fix issues within 24
hours
Public Works,
Dept. of Fire Life
and Safety
Clean-up/ Graffiti
Ad Hoc
Committee +
Liberty Men’s
Restoration
vendor
Noah Rau (Lead) +
Chief Sell
Currently six day per week proactive patrols along commercial corridors is being implemented by Public Works and Contractor.
Clean Streets Task Force initiated to enhance communications and collaboration among Public Works, Code, and Police.
Coordination takes place on Teams where each department updates current locations, projects and any potential assistance needed.
First collaborative project took place on September 27, 2023, with the alley adjacent to Elk & Devonshire. All three
departments were present to address trash, debris, non-working vehicles and interface with management of property. Shopping carts on roadways have been substantially reduced and
collection has been slowed to allow PW to dispose of collected carts. Officers have resumed periodic vendor patrols since a supplemental appropriation for overtime was approved by Council. A 4th officer was approved at Mid-year and a
recruitment has been initiated. Once completed this new officer will work weekends providing 7 day-a-week coverage.
2 Establish Trash Enclosure Pilot Program -
Develop and implement a trash enclosure
program within the City of Hemet
Approval of ordinance
and complete use of
pilot program resources
($500,000)
City Manager’s
Office + Planning
+ Public Works+
City Attorney
Local
organizations +
CR&R
Mark Prestwich
(lead) + Monique
Alaniz-Flejter +
Noah Rau (input)
+ City Attorney
Complete
Two ordinances will be recommended to the City Council for adoption on January 23, 2024 in addition to approval of Trash Enclosure Pilot Program. This program was approved by the City Council on October 10, 2023. Since then, the City launched a call for applications, including the creation of an informative website https://hemetca.gov/1139/16744/Trash-Enclosure-Pilot-Program.
3 Reestablish and Conduct an Annual
Community Service Day (“Hemet Beautiful”)
Increase civic pride by
encouraging the
community work
together to improve
blight in the City
City Manager’s
Office + Public
Works
Local
organizations +
CR&R +
Peterson +
Kendrick
Alan Reyes (Lead) with Brenda
in interim + Noah Rau
Planned for April 27,
2024
Event planning is underway and this event will be held on April 27, 2024 from 7:00am to noon.
4 Improve Community Awareness and Use of
“See-Click-Fix” App
The City will enhance
communication efforts
to raise awareness and
use of this reporting
tool
City Manager’s
Office
Clean-up/ Graffiti
Ad-Hoc
Committee +
Social media
handles +
Constant
Contact
Alan Reyes
17.A.
5 Expand the City’s Adopt-a-Street Program
by 100% in Six Months
Solicit additional
participants in support
of city beautification
City Manager’s
Office
Males Alan Reyes The City currently has 12 streets adopted.
6 Establish a Council District Commercial and
Residential Beautification Contest
Community
participation in contest
City Manager’s
Office
Kendrick +
Lilienthal
Alan Reyes Planned for May 4 through July 4, 2024
7 Create an Art in Public Places Program –
Prepare Draft Art in Public Places Program for
City Council Review/Consideration
Present Draft Arts in
Public Places Policy to
the City Council
Planning & City
Attorney
Planning
Commission +
Krupa +
Lilienthal
Monique Alaniz-
Flejter (Lead) +
Steven Graham
Preliminarily planned for Spring 2024.
8 Expand Proactive Code Enforcement Efforts
on Commercial Corridors
Expand patrols to five
days per week to post
violations
Code
Enforcement +
City Attorney
Lionel Martinez (Lead) +
Steven Graham
City Attorney’s office will now have a staff member present at Covell the 1st and 3rd Wednesdays each week to assist with Code related issues. A fourth Code Officer was approved at Mid-year with a recruitment being initiated. This officer will be scheduled to work Thurs-Monday and will provide 7-day coverage.
Additionally, funding for overtime will allow for a second officer to be available during the weekend to assist when necessary.
9 Consider Adjusting Street Sweeping Service
Levels in Commercial Corridors
Present options for
adjustments to
commercial corridor
street sweeping to
Council for possible
implementation
City Manager’s
Office
Mark Prestwich Complete Preparation for a City Council workshop is underway with cost- estimates and options being prepared in partnership with CR&R.
Approved by the City Council at their November 14, 2023 meeting.
10 Develop and Launch a Two-Year Façade and
Property Improvement Pilot Program
Implementation and
completion of façade
and property
improvements.
Planning Planning
Commission +
Lilienthal
Monique Alaniz-Flejter
(Lead) + Mark Prestwich
Policy options planned for public review in Q4.
11 Create Storefront Vandalism Relief Program Reimburse small businesses impacted by
deliberate actions
resulting in the
destruction or damage
to business storefronts
City Manager’s
Office + Finance
Clean-up/ Graffiti
Ad-Hoc
Committee
Mark Prestwich Complete Approved by the City Council on September 25, 2023. Program was launched in late October 2023 and remains available to eligible businesses.
17.A.