TO:Andrew P. Powers, City Manager
FROM:Clifford G. Finley, Public Works Director
DATE:February 13, 2024
SUBJECT: Landscape and Lighting Assessment District No. 79-2 Engineering and Management Consulting Services Agreement RECOMMENDATION:
1. Approve Professional Services Agreement with Webb Municipal Finance, LLC (WMF) (Riverside, CA), for Landscape and Lighting District No. 79-2 (LLAD) Engineering and Management Consulting services, with a not-to-exceed amount of $191,000, plus potential extra services of $30,000, for a three-year period beginning February 13, 2024, with two one-year options to extend the agreement through June 30, 2029.
2. Authorize expenditure in the amount of $110,295 ($80,295 base Agreement, plus extra services of $30,000) from the following accounts: $5,210 in FY 2023-24 and $5,270 in FY 2024-25 from A/C #141-5630-626-5640 (Lighting Maintenance, Contracted Services) and $49,620 in FY 2023-24 and $50,195 in FY 2024-25 from A/C #142-5630-632-5640 (Landscape Maintenance, Contracted Services).
3. Find that this action is not a project as defined under the California Environmental Quality Act.
FINANCIAL IMPACT:
No Additional Funding Requested. $54,830 is included in the Adopted FY 2023- 24 Lighting Fund and Landscape Fund and $55,465 is included in the Adopted FY 2024-25 Lighting Fund and Landscape Fund budgets. The additional funds for the remaining agreement term will be requested during the upcoming biennial budget process.
BACKGROUND:
The LLAD is a special assessment area within Thousand Oaks, funding the maintenance of over 27,000 City street trees, 17.5 million square feet of landscaping, graffiti removal, weed abatement, nearly 8,000 streetlights, 136 traffic signals, and 25 lighted pedestrian crossings along public streets. Property owners
LLAD No. 79-2 Consulting Services Agreement
February 13, 2024
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7 within the LLAD are assessed as part of their annual property taxes collected by the County of Ventura Assessor’s Office. Approximately 82 percent of all properties in Thousand Oaks are assessed for lighting, and 43 percent are assessed for landscaping.
Assessments are levied annually in accordance with the Landscaping and Lighting Act of 1972. Assessments are based on a weighting factor using an Equivalent Benefit Unit (EBU) to identify a parcel’s share of total assessments based on the benefit received. A typical single-family residential property is assigned an EBU of
1.00 and all other property types are assigned EBUs proportionate to a single- family home.
Public Works and Finance Department staff work with the LLAD assessment consultant to perform the annual review of the budget and assessment structure for the LLAD’s 39 total landscape benefit zones (including four subzones) and six total lighting zones. Consultant services and deliverables include landscape and lighting assessment district engineering analysis and management, preparation of the annual Engineer’s Report, analyzing the potential annexation of properties into the District including development and mailing of annexation approval ballots, establishing parcel assessments, auditing of parcels for accuracy and completeness, delivery of the approved assessment roll to the County Tax Collector’s office, updating and advising City staff of legal and legislative actions that may impact the District, and updating District mapping.
WMF has been the City’s LLAD consultant and prepared the annual Engineer’s Report since FY 2019-20. The current contract with WMF will expire on June 30, 2024. Staff determined that a Request for Proposals/Qualifications (RFP/Q) was appropriate for evaluating and selecting a consultant to provide future services.
DISCUSSION/ANALYSIS:
In accordance with Government Code section 4526 and Thousand Oaks Municipal Code section 3-10.401, staff solicited a formal RFP/Q for LLAD Engineering and Management Consulting Services. Unlike the low bid requirements of the Public Contract Code, contracts for professional, management, general, or special services should only be awarded to firms or persons who have demonstrated an adequate level of experience, competence, training, credentials, resources, staffing, and other professional qualifications necessary for more than satisfactory performance of the services solicited.
On December 1, 2023, a formal RFP/Q was published in the Thousand Oaks Acorn newspaper and on the City’s e-procurement website. The RFP/Q was emailed to 2,210 users, received 289 views, and had 19 downloads. The RFP/Q closed on December 22, 2023. From this effort, the City received one “No Bid” from Moore Flooring, Inc., and the sole proposal from WMF.
LLAD No. 79-2 Consulting Services Agreement
February 13, 2024
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7 Finance and Public Works Department staff evaluated the proposal based on the following criteria:
1. Experience with this type of project
2. Key personnel experience with similar projects
3. Project understanding and approach
4. Reasonableness of schedule and estimated level of effort dedicated to complete each task
5. Quality, clarity, responsiveness, and conformance with the RFP/Q After careful review and consideration, staff determined that WMF met the evaluation criteria for this solicitation. WMF possesses a deep understanding of the specifications required by the City and is well-equipped to provide the requested services as it has been successfully providing these services to the City since 2019. In addition, WMF has successfully collaborated with counties, cities, water districts, and special districts throughout California.
A detailed scope of work and fees have been negotiated and finalized with WMF (Attachment #1). Webb has successfully prepared multiple annual Engineer’s Assessment Reports for the City, as well as provided excellent consulting and management services related to the LLAD. Based on the discussion above, staff recommends a three-year agreement with two potential one-year extensions with WMF.
COUNCIL GOAL COMPLIANCE:
Meets the following City Council goals:
C. Operate City government in a fiscally and managerially responsible and prudent manner to ensure that the City of Thousand Oaks remains one of California's most desirable places to live, work, visit, recreate, and raise a family.
F. Provide and enhance essential infrastructure to ensure that the goals and policies of the Thousand Oaks General Plan are carried out and the City retains its role and reputation as a leader in protecting the environment and preserving limited natural resources.
PREPARED BY: Miguel Chavez, Sr. Financial Analyst
Jim Taylor, Sr. Civil Engineer
Attachments:
Attachment #1 – Professional Services Agreement with Webb Municipal Finance, LLC
DPW:830-40\ev\Council\2024\021324\LLAD 79-2 Service Agreement staff report.docx