1 AGREEMENT FOR PROFESSIONAL SERVICES
This Agreement is made and entered into as of the day of February 18, 2026, by and between the City of Pleasant Hill ("City") and SCI Consulting Group, ("Consultant").
RECITALS
A. Consultant is specially trained, experienced and competent to perform the special services which will be required by this Agreement; and
B. Consultant possesses the skill, experience, ability, background, certification and knowledge to provide the services described in this Agreement on the terms and conditions described herein.
AGREEMENT
1. Scope of Services. The Consultant shall furnish the services listed on Exhibit A in a professional manner.
2. Time of Performance. The services of Consultant are to commence upon execution of this Agreement and shall continue until all authorized work is approved by the City. All such work shall be completed no later than June 30, 2027.
3. Compensation. Compensation to be paid to Consultant shall be in accordance with the Schedule of Charges set forth in Exhibit A, which is attached hereto and incorporated herein by reference. In no event shall Consultant's compensation exceed $81,892 without additional authorization from the City. Payment by City under this Agreement shall not be deemed a waiver of defects, even if such defects were known to the City at the time of payment.
4. Method of Payment. Consultant shall submit a monthly billing to City describing the work performed. Consultant's bills shall include a brief description of the services performed, the date the services were performed, the number of hours spent and by whom, and a description of any reimbursable expenditures. City shall pay Consultant no later than 30 days after approval of the invoice by City staff. When payments made by City equal 90% of the maximum fee provided for in this Agreement, no further payments shall be made until the final work under this Agreement has been accepted by City.
5. Ownership of Documents. All plans, studies, documents and other writings prepared by and for Consultant, its officers, employees and agents and subcontractors in the course of implementing this Agreement, except working notes and internal documents, shall become the property of the City upon payment to Consultant for such work, and the City shall have the sole right to use such materials in its discretion without further compensation to Consultant or to any other party. Consultant shall, at Consultant's expense, provide such reports, plans, studies, documents and other writings to City upon written request. Any modifications made by the City or any agents of the City, to any of the Consultant’s documents or any partial use or reuse of the documents without the express written consent of the Consultant will be at the City’s sole risk and
EXHIBIT B
2 without liability to the Consultant.
6 Independent Contractor. It is understood that Consultant, in the performance of the work and services agreed to be performed, shall act as and be an independent contractor and shall not act as an agent or employee of the City. Consultant shall obtain no rights to retirement benefits or other benefits which accrue to City's employees, and Consultant hereby expressly waives any claim it may have to any such rights.
7. Interest of Consultant. Consultant (including principals, associates and professional employees) covenants and represents that it does not now have any investment or interest in real property and shall not acquire any interest, direct or indirect, in the area covered by this Agreement or any other source of income, interest in real property or investment which would be affected in any manner or degree by the performance of Consultant's services hereunder. Consultant further covenants and represents that in the performance of its duties hereunder no person having any such interest shall perform any services under this Agreement.
Consultant is not a designated employee within the meaning of the Political Reform Act because Consultant will not:
a. make a governmental decision whether to:
1. approve a rate, rule, or regulation;
2. adopt or enforce a law;
3. issue, deny, suspend, or revoke any permit, license, application, certificate, approval, order, or similar authorization or entitlement;
4. authorize the City to enter into, modify, or renew a contract provided it is the type of contract that requires agency approval;
5. grant City approval to a contract that requires agency approval and to which the City is a party, or to the specifications for such a contract;
6. grant City approval to a plan, design, report, study, or similar item;
7. adopt, or grant City approval of, policies, standards, or guidelines for the agency, or for any subdivision thereof; or
b. serve in a staff capacity with the City and in that capacity participate in making a governmental decision as defined in 2 California Code of Regulations (“C.C.R”) § 18704(a) and (b) or perform the same or substantially all the same duties for the City that would otherwise be performed by an individual holding a position specified in the City’s Conflict of Interest Code under 2 C.C.R. § 87302. (2 C.C.R. § 18700.3.) 3 8. Professional Ability of Consultant. City has relied upon the professional training and ability of Consultant to perform the services hereunder as a material inducement to enter into this Agreement. Consultant shall therefore provide properly skilled professional and technical personnel to perform all services under this Agreement. All work performed by Consultant under this Agreement shall be in accordance with applicable legal requirements and shall meet the standard of quality ordinarily to be expected of competent professionals in Consultant's field of expertise.
9. Indemnity. Consultant agrees to defend, indemnify and hold harmless the City, its officers, agents, employees and volunteers from and against any and all claims, demands, actions, losses, damages, injuries, and liability, direct or indirect (including any and all related costs and expenses in connection therein), arising out of the performance of services under this Agreement, except for any such claim arising out of the sole negligence or willful misconduct of the City, its officers, agents, employees or volunteers.
To the extent that the Consultant’s services are subject to California Civil Code 2782.8, the above indemnity and duty to defend shall be limited to the extent required by Civil Code Section 2782.8.
10. Insurance Requirements.
a. Consultant, at Consultant's own cost and expense, shall procure and maintain, for the duration of the contract, the following insurance policies. To the extent that any portion of the following requirements are satisfied through excess or umbrella coverage, such coverage shall be maintained on the same terms as are required for the primary policies under this Agreement.
i. Workers' Compensation Coverage. Consultant shall maintain Workers' Compensation Insurance and Employer's Liability Insurance for his/her employees in accordance with the laws of the State of California. In addition, Consultant shall require each subcontractor to similarly maintain Workers' Compensation Insurance and Employer's Liability Insurance in accordance with the laws of the State of California for all of the subcontractor's employees. Any notice of cancellation or nonrenewal of all Workers' Compensation policies must be received by the City at least thirty (30) days prior to such change. The insurer shall agree to waive all rights of subrogation against City, its officers, agents, employees and volunteers for losses arising from work performed by Consultant for City.
ii. General Liability Coverage. Consultant shall maintain commercial general liability insurance in an amount not less than two million dollars ($2,000,000) per occurrence for bodily injury, personal injury and property damage. If a commercial general liability insurance form or other form with a general aggregate limit is used, either the general aggregate limit shall apply separately to the work to be performed under this Agreement or the general aggregate limit shall be at least twice the required occurrence limit.
4 iii. Automobile Liability Coverage. Consultant shall maintain automobile liability insurance covering bodily injury and property damage for all activities of the Consultant arising out of or in connection with the work to be performed under this Agreement, including coverage for owned, hired and non-owned vehicles, in an amount of not less than two million dollars ($2,000,000) combined single limit for each occurrence.
iv. Professional Liability Coverage. Consultant shall maintain professional errors and omissions liability insurance for protection against claims alleging negligent acts, errors or omissions which may arise from Consultant's operations under this Agreement, whether such operations be by the Consultant or by its employees, subcontractors, or subconsultants. The amount of this insurance shall not be less than two million dollars ($2,000,000) on a claims-made annual aggregate basis, or a combined single-limit per occurrence basis.
b. Policy Endorsements. Each general liability and automobile liability insurance policy shall be with insurers possessing a Best's rating of no less than A:VII and shall be endorsed with the following specific language:
i. The City of Pleasant Hill, its elected or appointed officers, officials, employees, agents and volunteers are to be covered as additional insureds with respect to liability arising out of work performed by or on behalf of the Consultant, including materials, parts or equipment furnished in connection with such work or operations. ii. This policy shall be considered primary insurance as respects the City, its elected or appointed officers, officials, employees, agents and volunteers. Any insurance maintained by the City, including any self-insured retention the City may have, shall be considered excess insurance only and shall not contribute with it.
If Company maintains higher insurance limits than the minimums specified herein, City shall be entitled to coverage for the higher limits maintained by the Company. iii. This insurance shall act for each insured and additional insured as though a separate policy had been written for each, except with respect to the limits of liability of the insuring company.
iv. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its elected or appointed officers, officials, employees, agents or volunteers.
v. If the insurance required to be provided by this policy is suspended, voided, canceled, or reduced in coverage or in limits, Consultant shall notice City in writing at least thirty (30) days prior to the effective date of such action described above. If less than thirty (30) days’ notice is provided to Consultant, Consultant shall notify City immediately of such action.
5 c. Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared to and approved by the City. At the City's option, Consultant shall demonstrate financial capability for payment of such deductibles or self-insured retentions. d. Certificates of Insurance and Endorsements. Consultant shall provide certificates of insurance with original endorsements to City as evidence of the insurance coverage required herein. Certificates of such insurance shall be filed with the City on or before commencement of performance of this Agreement. Current certification of insurance shall be kept on file with the City at all times during the term of this Agreement. e. Wasting Policies. No policy required herein shall include a “wasting” policy limit (i.e. limit that is eroded by the cost of defense).
f. Waiver of Subrogation. Consultant hereby agrees to waive subrogation which any insurer or contractor may require from Consultant by virtue of the payment of any loss.
Consultant agrees to obtain any endorsements that may be necessary to effect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer.
11. Compliance with Laws. Consultant shall use the standard of care in its profession to comply with all applicable federal, state and local laws, codes, ordinances and regulations.
12. Licenses. Consultant represents and warrants to City that it has all licenses, permits, qualifications, insurance and approvals of whatsoever nature which are legally required of Consultant to practice its profession. Consultant represents and warrants to City that Consultant shall, at its sole cost and expense, keep in effect or obtain at all times during the term of this Agreement, any licenses, permits, insurance and approvals which are legally required of Consultant to practice its profession. Consultant shall maintain a City of Pleasant Hill business license.
13. Controlling Law Venue. This Agreement and all matters relating to it shall be governed by the laws of the State of California and any action brought relating to this Agreement shall be held exclusively in a state court in the County of Contra Costa, Martinez, California.
14. Written Notification. Any notice, demand, request, consent, approval or communication that either party desires or is required to give to the other party shall be in writing and either served personally or sent prepaid, first class mail. Any such notice, demand, etc. shall be addressed to the other party at the address set forth herein below. Either party may change its address by notifying the other party of the change of address. Notice shall be deemed communicated within 48 hours from the time of mailing if mailed as provided in this section.
If to City: City of Pleasant Hill
C/O Ann James
100 Gregory Lane
Pleasant Hill, CA 94523-3323
6 If to Consultant: SCI Consulting Group
C/O John Bliss, P.E.
4745 Mangels Blvd.
Fairfield, CA 94534
15. Consultant's Books and Records.
a. Consultant shall maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services, or expenditures and disbursements charged to City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant to this Agreement.
b. Consultant shall maintain all documents and records which demonstrate performance under this Agreement for a minimum period of three (3) years, or for any longer period required by law, from the date of termination or completion of this Agreement. c. Any records or documents required to be maintained pursuant to this Agreement shall be made available for inspection or audit, at any time during regular business hours, upon written request by the City Manager, City Attorney, City Auditor or a designated representative of these officers. Copies of such documents shall be provided to the City for inspection at City Hall when it is practical to do so. Otherwise, unless an alternative is mutually agreed upon, the records shall be available at Consultant's address indicated for receipt of notices in this Agreement.
d. Where City has reason to believe that such records or documents may be lost or discarded due to dissolution, disbandment or termination of Consultant's business, City may, by written request by any of the above named officers, require that custody of the records be given to the City and that the records and documents be maintained in City Hall.
Access to such records and documents shall be granted to any party authorized by Consultant, Consultant's representatives, or Consultant's successor-in-interest.
16. Entire Agreement. This Agreement constitutes the complete and exclusive statement of Agreement between the City and Consultant. All prior written and oral communications, including correspondence, drafts, memoranda, and representations, are superseded in total by this Agreement.
17. Amendments. This Agreement may be modified or amended only by a written document executed by both Consultant and City and approved as to form by the City Attorney.
18. Waiver. No failure on the part of either party to exercise any right or remedy hereunder shall operate as a waiver of any other right or remedy that party may have hereunder.
19. Litigation Expenses and Attorneys' Fees. If either party to this Agreement commences any legal action against the other party arising out of this Agreement, the prevailing party shall be entitled to recover its reasonable litigation expenses, including court costs, expert witness fees, 7 discovery expenses, and attorneys' fees.
20. Execution. This Agreement may be executed in several counterparts, each of which shall constitute one and the same instrument and shall become binding upon the parties when at least one copy hereof shall have been signed by both parties hereto. In approving this Agreement, it shall not be necessary to produce or account for more than one such counterpart.
21. Assignment and Subcontracting. The parties recognize that a substantial inducement to City for entering into this Agreement is the professional reputation, experience and competence of Consultant. Assignments of any or all rights, duties or obligations of the Consultant under this Agreement will be permitted only with the express consent of the City. Consultant shall not subcontract any portion of the work to be performed under this Agreement without the written authorization of the City. If City consents to such subcontract, Consultant shall be fully responsible to City for all acts or omissions of the subcontractor. Nothing in this Agreement shall create any contractual relationship between City and subcontractor nor shall it create any obligation on the part of the City to pay or to see to the payment of any monies due to any such subcontractor other than as otherwise is required by law.
22. Termination. This Agreement may be terminated immediately for cause or by either party without cause upon fifteen days' written notice of termination. Upon termination, Consultant shall be entitled to compensation for services performed up to the effective date of termination.
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the date first written above.
CITY OF PLEASANT HILL: CONSULTANT:
__________________________ By:
Ethan Bindernagel, City Manager
Title: President
Business License #GENL-047336
APPROVED AS TO FORM: ATTEST:
__________________________ __________________________
Janet E. Coleson, City Attorney Lyone Conner, City Clerk Attachments: Exhibit A – Scope of Services and Compensation Wednesday, February 18, 2026
Submitted via Email
Ann James [email protected]
City of Pleasant Hill
Attn: Ann James, Public Works Director
100 Gregory Lane
Pleasant Hill, CA 94523-3323
Re: Proposal for Assessment Engineering, Proposition 218 Balloting Services, and Related Professional Consulting Services
Dear Ms. James:
SCIConsultingGroup (“SCI”) is pleased to submit this proposal to provide Assessment Engineering, Proposition 218 Balloting Services, and Related Professional Consulting Services to the City of Pleasant Hill (“City”) for the proposed new assessment measures for Assessment District No. 20 (Commercial Area Landscape and Lighting) and Assessment District No. 22 (Landscape and Streetlighting Maintenance District). This scope includes preparation of new engineers’ reports, all required assessment engineering, and a clear, non-advocacy informational outreach program to support the City through each phase of the Proposition 218 process.
This proposal outlines a structured, evidence-based approach that integrates discovery, assessment engineering, and non-advocacy informational outreach. Our goal is to support the City with a legally defensible assessment structure and a transparent process that provides property owners with clear and accessible information.
Based on our preliminary discussions with the City, our proposal is organized into the six tasks outlined below. These tasks reflect SCI’s recommended approach to support the City from early evaluation through final Proposition 218 balloting.
Task 1: Discovery and Assessment Review. This task involves evaluating the 2024 ballot outcome, reviewing available materials, and identifying the concerns, informational gaps, and zone-specific issues that should guide the City’s next steps.
Task 2: Informed Outreach Preparation. This task involves developing a targeted, factual, informational outreach strategy based on the findings from Task 1, including zone-specific communication and dedicated outreach for key property-owner groups.
Task 3: Initial Planning and Preliminary Assessment Engineering. This task involves early project planning and preliminary assessment engineering to establish the framework and foundation for potential assessment measures.
EXHIBIT A
City of Pleasant Hill
February 18, 2026
Task 4: Assessment Engineering and Engineer’s Reports. This task involves developing the final assessment methodology, determining the specific proposed assessment for each parcel, preparing the Engineer’s Reports, and finalizing the assessment measures and messaging plans for each.
Task 5: Non-Advocacy Property-Owner Informational Outreach Services. To ensure a successful outcome, we will advise and support the City with non-advocacy informational outreach before and during the ballot proceeding, providing the public with clear and accurate information about the proposed assessment measures.
Task 6: Proposition 218 Ballot Proceeding Services. We will assist and fully support the City with the Proposition 218 ballot proceedings. This includes preparing all necessary resolutions, designing, mailing, and tabulating official notices and assessment ballots, as well as conducting the public ballot tabulations.
We look forward to this opportunity to assist the City with this important project and stand ready to proceed. If you have any questions or need additional information, please don't hesitate to contact me. I can be reached at 707-430-4300 and [email protected]. Melanie Lee can be reached at 707-430-4300 ext. 120 and [email protected]
Sincerely,
John W. Bliss, P.E., President
SCI Consulting Group
cc: Melanie Lee, SCI Consulting Group
Heather Jamison, SCI Consulting Group
City of Pleasant Hill
February 18, 2026
WORK PLAN AND APPROACH
SCI proposes a phased, collaborative approach that moves from an early understanding of the 2024 outcome through assessment engineering to final Proposition 218 balloting. Each task builds on the prior task, ensuring a consistent progression that integrates discovery, technical analysis, and factual informational outreach. Our process is designed to reduce demands on City staff while providing legally defensible work products that meet all requirements of Proposition 218.
TASK 1: DISCOVERY AND ASSESSMENT REVIEW
Before moving toward a future Proposition 218 effort, the City will benefit from a clear and objective understanding of the factors that affected the 2024 ballot outcome and the current perspectives of property owners in AD No. 20 and AD No. 22. This diagnostic phase establishes the factual foundation needed to guide assessment structure development and future informational outreach.
SCI will analyze 2024 ballot return patterns and participation rates, including zone level voting results and turnout trends. Staff will also review protest letters, correspondence, meeting notes, and prior informational materials to identify the themes, concerns, and informational gaps that may have influenced the prior result. In addition, SCI will perform a preliminary review of past informational messaging to evaluate clarity, identify areas for refinement, and determine which topics may require enhanced explanation for property owners.
Findings from Task 1 will directly inform the outreach preparation in Task 2 and the preliminary engineering work in Task 3.TASK DELIVERABLES:
▪ Information and data request list
▪ Project kickoff meeting (Virtual)
▪ Project timeline
▪ Project meeting(s) (virtual)
▪ 15–20 stakeholder interviews with property owners, HOA representatives, and business leaders
▪ Obstacles and Opportunities Assessment Memorandum (MS Word / PDF) ▪ 2024 Assessment Outcome Analysis Memorandum (MS Word / PDF) ▪ Stakeholder Interview Summary (MS Word / PDF)
TASK 2: INFORMED OUTREACH PREPARATION
Task 2 builds on the diagnostic findings from Task 1 and focuses on developing the components of a factual, legally compliant informational outreach program for later use in a future Proposition 218 process. SCI will prepare an outreach strategy tailored to the characteristics of each district zone and the informational needs of the various groups of property owners. This will include zone specific approaches where additional clarification may be warranted, and dedicated informational guidance for condominium owners and recently added residential parcels.
As part of this preparation work, SCI will draft factual informational materials, design a digital survey to gather additional community input (if requested by the City), and prepare content for use on a project website or Local Input page. While Task 2 focuses on preparation, certain outreach activities City of Pleasant Hill
February 18, 2026
included in the deliverables may be conducted during this phase as part of the City’s effort to ensure transparency and gather early feedback to shape the next Proposition 218 process. Full implementation of informational outreach supporting a ballot proceeding will occur later under Task 5, after preliminary assessment engineering is complete.
Local Input is an SCI platform that facilitates community 0engagement and fosters collaboration between local
government, voters, and key stakeholders. Through this
customizable online platform, Local Input enhances
transparency, community participation, and decision-making processes at the local level. This enables voters to become more informed, voice their opinions, contribute ideas, and share feedback regarding a proposed local funding measure.
TASK DELIVERABLES:
▪ Project meeting(s) (virtual)
▪ Digital survey and summary of survey results (MS Word / PDF) ▪ Public informational meetings (two virtual; two in-person) ▪ Factual outreach materials, including FAQs, handouts, presentations, and email content (Word / PPT / PDF)
▪ Website or Local Input project page content
▪ Summary of outreach findings and key themes memorandum (MS Word / PDF) TASK 3: INITIAL PLANNING AND PRELIMINARY ASSESSMENT ENGINEERING Task 3 begins the technical assessment engineering work, informed by the findings from Tasks 1 and
2. SCI will analyze the proposed improvements and services, property ownership characteristics, and district boundaries to establish the framework for the proposed assessment measures. SCI will collect and review property data from the City, the County Assessor, and other sources to confirm parcel characteristics and eligibility. This preliminary engineering work will guide development of the assessment methodology and ensure consistency with the City’s objectives.
TASK DELIVERABLES:
▪ Project meeting(s) (virtual)
▪ Assessment Measures Timeline
▪ Preliminary assessment engineering findings
TASK 4: ASSESSMENT ENGINEERING AND ENGINEER’S REPORTS (2) With the discovery, early outreach preparation, and preliminary engineering work complete, Task 4 develops the formal assessment methodology and prepares the Engineer’s Reports required under Proposition 218. The findings from Tasks 1 through 3 ensure that the assessment structure, data assumptions, and supporting documentation reflect the City’s objectives, the characteristics of benefiting parcels, and the information themes identified earlier in the project.
City of Pleasant Hill
February 18, 2026
If the City proceeds with the formation of the assessment districts, SCI will develop multi-year revenue and expense projections based on City input. These projections will serve as the foundation for the budgets and cost estimates included in the Engineer’s Reports. Comprehensive assessment engineering work will involve defining the proportional assessment rate methodology and separating and quantifying both special and general benefits from the proposed improvements and services.
SCI will apply its industry-leading benefit assessment engineering expertise to develop a method that fully complies with the legal and procedural requirements for a new, post-Proposition 218 benefit assessment, including the court’s direction in Silicon Valley Taxpayers Association v. Santa Clara County Open Space Authority, Dahms v. City of Pomona, Greene v. Marin County Flood Control and Water Conservation District, Robert Beutz v. County of Riverside, and other Proposition 218 decisions.
In a review session, SCI will present these fiscal plans, our data review and analysis, and the proposed assessment methodology, levies, and budgets to the City. Issues uncovered by the review will be highlighted, and remedies suggested. After the City and the City’s legal counsel have reviewed the data and information, SCI will prepare Engineer’s Reports that fully meet the requirements of Articles XIIIC and XIIID of the California Constitution (“Proposition 218”), the Government Code, and other relevant code sections.
The Engineer’s Reports will be prepared by John Bliss, P.E., an assessment engineer with 24 years of extensive assessment engineering experience. The Engineer’s Reports will include a detailed description of the assessment plans for the improvements and services, future capital and facility improvement needs, a detailed cost estimate, an analysis of special and general benefits, the rationale used for the assessment apportionment, the method of assessment apportionment, calculation of the specific proposed assessment amount for each parcel, an assessment diagram, and other elements.
After the Engineer’s Reports have been prepared, they will be reviewed with City staff and, if necessary, shall be revised to reflect any relevant comments or issues identified. SCI shall also finalize the assessment levies, roll, diagram, and other information for preliminary City approval. SCI will also prepare draft resolutions, notices, and other materials and documents required or recommended for the proposed assessment. Such documents shall be finalized in conjunction with the City’s legal counsel. At the culmination of these services, SCI shall present the findings, proposed assessment levies, and the Engineer’s Reports to the City staff and the City Council (“Council”).
TASK DELIVERABLES:
▪ Project Meeting (Virtual)
▪ Proposition 218-compliant Engineer’s Reports (PDF)
▪ Draft resolutions and associated agenda reports (MS Word) ▪ Presentation at City Council meeting (In-Person)
TASK 5: NON-ADVOCACY PROPERTY-OWNER INFORMATIONAL OUTREACH SERVICES Effective informational outreach is essential for a successful ballot outcome. Property owners need a clear understanding of the purpose, need, and structure of any proposed assessment measure before they can make an informed decision. When property owners receive straightforward, accessible information about what the measure would fund, why it is needed, and how it would City of Pleasant Hill
February 18, 2026
affect them, they are far more likely to view the proposal with confidence. Conversely, limited information, unanswered questions, or general mistrust can lead to uncertainty and ultimately a no vote.
Under California law, the City may provide informational communications regarding City issues, including assessment measures, so long as those communications remain strictly factual and nonadvocacy. All materials must be objective and balanced, presenting the measure’s purpose, background, and impacts without attempting to influence the outcome.
Task 5 continues the outreach preparation completed in Task 2 and provides property owners with factual and accessible information about the proposed assessment measures during the Proposition 218 process. Task 5 services begin after completion of the preliminary Engineers Reports. SCI will work with the City to develop and implement an informational outreach program that provides property owners with clear and accessible information prior to initiating the Proposition 218 ballot proceedings and throughout the balloting period. This effort will include a nonadvocacy communication strategy tailored to City property owners, identification of informational needs and audiences, key messaging, and a coordinated outreach schedule. SCI will prepare factual materials, including presentations, handouts, brochures, FAQs, email content, and meeting notices, to explain the purpose, structure, and implications of the proposed assessment. The program may also include a digital feedback survey, informational social media posts, and followup emails to help ensure that property owners receive timely information and can request clarification before the ballot is issued.
SCI will use our Local Input platform to house much of this information on a dedicated project page, providing a single, easily accessible location where property owners can review materials, access updates, and submit general feedback.
Task Deliverables:
▪ Project meeting(s) (virtual)
▪ Informational outreach strategy and timeline (MS Word) ▪ FAQ, handouts, slide decks, and related informational materials (Word, PPT, PDF) ▪ Local Input project page
▪ One informational email campaign
▪ Mailers, upon City request and at additional expense
▪ City training on informational outreach versus advocacy (virtual) ▪ Public informational meetings (1 virtual, 1 in-person) ▪ Property owner inquiry support and responses
TASK 6: PROPOSITION 218 BALLOT PROCEEDING SERVICES
Under this task, SCI will manage the entire Proposition 218 mailed ballot proceeding, including the design, production, mailing, and administration of all official assessment notices and ballots to property owners within the proposed Assessment Districts. The official notice, ballot design, and accompanying informational materials are critical to a successful and legally compliant proceeding.
SCI will prepare materials that clearly and accurately explain the purpose and structure of the proposed assessment measures while meeting all constitutional and statutory requirements.
City of Pleasant Hill
February 18, 2026
Once the draft notice and ballot are prepared, they will be provided to the City and its legal counsel for review and comment. Following the incorporation of all feedback, SCI will oversee the printing, addressing, and mailing of the official notices and ballots. Throughout the balloting process, SCI will assist the City in managing all aspects of ballot administration and communication with property owners. SCI will respond to inquiries regarding ballot content, assessment amounts, and procedures; monitor and research undeliverable ballots; and coordinate with the County Assessor and Recorder’s offices to confirm updated ownership or mailing information. Replacement ballots will be prepared and issued as needed to ensure that every eligible property owner has the opportunity to participate in the proceeding. SCI will also maintain a detailed record of mailed, returned, and replacement ballots to support transparency and accountability.
Additionally, SCI will prepare all necessary resolutions, staff reports, and public hearing materials and will assist the City and its legal counsel in addressing property owner testimony during the hearing. The City Clerk will serve as the official tabulator in accordance with applicable legal procedures. Ballot tabulation will occur at the public hearing, with results announced at the City Council meeting, where the Council may consider levying the assessment if approved. SCI will provide tabulation software, ballot scanners, and established procedures to ensure a transparent and efficient process. SCI’s barcoded ballot identification system will be utilized to maintain the accuracy, integrity, and reliability of the results.
TASK DELIVERABLES:
▪ Project meeting(s) (Virtual)
▪ Official Proposition 218 notice, ballot, and envelopes ▪ Printing, mailing, addressing, and postage for Proposition 218 balloting ▪ City Council meetings (3 In-Person)
▪ Draft resolutions and supporting documents
▪ Balloting process support
▪ Tabulation support
IN-PERSON MEETINGS
The Work Plan includes up to six in-person meetings. All other meetings and presentations with staff, City Committees, City Council, or other related groups will be conducted virtually. If requested by the City, SCI is available to attend additional in-person meetings at our standard in-person meeting rates.
CITY RESOURCES
SCI will carry out all tasks specified in the Work Plan and any other related services, as appropriate.
The City would be responsible for the following:
▪ Periodically meet or participate in video or voice conference calls with SCI as needed. ▪ Provide information and documentation regarding the City’s Master Plan, if available, capital improvement plan, description of services and improvements to be funded by the assessment, the annual revenues needed, and additional data as requested. ▪ Designate a City point of contact with authority to act on its behalf regarding the Work Plan. ▪ Assist with the planning, review, and coordination of action items.
City of Pleasant Hill
February 18, 2026
TENTATIVE TIMELINE
We understand that the City would like to complete the Proposition 218 ballot proceeding sometime in 2026 or early 2027. At this stage, the overall timeline will remain flexible, with a focus on building a strong foundation for community engagement and ensuring that residents have clear, accessible information throughout the Proposition 218 process.
The preliminary Engineer’s Reports, public outreach, and the ballot proceeding will all be sequenced to support a thoughtful and transparent process. Prior to the kickoff meeting, SCI will work with City staff to outline a proposed schedule, and the final project timeline will be developed collaboratively during that meeting to ensure it aligns with the City’s goals, community needs, and any required coordination steps.
Our approach emphasizes early and ongoing engagement, recognizing that project success depends not just on meeting procedural requirements but also on ensuring residents understand the proposed assessment and feel meaningfully included at every step. If additional time is needed for outreach or stakeholder communication, the ballot proceeding may occur later in 2026 or in early 2027.
ASSESSMENT SUPPORT AND VALIDATION
In the event of a challenge to the assessments, any claims by one or more property owners that they do not receive the special benefits indicated in the Engineer’s Reports, or other allegations challenging the validity of the Engineer’s Reports and its methodology in determining the assessments, SCI will provide any necessary professional assessment engineering assistance to support the assessments at no additional cost to the City.
QUALIFICATIONS AND EXPERIENCE
Established in 1985, SCIConsultingGroup is a widely recognized public finance consulting firm with leading expertise in helping California public agencies fund essential services and capital improvements. SCI has extensive experience forming and administering landscape, lighting, and maintenance assessment districts throughout California and has guided many public agencies through successful Proposition 218 processes for similar types of benefit assessments.
Our track record speaks for itself. SCI has a proven 90% success rate with local funding measures, including benefit assessments, special taxes, and property-related fees. That success rate increases to 95% when public agencies follow our proven approach, grounded in thoughtful planning, a clear understanding of property owner sentiment, alignment of the measure with the results of a professionally conducted survey, and a well-executed informational outreach effort. This strategic process not only maximizes success but also ensures legal defensibility and builds public trust.
SCI is exceptionally well-qualified to serve as the City’s Assessment Engineer and Proposition 218 consultant for this City-wide benefit assessment district formation. We bring unmatched technical City of Pleasant Hill
February 18, 2026
and legal expertise, including in-depth experience applying Proposition 218 requirements and related case law to ensure compliance, transparency, and defensibility. Our qualifications include:
▪ Serving California public agencies for four decades.
▪ Administers over 1,000 assessments, special taxes, and fees for more than 200 public agencies annually.
▪ The most comprehensive Proposition 218 expertise in the State, including deep knowledge of benefit analysis, general benefit calculations, and assessment apportionment. ▪ Proven record of forming and administering hundreds of benefit assessment districts statewide.
▪ Extensive experience working with public agencies throughout Contra Costa and Alameda Counties, including the Cities of Richmond, Walnut Creek, Lafayette, Berkeley, Hayward, Oakland, and Pleasanton. County clients include the County of Contra Costa and Alameda County. School district clients include Lafayette School District, Martinez USD, Walnut Creek School District, West Contra Costa USD, Alameda USD, Dublin USD, Hayward USD, San Leandro USD, San Lorenzo USD, and Albany USD. Additional clients include Bethel Island MID, Pleasant Hill RPD, RD 2029, AC Transit, Alameda County MVCD, Washington Township Health Care District, and the Alameda County Household Hazardous Waste Program.
▪ Active members and frequent presenters at conferences and workshops hosted by the California Society of Municipal Finance Officers (“CSMFO”), California Special Districts Association (“CSDA), and other professional organizations. ▪ Longstanding relationships with our clients reflect our commitment to providing the highest level of service.
Client references are available on request.
PROJECT TEAM
If selected for the project, SCI will assign a highly qualified and experienced team to support the City throughout the Proposition 218 benefit assessment process. Together, the project team brings more than 69 years of cumulative experience in assessment engineering, ballot proceedings, and Proposition 218 compliance for California public agencies. The roles and brief biographies of the proposed project team members are provided below.
Melanie Lee, Senior Consultant, will serve as Project Manager for the Proposition 218 benefit assessment measure. She will coordinate all phases of the project, oversee preparation and quality control of parcel data, support development of the assessment methodology, and manage all informational materials and project deliverables. Melanie has more than 16 years of experience managing local revenue measure projects, benefit assessment formations, and public communication programs for California public agencies. She holds a Bachelor of Arts in Business Administration from St. Mary’s College of California.
City of Pleasant Hill
February 18, 2026
John Bliss, President, P.E., License No. C052091, will serve as the Assessment Engineer of Work. He will be responsible for preparing the Engineer’s Reports and providing assessment engineering services in compliance with Proposition 218 requirements. John has been with SCI for over 24 years and has served as the responsible Assessment Engineer on more than 300 Engineer’s Reports for new or increased assessments. He is a licensed Professional Civil Engineer in the State of California and has extensive experience in special and general benefit analysis, database design, cost estimating, and revenue measure formation. He holds a Bachelor of Science in Engineering from Brown University and a Master’s in Civil Engineering from the University of California, Berkeley.
Susan Barnes, Vice President, will serve as Principal in Charge, providing seniorlevel oversight throughout the preparation of the Engineer’s Reports, the mailed notice and ballot process, and all compliance steps under Proposition 218. She will conduct a detailed review of the assessment methodology, benefit findings, and ballot materials to ensure accuracy and consistency. Susan has been with SCI since 2006 and holds a Bachelor of Science in Business Administration from the University of California, Berkeley, and a Master of Science in Organizational Development from Sonoma State University.
Heather Jamison, Consultant, will serve as Outreach Consultant for the period before and during the Proposition 218 ballot proceedings. She will assist with the preparation of clear public information materials, support communication with property owners, and help coordinate outreach efforts during the mailed ballot period.
Heather brings over a decade of experience in stakeholder engagement and holds a Bachelor’s degree from California State University, Sacramento.
City of Pleasant Hill
February 18, 2026
FEE SCHEDULE AND MANNER OF PAYMENT
In consideration of the work accomplished, as outlined in the Work Plan, SCI shall be compensated as detailed below. Our professional fees are based on our understanding of the City’s needs and the level of effort we expect to be necessary to complete the Work Plan successfully.
It is important to note that the proposed fees assume both assessment measures will be completed concurrently. If the work proceeds separately, revised fees will be necessary.
TASKS 1,2 FEE
Task 1: Discovery and Assessment Review $8,000 Fixed
Task 2: Informed Outreach Presentation $22,600 Fixed
Task 3: Initial Planning and Preliminary Assessment Engineering $14,400 Fixed Task 4: Assessment Engineering and Engineer’s Reports (2) $37,700 Fixed Task 5: Non-Advocacy Informational Outreach Services $12,500 Fixed Task 6: Proposition 218 Ballot Proceeding Services $23,900 Fixed SUBTOTAL $119,100
Incidental Costs 3 $2,500 NTE
TOTAL ESTIMATED FEE $121,600
Contingency (5%) 4 $6,080 NTE
TOTAL AUTHORIZATION (including contingency) 1,3 $127,680 As necessary and at the City's discretion, SCI will attend additional in-person meetings at the inperson meeting rate of $1,120 per consultant per meeting for the duration of the Work Plan. All other project meetings, stakeholder outreach meetings, and presentations will be conducted remotely via video or voice conference. Video and voice conferences are not considered in-person meetings in the Work Plan.
2 SCI shall submit an invoice upon completion of each task, with payment due upon receipt. For Task 4, which includes all direct costs for printing, addressing, mailing, and postage, SCI will invoice 30% of the task fee in advance to cover required deposits. This advance payment must be received prior to mailing the notice and ballots.
3 Customary incidental expenses, including travel, lodging, printing, postage, data, or other out‐of‐ pocket costs, shall be reimbursed at actual cost plus 10% not to exceed $2,500, without prior authorization from the City. Mileage expenses shall be billed at the IRS‐approved rate. 4 A five percent contingency is included for potential additional work that may arise during the project, which is not anticipated. This amount is not part of the proposed cost and would be used only at the City’s discretion and with written authorization for activities such as additional inperson meetings, expanded non-advocacy informational outreach, or other out-of-scope services.
All costs in this Work Plan may be funded or reimbursed from the assessment levies if the measures are approved.
City of Pleasant Hill
February 18, 2026
OTHER INFORMATION AND AGREEMENT TERMS
Independent Contractor. SCI shall perform all services included in this proposal as an independent contractor if selected.
Cancellation. The City or SCI may end the engagement without cause with reasonable written notice. In the event that the engagement is canceled, payment shall still be due for all work performed by SCI, including any portion of a task, up to the date of notification of cancellation.
Insurance Requirements. SCI carries professional errors and omissions insurance in the amount of $2 million per occurrence and $2 million aggregate. SCI also carries general liability insurance in the amount of $2 million per occurrence and $4 million aggregate. SCI will provide the City with a certificate of insurance upon request.
Indemnification. Pursuant to California Civil Code Section 2782.8, and as a designated design professional, SCI will defend and indemnify the City only for claims arising out of, pertaining to, or relating to the negligence, recklessness, or willful misconduct of SCI in performing the Work Plan.
Conflict of Interest Statements. SCI has no known past, ongoing, or potential conflicts of interest for working with the City, performing the scope of work, or any other service for this project.
Employment Policies. SCI ensures compliance with all civil rights laws and other related statutes.
SCI does not and shall not discriminate against any employee in the workplace, against any applicant for such employment, or against any other person because of race, religion, sex, color, national origin, handicap, age, or any other arbitrary basis.
Total AD 20 AD 22
Task 1 Discovery $8,000 $5,200 $2,800
Task 2 Outreach $22,600 $15,820 $6,780
Task3 Initial planning, preliminary $14,400 $10,080 $4,320 Task4 ER $37,700 $20,735 $16,965
Task 5 Proposition 218 Ballot Outreach $12,500 $7,500 $5,000 Task 6 Balloting $23,900 $16,730 $7,170
$119,100 $76,065 $43,035
Incidental Costs $2,500 $1,875 $625
$121,600 $77,940 $43,660
Contingency $6,080 $3,952 $2,128
$127,680 $81,892 $45,788
City of Pleasant Hill Assessment Engineering, Proposition 218 Balloting Services