Item 1.4 - Award of Contract to Willdan Financial Svc for Special Districts & Fire Protection Special Tax, RFP 19-009(iD
DATE:
TO:
FROM:
CONTACT:
SUBJECT:
Summary:
City of Poway
COUNCIL AGENDA REPORT
February 5, 2019
Honorable Mayor and Members of the City Council
Michael Obermiller, P. E., Director of Public Works
APPROVED
APPROVED AS AMENDED
❑
(SEE MINUTES)
DENIED
❑
REMOVED
❑
CONTINUED
RESOLUTION NO.
Eric Heidemann, Assistant, Director of Public Works for Maintenance
Operations
Award of Contract to Willdan Financial Services for Special Districts
and Fire Protection Special Tax, RFP 19-009
A notice inviting proposals for the annual levy process for Special Districts and Fire Protection
Special Tax was duly advertised on December 6 and 13, 2018. Three proposals were received
and opened on January 2, 2019. Willdan Financial Services, Inc. was selected as the vendor
best meeting the evaluation criteria. The first term of the Contract is two years and approximately
11 months beginning February 5, 2019 through December 31, 2021. The Contract may be
extended through a total of two separate one-year extensions. The maximum length of the
Contract could be up to five years. The entire Contract and RFP are on file with the Office of the
City Clerk.
Recommended Action:
It is recommended that the City Council award the Contract for the Annual Levy Process for
Special Districts and Fire Protection Special Tax, RFP 19-009, to Willdan Financial Services, Inc.,
and authorize the City Manager to execute the necessary documents.
Discussion:
This Contract is intended for a firm to complete all requirements, including preparation of
Engineer's Reports for the City's Special Districts (i.e., Landscape and Lighting Maintenance)
annual levy process and, as a separate project, for the Fire Protection Special Tax annual levy
process.
The City has five Landscape Maintenance Districts (nine including subzones) and one Lighting
District (three zones). The levy process for the City's Landscape and Lighting Maintenance
Districts must be completed pursuant to the provisions of the City of Poway's
Resolutions Nos. 00-034 and 00-035 (Policies for Landscape and Lighting Maintenance Districts),
and the "Landscape and Lighting Act of 1972," applicable provisions of "Proposition 218," all of
which are hereinafter called collectively "Assessment Law." Assessment Law requires the City to
prepare annually an Engineer's Report for each of the five Landscape Maintenance Districts and
one Lighting District to fund maintenance and operations requirements through assessments.
Funding amounts for these reports come from each District and cost varies according to the
unique needs and requirements of each District. The City contributes General Benefit funding
from its General Fund.
1 of 3 February 5, 2019, Item #1.4
Award of Contract for Annual Levy Process
February 5, 2019
Page 2
The Fire Protection Special Tax, approved by the voters in 1997, is collected annually in
accordance with Chapter 3.20 of the Poway Municipal Code. The firm selected will be responsible
for preparation of the Fire Protection Special Tax per parcel, including those parcels that are not
listed on the property tax rolls. The Director of Safety Services shall determine the use of the
parcel and calculate the fire flow and supply the records of the calculation for all commercial,
institutional, irrigated and vacant acreage subject to the Fire Protection Special Tax.
Three proposals were received and opened on January 2, 2019. Staff determined that Willdan
Financial Services, Inc. best meets the City's requirements. Evaluation criteria for the proposals
included demonstrated understanding of the services requested; prior experience performing
similar work for the City, with preference given to Consultants with experience working with
government or California clients; qualifications of the firm and assigned individuals; acceptability
and scope of service capabilities; fee structure and cost effectiveness of the proposal. The cost
results from the proposals received are included in the table below:
David Taussig &
Willdan Associates Harris & Associates
Landscaping &
Lighting Assessment $14,990 $25,115 $16,200
District
Fire Protection $2,900 $6,335 $3,250
Special Tax
The length of the initial Contract is two years and approximately 11 months beginning
February 5, 2019 through December 31, 2021. The Contract may be extended subject to Council
Appropriation of funds in one-year increments for total of two separate one-year extensions. The
maximum length of the Contract could be up to five years.
Environmental Review:
This action is not subject to CEQA review.
Fiscal Impact:
The total fee per year is not to exceed $17,890 for each of the first two years of the contract. A
total appropriation of $17,890 is requested from the following Unappropriated Fund Balances as
follows; Landscape Assessment Districts: $633 (Fund 2610), $7 (Fund 2620), $12 (Fund 2630),
$434 (Fund 2710), $50 (Fund 2740), $76 (Fund 2750), $72 (Fund 2760), $7 (Fund 2770), $234
(Fund 2780), Lighting District: $13,464 (Fund 2790) and Fire Protection Fee: $2,900 (General
Fund 1000). Funding for the preparation of FY 2020-21 assessments will be included in the FY
2019-20 Proposed Budget.
Public Notification:
A copy of this report has been sent to Willdan Financial Services, Inc.
2 of 3 February 5, 2019, Item #1.4
Award of Contract for Annual Levy Process
February 5, 2019
Page 3
Attachments:
None.
Reviewed/Approved By: Reviewed By: Approved By:
•0;14(4/910/1/4-
Wendy Kaserman Alan Fenstermacher Tina M. White
Assistant City Manager City Attorney City Manager
3 of 3 February 5, 2019, Item #1.4