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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”) for One Year in the Amount of $29,820.50 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: January 9, 2017
Contact Person/Dept: Elaine Warner/Community Development Dept.
Todd Tipton/Community Development Dept.
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 (01/04/17)
Department Approval: Sol Blumenfeld, Director of Community Development (12/2716)
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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 one year professional services agreement with NBS Inc. (“NBS”) in the amount of $29,820.50 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 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 (West Washington Assessment District No. 1 and 2 respectively) 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 initial proceedings to form the AIP Phase IV Assessment District 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 for administrative services related to the West Washington Assessment Districts No. 1 and 2. Their services, which are part of the Assessment Districts budgets, 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. Staff consulted with Purchasing regarding the threshold requirement for a Request for Proposal (RFP). It was recommended that a request for waiver may be an option since the annual professional services costs were not substantial. Staff has contacted four firms to solicit informal proposals and received one complete response in addition to the NBS proposal. (Please see below summary). If any additional proposal information is received it will be presented during the City Council hearing on the contract.
Assessment District No. 1 & 2 Phase IV Formation Cost
David Taussig $13,000 $25,000
& Associates, Inc
NBS $5,920 $23,900
SFDA No response
PFM Group Not responsive
(Does not include
administration costs)
MGT of America Not responsive
(Does not include
administration costs)
NBS’s fees are competitive and are consistent with industry standards. Based on NBS’s experience and knowledge with the West Washington Area Improvement Project, their prior assistance with the first two Phases of the AIP, their previous work on the AIP Phase IV formation and the desire to proceed with the West Washington Improvement Project that has been stalled for five years with the unwind of redevelopment and the uncertainty of the use of tax exempt bond proceeds, Staff recommends the City Council select NBS and waive the formal bidding process.
FISCAL ANALYSIS:
The proposed contract for administration services for West Washington Assessment District No. 1 and No. 2 is one year. The cost for both districts is $5,920 annually, which will be funded by West Washington Assessment District No. 1 and 2 (42516510.619800 and 42516520). After one year, the Economic Development Division will work with the Finance Department to issue a comprehensive RFP for all special tax/assessment district services required by the City.
The proposed AIP Phase IV Assessment district formation will cost approximately $23,900, which will be funded with tax exempt bond proceeds allocated for the AIP Phase IV Project. The formation of the district is a one-time expense. Any future work for assessment district administration and services 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
3. David Taussig and Associates Proposal
MOTION:
That the City Council:
1. Pursuant to Culver City Municipal Code (CCMC) Section 3.07.075(E) (3), waive formal competitive bidding procedures;
2. Approve a contract with NBS Inc. in the amount of $29,820 for special tax administration services related to West Washington Assessment Districts No. 1 and 2 ($5,920.50 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);
3. Authorize the City Attorney to review/prepare the necessary documents; and,
4. Authorize the City Manager to execute such documents on behalf of the City.