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Fin Special District Assessment Consulting 2017AGREEMENT FOR PROFESSIONAL SERVICES FOR SPECIAL DISTRICT ASSESSMENT MANAGEMENT �+r This Agreement is made and entered into this /S day of rid i , 2017, by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and HdL Coren & Cone, a Corporation authorized to do business in California (hereinafter "CONTRACTOR"). RECITALS WHEREAS, the CITY has responsibility for administration and maintenance of the Paramedic Service Special Tax assessment associated with City Ordinance 1336 of 1979 imposing a special tax to fund city-wide Paramedic Service Program; and WHEREAS, the CITY desires to administer and maintain special district parcel tax assessments in accordance with best practices and using the most accurate data; and WHEREAS, the CITY seeks to reduce Finance Department staff hours required for the administration and maintenance of the aforementioned special district parcel tax assessment, in order to allow affected staff to focus on other Department priorities; and WHEREAS, the CONTRACTOR is an expert in the administration and maintenance of special district parcel tax assessments, possessing the programs, equipment, data, and personnel required to deliver the services referenced herein AGREEMENT NOW, THEREFORE, the parties hereby agree as follows: PROJECT COORDINATION. A. CITY'S Project Manager. The Finance Director, Mark Moses, is hereby designated the PROJECT MANAGER for the CITY, and said PROJECT MANAGER shall supervise all aspects of the progress and execution of this Agreement. B. CONTRACTOR'S Project Director. CONTRACTOR shall assign a single PROJECT DIRECTOR to have overall responsibility for the progress and execution of this Agreement for CONTRACTOR. Associate/Programmer Joel Hermann is hereby designated as the PROJECT DIRECTOR for CONTRACTOR. Should circumstances or conditions subsequent to the execution of this Agreement require a substitute PROJECT DIRECTOR, for any reason, the CONTRACTOR shall notify the CITY within ten (10) business days of the substitution. L4 -3 , UDS a 2. DUTIES OF CONTRACTOR. CONTRACTOR shall provide services as follows: A. CONTRACTOR shall establish and maintain an assessment database of all secured parcels in each assessment area for the Paramedic Service Special Tax, including the City of San Rafael (Fund 109113), County Service Area 13 (Fund 109111), County Service Area 19 (Fund 109112), Marinwood Community Services District (Fund 109110). Database shall contain all parcel characteristics having an effect on Paramedic Service Special Tax calculations as well as site and mailing address information. Database shall incorporate data files received from the Marin County Assessor, the Marin County Department of Finance Tax Division, the CITY (e.g. finalized permits), and any other sources of such data that are made available. B. CONTRACTOR shall submit the Marin County Department of Finance Tax Division's Transmittal One (T1) for each assessment area, updating the County's contact information for each assessment, prior to the date indicated in the Marin County Finance Department's Annual Special Assessment Letter (announcing Transmittal Dates) for the County's mailing of preliminary reports. C. Upon receipt from CITY of list of updated Paramedic Service Special Tax parcel tax rates, CONTRACTOR shall submit rates for each assessment area to the Marin County Department of Finance Tax Division via their Transmittal Three (T3) prior to the deadline specified in the Marin County Finance Department's Annual Special Assessment Letter. D. By comparing preliminary data obtained from the Marin County Department of Finance Tax Division to the other data sources in the database, CONTRACTOR shall identify and document proposed corrections to assessment -related property characteristics in each assessment area. E. At least eleven business days prior to the deadline specified in the Marin County Finance Department's Annual Special Assessment Letter for submittal of Transmittal Two, CONTRACTOR shall supply to CITY -designated personnel a list of proposed corrections to Marin County Department of Finance Tax Division - maintained property characteristics for each assessment area. Proposed corrections will include information on the source of the corrected data and the potential impact to assessment revenue receivable. F. Upon timely return of list of proposed corrections, CONTRACTOR shall submit approved corrections using the Marin County Department of Finance Tax Division's Transmittal Two (T2) prior to the deadline specified in the Marin County Finance Department's Annual Special Assessment Letter. G. CONTRACTOR shall submit a request for full report using the Marin County Department of Finance Tax Division's Transmittal Four (T4) prior to the deadline specified in the Marin County Finance Department's Annual Special Assessment Letter. CONTRACTOR shall provide summary of full report for each assessment area to CITY, and will supply supporting detail information upon request. H. CONTRACTOR shall compare the full report received from the Marin County Department of Finance Tax Division with the information previously submitted to the CITY and County and if any discrepancies are present, shall research the reasons for the discrepancy and contact CITY -designated personnel for guidance on whether to accept the County change or submit further (T2) corrections. I. Upon CITY approval, and no later than one business day prior to the deadline for submittal of the Transmittal Five (T5) specified in their Annual Special Assessment Letter, CONTRACTOR shall forward the partially completed Transmittal Five (T5) to the CITY -designated contact for signature and submittal of the form to the Marin County Department of Finance. J. CONTRACTOR shall provide CITY with a summary of finalized assessment and an archive of all data associated with each assessment area ---including a copy of the updated assessment database, and related County correspondence and files, upon confirmation of assessment finalization. K. CONTRACTOR shall, upon CITY request, create and provide form letters for taxpayers having large assessment amount increases from prior year. L. CONTRACTOR shall acquire and maintain a toll-free phone number to be published on the tax bills generated by the Marin County Tax Collector that include the Paramedic Service Special Tax. CONTRACTOR shall continue to maintain the toll-free phone number for taxpayer questions at least ten months from the most recent assessment finalization (T5) submitted by CONTRACTOR, regardless of the status of this contract. M. CONTRACTOR shall communicate with taxpayers who call the toll-free phone number in a timely fashion, and make every reasonable effort to answer questions the taxpayer may have about the Paramedic Service Special Tax on their tax bill. Taxpayer questions that cannot be answered by the CONTRACTOR will be referred to CITY -designated personnel in a timely fashion. Where taxpayer presents information that would require a correction of the assessment, CONTRACTOR shall contact CITY -designated personnel for guidance on whether to accept the change and submit further (T2) corrections. N. With CITY approval, CONTRACTOR shall submit any additional corrections using the Marin County Department of Finance Tax Division's Transmittal Two (T2). O. CONTRACTOR shall, through its HdLCC Property Tax Web Application, make available to the CITY, listings of parcels for all areas to be assessed for Paramedic Service Special Tax. P. CONTRACTOR shall, upon CITY request, attend CITY meetings related to Paramedic Service Special Tax assessment, either by video -conference, or in person. 3. DUTIES OF CITY. CITY shall pay the compensation as provided in Paragraph 4, and perform the duties as follows: A. Identification of changes to building area and living unit counts being of critical importance to the accuracy of the Paramedic Service Special Tax assessments, the CITY shall, no later than March 15', provide to CONTRACTOR a listing of building permits -related data as specified below. • Listing shall include information for permits having an issue or finalization date between November I` of two years prior to the current calendar year through to C. the most recent data available. • Listing shall include information for any permit that could alter the building square footage or unit count of the associated parcel (as indicated by the Assessor's parcel number associated with the permit). This would include permits indicating new building construction or building demolition, as well as permits indicating additions or changes in use. • The listing shall include the following fields: o Assessor's parcel number o Site address o Permit type o Permit sub -type o Permit status o Date of issuance o Date of finalization o Date of expiration o Building count (as of finalization for any record where building count has changed) o Building square footage (as of finalization for any record where building square footage has changed) o Living unit count (as of finalization for any record where living unit count has changed) o Permit description o Permit notes • The CITY shall provide the CONTRACTOR with an updated listing between the dates of July 10'h and July 20`h, which will reflect any changes to previously provided data and include any additional finalized permits. CITY shall provide to CONTRACTOR, the ability (via valid login credentials) to log in to MarinMap service with access level equivalent to CITY staff. CITY shall provide to CONTRACTOR, an extract of data from the CITY GIS system reflecting the data as of June 30'h. • The listing shall include the following fields: o Assessor's parcel number o Site address o Tax Rate Area o Jurisdiction o Acres o Use Code o Construction Year o Effective Year o Enrolled Acres o Gross Land Square Feet o Total Building Living Area o Improved Value o Living Unit D. At least one week prior to deadline specified by Marin County Finance Department's Annual Special Assessment Letter for submittal of Transmittal Three, CITY shall provide to CONTRACTOR a list of updated Paramedic Service Special Tax parcel tax rates, along with a copy of City ordinances/resolutions authorizing placement of the charges. E. Within ten business days of receipt by CITY -designated personnel of a list of proposed corrections from CONTRACTOR, CITY shall review each item and accept or reject the proposed correction. F. Upon receipt from the CONTRACTOR of the partially completed Transmittal Five (T5), the CITY shall provide the necessary signature(s) and submit the form to the Marin County Department of Finance, prior to the deadline specified in their Annual Special Assessment Letter. G. CITY shall provide to CONTRACTOR sample text for letters to taxpayers having large assessment amount increases from prior year, in the event that CITY requests preparation of such letters. H. CITY shall provide final approval or disapproval on any possible corrections that may arise from conversations with taxpayers who call the toll-free number maintained by the CONTRACTOR, which are then referred to CITY -designated personnel. 4. COMPENSATION. For the performance of the services described herein by CONTRACTOR, CITY shall pay CONTRACTOR, a fixed fee of $11,500.00, plus $100 per hour for documented time over and above the first 10 hours spent answering taxpayer questions regarding Paramedic Service Special Tax assessments, plus any travel expenses associated with CITY requests for CONTRACTOR staff to attend CITY meetings in-person. Additional services related to the Paramedic Service Special Tax assessments, and mutually agreed upon by the CITY and CONTRACTOR, but not listed in the Duties of Contractor section shall be billed at the following hourly rates: Partner Principal Associate Programmer Senior Analyst Analyst Administrative $225 per hour $195 per hour $150 per hour $150 per hour $100 per hour $ 65 per hour $ 45 per hour In addition, expenses for services (e.g. travel) shall be billed at 1.15 times actual incurred costs. The total amount invoiced during the term of this Agreement shall not exceed $20,000. Payment will be made upon receipt by PROJECT MANAGER of invoice submitted in the December following the most recent assessment finalization (T5) submitted by the CONTRACTOR. 5. TERM OF AGREEMENT. Unless earlier terminated in accordance with Section 6 of this Agreement, this Agreement shall become effective on the date first set forth above, and shall continue in full force and effect until the earlier of (1) June 15, 2018, or (2) when total services and expenses incurred under the contract reach $20,000. 6. TERMINATION. A. Discretionary. Either party may terminate this Agreement without cause upon forty-five (45) days written notice mailed or personally delivered to the other party. B. Cause. Either party may terminate this Agreement for cause upon fifteen (15) days written notice mailed or personally delivered to the other party, and the notified party's failure to cure or correct the cause of the termination, to the reasonable satisfaction of the party giving such notice, within such fifteen (15) day time period. C. Effect of Termination. Upon receipt of notice of termination, neither party shall incur additional obligations under any provision of this Agreement without the prior written consent of the other. The CITY will receive a final invoice for the portion of the work completed through the notice of termination. D. Toll-free Phone Number for Taxpayer Questions. If termination occurs prior to initial generation of Marin County property tax bills showing the toll-free phone number provided by the CONTRACTOR, the CITY shall provide an alternative phone number to the Marin County Department of Finance Tax Division prior to initial generation of the Marin County property tax bills. If termination occurs subsequent to initial generation of Marin County property tax bills showing the toll-free phone number provided by the CONTRACTOR, or if the CITY fails to provide an alternative phone number to the Marin County Department of Finance Tax Division prior to the initial generation of their property tax bills, then no later than 10 days from receipt of notice of termination, CITY shall provide a phone number to the CONTRACTOR, to which will be forwarded all calls made to the toll-free phone number shown on the Marin County property tax bills for as long as the toll-free phone number is maintained, which shall be no less than ten months from the most recent assessment finalization (T5) submitted by CONTRACTOR. CONTRACTOR shall respond in a timely fashion to any technical issues with forwarding of phone calls made to the toll-free phone number that are brought to its attention by the CITY, but will accept no liability for the effects of calls not forwarded due to technical issues. CONTRACTOR shall, upon request, provide the CITY with a listing of calls made to the toll-free phone number. E. Return of Documents. Upon termination, any and all CITY documents or materials provided to CONTRACTOR and any and all of CONTRACTOR's documents and materials prepared for or relating to the performance of its duties under this Agreement, shall be delivered to CITY as soon as possible, but not later than thirty (30) days after termination. OWNERSHIP OF DOCUMENTS,. The written documents and materials prepared by the CONTRACTOR in connection with the performance of its duties under this Agreement, shall be the sole property of CITY. CITY may use said property for any purpose, including projects not contemplated by this Agreement. 8. INSPECTION AND AUDIT. Upon reasonable notice, CONTRACTOR shall make available to CITY, or its agent, for inspection and audit, all documents and materials maintained by CONTRACTOR in connection with its performance of its duties under this Agreement. CONTRACTOR shall fully cooperate with CITY or its agent in any such audit or inspection. 9. ASSIGNABILITY. The parties agree that they shall not assign or transfer any interest in this Agreement nor the performance of any of their respective obligations hereunder, without the prior written consent of the other party, and any attempt to so assign this Agreement or any rights, duties or obligations arising hereunder shall be void and of no effect. 10. INSURANCE. A. Scope of Coverage. During the term of this Agreement, CONTRACTOR shall maintain, at no expense to CITY, the following insurance policies: 1. A commercial general liability insurance policy in the minimum amount of one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, for death, bodily injury, personal injury, or property damage. 2. An automobile liability (owned, non -owned, and hired vehicles) insurance policy in the minimum amount of one million dollars ($1,000,000) dollars per occurrence. 3. If it employs any person, CONTRACTOR shall maintain worker's compensation insurance, as required by the State of California, with statutory limits, and employer's liability insurance with limits of no less than one million dollars ($1,000,000) per accident for bodily injury or disease. CONTRACTOR'S worker's compensation insurance shall be specifically endorsed to waive any right of subrogation against CITY. 4. Errors and Omissions (Professional Liabilitv). A policy of professional liability issuance written on a claims made basis in an amount not less than One Million Dollars ($1,000,000) per occurrence. B. Other Insurance Requirements. The insurance coverage required of the CONTRACTOR in subparagraph A of this section above shall also meet the following requirements: 1. Except for professional liability insurance, the insurance policies shall be specifically endorsed to include the CITY, its officers, agents, employees, and volunteers, as additionally named insureds under the policies. 2. The additional insured coverage under CONTRACTOR'S insurance policies shall be primary with respect to any insurance or coverage maintained by CITY and shall not call upon CITY's insurance or self-insurance coverage for any contribution. The "primary and noncontributory" coverage in CONTRACTOR'S policies shall be at least as broad as ISO form CG20 0104 13. 3. Except for professional liability insurance, the insurance policies shall include, in their text or by endorsement, coverage for contractual liability and personal injury. 4. The insurance policies shall be specifically endorsed to provide that the insurance carrier shall not cancel, terminate or otherwise modify the terms and conditions of said insurance policies except upon ten (10) days written notice to the PROJECT MANAGER. 5. If the insurance is written on a Claims Made Form, then, following termination of this Agreement, said insurance coverage shall survive for a period of not less than five years. b. The insurance policies shall provide for a retroactive date of placement coinciding with the effective date of this Agreement. 7. The limits of insurance required in this Agreement may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and noncontributory basis for the benefit of CITY (if agreed to in a written contract or agreement) before CITY'S own insurance or self-insurance shall be called upon to protect it as a named insured. 8. It shall be a requirement under this Agreement that any available insurance proceeds broader than or in excess of the specified minimum insurance coverage requirements and/or limits shall be available to CITY or any other additional insured party. Furthermore, the requirements for coverage and limits shall be: (1) the minimum coverage and limits specified in this Agreement; or (2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the named insured; whichever is greater. C. Deductibles and SIR'S. Any deductibles or self-insured retentions in CONTRACTOR'S insurance policies must be declared to and approved by the PROJECT MANAGER and City Attorney, and shall not reduce the limits of liability. Policies containing any self-insured retention (SIR) provision shall provide or be endorsed to provide that the SIR may be satisfied by either the named insured or CITY or other additional insured party. At CITY's option, the deductibles or self-insured retentions with respect to CITY shall be reduced or eliminated to CITY's satisfaction, or CONTRACTOR shall procure a bond guaranteeing payment of losses and related investigations, claims administration, attorney's fees and defense expenses. D. Proof of Insurance. CONTRACTOR shall provide to the PROJECT MANAGER or CITY'S City Attorney all of the following: (1) Certificates of Insurance evidencing the insurance coverage required in this Agreement; (2) a copy of the policy declaration page and/or endorsement page listing all policy endorsements for the commercial general liability policy, and (3) excerpts of oolicv language or specific endorsements evidencing the other insurance reauirements set forth in this Agreement. CITY reserves the right to obtain a full certified copy of any insurance policy and endorsements from CONTRACTOR. Failure to exercise this right shall not constitute a waiver of the right to exercise it later. The insurance shall be approved as to form and sufficiency by PROJECT MANAGER and the City Attorney. I L INDEMNIFICATION. A. Except as otherwise provided in Paragraph B., CONTRACTOR shall, to the fullest extent permitted by law, indemnify, release, defend with counsel approved by CITY, and hold harmless CITY, its officers, agents, employees and volunteers (collectively, the "City Indemnitees"), from and against any claim, demand, suit, judgment, loss, liability or expense of any kind, including but not limited to attorney's fees, expert fees and all other costs and s of litigation, (collectively "CLAIMS"), arising out of CONTRACTOR'S performance of its obligations or conduct of its operations under this Agreement. The CONTRACTOR's obligations apply regardless of whether or not a liability is caused or contributed to by the active or passive negligence of the City Indemnitees. However, to the extent that liability is caused by the active negligence or willful misconduct of the City Indemnitees, the CONTRACTOR's indemnification obligation shall be reduced in proportion to the City Indemnitees' share of liability for the active negligence or willful misconduct. In addition, the acceptance or approval of the CONTRACTOR's work or work product by the CITY or any of its directors, officers or employees shall not relieve or reduce the CONTRACTOR's indemnification obligations. In the event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from CONTRACTOR'S performance of or operations under this Agreement, CONTRACTOR shall provide a defense to the City Indemnitees or at CITY'S option reimburse the City Indemnitees their costs of defense, including reasonable attorneys' fees, incurred in defense of such claims. B. Where the services to be provided by CONTRACTOR under this Agreement are design professional services to be performed by a design professional as that term is defined under Civil Code Section 2782.8, CONTRACTOR shall, to the fullest extent permitted by law, indemnify, release, defend and hold harmless the City Indemnitees from and against any CLAIMS that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of CONTRACTOR in the performance of its duties and obligations under this Agreement or its failure to comply with any of its obligations contained in this Agreement, except such CLAIM which is caused by the sole negligence or willful misconduct of CITY. C. The defense and indemnification obligations of this Agreement are undertaken in addition to, and shall not in any way be limited by, the insurance obligations contained in this Agreement, and shall survive the termination or completion of this Agreement for the full period of time allowed by law. 9 12. NONDISCRIMINATION. CONTRACTOR shall not discriminate, in any way, against any person on the basis of age, sex, race, color, religion, ancestry, national origin or disability in connection with or related to the performance of its duties and obligations under this Agreement. 13. COMPLIANCE WITH ALL LAWS. CONTRACTOR shall observe and comply with all applicable federal, state and local laws, ordinances, codes and regulations, in the performance of its duties and obligations under this Agreement. CONTRACTOR shall perform all services under this Agreement in accordance with these laws, ordinances, codes and regulations. CONTRACTOR shall release, defend, indemnify and hold harmless CITY, its officers, agents and employees from any and all damages, liabilities, penalties, fines and all other consequences from any noncompliance or violation of any laws, ordinances, codes or regulations. 14. NO THIRD PARTY BENEFICIARIES. CITY and CONTRACTOR do not intend, by any provision of this Agreement, to create in any third party, any benefit or right owed by one party, under the terms and conditions of this Agreement, to the other party. 15. NOTICES. All notices and other communications required or permitted to be given under this Agreement, including any notice of change of address, shall be in writing and given by personal delivery, or deposited with the United States Postal Service, postage prepaid, addressed to the parties intended to be notified. Notice shall be deemed given as of the date of personal delivery, or if mailed, upon the date of deposit with the United States Postal Service. Notice shall be given as follows: TO CITY's Project Manager: TO CONTRACTOR's Project Director: IO Mark Moses, Finance Director City of San Rafael 1400 Fifth Avenue P.O. Box 151560 San Rafael, CA 94915-1560 Joel Hermann HdL Coren & Cone 1340 Valley Vista Dr, Ste 200 Diamond Bar, CA 91765 16. INDEPENDENT CONTRACTOR. For the purposes, and for the duration, of this Agreement, CONTRACTOR, its officers, agents and employees shall act in the capacity of an Independent Contractor, and not as employees of the CITY. CONTRACTOR and CITY expressly intend and agree that the status of CONTRACTOR, its officers, agents and employees be that of an Independent Contractor and not that of an employee of CITY. 17. ENTIRE AGREEMENT -- AMENDMENTS. A. The terns and conditions of this Agreement, all exhibits attached, and all documents expressly incorporated by reference, represent the entire Agreement of the parties with respect to the subject matter of this Agreement. B. This written Agreement shall supersede any and all prior agreements, oral or written, regarding the subject matter between the CONTRACTOR and the CITY. C. No other agreement, promise or statement, written or oral, relating to the subject matter of this Agreement, shall be valid or binding, except by way of a written amendment to this Agreement. D. The terms and conditions of this Agreement shall not be altered or modified except by a written amendment to this Agreement signed by the CONTRACTOR and the CITY. E. If any conflicts arise between the terms and conditions of this Agreement, and the terms and conditions of the attached exhibits or the documents expressly incorporated by reference, the terms and conditions of this Agreement shall control. 18. SET-OFF AGAINST DEBTS. CONTRACTOR agrees that CITY may deduct from any payment due to CONTRACTOR under this Agreement, any monies which CONTRACTOR owes CITY under any ordinance, agreement, contract or resolution for any unpaid taxes, fees, licenses, assessments, unpaid checks or other amounts. 19. WAIVERS. The waiver by either party of any breach or violation of any term, covenant or condition of this Agreement, or of any ordinance, law or regulation, shall not be deemed to be a waiver of any other term, covenant, condition, ordinance, law or regulation, or of any subsequent breach or violation of the same or other term, covenant, condition, ordinance, law or regulation. The subsequent acceptance by either party of any fee, performance, or'other consideration which may become due or owing under this Agreement, shall not be deemed to be a waiver of any preceding breach or violation by the other party of any term, condition, covenant of this Agreement or any applicable law, ordinance or regulation. 20. COSTS AND ATTORNEY'S FEES. The prevailing party in any action brought to enforce the terms and conditions of this Agreement, or arising out of the performance of this Agreement, may recover its reasonable costs (including claims administration) and attorney's fees expended in connection with such action. 21. CITY BUSINESS LICENSE / OTHER TAXES. CONTRACTOR shall obtain and maintain during the duration of this Agreement, a CITY business license as required by the San Rafael Municipal Code CONTRACTOR shall pay any and all state and federal taxes and any other applicable taxes. CITY shall not be required to pay for any work performed under this Agreement, until CONTRACTOR has provided CITY with a completed Internal Revenue Service Form W-9 (Request for Taxpayer Identification Number and Certification). 22. APPLICABLE LAW. The laws of the State of California shall govern this Agreement. IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month and year first above written. CITY OF SAN RAFAEL SC TZ, City an ger ATTEST: ESTHER C. BEIRNE, City Clerk APPROVED AS TO FORM: ROBERT F. EPSTEIN,ity A o ey 12 CONTRACTOR By:� Name: `B7�/ID SCHEY Title: Vice President CONTRACT ROUTING FORM INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below. TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER: Contracting Department: Finance Project Manager: Mark Moses Extension: 5018 Contractor Name: HdL Coren & Cone Contractor's Contact: Joel Hermann Contact's Email: jhermann@hdiccpropertytax.com ❑ FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION DEPARTMENT 1 Finance Department a. Email PINS Introductory Notice to Contractor Mark Moses 2 3 4 5 6 7 8 9 b. Email contract (in Word) & attachments to City Atty c/o Laraine.Gittens@cityofsanrafael.org City Attorney a. Review, revise, and comment on draft agreement and return to Project Manager b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor Project Manager Forward three (3) originals of final agreement to contractor for their signature Project Manager When necessary, * contractor -sinned agreement agendized for Council approval *PSA > $20,000; or Purchase > $35,000; or Public Works Contract > $125,000 COMPLETED REVIEWER DATE Check/Initial Click here to ❑ enter a date 5/2/2017 El 5/9/2017 ® LAG 5/9/2017 ® LAG Click here to ❑ enter a date. ❑ N/A Or ❑ Date of Council approval Click here to enter a date. PRINT CONTINUE ROUTING PROCESS WITH HARD COPY Project Manager Forward signed original agreements to City Attorney with printed copy of this routing form City Attorney I Review and approve hard copy of signed agreement City Attorney Review and approve insurance in PINS , and bonds (for Public Works Contracts) City Manager/ Mayor Agreement executed by Council authorized official City Clerk Attest signatures, retains original agreement and _ forwards copies to Project Manager S— 16-1 y •y� To: Jim Schutz. City Manager Cc: Cristine Alilovich, Assistant City Manager Chris Gray, Fire Chief Paul Jensen, Director of Community Development Robert Spiess, Senior Management Analyst From: Mark Moses, Finance Director Date: May 11, 2017 Subject: Implementation of ongoing model for Paramedic Tax / HdL Contract As you know, in August 2015 we uncovered discrepancies in the records that drive the paramedic tax billings via the County tax rolls. The discrepancies primarily concerned missing building square footage information and were of sufficient magnitude that they resulted in an audit comment from Maze for FY14-15. As of the end of FY15-16, we were able to demonstrate to Maze that we had successfully cleaned up the current records, but the status remains "in progress" until we demonstrate that we have implemented a reliable procedure to ensure accuracy on a go -forward basis. Finance is currently collaborating with the Community Development Department (CDD), to develop Building Permit and Specific Data Tracking procedures that will capture and document key property characteristics (i.e. square footage, living units) into the Trak -IT - CRW system to satisfy the data needs of the Annual Paramedic Tax Assessment. (see attached data flow) In order to best utilize this information and establish procedures that can be reliably executed for FY17-18 and going forward, we considered in-house and outsourced solutions for the maintenance of an assessment database and preparation of the required transmittals to the County. Below is a summary of the criteria we used and the outcome of our analysis: In -House Outsourced Cost varies; the cleanup and Prior Year (backbilling) up to $20K/annually for $4.5 effort has cost in excess of $150K. Ongoing million program covering cost would depend upon to whom and how work 27,476 residential units and is assigned. 1,354 non-residential parcels. Reliability Difficult to train and assign as ongoing There are at least three responsibility because the most intense efforts reputable vendors who provide occur in the early spring and early summer. district tax administration Exceedingly difficult to ensure back up support. services throughout the State. Expertise Experience with County property tax data, GIS, Vendors already maintain modeling and analysis varies among staff. property tax data in Marin County and employ the latest data storage, modeling and analysis techniques. CITY OF SAN RAFAEL 1 1400 FIFTH AVENUE, SAN RAFAEL, CALIFORNIA. • Gary 0 Phillips. Mayor • Maribeth Bushey. Vice Mayor - Kate Colin. Councilmember • John Gamblin. Councilmember • Andrew Cuyugan McCullough, Councilmember Finance, Fire and Community Development staff reviewed proposals from NBS and HdL, two California companies that have long histories of providing tax administration support. The consensus reached was that, for a comparable cost, HdL's proposal had greater value in the area of maintaining a database that monitors all of the relevant tax attributes. They have identified procedures and processes that will allow them to easily integrate with the City for the upcoming tax year. The use of HdL is part of an integrated plan that we have developed to manage the Paramedic Tax Assessment. The attached timeline shows the various roles and responsibilities of the City and HdL. Although I am confident that the use of HdL for tax administration and database management services prove to be successful, the initial contract is for a fixed one-year term. This will provide us greater flexibility, should we decide to make changes to the City's or vendor's respective role in the process. Attachments: Routing slip and contract Timeline Data Flow for Property Characteristics CITY OF SAN RAFAEL 1 .. FIFTH AVENUE, SAN RAFAEL, CALIFORNIA•. .- Gary O. Phillips, Mayor • Maribeth Bushey, Vice Mayor • Kate Colin, Councilmember • John Gamblin. Councilmember • Andrew Cuyugan McCullough Councilmember