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HomeMy WebLinkAboutCity of Diamond Bar Assessment Engineering Services Proposal by SCI 022725 SCIConsultingGroup | 0 February 27, 2025 John Bliss, President SCI Consulting Group 4745 Mangels Blvd. Fairfield, CA 94534 john.bliss@sci-cg.com vww@sci-cg.com Proposal for Landscape Assessment District Engineering Services Submitted to: Wednesday, February 26, 2025 Submitted Electronically via PlanetBids https://vendors.planetbids.com/portal/39500/bo/bo-detail/126185 Nicholas Delgado, Management Analyst City of Diamond Bar Department of Public Works 21810 Copley Drive Diamond Bar, CA 91765 Re: Proposal for Landscape Assessment District Engineering Services Dear Mr. Delgado, SCIConsultingGroup (“SCI”) is pleased to submit this proposal, underscoring our commitment to providing landscape assessment engineering and levy administration services for the City of Diamond Bar’s (“City”) three Landscaping and Lighting Assessment Districts (“LLADs”). With extensive experience as the City’s levy administrator since 2015, SCI understands the critical role these special levies play in funding for the City. We ensure the accurate, legally compliant, and efficient collection of these vital revenues, navigating complex technical, procedural, and legal requirements along with rigorous reporting standards. SCI understands the Scope of Services and is confident in our ability to continue fulfilling these responsibilities effectively, supporting the City’s financial sustainability and success. We are committed to performing the work according to the timeline and specifications included in the RFP. SCI is uniquely qualified to continue as the City’s assessment engineer and levy administrator, as demonstrated by our credentials:  SCI has been the City’s assessment engineer and annual levy administrator since 2015, with detailed knowledge of the methodologies and parcel data used to calculate the City’s levies.  SCI formed LLAD Nos. 39-2022 and 41-2021, which were successfully supported by 87.55% and 52.03% of assessment ballots received from property owners, respectively.  Annual levy administrator of over 1,000 assessments, taxes, and fees for more than 200 public agencies in California.  The most comprehensive Proposition 218 expertise in the State.  Longstanding relationships with our clients reflect our commitment to providing the highest level of service. City of Diamond Bar February 27, 2025 Proposal for Landscape Assessment District Engineering Services SCIConsultingGroup | ii We look forward to continuing to serve as the City’s assessment engineer and annual levy administrator. Please feel free to contact us if you would like to discuss any aspect of our proposal. I can be reached at (707) 430-4300 or john.bliss@sci-cg.com. Alternatively, you can reach Edric Kwan at (707) 430-4300, or at edric.kwan@sci-cg.com. I am authorized to negotiate and bind our firm. This proposal shall remain valid for 60 days from the RFP due date. Sincerely, John W. Bliss, P.E., President SCI Consulting Group cc: Edric Kwan, SCI Consulting Group City of Diamond Bar February 27, 2025 Proposal for Landscape Assessment District Engineering Services SCIConsultingGroup | iii TABLE OF CONTENTS 1. SCI PROJECT TEAM .................................................................................................... 3 John Bliss, P.E., President, License No. C52091 (PRINCIPAL-IN-CHARGE) .............................. 3 Edric Kwan, P.E., Senior Vice President, License No. C62829 (ASSESSMENT ENGINEER & LEVY ADMINISTRATOR) ................................................................................................................. 4 Arcelia Herrera, Senior Consultant (SUPPORT) ...................................................................... 4 2. SCI EXPERIENCE/REFERENCES ................................................................................. 5 ABOUT SCI CONSULTING GROUP ...................................................................................... 5 REFERENCES ................................................................................................................ 7 3. PROJECT UNDERSTANDING....................................................................................... 8 ASSESSMENT ENGINEERING AND ANNUAL ASSESSMENT LEVY ADMINISTRATION............................... 9 CITY RESOURCES ......................................................................................................... 11 ASSESSMENT DEFENSE .................................................................................................. 11 4. SCHEDULE, FY 2025-26 ........................................................................................... 12 5. FEE PROPOSAL ....................................................................................................... 13 6. AGREEEMENT ......................................................................................................... 14 City of Diamond Bar February 27, 2025 Proposal for Landscape Assessment District Engineering Services SCIConsultingGroup | 3 1. SCI PROJECT TEAM SCI will use a “team approach” for this project and work closely and collaboratively with the City. Such a collaborative, team-based approach helps ensure the City’s objectives are well understood and accomplished, and all technical and procedural requirements are met. If selected for this project, Edric Kwan, Senior Vice President, will serve as the engineer-of-record and will prepare the Engineer’s Reports with special and general benefit findings as well as serve as the levy administrator and the City’s day-to-day contact. Arcelia Herrera, Senior Consultant, will provide as-needed support. John Bliss, President, will serve as the Principal-in-Charge and will assist Edric and Arcelia as necessary. An organizational chart of the proposed project team and their brief biographies (resumes are included in the Appendix) are provided below. John Bliss, P.E., President, License No. C52091 (PRINCIPAL-IN-CHARGE) John Bliss, a professional engineer and President of SCI specializes in fee and assessment engineering, special and general benefit analysis, crafting legally compliant, robust Engineer’s Reports, assessment administration, cost estimating and budgeting, database design and implementation, regulatory compliance, and revenue measure formations. He has 25 years of experience in this field of expertise. Moreover, John is a recognized expert assessment engineer and Proposition 218 compliance specialist who has served as an expert witness and technical authority. He has also worked with most of the leading Proposition 218 specialized attorneys in the State, further expanding his professional and technical expertise. During his tenure at SCI, John has served as the responsible Assessment Engineer on over 300 Fee Studies and Engineer’s Reports for new or increased fees and assessments, comprising more post- Proposition 218 new assessment engineering than any other assessment engineer in the State. John graduated from Brown University with a Bachelor of Science in Engineering and holds a master’s degree in civil engineering from The University of California, Berkeley, where he was a Regent’s Scholar. He is a licensed professional civil engineer in California and a LEED-accredited professional. https://www.linkedin.com/in/john-bliss-9687456/ City of Diamond Bar Assessment Engineer & Levy Administrator Edric Kwan Support Arcelia Herrera Prinicipal-in-Charge John Bliss City of Diamond Bar February 27, 2025 Proposal for Landscape Assessment District Engineering Services SCIConsultingGroup | 4 Edric Kwan, P.E., Senior Vice President, License No. C62829 (ASSESSMENT ENGINEER & LEVY ADMINISTRATOR) Edric Kwan has 25 years of experience serving the public works industry. His last 20 years have been with the public sector, with 13 of those years in public works director and/or city engineer roles for the County of Alameda, the Cities of Richmond and Martinez, and the Town of Moraga. During his municipal career, he oversaw revenue compliance requirements for two sanitary sewer districts, one water district, nine landscaping and lighting districts, two pavement sales tax measures, five cleanwater programs, nine flood control zones, and one well standard program. Edric’s firsthand experience relating to the financial challenges of maintaining public infrastructure, including dealing with costly emergency infrastructure failures, led him to join SCI in 2022 to assist other agencies with meeting their revenue needs. He currently serves as the Levy Administrator and Assessment Engineer for the annual administration of Alameda-Contra Costa Transit District’s Measure C1 Parcel Tax; Culver City Unified School District’s Measure K Parcel Tax; City of Diamond Bar’s Landscape Assessment Districts No. 38, 39-2002, and 41-2021; City of El Centro Elementary School District’s Maintenance Assessment District; City of Menlo Park’s Landscape Assessment District and Stormwater Management Plan Regulatory Fee; Monterey County Mosquito Abatement District’s Mosquito and Disease Control Assessment; and South Placer Fire Protection District’s Measure A Special Tax, Fire Suppression & Protection Special Tax (Former Loomis FPD), and Protection & Emergency Response Services Assessment (Former Loomis FPD). He was appointed by the President of the American Public Works Association to serve as Chair of the National Committee on Diversity, Equity, and Inclusion (DEI). He is a licensed Civil Engineer with a Bachelor of Science in Civil Engineering from the University of California at Berkeley. https://www.linkedin.com/in/edric-kwan-b6458064/ Arcelia Herrera, Senior Consultant (SUPPORT) Arcelia Herrera contributes over 20 years of experience in finance, levy administration, Proposition 218 Assessment District formation, and consulting services to the SCI team. She has extensive expertise in the creation and administration of benefit assessments, special taxes, and other property-related fees. She specializes in funding options for various assessment districts, such as landscape and lighting assessments, as well as vector, fire, and school taxes for districts around the State of California. Arcelia expertly balances a variety of interesting projects, working with clients and members of the public from every region of California. She utilizes her skills as a computer, database, and GIS expert to provide tech support for the office. Arcelia graduated from California State University, Monterey, with a Bachelor of Science degree in technology with an emphasis in applied computing. https://www.linkedin.com/in/arcelia-herrera-92a0b928/ City of Diamond Bar February 27, 2025 Proposal for Landscape Assessment District Engineering Services SCIConsultingGroup | 5 2. SCI EXPERIENCE/REFERENCES About SCI Consulting Group Established in 1985, SCIConsultingGroup is a recognized public finance consulting firm with leading expertise in assisting California public agencies with local funding of public services and improvements. SCI employs approximately 20 people at its primary location in Fairfield, California. The annual assessment engineering and administration work for this project will be conducted at the Fairfield office. SCI staff is well- experienced and well-trained in all aspects of assessment engineering, data analysis, mapping, and legal, political, and administrative work required for these services. We also possess industry-leading expertise with the important legal and procedural requirements for establishing Community Facilities Districts, Benefit Assessment Districts, development impact fee programs, utility rate fees and charges, and other local financing mechanisms. Moreover, SCI annually administers over 1,000 special taxes, assessments, fees, and charges for over 200 public agencies throughout the State. This expertise and experience will ensure that your goals and objectives are met successfully, collaboratively, on schedule, and on budget. We respectfully offer the following for your consideration: MOST COMPREHENSIVE LEVY ADMINISTRATION SCOPE The administration of the City’s special levies is a very important fiduciary responsibility that should entail significant effort to ensure that the special levies are collected accurately and defensibly. Through the process of designing and establishing many new post-Proposition 218 benefit assessments, we have gained unparalleled and comprehensive Proposition 218 data flow and compliance expertise. EXISTING LEVY OPTIMIZATION EXPERTISE As noted, SCI Consulting Group’s primary expertise is the levy administration of assessments, fees, charges, and special taxes for public agencies. With over 39 years of experience in this specialized field, we have never missed a levy submission deadline and have an unparalleled track record of finding additional revenues for agency levies that another firm previously administered. In fact, in nearly every case in which SCI has begun to administer special levies that another firm or public agency previously handled, we have often uncovered significant additional revenues due to incorrect previous amounts or missing parcels that should be subject to the levies. KNOWLEDGE OF THE CITY AND LOS ANGELES COUNTY We have worked extensively with the City of Diamond over the last 10 years, and throughout Los Angeles County including local cities and districts. Further, we currently provide, or have provided, consulting services to the following agencies within Los Angeles County: SCI’s Proven Expertise 1,000+ special taxes, assessments, fees, and charges administered annually. Trusted by 200+ public agencies across California. City of Diamond Bar February 27, 2025 Proposal for Landscape Assessment District Engineering Services SCIConsultingGroup | 6  Greater Los Angeles County Vector Control District  San Gabriel Valley Mosquito and Vector Control District  Cities of Avalon, Diamond Bar, Long Beach, Los Angeles, Palmdale, Temple City, and West Hollywood  Claremont, Culver City, Duarte, Glendale, and Las Virgenes School Districts COLLECTIVE LEGAL EXPERTISE SCI has also gained a considerable and unmatched advantage from the collective input of most of the State’s leading Proposition 218 specialized attorneys with whom we worked on formations and on the continued justification of the over 175 post-Proposition 218 agency-wide assessments we created and annually reauthorized. UNMATCHED ABILITY TO HANDLE LARGE AREA/COMPLEX LEVIES SCI has successfully formed more agency-wide benefit assessments than all other firms in the State combined. This is further evidence of our ability to form and administer large levy assessments. These include new assessments covering all parcels in Alameda, Orange, San Diego, San Joaquin, San Mateo, and Santa Clara Counties. UNMATCHED TECHNICAL CAPABILITIES Every person in our firm, aside from our administrative staff, is a database expert. We have developed in-house, specialized programs to improve our levy administration services. We are also GIS and mapping experts. We invite you to compare, or better yet test, our database and technical expertise with the staff of any other firm. LOW OVERHEAD/LOW-COST PROVIDER We understand that levy administration services must be provided cost-effectively, particularly to keep the City’s costs within budget constraints. For this reason, we maintain the lowest overhead and leanest structure in the industry. While other firms maintain multiple offices, hierarchical administration, and much higher overhead costs, we operate more effectively and with much lower overhead out of one central office located in an economically favorable business area. UNMATCHED RESPONSIVENESS AND CUSTOMER SERVICE We invite you to call our toll-free property owner assistance line at (800) 273-5167 and compare our level of service and responsiveness with any other firm. We answer calls directly with knowledgeable levy administration staff. We also provide the highest level of customer service and responsiveness for all our clients, including responding to all of our clients within the same day. City of Diamond Bar February 27, 2025 Proposal for Landscape Assessment District Engineering Services SCIConsultingGroup | 7 References Below are summaries of the work from relevant projects. We encourage you to contact these clients regarding our experience and approach. MOUNTAINS RECREATION AND CONSERVATION AUTHORITY 570 West Avenue 26, Suite 100 Los Angeles, CA 90065 (323) 221-9944 x198 CONTACT: Dash Stolarz, Director of Public Affairs EMAIL: dash.stolarz@mrca.ca.gov SCI successfully assisted in the formation of and provides the annual levy administration services for two benefit assessment districts and six special taxes (CFDs) for this joint power’s authority in Los Angeles and Ventura counties. The Authority is comprised of the Santa Monica Mountains Conservancy, the Conejo Recreation and Park District, and the Rancho Simi Recreation and Park District for the purpose of preserving, enhancing, and expanding open space resources in the Santa Monica Mountains. CITY OF SANTA BARBARA Santa Barbara City Fire Department, Fire Prevention Bureau 925 Chapala Santa Barbara, CA 93101 (916) 405-7166 Contact: Chris Braden, Fire Services Specialist Email: cbraden@SantaBarbaraCA.gov In 2006, SCI assisted the City with the formation of the Wildland Fire Suppression Assessment District. SCI conducted a public opinion survey, which received positive results, and resulted in approval by the City Council to go ahead with a funding measure. SCI assisted the City with its successful Proposition 218 balloting process. Since then SCI has provided the annual administration services for this assessment district. The submitted levies are over $250,000 annually for approximately 3,500 parcels. GREATER LOS ANGELES COUNTY VECTOR CONTROL DISTRICT 12545 Florence Ave Santa Fe Springs, CA 90670 (562) 944-9656 Contact: Susanne Kluh, General Manager Email: skluh@glacvcd.org The District’s benefit assessment covers a large area in Los Angeles County and encompasses over one million parcels. Between 2005 and 2008, SCI provided accurate and proactive full service assessment administration for the District’s benefit assessment. In 2008, the District went out to bid for the levy administration work and the District decided to select another bidder for the levy administration services. This other firm handled the levy administration between 2008 and 2011. In City of Diamond Bar February 27, 2025 Proposal for Landscape Assessment District Engineering Services SCIConsultingGroup | 8 2011, the District asked SCI to submit a proposal to provide them with levy administration services again. SCI has worked on this project every year since that time. MONTEREY PENINSULA REGIONAL PARK DISTRICT 60 Garden Court, Suite 325 Monterey, CA 93940 (831) 372-3196 ext. 101 Contact: Rafael Payan, General Manager Email: payan@mprpd.org In 2004, SCI assisted the District with the passage of a districtwide benefit assessment measure to fund parks and open space. This assessment measure encompassed over 45,000 parcels and generated more than $1.2 million in revenue each year. In 2016, SCI assisted the District with the successful passage of a districtwide special tax measure to replace the benefit assessment, which had a 15-year sunset. This new tax has no sunset provision, so it will be able to provide a steady source of revenue for the foreseeable future. ORANGE COUNTY VECTOR CONTROL DISTRICT 13001 Garden Grove Blvd. Garden Grove, CA 92843-2102 (714) 971-2421 Ext:129 Contact: Rick Howard, District Manager Email: rhoward@ocvcd.org SCI assisted the District with the successful formation of a new Proposition 218 compliant vector control assessment in 2004. For the next six years SCI served as the District’s assessment engineer and handled all of the assessment administration services. In 2009, the previous District Manager decided to retain a different assessment administration firm so the District could receive a second perspective regarding the Engineer’s Report findings and assessment structure. In 2013 the District hired SCI to be the assessment engineer again, and we have been providing them with annual administration services since that time. As a result, the District may provide insight to the comparative capabilities of both firms. City of Diamond Bar February 27, 2025 Proposal for Landscape Assessment District Engineering Services SCIConsultingGroup | 9 3. PROJECT UNDERSTANDING Based on our understanding of the City’s requested services as detailed in the City’s RFP, we propose the following work plan and approach. We confirm that we have no modifications to propose. We will deliver all services and fulfill all requirements detailed in the RFP, ensuring full compliance with its specifications, including any elements not explicitly stated herein. Our approach is designed to provide comprehensive services that minimize the City’s time and resource expenditure by adhering to solid project management principles. We ensure all project deliverables will be of the highest quality, legally defensible, and delivered on time and within budget. Assessment Engineering and Annual Assessment Levy Administration Assessment Engineering and Engineer’s Reports. As the Assessment Engineer of Record, SCI will annually prepare the preliminary Engineer’s Reports for the assessment districts. Each report will include a description of services and improvements, cost estimates, assessment methodology, the assessment diagram, and the assessment roll. We integrate any Proposition 218 developments and legal considerations that may influence the assessment levies. In coordination with the City, SCI will establish the levy administration timeline for the upcoming fiscal year. We will obtain assessor data and other real property information required for annual assessments and upcoming year cost estimates. Additionally, SCI will research parcel attributes and ownership information to calculate and assign benefit assessments accurately. We will assist with budget preparation and prepare updated assessment diagrams and maps as needed. SCI will also prepare an updated benefit analysis, cost estimates, method of apportionment, and other assessment engineering elements for each Engineer’s Report. SCI will review the cost estimates, benefit analysis, and assessment engineering analysis with the City prior to finalizing the preliminary Engineer’s Reports. Legal compliance will be ensured through a review with legal counsel and the City. Both the preliminary and final Engineer’s Reports will be prepared in accordance with applicable benefit assessment laws and requirements. Determination of Preliminary Assessment Levies. Twice a year, SCI will recalculate and confirm the assessment levies on a parcel-by-parcel basis for all subject properties. While more time- consuming than simply relying on County Assessor property characteristics and previous levy amounts, this additional step has consistently proven to result in more accurate levies and higher overall assessment revenues. Beginning each March, based on the most current Assessor lien roll data, SCI will determine preliminary assessment levies. We will research property data changes, usage, valuations, and levy changes from the previous year for all parcels within each District’s boundaries and flag all parcels requiring property research to determine the appropriate assessment levy. This process lets us discover any issues with the Assessor’s lien roll data early. It also allows us to provide the City with a timely and accurate projection of assessment revenues for the upcoming fiscal year. City of Diamond Bar February 27, 2025 Proposal for Landscape Assessment District Engineering Services SCIConsultingGroup | 10 Quality Assurance and Quality Control. We take great pride in our levy administration process and our stringent quality control and oversight to ensure the accuracy of assessment levies. Each year, we run over 50 checks and validation queries on each parcel to identify and resolve any issues. After the preliminary assessment levies are determined, another levy administrator at SCI will perform an independent peer review and audit, including a parcel-by-parcel confirmation of the assessment levies. Any questions or issues uncovered are fully reviewed and resolved. These multiple-stage reviews ensure the highest level of accuracy and maximize assessment levy revenues for our clients. Determination of Final Assessment Levies. After the close of each fiscal year, SCI will determine the final assessment levies based on final lien roll data as of July 1. All new or changed parcels will be identified, and the final assessment levies will be determined on a parcel-by-parcel basis. Levy Submittal and Confirmation. Once the assessment levies have been internally approved, SCI will prepare the final assessment levy roll for submittal to the County Tax Collector. We will meet the Tax Collector’s submission requirements and provide all necessary documentation for the inclusion of the assessment levies on the County’s consolidated property tax bill, ensuring deadlines are met. Electronic levy rolls sorted by Assessor Parcel Number and Property Owner’s Name will also be prepared and submitted to the City. SCI will receive written confirmation of the approval of the assessment levies and communicate this confirmation with the City. We will confirm the final assessments prior to the issuance of tax bills. Resolutions, Notices, and Staff Reports. SCI will prepare all resolutions for the preliminary and final approval of the Engineer’s Report, confirmation of assessment levies, and other necessary resolutions and associated staff reports. We will prepare and publish a notice of public hearing for the continuation of the assessments and attend the public meeting to review the preliminary Engineer’s Report and the public hearing for the continuation of the assessments. Additionally, SCI will assist with the publication of notices to continue the assessment levies. Inquiries and Information Requests. SCI will work with the County Tax Collector to incorporate our taxpayer inquiry line (800-273- 5167) into the tax bill, allowing property owners, title companies, and other stakeholders to contact us year-round regarding assessment inquiries. Our bilingual representatives ensure responses within 24 hours, upholding a professional image for the City and minimizing any inconvenience to taxpayers and the City. Deliverables Annual Timeline (PDF) Project meetings as necessary (Virtual) Preliminary Engineer’s Report (PDF) Final Engineer’s Report (PDF) Final Assessment Levy Roll with APN and Property Owner Name (PDF) Draft resolutions (MS Word) Draft staff reports (MS Word) Draft notice of public hearing (MS Word) Attendance at City Council meetings as necessary (Virtual) City of Diamond Bar February 27, 2025 Proposal for Landscape Assessment District Engineering Services SCIConsultingGroup | 11 City Resources SCI will carry out all tasks specified in the Work Plan and any other related services, as appropriate, for the annual administration of the assessment levies. The City would be responsible for the following:  Meet or periodically participate in video or voice conference calls with SCI as needed.  Provide information and documentation regarding the City’s assessments and additional related data as requested.  Designate a City point of contact with authority to act on its behalf regarding the annual levy administration.  Assist with planning, review, and coordination of action items. Assessment Defense SCI will provide a full response, support the assessments formed by SCI and provide a basis for the levy to any person who questions the levy amount or the legal basis for the levy. In the event of any legal challenge or petition against the assessments, we will provide professional assessment engineering and technical support in support of the assessments. If such services are required, they would be provided in close collaboration with the City and the City’s legal counsel. City of Diamond Bar February 27, 2025 Proposal for Landscape Assessment District Engineering Services SCIConsultingGroup | 12 4. SCHEDULE, FY 2025-26 At the beginning of each levy administration season, SCI will work with City staff to review the project tasks in detail and finalize a timeline to complete the special levies by the County’s levy submission deadline, normally by August 10. The tentative timeline for FY 2025-26 is provided below. City of Diamond Bar February 27, 2025 Proposal for Landscape Assessment District Engineering Services SCIConsultingGroup | 13 5. FEE PROPOSAL SCI’s fee proposal is provided separately as required by the General Terms and Conditions section of the RFP on page 5. City of Diamond Bar February 27, 2025 Proposal for Landscape Assessment District Engineering Services SCIConsultingGroup | 14 6. AGREEEMENT SCI acknowledges and agrees to all terms and conditions as outlined in the copy of the City’s Consultant Services Agreement in the proposal. We understand that no exceptions to the agreement are permitted and confirm our full compliance with the stated requirements. City of Diamond Bar February 27, 2025 Proposal for Landscape Assessment District Engineering Services SCIConsultingGroup | 15 7. RESUMES City of Diamond Bar February 27, 2025 Proposal for Landscape Assessment District Engineering Services SCIConsultingGroup | 16 City of Diamond Bar February 27, 2025 Proposal for Landscape Assessment District Engineering Services SCIConsultingGroup | 17 City of Diamond Bar February 27, 2025 Proposal for Landscape Assessment District Engineering Services SCIConsultingGroup | 18 (This page is intentionally blank)