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CC - (1) Pursuant to Culver City Municipal Code Section 3.07.075(E) (3), Waiver of Formal Competitive Bidding Procedures; and (2) Approval of a Professional Services Agreement with NBS Inc. (“NBS”) in the Amount of $42,200 for Special Tax Administration Services for West Washington Assessment Districts No. 1 and 2 and District Formation Services for West Washington Area Improvement Project Phase IV Median Improvements.
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Meeting Date: December 12, 2016
Contact Person/Dept: Elaine Warner CDD / Todd Tipton CDD
Phone Number: (310) 253.5777 / (310) 253-5783
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [X] Attachments: Yes [X] No []
Commission Action Required: Yes [] No [X]
Commission Name:
Public Notification: (E-Mail) Meetings and Agendas - City Council (12/07/16)
Department Approval: Sol Blumenfeld, Director of Community Development
(12/01/16)
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RECOMMENDATION:
Staff recommends the City Council (1) pursuant to Culver City Municipal Code (CCMC) Section 3.07.075(E) (3), waive formal competitive bidding procedures; and (2) approve a professional services agreement with NBS Inc. (“NBS”) in the amount of $42,200 for special tax administration services for West Washington Assessment Districts No. 1 and 2 and district formation services for West Washington Area Improvement Project Phase IV Median Improvements.
BACKGROUND / DISCUSSION:
In December 2007, the former Culver City Redevelopment Agency (CCRA) approved an Area Improvement Plan (AIP) Program that included a phased installation of streetscape medians along West Washington Blvd. The improvements were funded by the former CCRA with on-going maintenance funded by adjacent businesses and property owners through the formation of special assessment districts. Phase I is located between Wade Street and Beethoven Street and Phase II is located between Boise Avenue and Centinela Avenue. NBS assisted the City in forming both assessment districts to ensure compliance with City and County regulations. (Phase III was a replanting/renovation of existing medians and no assessment district was formed since the City was already responsible for its maintenance.) NBS also assisted the City with proceedings to form the AIP Phase IV Assessment District in March 2011 which is comprised of eight medians in Washington Blvd. between Beethoven Street and the City westerly boundary. NBS is a unique service provider and has performed well in providing specialized tax administrative services. Since 2011, NBS’s contract has been extended administratively four times. Their services, which are part of the Assessment District budget, have included developing project schedules relative to the annual levy assessment, assuring completion of necessary actions, compliance with all associated statues, monitoring and updating information and data relevant to the District parcel database of assessor parcels per the County assessor’s parcel maps and latest Secured Roll, preparing the annual Engineer’s Report, and submitting the levy to the County Auditor-Controller in the required format.
In general, CCMC Section 3.07.085 exempts professional services from the formal competitive bid process. However, pursuant to CCMC Section 3.07.050, where the same consultant has been utilized for a period of five years, the formal bidding procedures shall apply unless waived by the City Council. In this case, based on NBS’s experience and knowledge with the West Washington Area Improvement Project and their prior assistance with the first two Phases of the AIP, City staff is requesting that the City Council waive this requirement, in accordance with CCMC Section 3.07.075.E.3, finding the formal bidding procedures would be impractical, and determining it to be in the City's best interest to authorize a negotiated contract.
FISCAL ANALYSIS:
The proposed contract for administration services for West Washington Assessment District No. 1 and No. 2 would be for three years with an optional renewal for two years thereafter. The average cost for both districts is approximately $6,100 annually, which will be funded by West Washington Assessment District No. 1 and 2 (42516510.619800 and 42516520). The total expenditure for three years will be approximately $18,300.
The proposed AIP Phase IV Assessment district formation will cost approximately $23,900, which will be funded by former Redevelopment Agency tax exempt bond proceeds allocated for the AIP Phase IV Project.
Given the special nature of this work which includes completed construction and bid documents that allow the project to expeditiously proceed and in light of NBS’s unique knowledge of the program district formation and on-going program administration, it is recommended that a formal bid process be waived. Any future work with NBS would to subject to competitive bid.
ATTACHMENTS:
1. NBS Proposal - West Washington Assessment Districts No. 1 and No.2 Special Tax Administration
2. NBS Proposal - AIP Phase IV Assessment District Formation
MOTION:
That the City Council:
1. Approve a contract with NBS Inc. in the amount of $42,200 for special tax administration services related to West Washington Assessment Districts No. 1 and 2 ($18,300 from accounts 42516510.619800 and 42516520.619800 respectively), and for District Formation Services for West Washington Area Improvement Project Phase IV Median Improvements ($23,900 from former Redevelopment Agency tax exempt bond proceeds allocated for the AIP Phase IV Project);
2. Authorize the City Attorney to review/prepare the necessary documents; and,
3. Authorize the City Manager to execute such documents on behalf of the City.