February 28, 2024
Allan Panganiban
Director of Public Works / City Engineer
City of San Pablo
1000 Gateway Avenue
San Pablo, CA 94806
Attention: Chiara Hanna
Management Analyst
Subject: San Pablo Street Lighting and Landscape
Assessment District No. 1982-1, 2024-25 Fiscal Year
PROPOSAL FOR ENGINEERING SERVICES
Dear Mr. Panganiban,
San Pablo Street Lighting and Landsc ape Assessment District No. 1982 -1 (“District”) was formed pursuant to the provisions of the Landscaping and Lighting Act of 1972 (St reets and Highways Code Section 22500 et. seq.) in 1982 and approved at the general election held in November of 1996. The boundaries of the District are coterminous with the incorporated limits of the City of San Pa blo (“City”).
In order for assessments to be levied and collected for the 2024-25 fiscal year (FY) the City must order an Engineers Report to be pr epared, provide notice , conduct a public hearing, and timely submit the assessments to the Contra Costa County Auditor for collection with property taxes.
LCC Engineering & Surveying, Inc. (LCC) has served as the E ngineer of Work for the District since its formation. We are very pleased to submit this prop osal to provide Asses sment District engineering services for the 2024-25 FY. We will be assisted by Websoft Developers, Inc. of Davis, CA (Websoft) who will provide data processing services and assist with the preparation of the Assessment District Roll.
SCOPE OF SERVICES
The LCC team will prepare an engineer’s report, as r equired by Section 22565 of the California Stree ts and Highways Code and assist City staff with public proceedings as necessary to provide for the continuance of the D istrict and the placement of the asses sments on the 20 24-25 FY on the County property tax bills. Our scope of services will consist of the following:
Task 1 - Initial Steps
1. Attend a virtual project kick off meeting with City Staff to discuss status of the current year ’s improvements, budget, proposed projects for the coming year and schedule for proceedings.
2. Revise and circulate the schedule of proceedings for FY 2024.
3. Prepare and send an inquiry to City staff requesting a list of building permits, demolition permits, lot line adjustments, parcel maps, and subdivision maps processed during the fiscal year. Upon rece ipt, compare the list with the upda ted Assessor’s Tax Roll and update the District roll to ref lect the changes.
4. Procure and upload select data fields from the updated 2023-24 FY Contra Costa County Assessor’s Roll for the City and enter them into the District database.
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5. Work with City staff to obtain relevant fund balances from the City’s current Annual Comprehensive Financial Reports (ACFR).
6. Coordinate wit h staff to project actual FY 2023-24 expense for District improvements including Capital Improvement Program (CIP) projects and maintenance.
7. Coordinate with staff to identify a list of proposed new CIP projects or substantial changes in maintenance effort proposed for FY 2024-25.
Task 2 - Engineers Report and Assessment Diagram, 2024-25 FY
1. Update the assessment diagram for the 2024-25 FY.
2. Update the description of improvements to include projects recently completed and new or proposed projects for FY 2024-25.
3. Prepare an estimate of cost based upon information ob tained from th e City that projects the District fund balance for Fiscal Year End (FYE) 2024 and estimates the balance at FYE 2025.
4. Prepare the preliminary Assessment Roll for FY 2024-25 that lists each parcel in the District (City) and includes the Assessor ’s Parcel Number, owner, addr ess, and proposed assessment amount for each parcel. Assessments may not be increased above the previously established maximum amount s without a special report, notice and ballot proceeding. The total estimated cost for FY 2024-25 will be apportioned to existing and reconfigured parcels according to the meth od of assessment previously approved by the City Council.
5. Assemble the draft 2024-25 FY E ngineer’s Report including the description of improvements, estimate of cost , method of assessment, assessment ro ll and the assessment diagram into a PDF document and submit to staff for review.
6. Review the draft Engineer’s Report with staff.
Task 3 - Assessment District Proceedings
1. Assist staff with the preparation of the staff reports (3) and resolutions (3) that are necessary to place the annual assessments on the County tax roll.
2. Submit the FY 2024-25 Engineer’s Report including the assessment roll and the a ssessment diagram in PDF format to the City Clerk.
3. Provide an additional PDF copy of the assessment roll with names redacted to City staff for inclusion in the copy of the report to be pla ced on the Ci ty website along with the staff re ports for public review.
4. Review the requir ement for publishing t he “Resolution of Intention ” in a newspaper of general circulation with City staff.
5. Assist staff with the preparation of Power Point slides for the public hearing if required.
6. Attend the public hearing if requested to do so.
7. Make minor modifications to the report as may be directed by the City Council, subject to the condition that assessments may not be increased without a spe cial report, ballots, and hearing procedure.
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Task 4 - Submission to the County Auditor
1. Obtain a copy of the 2024- 25 FY Assessment roll and upload required fields to the Assessment District files.
2. Make technical revisions reflecting changes in the 2024-25 FY Tax Roll.
3. Prepare and subm it t he FY 2024- 25 assessments in a f ormat prescribed by the County Auditor .
Assessments must be submitted to the Auditor’s office prior to August 9, 2024.
4. Revise the final submittal as may be required by the County Auditor to address any minor discrepancies between the FY 2024-25 County Tax Roll and the District Roll.
Task 5 - Follow-up
1. Prepare a summary of the assessment district procedures and proceedings for future use by City staff and/or consultants.
2. Review with staff
Assumptions: Services will be provided with the following assumptions:
1. The City Attorney or other legal counsel appointed by the City will furnish legal services.
2. The City will provide projections of fiscal year end income and expense for FYE 2023-24 and budgets for FY 2024-25.
3. The City will identif y changes in land use du ring the last fiscal year and furnish PDF copies of any relevant final maps, p arcel maps, lot line adjustments, and improvement plans as for identified changes and for proposed developments.
4. The City will furnish a copy of the current digital file of the City’s Base Map upon revision.
5. The report will be based upon the existing public data obtained from the City and County records.
6. Assessments will not be increased . Revisions to the En gineer’s Report for increased assessment s pursuant to Section 4 of Articl e XI II D of the California Constitution and state law will not be required.
7. The assessment will be made in accordance with the method first approved by t he City Council in 1982, revised in 1991 and confirme d at the general election held in November of 1996. The assessments reflect a n opinion of the estimated special benefits to be received by each property, respectively, from the improve ments. This opinion reflects professional judgment made under existing State law. We cannot guarantee that this opinion will meet future court interpretations of Assessment District law. LCC makes no guarantee or warranty that the method of assessment wi ll withstand a legal challenge with respect to the requirements of Section 4 of Article XIII D of the State Constitution.
8. Time and expense to perform studies o r surveys if necessary to determine new or revised s pecial benefit have not been included.
PROJECT SCHEDULE
Assessments will be submitted to the County not later than August 10 th or earlier date established by the County Auditor as necessary to place the m on the 2024-25 Property Tax Roll. A tentative schedule for this year’s proceedings is attached. T he timeline for providing services may vary based upon the City’s budget calendar and the schedule will be refined accordingly.
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FEE AND PAYMENT FOR SERVICES
We propose to provide the services described above at our per diem rates attached in accordance with the timeline established on the attached schedule for a total fee not to exceed $25,000.
An Estimate of Fees by Task has been attached. The respective amount for each task is not considered to be maximum. The actual amount for each task may be higher or lower depending upon the actual work performed. The total amount of charges will not exceed the total amount indicated above without written authorization.
Please feel free to contact Randy Leptien via email at [email protected] should there be any questions.
Very truly yours,
LCC Engineering & Surveying, Inc.
Randolph W. Leptien, Principal
Attachments: Tentative Schedule of Proceedings, 2024
LCC. Rate Schedule
Estimate of Fees by Task
City of San Pablo Street Lighting and
Landscape Assessment District No. 1982-1
2024-2025 Fiscal Year
Rev. 0 2/28/2024
Schedule of Proceedings
ITEM S&H Code
Section
Complete by: √
Proposal for Engineering Services Februar y 28, 2024 √
City Council adopts Resolution(s) engaging Engineer
and Directing the Filing of the Annual Report 22622 March 18, 2024
Kickoff meeting to determine budget requirements
and review schedule March 28, 2024
Develop 2023-24 FY Cost Estimates April 2024
Review changes in land use within the District during
the last fiscal year April 2024
Progress meeting or conference call with Staff &
Engineer, if requested April 2024
Engineer submits Draft Engineer’s Report to staff April 22, 2024
Engineer files Engineer’s Report with City Clerk 22565 April 29, 2024
City Council adopts Resolution preliminarily
approving Engineer’s Report and of Intention (ROI)
to Lev
y and Collect assessments for the 2024-25 FY
22624 May 6, 2024
Publish ROI in paper of general circulation once, not
less than 10 days prior to public hearing
22626
22552 &22553 May 22, 2024
City Council conducts Public Hearing and adopts
Resolution Confirming Diagram and Assessment for
the 2024 FY
22629, 22631 June 3, 2024
Engineer makes technical revisions reflecting
changes in the Tax Roll July 2024
Engineer submits Add-tape to County Auditor 22641 Au gust 9, 2024
City Council meets 1st and 3rd Monday, 6:00 p.m.
RATE SCHEDULE
OFFICE & DESIGN PERSONNEL HOURLY RATE
Technical Assistant 1 ......................................................................... $78.00 Technical Assistant 2 ......................................................................... $92.00 CAD 1 .............................................................................................. $118.00 CAD 2 .............................................................................................. $161.00 Assistant Civil Engineer .................................................................. $176.00 Special Districts Manager ............................................................... $176.00 Civil Engineer 1/Project Manager ................................................... $196.00 Civil Engineer 2 .............................................................................. $231.00 Land Surveyor (Office) ................................................................... $231.00 Principal Engineer ........................................................................... $266.00
FIELD & SURVEY PERSONNEL
Field Assistant ................................................................................... $97.00 Survey Tech. 1 ................................................................................. $102.00 Survey Tech. 2 ................................................................................. $142.00 Field Representative (Construction) ................................................ $176.00 Resident Engineer ............................................................................ $200.00 Chief of Party .................................................................................. $197.00 Principal Surveyor ........................................................................... $266.00
REIMBURSABLE EXPENSES
Charges for reproductions, blueprinting, long distance travel costs, outside computer services, rental of special equipment, County base maps, official records, record maps, delivery, express mail and insurance certificates (where client requires to be listed as an additional insured) will be charged at 1.15 times cost.
Sub-consultant's services will be charged at 1.10 times cost.
CONDITIONS
Invoices are mailed at monthly intervals and upon completion of work segments when appropriate.
Charges for personnel engaged in professional and/or technical work are made for the actual hours directly chargeable to the project. Rates for individuals may vary depending on the service performed. Minimum rate for a two person survey crew is $299.00 per hour (4 hour minimum).
In the event of required overtime, the rates charged for office personnel and field personnel will be 1.5 times the hourly rates shown. Work required on Sundays and Holidays for field surveyors will be charged at 2 times the hourly rates shown.
Litigation Services rate is $486.00/hour.
EFFECTIVE DATE: 07/01/2023
CITY OF SAN PABLO STREET LIGHTING AND LANDSCAPE ASSESSMENT DISTRICT NO. 1982-1
ESTIMATE OF FEES BY TASK
2024-25 FISCAL YEAR
Item LCC
Labor
LCC
Reimb.
LCC
Markup LCC Total Websoft
Hours
Websoft
Amount
Total
Amount
Description PRNC CE 1 PRNC
Rate 266$ 196$ 245$
Task 1 - Intitial Steps
1. Attend a virtual project kickoff meeting with City Staff 1 1 462$ 1
2. Revise and circulate the schedule of proceedings for FY 2024 1 196$
3. Request a list of changes processed during the fiscal year 1 196$
4. Upload select data from the updated 2023-24 FY Assessor’s Roll 2 392$ 8
5. Obtain relevant fund balances from the City’s current ACFR 2 392$
6. Project actual FY 2023-24 expense for District improvements 4 784$
7. Identify proposed new CIP projects or substantial changes for FY 2024-25 2 392$ Subtotal Task 1 1 13 2,814$ 84$ 221$ 3,119$ 9 2,205$ 5,324$ Task 2 - Engineers Report and Assessment Diagram, 2024-25 FY
1. Update the assessment diagram for the 2024-25 FY 1 196$
2. Update the description of improvements for FY 2024-25 4 784$
3. Prepare an estimate of cost for FYE 2024 and 2025 4 784$
4. Prepare the preliminary Assessment Roll for 2024-25 1 12 2,618$ 12
5. Assemble the 2024-25 FY Engineer’s Report 2 392$
6. Review the report with staff 4 784$
Subtotal Task 2 1 27 5,558$ 167$ 294$ 6,019$ 12 2,940$ 8,959$ Task 3 - Assessment District Proceedings
1. Assist staff with preparation of the staff reports (3) and resolutions (3) 2 392$
2. Submit the FY 2024-25 Engineer’s Report to the City Clerk. 2 392$
3. Provide copy of the Engineer’s Report with roll redacted 1 196$
4. Review the requirement for publishing the the ROI with City staff. 1 196$
5. Assist staff with Power Point slides for the public hearing if required. 2 392$
6. Attend the public hearing if requested to do so. 1 266$
7. Make minor modifications to the report 1 2
Subtotal Task 3 1 9 2,030$ 61$ 49$ 2,140$ 2 490$ 2,630$ Task 4 - Submit Assessments to the County Auditor -$
1. Download the 2024-25 FY County Assessment roll and update District file 1 196$ 4
2. Make technical revisions reflecting 2024-25 FY Tax Roll 4 784$ 4
3. Prepare and submit the FY 2024-25 assessments to County Auditor 1 4 1,050$ 4
4. Revise the final submittal as may be required by the County Auditor 2 392$ 2 Subtotal Task 4 1 11 2,422$ 73$ 343$ 2,838$ 14 3,430$ 6,268$ Task 5 - Follow-up
1. Prepare a summary of the assessment district procedures 3 588$ 2
2. Review with staff 1 196$ 1
Subtotal Task 5 4 784$ 24$ 74$ 881$ 3 735$ 1,616$ Total All Tasks 4 64 13,608$ 408$ 980$ 14,996$ 40 9,800$ 24,796$ LCC Hours
LCC Estimate of Fees by Task San Pablo 2024_rev1.xls 1 of 1 Rev. 0 : 2/22/2024