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HomeMy WebLinkAboutPW Pt. San Pedro Median Improvement Proj. Admin. ServicesCITY OF A0.0 Agenda Item No: 3 j Meeting Date: May 7, 2012 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Public Works Prepared by: Manager Approval Director of Public Works (LB) File No.: 03.01.180 SUBJECT: A RESOLUTION ACCEPTING A PROPOSAL FROM WILLDEN FINANCIAL SERVICES FOR ADMINISTRATION AND ANNUAL REPORT SERVICES OF THE POINT SAN PEDRO MEDIAN IMPROVEMENTS PROJECT AND AUTHORIZING THE PUBLIC WORKS DIRECTOR TO ENTER INTO A PROFESSIONAL SERVICES AGREEMENT WITH WILLDAN FINANCIAL SERVICES IN AN AMOUNT NOT TO EXCEED $10,000. RECOMMENDATION: Adopt Resolution BACKGROUND: On .tune 22, 2011 City Council adopted resolution 13181 establishing the formation of an assessment district for the Pt. San Pedro Median Landscaping Improvements. The design of the improvements has been completed and the project is currently in the bidding process. Per the Landscaping and Lighting Act of 1972, assessment districts are required to prepare a report for each fiscal year for which assessments are to be levied and collected to pay the costs of the improvements funded by the assessment. In addition, annual research of all land owners within the assessment district and additional specialized and technical services are required. ANALYSIS: The Department of Public Works solicited and received three proposals from qualified assessment analysis firms on April 11 th. Each of the proposals were evaluated by City staff based on criteria specified in the request for proposals (RFP), including but not limited to project understanding, commitment to the schedule and previous experience. Three firms were selected for interviews which were conducted on April 26`" by City staff. The panel selected Willdan Financial Services as the most qualified consultant for these services. FISCAL IMPACT: The Assessment District's operation and maintenance funds will cover the consultant cost. File No.: — Council Meeting: Disposition. F FOR CITY CLERK ONLY SAN RAFAEL CITY COUNCIL AGENDA REPORT / Paye: 2 OPTIONS: The Council may choose to not authorize the Director of Public Works to enter into a Professional Services Agreement with Willdan Financial Services and to reissue the request for proposals. ACTION REQUIRED: Adopt the resolution allowing the Public Works Director to enter into a Professional Services Agreement with Willdan Financial Services for administration and Annual Report services of the Point San Pedro Road Median Improvement Project and allowing the agreement to be extended up to a maximum of five years at a not to exceed cost increase of 3% annually. Enclosures 1. Resolution 2. Agreement 3. Proposal -Exhibit "A" RESOLUTION NO. 13340 A RESOLUTION ACCEPTING A PROPOSAL FROM WILLDAN FINANCIAL SERVICES FOR ADMINISTRATION AND ANNUAL REPORT SERVICES OF THE POINT SAN PEDRO MEDIAN IMPROVEMENTS PROJECT AND AUTHORIZING THE PUBLIC WORKS DIRECTOR TO ENTER INTO A PROFESSIONAL SERVICES AGREEMENT WITH WILLDAN FINANCIAL SERVICES IN AN AMOUNT NOT TO EXCEED $10,000.00 WHEREAS, on June 22, 2011 the Pt. San Pedro Road Median Landscaping Assessment District was established; and WHEREAS, the purpose of the Assessment District is to address the beautification of 4'/z miles of medians on Pt. San Pedro Road and Third Street; and WHEREAS, the "Point San Pedro Median Improvements Project" proposes to install improvements within the medians of the assessment district; and WHEREAS, the Landscaping and Lighting act of 1972 requires an annual report be completed each fiscal year for which assessments are to be levied and collected to pay the costs of the improvements; and WHEREAS, additional administration services are required for this assessment district; and WHEREAS, the most qualified consultant team was Willdan Financial Services and their proposal is attached hereto as Exhibit "A" with a fee in an amount not to exceed $10,000. NOW, THEREFORE, BE IT RESOLVED by the Council of the City of San Rafael that the Professional Scope of Services for Willdan Finance Services, as attached hereto, is accepted and Council does hereby authorize the Public Works Director to enter into Professional Services Agreement with Willdan Professional Services for those services listed in Exhibit "A", in a form approved by the City Attorney and in the amount of $10,000. IT IS FURTHER ORDRERED AND RESOLVED, if mutually agreed upon, the professional services agreement can be renewed for up to five subsequent years for a cost increase not to exceed 3% annually. IT IS FURTHER ORDERED AND RESOLVED, that the Director of Public Works is hereby authorized to take any and all such actions and make changes as may be necessary to accomplish the purpose of this resolution. I, ESTHER C. BEIRNE, Clerk of the City of San Rafael, hereby certify that the foregoing resolution was duly and regularly introduced and adopted at a regular meeting of the Council of said City on the 7`h day of May 2012, by the following vote, to wit: AYES: COUNCILMEMBERS: Connolly, Helier, Levine, McCullough & Mayor Phillips NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: None ESTHER C. BEIRNE, City Clerk File No.: 03.01.180 AGREEMENT FOR PROFESSIONAL SERVICES WITH WILLDAN FINANCIAL SERVICES FOR THE POINT SAN PEDRO MEDIAN IMPROVEMENTS PROJECT This Agreement is made and entered into this 8tb day of May, 2012 by and between the CITY OF SAN RAFAEL [hereinafter "CITY"], and Willdan Financial Services (-hereinafter "CONTRACTOR") RECITALS WHEREAS, the CITY has determined that certain specialized professional services are required for the Point San Pedro Median Improvements Project (hereinafter "PROJECT"); and WHEREAS, the CONTRACTOR has offered to render such specialized professional services in connection with this Project. AGREEMENT NOW, THEREFORE, the parties hereby agree as follows: 1. PROJECT COORDINATION A. CITY. The Public Works Director shall be the representative of the CITY for all purposes under this Agreement. The Public Works Director 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. CONTRACTOR shall assign a single PROJECT DIRECTOR to have overall responsibility for the progress and execution of this Agreement for CONTRACTOR. JIM McGUIRE 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. 2. DUTIES OF CONTRACTOR CONTRACTOR agrees to perform the services outlined in the proposal from CONTRACTOR dated April 10, 2012 marked Exhibit "A" attached hereto, and incorporated herein by this reference. CONTRACTOR agrees to be available and perform the work specified in this Agreement in the time frame as specified and as shown in Exhibit "A". 3. DUTIES OF THE CITY CITY shall perform the duties as described in Exhibit "A" attached hereto and incorporated herein. 4. COMPENSATION For the full performance of the services described herein by CONTRACTOR, CITY shall pay CONTRACTOR the fees as described in the document entitled "Not to Exceed Yearly Amount", attached hereto as Exhibit "B" and incorporated herein. The total payment made for any individual work task will not exceed the amounts shown on the Proposal Budget, set out in Exhibit "B". Payment will be made monthly upon receipt by PROJECT MANAGER of itemized invoices submitted by CONTRACTOR. 5. TERM OF AGREEMENT The term of this Agreement shall be for a term of one year, commencing on HP Y 19 Ion.- and ending on "id _2013 Upon agreement between CONTRACTOR and the PROJECT MANAGER, this Agreement may be extended in writing for up to five (5) additional one-year terms. The PROJECT MANAGER and the CONTRACTOR may agree to increase the total compensation to be paid to CONTRACTOR for any such extended ter, provided that any such increase shall not exceed an amount equal to Three Percent (3%) of the total compensation agreed to for the prior one-year term. 6. TERMINATION A. Discretionary. Either patty may terminate this Agreement without cause upon thirty (30) days written notice mailed or personally delivered to the other party. B. Cause. Either party may terminate this Agreement for cause upon ten (10) 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 notice, to the reasonable satisfaction of the party giving such notice, within thirty (30) days of the receipt of said notice. 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. D. 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. 7. 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. Agreement - 2 E.?�tkm_v W—Raff—t"D I 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. ��. M114vik ".0414#611 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. 101=19WIIII-XV141 A. During the term of this Agreement, CONTRACTOR, shall maintain, at no expense to CITY, the following insurance policies: 1. A comprehensive general liability insurance policy in the minimum amount of one million ($1,000,000) dollars per occurrence and two million ($2,000,000) dollars general 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 ($1,000,000) dollars per occurrence; 3. If any licensed professional performs any of the services required to be performed under this Agreement, a professional liability insurance policy in the minimum amount of one million ($1,000,000) dollars to cover any claims arising out of the CONTRACTOR's performance of services under this Agreement. B. The insurance coverage required of the CONTRACTOR by Section 10A, shall also meet the following requirements: 1. The insurance shall be primary with respect to any insurance or coverage maintained by CITY and shall not call upon CITY's insurance or coverage for any contribution; 2. Except for professional liability insurance, the insurance policies shall be endorsed for contractual liability and personal injury; 3. Except for professional liability insurance, the insurance policies shall be specifically endorsed to include the CITY, its officers, agents, and employees as additionally named insureds under the policies; 4. CONTRACTOR shall provide to PROJECT MANAGER, (a) Certificates of Insurance evidencing the insurance coverage required herein, and (b) specific endorsements naming CITY, its officers, agents and employees, as additional insureds under the policies; Agreement - 3 5. The insurance policies shall provide that the insurance carrier shall not cancel or otherwise modify the terms and conditions of said insurance policies except upon thirty (30) days written notice to CITY's PROJECT MANAGER , ten (10) days notice if cancellation is due to nonpayment of premium; 6. 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; 7. The insurance policies shall provide for a retroactive date of placement coinciding with the effective date of this Agreement; 8 The insurance shall be approved as to form and sufficiency by PROJECT MANAGER and the CITY's Attorney. C If it employs any person, CONTRACTOR shall maintain worker's compensation and employer's liability insurance, as required by the State Labor Code and other applicable laws and regulations, and as necessary to protect both CONTRACTOR and CITY against all liability for injuries to CONTRACTOR's officers and employees. D. Any deductibles or self-insured retentions in CONTRACTOR's insurance policies must be declared to and approved by the PROJECT MANAGER and the City Attorney. 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. 11. INDEMNIFICATION (a) Except as provided in Paragraph (b), CONTRACTOR shall indemnify, release, defend and hold harmless CITY, its officers, and employees, against any claim, demand, suit, judgment, loss, liability or expense of any kind, including attorney's fees, arising out of or resulting in any way, in whole or in part, from any acts or omissions, intentional, negligent, or other wrongful conduct, of CONTRACTOR or CONTRACTOR's officers, agents and employees in the performance of their duties and obligations under this Agreement. (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 CITY, its officers, and employees, against any claim, demand, suit, judgment, loss, liability or expense of any kind, including attorney's fees, that arises out of, pertains to, or relates to the negligence, recklessness, or willful misconduct of CONTRACTOR in the performance of its duties and obligations under this Agreement. Agreement • 4 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, ordinance, 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: Nader Mansourian (Project Manager) City of San Rafael 111 Morphew Street P.O. Box 151560 San Rafael, CA 94915-1560 TO CONTRACTOR: Jim McGuire Wilidan Financial Services 27368 Via Industria, Ste. 110 Temecula, CA 92590 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 Agreement • 5 officers, agents and employees be that of an Independent Contractor and not that of an employee of CITY. A. The terms 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, mav recover its reasonable costs (including claims administration) and attorney's fees expended in connection with such action. tl Agreement - 6 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 NADER MANSOURIAN Public Works Director L-1011:06 ESTHER C. BEIRNE, City Clerk APPROVED AS TO FORM: ROBERT F. EPSTEIN, Cit� Attorney File No.: 03.01.180 WILLDAN FINANCIAL SERVICES By: -- Anne Pelej Title: Vice President Agreement - 7 v ACOR r. CERTIFICATE OF LIABILITY INSURANCE DATE(MMlDD/YY) 7 3 2012 PRODUCER THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION Dealey, Renton & Associates ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE P. O. Box 10550 HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR Santa Ana CA 92711-0550 ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. INSURED Willdan Financial Services 27368 Via Industria, Suite 110 Temecula CA 92590 UV VCKAt9tS INSURER E: INSURERS AFFORDING COVERAGE HE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. OTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL HE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. ILTR NSR TYPE OF INSURANCE POLICY NUMBER POLICY EFFECTIVE POLICY EXPIRATION DATE IMM/DDMQ DATE (MMIDDIYYI LIMITS A GENERAL LIABILITY 6301158PO20 11%9/2011 11/9%2012 EACH OCCURRENCE $1 000 OOO X COMMERCIAL GENERAL LIABILITY' FIRE DAMAGE (Any one fire) $1 000 000 CLAIMS MADE IX OCCUR MED EXP (Any one person) $10 0 0 0 X — PERSONAL&ADV INJURY $1 000 000 'X i GENERAL AGGRGATE $ GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS - COMEP'OP AGG $2 000 000 POLICY ;X PRO-JECT LOC A AUTOMOBILE LIABILITY 810115 8 P 0 2 0 11/9/2011 111/9/2012 --j X j ANY AUTO COMBINED SINGLE LIMIT (Ea accident) $1,000,000 ALL OWNED AUTOS BODILY INJURY $ SCHEDULED AUTOS (Per person) X HIRED AUTOS BODILY INJURY $ X NON -OWNED AUTOS (Per accident) PROPERTY DAMAGE $ (Per accident) GARAGE LIABILITY AUTO ONLY - EA ACCIDENT ! $ ANY AUTO OTHER THAN EA ACC $ AUTO ONLY: AGG $ EXCESS LIABILITY OCCUR CLAIMS MADE 1 EACH OCCURRENCE $ 'AGGREGATE $ $ j DEDUCTIBLE i ( $ RETENTION $ $ C WORKERS COMPENSATION AND WZP80998342 11/9/2011 111%9/2012 X j WRSTAMU- OTRH- 10 EMPLOYERS' LIABILITY E.L. EACH ACCIDENT $1 000, 000 E.L. DISEASE - EA EMPLOYEEI $1, 0 0 0 , 0 0_0___ E.L. DISEASE -POLICY LIMIT $1,000,000 BOTHER AED977441112 11/9/2011 11/9/2012 iPClaim $1,000,000 ;Professional Liability � Annual Aggregate uaal Aa regate $1,000,000 Claims Made DESCRIPTION OF OPERATIONS/LOCATIONSNEHICLESIEXCLUSIONS ADDED BY ENDORSEMENT/SPECIAL PROVISIONS General Liability policy excludes claims arising out of the performance of professional services, Independent Contractors are included as respects to General Liability. Re: Point San Pedro Median Improvements Project. City, its officers, agents, and employees is additional insured as respects to General and Auto Liability as required y Written contract. Primary and Non -Contributing coverage applies to GL as required by Written contract. u�ourtcu; I... nLCI ICK: i)av notice ror Non -Pa mnt of Prem SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING INSURER. City Of Sari Rafael WILL ENDEAVOR TO MAIL 30 DAYS WRITTEN NOTICE TO THE Attn: Nader Mansourian, Project Manager CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO 111 MornheW St. SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON San Rafael, CA 94915 THE INSURER, ITS AGENTS OR REPRESENTATIVES. AUTHORIZED ACORD 25-S (7197) a ACORD CORPORATION IQAR COMMERCIAL GENERAL LIABILITY 6301158PU20 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ |TCAREFULLY. BLANKET ADDITIONAL INSURED - WRITTEN CONTRACTS (ARCHITECTS, ENGINEERS AND This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART 1. The following is added to SECTION 11 —VVHQ IS AN|NSQRED� Any person ororganization that you agree in " written contract requiring insurance" k/include am anadditional insured onthis Coverage Part, but: o. Only with respect to liability for "bodily injury''. ^ property damage" or"personal iniuryy;and t. If, and only tothe extent that, the injury or damage is caused by acts or omissions of you or your subcontractor in the performance of"your work" to which the "written contract requiring �neumance" applies. The person or organization doom not qualify as an additional insured with respect to the independent acts oromissions nfsuch person ororganization. The insurance provided tosuch additional insured islimited aofollows: o. In the event that the Limits of Insurance of this Coverage Part shown in the Oov|omtiona exceed the limits of liability required by the �writtencontract requiring insurance", the in- surance provided to the additional insured shall belimited tothe limits o[liability required bythat "written contract requiring insurance". This endorsement shall not increase the limits of insurance described in Section U| —Limi\e Of Insurance. d. This insurance does not apply tothe render- ing of or failure to render any "professional services" or construction management errors or omissions. e. This insurance does no', apply 'to "bodily in- jury" or "property damage" caused by "your work" and included in the ''pnnducta- compteted operations hazovd" unless the ,written contract requiring inmurence" opaoi5- oa||y requires you to provide such coverage for that additional insunad, and then the insur- ance naupanue provided to the additional insured ap- plies only to such "bodily injury" or "property damage" that occurs before the end of the pe- riod of time for which the "written contract re- quiring insurance" requires you to provide such coverage orthe end ofthe policy period, whichever is earlier. 2. The following is added to Paragraph 4a. ofSEC- TION [V—CC)K8K8ERCLALGENERALLN.B|L|TY CONDOlO0S� The insurance provided to the additional insured is excess over any valid and collectible "other in- aumnoa^.whether primary, excemo, contingent or on any other basis, that is avai|ab|atothe addi- tional insured for loss we cover. Hovvever, if you specifically agree inthe "written contract requiring insurance" that this insurance provided h»the ad- ditional insured under this Coverage Part must apply on a primary basis or a primary and non- contributory bosis� this insurance is primary to ^other insurance" available to *he odditinna| in- sured which covers that person or organization as a named insured for such |oma, and we will no/ share with that "other insurance" But this insur- ance nuupanoo provided tothe additional insured still iaex- cess over any valid and oo|kyuhblo 'other inuur- anco", whether primary, axuewo, contingent or on any other basis, that is available tothe additional insured when that person or organization is an additional insured under any "other insunanoe^ 3. The following is added to SECTION |V—COM- MERCIAL GENERAL LIABILITY CONDITIONS: Duties OfAnAdditional Insured As a condition of coverage prov�edtothe addi- tional a. The addWono| insured must give us written notice as soon as practicable of an "occur- rence' ncouprenoo~ or an offense which may result in a claim. To the extent poasib|o, sLdh notice should include: C8D41404QO Qrcoa7myTra,eierscomron'es..^c Page a(2 COMMERCIAL GENERAL LIABILITY I. Hqw, when and where the ^000unmwce' oroffense took p|am: UL The names and addresses ofany injured persons and witnesses; and M. The nature and location of any injury or damage arising out of the "occurrence' or offense, b. If claim is made ur^auh" is brought against the additional insured, the additional insured most� i Immediately record the specifics of the claim or^uuU.and the date received; and U. Notify unassoon aapracticable. The additional insured must see hoit that we receive written notice ofthe claim or"suit"au soon aapracticable, n. The additional insured must immediately send us copies ofall |agm| papers ommaivad in con- nection with the claim or''uuU".cooperate with us in the investigation or settlement of the claim or defense against the "uuit'', and oth- erwise comply vvithall policy conditions. d. The additional insured must tender the de- fense and indemnity nfany claim or "suit" to any provider ofother insurance which would cover the additional insured for o loss we cover. Uovvevar, this condition. does not affect whether this insurance provided to the addi- hmnal insured is primary N that other insur- ance available to the additional insured which covers that person or organization as u named insured, 4. The following is added to the DEFINITIONS Sec- tion: "Written contract requiring insurance" means that part of any written contract or agreement under which you are required to include person oror- gan|zaUon as an additional insured on 'his Cover- age Part, provided that the "bodily injury" and ^proporty damage" occurs and the "personal in- jury" is caused byanoffense committed: a. After the signing and execution u(the contract oragreement byyou� b. While that part of the contract oragreement is in effect; and c. Before the end of the policy period, Page 2nf2 CzooaThe Travelers Companies, /nc. CGD414040O COMMERCIAL AUTO 8101158PO20 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. BUSINESS AUTO EXTENSION ENDORSEMENT This endorsement modifies insurance provided under the following. BUSINESS AUTO COVERAGE FORM With respect to coverage provided by this endorsement, the provisions of the Coverage Form apply unless modi- fied by the endorsement. GENERAL DESCRIPTION OF COVERAGE — This endorsement broadens coverage. However, coverage for any injury, damage or medical expenses described in any of the provisions of this endorsement may be excluded or limited by another endorsement to the Coverage Part, and these coverage broadening provisions do not apply to the extent that coverage is excluded or limited by such an endorsement. The following listing is a general cover- age description only. Limitations and exclusions may apply to these coverages. Read all the provisions of this en- dorsement and the rest of your policy carefully to determine rights, duties, and what is and is not covered. A. BROAD FORM NAMED INSURED B. BLANKET ADDITIONAL INSURED C. EMPLOYEE HIRED AUTO D. EMPLOYEES AS INSURED E. SUPPLEMENTARY PAYMENTS — INCREASED LIMITS F. HIRED AUTO — LIMITED WORLDWIDE COVERAGE — INDEMNITY BASIS G. WAIVER OF DEDUCTIBLE — GLASS PROVISIONS A. BROAD FORM NAMED INSURED The following is added to Paragraph A.1 -, Who Is An Insured, of SECTION 11 — LIABILITY COV- ERAGE: Any organization you newly acquire or form dur- ing the policy period over which you maintain 50% or more ownership interest and that is not separately insured for Business Auto Coverage. Coverage under this provision is afforded only un- til the 180th day after you acquire or form the or- ganization or the end of the policy period, which- ever is earlier. B. BLANKET ADDITIONAL INSURED The following is added to Paragraph c. in A.1., Who Is An Insured, of SECTION 11 — LIABILITY COVERAGE: Any person or organization who is required under a written contract or agreement between you and that person or organization, that is signed and H. HIRED AUTO PHYSICAL DAMAGE — LOSS OF USE — INCREASED LIMIT I. PHYSICAL DAMAGE — TRANSPORTATION EXPENSES — INCREASED LIMIT J. PERSONAL EFFECTS K. AIRBAGS L. NOTICE AND KNOWLEDGE OF ACCIDENT OR LOSS M. BLANKET WAIVER OF SUBROGATION N. UNINTENTIONAL ERRORS OR OMISSIONS executed by you before the "bodily injury" or "property damage" occurs and that is in effect during the policy period, to be named as an addi- tional insured is an "insured" for Liability Cover- age, but only for damages to which this insurance applies and only to the extent that person or or- ganization qualifies as an "insured" under the Who Is An Insured provision contained in Section III. C. EMPLOYEE HIRED AUTO 1. The following is added to Paragraph A.I., Who Is An Insured, of SECTION 11 — LI- ABILITY COVERAGE: An "employee" of yours is an "insured" while operating an "auto" hired or rented under a contract or agreement in that "employee's" name, with your permission, while performing duties related to the conduct of your busi- ness. CA T3 53 03 10 C 2010 The Travelers Indemnity Company. Page I of 4 Includes copyrighted material of Insurance Services Office, Inc, with its permission. COMMERCIAL AUTO 2. The following replaces Paragraph b. in B.l. Other Insurance, of SECTION 0y— BUSI- NESS AUTO USI-WES8AUTO CONDITIONS: b' For Hired Auto Physical Damage Cover- age, the fo||oxv|nQ are deemed to be cov- ered "outow"you own: (1) Any covered "auto" you |eaae, bine. rent orborrow; and (2) Any covered °outo"hired orrented by your "employee" under econtract in that individual "employee's" numm, with your permission, white podbnn- |ng duties related to the conduct of your business. However, any "auto"that ia |eaoad, hined, rented or borrowed with o driver is not a covered "auto" 0, EMPLOYEES AS INSURED The following is Who Is An insured, of SECTION x — LIABILITY COV- ERAGE* Any "employee" of yours is an "Insured" while us- ing acovered "auto"you don't own, hire orborrow inyour business oryour personal affairs. E. SUPPLEMENTARY PAYMENTS —INCREASED LIMITS 1. The following replaces Paragraph A'2 -a.(2). of SECTION ||—LIABILITY COVERAGE: (2) Up to $3.O00for cost ofbail bonds(iu- duding bonds for related traffic law viola- tions) required because of an "accident" we cover. We do not have to furnish these bonds. 2' The fu||nvving replaces Paragraph A.2.o.(4). ofSECTION U—LIABILITY COVERAGE: (4) All reasonable expenses incurred by the "insured" at our naqueot, including mduo| loss of emnn|nQu up to $500 a day be- cause oftime off from work. F. HIRED AUTO ~LIMITED WORLDWIDE COV- ERAGE —1NDE80N|TY BASIS The following replaces Subparagraph (5)in Para- graph B'7', Pm((uy Period, Coverage Territory, of SECTION [V — BUSINESS AUTO CONDI- TIONS: (5) Anywhere |nthe world, except any country nr jurisdiction while any trade sanot|on, wm- boq]o, or similar regulation imposed by the United States of America applies to and pro' hibhs the transaction of business with or within such country orjurisdiction, forUebility Coverage for any covered "auto" that you lease, hire' rent or borrow without o driver for a period of 30 days orless and that is not an "auto" you |omse, h/ra, rent or borrow from any ofyour "employees", pertnam (if you are a partnership), members (if you are e|imited liability company) or members Vftheir hmuae- ho|da. (m) With respect to any claim made or "suit" brought outside the United States of Amehno, the territories and possessions of the United States of America, Puerto Rico and Canada: (0 You must arrange to defend the "in- nuned"against, and investigate urset- tle any such claim or^oud"and keep us advised of all proceedings and ac- tions. (I|) Neither you nor any other involved "Insured" will make any settlement without our consent. (|(1)VVemay, atour d\acnadon. participate in defending the "Insured" oQeinmd, or in the settlement of, any claim or "suit". (iv)We will reimburse the "insured" for sums that the "insured" legally must pay as damages because of "bodily injury" or "property damage" to which this insurance appUee. that the "in- sured" pays with our oonsnnt, but only uptothe limit described inPara- graph K%.. Limit Of Insurance, ofSEC- TION |/— LIABILITY COVERAGE. (v) We will naimdbunu* the "insured" for the reasonable expenses incurred with our consent for your investiga- tion of such o|u|mm and your defense of the "insured" against any such "muit", but only up to and included within the limit described in Para- graph C, Limit Of Insurance, of SECTION It — LIABILITY COVER- AGE, and not in addition to such limit. OVEF-AGE.endnotinmddlUontoouchUmit. Our dub/ to make such payments ends when we have used upthe ap- plicable limit of insurance in pay- ments for damogma, settlements or defense expenses. (b) This insurance is axo*oo over any valid and Gn||octib|e other insurance available Page 2of4 (D 2010 The Travelers Indemnity Company. CA T3 53 0310 to the "insured" whether primary, excess contingent or on any other basis. (c) This insurance is not a substitute for re- quired or compulsory insurance in any country outside the United States, its ter- ritories and possessions, Puerto Rico and Canada. You agree to maintain all required or compulsory insurance in any such coun- try up to the minimum limits required by local law. Your failure to comply with compulsory insurance requirements will not invalidate the coverage afforded by this policy, but we will only be liable to the same extent we would have been liable had you complied with the compulsory in- surance requirements. (d) It is understood that we are not an admit- ted or authorized insurer outside the United States of America, its territories and possessions, Puerto Rico and Can- ada. We assume no responsibility for the furnishing of certificates of insurance, or for compliance in any way with the laws of other countries relating to insurance. G. WAIVER OF DEDUCTIBLE — GLASS The following is added to Paragraph D., Deducti- ble, of SECTION III — PHYSICAL DAMAGE COVERAGE: No deductible for a covered "auto" will apply to glass damage if the glass is repaired rather than replaced. H. HIRED AUTO PHYSICAL DAMAGE — LOSS OF USE — INCREASED LIMIT The following replaces the last sentence of Para- graph A.4.b., Loss Of Use Expenses, of SEC- TION III — PHYSICAL DAMAGE COVERAGE: However, the most we will pay for any expenses for loss of use is $65 per day, to a maximum of $750 for any one "accident". 1. PHYSICAL DAMAGE — TRANSPORTATION EXPENSES — INCREASED LIMIT The following replaces the first sentence in Para- graph AA.a., Transportation Expenses, of SECTION III — PHYSICAL DAMAGE COVER- AGE: We will pay up to $50 per day to a maximum of $1,500 for temporary transportation expense in- curred by you because of the total theft of a cov- ered "auto" of the private passenger type. COMMERCIAL AUTO J. PERSONAL EFFECTS The following is added to Paragraph AA., Cover- age Extensions, of SECTION III — PHYSICAL DAMAGE COVERAGE: Personal Effects We will pay up to $400 for "loss" to wearing ap- parel and other personal effects which are: (1) Owned by an "Insured"; and (2) In or on your covered "auto". This coverage applies only in the event of a total theft of your covered "auto". No deductibles apply to this Personal Effects coverage. K. AIRBAGS The following is added to Paragraph B.3., Exclu- sions, of SECTION III — PHYSICAL DAMAGE COVERAGE: Exclusion 3.a. does not apply to "loss" to one or more airbags in a covered "auto" you own that in- flate due to a cause other than a cause of "loss" set forth in Paragraphs A.I.b. and A.I.c., but only: a. If that "auto" is a covered "auto" for Compre- hensive Coverage under this policy; b. The airbags are not covered under any war- ranty; and c. The airbags were not intentionally inflated. We will pay up to a maximum of $1,000 for any one "loss". L. NOTICE AND KNOWLEDGE OF ACCIDENT OR LOSS The following is added to Paragraph A.2.a., of SECTION IV — BUSINESS AUTO CONDITIONS: Your duty to give us or our authorized representa- tive prompt notice of the "accident" or "loss" ap- plies only when the "accident" or "loss" is known to: (a) You (if you are an individual); (b) A partner (if you are a partnership), (c) A member (if you are a limited liability com- pany); (d) An executive officer, director or insurance manager (if you are a corporation or other or- ganization), or (e) Any "employee" authorized by you to give no- tice of the "accident" or "loss". CA T3 53 03 10 Q 2010 The Travelers Indemnity Company. Page 3 of 4 Includes copyrighted material of Insurance Services Office, Inc. With, its permission. COMMERCIAL AUTO M. BLANKET WAIVER OF SUBROGATION The following replaces Paragraph A.S., Transfer Of Rights Of Recovery Against Others To Us, of SECTION IV — BUSINESS AUTO CONDI- TIONS: S. Transfer Of Rights Of Recovery Against Others To Us We waive any right of recovery we may have against any person or organization to the ex- tent required of you by a written contract signed and executed prior to any "accident" or "loss", provided that the "accident" or "loss" arises out of operations contemplated by such contract. The waiver applies only to the person or organization designated in such contract. N. UNINTENTIONAL ERRORS OR OMISSIONS The following is added to Paragraph B.2., Con- cealment, Misrepresentation, Or Fraud, of SECTION IV — BUSINESS AUTO CONDITIONS: The unintentional omission of, or unintentional error in, any information given by you shall not prejudice your rights under this insurance. How- ever this provision does not affect our right to col- lect additional premium or exercise our right of cancellation or non -renewal. Page 4 of 4 0 2010 The Travelers Indemnity Company. CA T3 53 03 10 Includes copyrighted material of Insurance Services Offoe, Inc, with its permission. PROFESSIONAL SERVICES AGREEMENT/CONTRACT COMPLETION CHECKLIST AND ROUTING SLIP Below is the process for getting your professional services agreements/contracts finalized and Z7) executed. Please attach this "Completion Checklist and Routing Slip" to the front of your contract as you circulate it for review and signatures. Please use this form for all professional services agreements/contracts (not just those requirinc, City Council approval). This process should occur in the order presented below. Step Responsible Description Completion Department Date —or I City Attorney Review, revise, and comment on draft agreement. 2 Contracting Department Forward final agreement to contractor for their signature. Obtain at least two signed originals from contractor. 3 Contracting Department ZD Agendize contractor -signed agreement for Council approval, if Council approval necessary (as defined by City Attorney/City Ordinance*-). 4 City Attorney Review and approve form of agreement; bonds, and insurance certificates and endorsements. 5 City Manager Mayor I or Agreement executed by Council authorized C, De artment Head official. 6 City Clerk City Clerk attests signatures, retains original tig, agreement and forwards copies to the contracting, department. To be completed by Contracting Department: Project Manager: Project Name 01 Agendized for City Council Meeting of (if necessary): If you have questions on this process, please contact the City Attorney's Office at 485-3 )080. * Council approval is required if contract is over 520,000 on a cumulative basis. WI LLDAN your Financial Services reser ® Cover Letter April 10, 2012 Mr. Nader Mansourian Public Works Director City of San Rafael 111 Morphew Street San Rafael, California 94901 Re: Technical Proposal to Provide Assessment Engineering Services to the City of San Rafael Dear Mr. Mansourian: In response to the City of San Rafael's ("City") Request for Proposals (RFP) dated March 20, 2012, Willdan Financial Services ("Willdan") is pleased to submit the following proposal. Since our inception in 1988, Willdan has been a leading industry provider of services outlined in the RFP's scope of services and is uniquely qualified to perform this engagement for the following reasons: Local Presence and Familiarity — for over two decades, Willdan has been providing financial and economic consulting services to cities, counties, and special districts throughout California. During this time, Willdan has provided special district consulting and administration services to public agencies throughout Marin County, including the cities of San Rafael and Belvedere; plus the Town of Corte Madera. In fact, since 1996, Willdan has been providing a variety of services to the City of San Rafael, including formation, and subsequent administration, of the Point San Pedro Landscaping District in 2010; the ongoing annual administration of the City's Del Ganado Maintenance Assessment District No. 97-2 beginning in 1997; plus Arbitrage Rebate and Municipal Disclosure services. As a result, our staff has a firm understanding of the local dynamics of your community. We are also very proud to call the cities of San Leandro, American Canyon, and Millbrae; as well as the counties of Marin, Alameda, and San Francisco our clients. Through this experience, our staff has gained unmatched firsthand knowledge of County that enhances our understanding of local issues and challenges. What is more, we have acquired a thorough understanding of the City's objectives and priorities regarding their special districts. The knowledge garnered in our association with the County, and in providing comparable services to neighboring agencies, allows us to assist the City by serving as an informational liaison on how other municipalities are coping with such common local concerns as the increasing occurrence of foreclosures and tax delinquencies, and changes in patterns of development. Willdan has a fully -staffed office located in Sacramento, which will be available for document reviews, meetings, and other appropriate tasks during this engagement. This local presence and knowledge provides us unique insight into the County, enhances our understanding of the local dynamics within your community, which allows us to bring an unmatched level of effectiveness and responsiveness to this engagement. Ability to Maintain Files and Records I Interactive Data — Willdan maintains a large volume of Marin County parcel data, including a comprehensive parcel change database. In fact, to identify changed parcels in creating the final parcel database, Willdan annually purchases and uploads the County Assessor's secured property roll and parcel change database into our database management program called "MuniMagicrm." MuniMagic is the powerhouse that maintains parcel data; calculates taxes, assessments, fees, and charges; manages delinquency information; and maintains bond -related information. This system allows Willdan to house, manipulate, and process the data (e.g., secured property tax roll, parcel change database, etc) used for accurate charge administration and historical recordkeeping in a way that enables us to deliver much more cost effective, efficient, and high- quality service. It also allows us to make your data available via direct Internet access to your staff 24 hours a day, 7 days a week. Ena:ne rin 1 Geote t't. al I EnVi,ror reg to ? Susta!'ab liiv I R. a icas I Homeland Security 916.924.13871 fax: 916.924.3644 1 2150 River Plaza Drive, Suite 300, Sacramento, CA 95833 1 www.willdan.com Mr. Nader Mansourian City of San Rafael April 10, 2012 Page 2 Dedicated Property Owner Service Representatives — Willdan's structure and process for responding to property owner questions will directly contribute to the success of the City in addressing this component of their Strategic Plan. Through a toll-free telephone number, Willdan provides dedicated property owner service representatives, who respond to phone inquiries and act as primary contacts in answering questions related to assessments and special taxes on property owner tax bills. Our representatives field property owner and other interested parties' questions in fluent English and Spanish. In addition, our phone system is specifically set up to automatically route calls to an available person so that property owners will reach a live representative, and not voicemail. This ensures that City staff is not directly impacted by these calls, but instead can be confident that property owners are dealt with expediently and professionally. Finally, our representatives utilize MuniMagic's reporting capabilities to maintain a call log report from information keyed into MuniMagic's interface; in so doing, frequent occurrence of similar types of questions can be noted and brought to the City's attention (if necessary) to highlight potential issues before they become critical. Our level of resources and processes for responding to property owners cannot be matched by other competing firms. "enured Core Tea — Willdan's success and reputation stems from recruiting highly productive and self -motivating consultants; and ensuring long-term stability through employee retention. We understand that consistency of staff designated as "key" to a project is vital. Our approach to all projects involves bringing together a committed core team to be responsive to our clients' needs. For that reason, we have assembled a tenured team that will provide a depth of experience and stability. Our team will consist of Co -project Managers Jim McGuire and Marc Grijalva; plus Analysts Margarita Cornejo and Jennifer Barsanti will provide Engineer's Report preparation and district administration support. We have also enlisted the assistance of Quality Assurance Manager Robert Quaid, CPA, who will provide project management, procedural support, and quality review for the annual administration. Lastly, with over 41 years of extensive experience in developing solutions for the problems and challenges experienced by engineering departments, Assessment Engineer Richard Kopecky, P.E., will serve as project engineer, whereby he will provide assessment methodology counsel, review project costs, and act as an all-around expert resource for the preparation/review of the Engineer's Report. Having served in the past as city engineer, building official, and/or public works director on numerous projects, he has managed full services, including Landscaping and Lighting Districts; city engineering, development, and infrastructure reviews; and special district formations. Eighty percent (80%) of our available senior staff have a minimum of 5 years' experience; over half of the district administration group possesses a minimum of 8 years. Collectively, these staff members possess detailed knowledge of Marin County's annual levy process. Their extensive experience allows quick responses to staff questions and requests; and provides high quality work product, with minimal impact on valuable City staff time. In addition, our core team will have 25 other staff members — who are dedicated to the annual administration of fee, assessment, and tax programs — at their disposal. This will ensure that adequate resources will always be available for your project. I am confident that the attached proposal clearly demonstrates that Willdan and our assigned staff have the exact core competencies, depth of resources, experience, and capabilities required to conduct this engagement, with the highest level of professionalism. If you wish to discuss any aspect of this proposal, please contact Senior Project Manager Jim McGuire (800) 755-6864. He may also be reached via email at imcauireawilldan.com. We thank you for this opportunity to present our proposal and hope to hear from you soon. Based on the attached scope of work and fee schedule, I have the authority to bind and negotiate contracts on behalf of our firm. Sincerely, Willdan Financial Services Mark J. Risco President and Chief Executive Officer CiP►Il3L�3 D Table of Contents 1. Cover Letter............................................................................................................ 1 2. Project Understanding............................................................................................. 3 Key Issues to be Addressed................................................................................................................ 3 3. Scope of Services................................................................................................... 7 ProjectApproach .... .......... ........... ................... .... --....... ..................................... ....... ....... ......... --..... 7 Landscaping Assessment District Administration............................................................................... 8 Bonded District Administration and Municipal Disclosure....................................................--- ...... 13 OptionalServices.............................................................................................................................. 15 ClientResponsibilities....................................................................................................................... 15 4. Statement of Qualifications................................................................................... 16 a. Proposer's Experience and History ............................................................................................16 b. References......................................................................--........................................................20 c. Organizational Chart...................................................................................................................22 d. Willdan Staff Experience to Perform Work................................................................................. 22 5. Proposed Not -to -Exceed Yearly Cost................................................................... 31 Appendices and/or Exhibits........................................................................................... 32 Additional Background Information . ........... .......... ........................................ ........ -- ..... ................ .... 32 ContractExceptions.......................................................................................................................... 38 V Y I LLDAN' .Table of Contents Financial Services Technical Pro;osal to P.o 9de E ai�e��sServices a . the 'lily of San Rafael � . Project Understanding In 2011, the City of San Rafael initiated the necessary proceedings to form the Point San Pedro Landscaping District. The revenue stream to be generated by the proposed district was slated to fund a median landscape construction project within the district boundaries, and provide ongoing maintenance. In 2010, the City of San Rafael ("City") hired Willdan Financial Services ("Willdan") to manage the formation proceedings, whereby generated assessments would fund ongoing maintenance of the landscaping median; and construction of new median improvements through the issuance of bonds. Now that the Point San Pedro Landscaping District has been successfully formed, the City once again seeks a professional consultant capable of performing such administrative services as: Preparation of the yearly Engineer's Report containing the information (e.g., fiscal year 2011/12 budget outlining costs and expenses to construct and provide the operation and maintenance of improvements, plus proposed budget for fiscal year 2012/13) required by Sections 22565 through 22574 of the Landscaping and Lighting Act of 1972 for fiscal year 2011/12. Compilation of a list of landowners' names and addresses within the Assessment District (e.g., database storage and management needed to correctly calculate levy amounts for County assessment roll submission) according to County Assessor records and title reports. Meeting attendance with the City's legislative body, staff, and property owners (upon request). Telephone consultations City staff, property owners, and all interested parties to answer engineering questions about assessment proceedings. Adherence to proposed timelines, one-on-one communication with City staff, and availability of experience staff to resolve requested issues. Quality Review Assurance. To successfully complete this assignment, we believe that the combined strengths and experience of our team (including Mr. Jim McGuire, who originally formed this district) will provide the City with the best support to address the following key issues: Key Issues to be Addressed Issue #1: Preparing the annual Engineer's Report WWILLDAN IProject Understanding 3 Financial Services Technical Proposal to Provide Engineering Sen<iues for the City of San Rafael Issue #2: Compiling a list of landowners within the district. Issue #3: Attending meetings with the City's legislative body, staff, and property owners. WILLDANProject Understanding Technical Proposal to Provide Engineering Services lor The City of San Reuel 4 Financial Services Issue #4: Providing telephone consultations with City staff, property owners, and all interested parties to answer engineering questions about the assessment proceedings. Project Understanding WILLDAN *� din anciai Services n oposal Co ='rovi `e E � n� i�� � a �iC�� � C ? a� _�; { San r afael `J Issue #6: Adherence to timeline, onm-on-onecommunication with City staff, and mnm|hxbUity of experience staff to resolve requested issues. Issue #6: Quality Review Assurance. In focusing on the abovementioned issues, we remain proactive inour efforts to ensure that everyone is kept on track. Through proactive communication, organization, strict adherence to timeline due dates, and by carefully listening to your needo, we both meet and exceed expectations to provide engineering services to your City. The goal of our project management is to achieve the client's objectives on schedule and within budget. ���hJ Pra�x Understanding?��� �vm����mn } Financial Services r�ox�|pm��mPmv�E����ng�m�am,o�Cuv���nn�e O 3. Scope f ices Project Approach Willdan understands that the City of San Rafael ("City") is seeking a firm with experience in administering the Point San Pedro Landscaping District to ensure the continued operation, maintenance, service, and administration of its landscaping median improvements and associated appurtenance located within this district's boundary. We also understand that outsourcing this service is an important consideration for the City and, as such, our approach will comprise three (3) essential factors to achieve City objectives: The first of these factors is superior service. Willdan's mission is to provide personalized services to our clients as rapidly and as economically as possible. We are a service-oriented firm that delivers a quality product to public agencies and, ultimately, to the public. Our goal is to continually improve our ability to deliver superior service to agencies across the nation in an efficient, responsive, cost-effective, and timely manner. A goal that leads us to continuously search for new technological solutions (having invested over $1.5 million over the past few years) to assist our staff in achieving our goals for the benefit of our clients. What is more, Willdan staff is specifically trained to understand the importance of effective communication. Our one-on-one communication style resolves issues quickly; identifies specialized needs and requirements; and promotes open communication channels to institute timelines, project due dates, and other project specifics. We strive to function as an extension of your staff, and to utilize our extensive experience to help anticipate potential problems and pitfalls, and implement procedures and policies both internally and with client staff to ensure accuracy, timeliness, and custom-tailored services. Secondly, as a Northern California regional project manager, Willdan team member, Marc Grijalva, directs the administration levy process for those public agencies located within the Marin County jurisdiction. As a result, he has garnered fundamental knowledge of County/regional routine and practices. Because of this key association, Mr. Grijalva has developed a strong knowledge and experience base and has cultivated great relationships with County staff members — invaluable assets to be applied in serving as district administrator for the City's project. Moreover, as one of Willdan's lead technical advisors for Landscaping and Lighting Districts, Proposition 218 re-engineering evaluations, and long-term strategic planning for maintenance districts, Jim McGuire will utilize his past association with the City of San Rafael during the formation of the Point San Pedro Landscaping District to serve as co -project manager. The final factor for the City's consideration is directly related to oversight influences resulting from transitional changes to a new, unfamiliar administrator — a problem that can be easily avoided by utilizing the extensive experience that Willdan's personnel acquired, while assisting the City of San Rafael with their special financial/economic needs over the past 16 years. As a result of our past history, we have come to understand and appreciate the specific nuances pertinent to the City's Lighting District; and, because of staff's familiarity and past service to the City, we can ensure that renewal of annual assessments will go smoothly with minimal impact on valuable City staff time. We are the only firm that can truly serve as an extension of City staff. Whereas, ongoing transitional changes with City district assignments would lead to a fair degree of operational disruption, our years of having worked closely with City staff will be advantageous in two (2) ways: 1. Help to preserve the district's historical data, and 2. Serve as a knowledgeable resource in the district's long and ever-changing history. In closing, we wish to emphasize that we view this project as a collaborative effort between the City and Willdan team. Our broad range of professional expertise and familiarity with special districts throughout the state makes our firm uniquely equipped to provide the City with the day-to-day administration of its districts. WI LLDAN IScope of Services Financial Services echnical t r�?oosai to Provide `Encgineer=na cr; ices for the City of Sar, Rafael 7 The following "keys to success" encapsulate our approach regarding Landscaping Assessment District administration: Adherence to proposed timelines, and one-on-one communication with City staff; Annual Kick-off Meeting to identify changes to the Engineer's Report, district improvements, development status or annexations, and other project specifics; Database storage and management needed to correctly calculate levy amounts for County assessment roll submission; Preparation of the annual budget for the districts, and provide City staff with comments and recommendations; Preparation of Engineer's Reports and diagrams; Quality control for work product encompasses a vigilant review system, which requires peer, project manager, and quality assurance manager approval (for details, see "Quality Assurance" description on page 35); and The availability of experienced staff to resolve issues requested from City staff, and to handle property owner and interested party inquiries through our toll-free customer inquiry line. Willdan strives to complement and serve as an extension of in-house agency staff in providing specialized expertise and services related to the administration of special districts. As a basis for this project, we will utilize our extensive experience gained in administering over 641 Landscaping and Lighting Districts; thus helping to ensure that the City has access to current trends and activity in many communities. This section presents a description of the work plan by phased "task" that Willdan will employ to meet the City's work requirements. Each phase of this work plan meets all of the legal requirements associated with administering the Point San Pedro Landscaping District median, as mentioned in the RFP. Landscaping Assessment District Administration Objective: To ensure that the annual levy process addresses the City's goals and objectives for the upcoming fiscal year. Early in the levy process, we will identify any potential budget or benefit issues, district changes, legislative issues, or concerns and questions presented by City staff. Description: Schedule a single, in-person annual Kick-off Meeting (although, for the first year, this meeting will occur at the project's summer start; the Kick-off Meeting will, typically, occur in January or February for all subsequent years). Review with City staff potential modifications to the district, including annexations, new improvements, changes to existing improvements/services and commercial properties, and upcoming budget issues and legislative changes that may impact the annual levy process. Identify additional materials, documentation, or information needed to complete the annual levy process. Review proposed timeline options and key dates. Meeting: Attend in person, one (1) annual Kick-off Meeting. Deliverables: Prior to this meeting, Willdan will prepare preliminary timeline options and key points for discussion with City staff. Objectives: To prepare and finalize the levy plan for the upcoming fiscal year that is based upon the preliminary timeline options and issues discussed at the Kick-off Meeting. Description: Willdan will summarize the annual Kick-off Meeting identifying key points, goals and the tasks ("to-do" lists) to be completed by both the City and Willdan for the upcoming levy process. Based on this summary, Willdan will prepare a finalized timeline for the City's review and approval. Scope of Services Technical C'F,`JpC3s<l to i•-'`CJYide ter;<J#(teeitrig Sc!`r, ^es f�.^,? the City of `ai"1 €abael Financial Services The timeline will identify key dates and timeframes for pertinent tasks and deliverables throughout the year and will, if necessary, reflect the need for potential ballot proceedings. Meetings: None. Deliverables: A summary of the meeting and the finalized timeline will be sent to City staff within two (2) weeks of the Kick-off Meeting for their approval and signature. Objective: To review the district budgets provided by the City, while recognizing that the district budgets are an integral part of the Engineer's Report, as well as the City's overall budgeting process. In addition, Willdan will coordinate with City staff to assist with accurate cost -recovery accounting to achieve maximum cost -to -benefit equity and to determine special, versus general benefit. Description: Review the district budgets and cost allocation material provided by the City to assist with accurate accounting cost recovery to be incorporated into the Engineer's Report. Willdan will assist City staff in the budget process by reviewing the maintenance contract costs, utility expenses, administrative expenses, material costs, capital costs, and other incidental expenses and fund balances allocated to each zone by the City. The focus of our review is to ensure that the costs allocated within each district and are consistent with the improvements and services provided in that district and that the City has reasonably estimated the actual costs of providing those services and improvements. The review also involves a comparison of the current budget to the prior year's budget. Inconsistencies and major variances will be discussed with the City. Moreover, based on the previously approved assessment rates and assessment methodology, Willdan will use updated parcel data for the district to provide estimates of the assessment revenue for the upcoming fiscal year. These revenue estimates will be incorporated into the fiscal year budgets and analyzed to identify possible changes in the level of assessment or necessary funding from other sources required to balance the budgets. Recommendations or alternative budgeting practices will be identified, as needed, to more clearly refine expenses and fund balances for inclusion in the Engineer's Report. Meetings: Willdan realizes that the district budget is closely tied to the City's budget and that both budgets are often prepared simultaneously. Therefore, Willdan will make every effort to expedite this process by identifying and discussing our findings and/or recommendations with City staff via conference call and e-mail. Deliverables: Budget findings and recommendations. Objective: To update the current Assessor Parcel Numbers (APNs) database, thereby ensuring that the budgeted costs are accurately apportioned to benefiting properties. Description: Willdan will maintain and update a parcel levy database for the district by using parcel information from various sources. Willdan will regularly update the district levy database as new data becomes available and will enhance the data through parcel research by using updated secured roll information, County Assessor maps, and various third -party resources, such as CD Data and specific information provided by the City (e.g., up-to- date map approval status, development information and building permits). Updates to the data will include those necessitated by land subdivisions and merges, and changes in development that would adjust benefit unit information. Scope of Services WILLDAN Financial Services ecmica€ Proposal to r vide � nglneenr Services ter the City ej Sa��f2e This database will become the source for the calculation of the annual assessments for the district Based upon their assigned special benefit, our MuniMagic software will be used to calculate the annual assessments for the parcels in the district. As needed, this parcel database will be updated to complete the Engineer's Report and to finalize the annual levy. It should be noted that the cost of obtaining the Marin County final secured roll information and data that Willdan regularly obtains from other sources is included in our annual fee; however, should the City request additional County information or updates of County data, the costs associated with this additional information will be passed onto the City. Meetings: None. Deliverable: Hardcopy or electronic file of the annual assessment data will be incorporated into the annual Engineer's Report. Objectives: To prepare resolutions, staff reports, and public notices necessary for the annual levy of assessments that meet the requirements of current legislation and City procedures. Description: As part of the annual levy process, prepare the resolutions and staff reports to be adopted by the City Council. The documents will be prepared in the format previously used by the City. At least ten (10) days prior to the City Clerk's agenda deadline, draft copies of each document will be delivered to the City of San Rafael for review and comment. It is assumed that the City Attorney will review the resolutions for form and content. The City's revisions to the documents should be in writing and received at least five (5) days prior to the agenda deadline. Meetings: None. Deliverables: Staff report and the following resolutions: 1. Initiating Proceedings, 2. Preliminarily Approving the Engineer's Report, 3. Intention, 4. Approving 1 Modifying the Engineer's Report, and 5. Approving and Ordering the Annual Levy of Assessments. Objectives: To meet (as needed) with City staff or attend City Council meetings, thereby achieving Willdan's philosophy of personalized services. Description: Our annual administration scope includes attendance at meetings with City staff. These meetings include the Kick-off Meeting and public hearing. However, at the City's request, Willdan will attend additional meetings. Meetings: Willdan will attend the Kick-off Meeting and public hearing. Deliverable: None. Scope of Services W1 LLDAN Financial Services Technical Proposal to Pro�t,de EngineeringServices for the City of San Rafael 10 Objective: To prepare a certified annual Engineer's Report for each district in a format that complies with the provisions of the Landscaping and Lighting Act of 1972, the Benefit Assessment Act of 1982 and the California Constitution Article XIIID (Proposition 218). This annual Engineer's Report will also include available information and documentation that City staff deems material and significant for presentation to the City Council; likewise, consistent with the provisions of the laws governing such reports. Description: The Engineer's Report will include the following items: ® An introduction, providing an overview of the districts and relevant changes to the districts. This may include key historical facts pertaining to the district zones and improvements. A general description of the plans and specification for the improvements within each district with reference to the improvement details on file and/or attached as an exhibit. A summary of the estimate of the costs of the improvements for the fiscal year by district (budget). This information will be provided in table format, identifying pertinent expenses and revenues used to determine the annual assessments for each district, including the identification of direct maintenance costs, incidental expenses, fund balances, and available revenues consisting of contributions from outside sources as established by City staff. Identification of relevant district costs or obligations approved by the property owners, including any bonds or notes, as well as specific long-term maintenance programs or capital improvement plans to be funded through annual assessments. * A description of the boundaries and/or a reproduction of relevant zone boundaries diagrams prepared by Willdan by GIS maps (depends upon if information/data is available to be incorporated into the report). A description of the Method of Apportionment (assessment calculation), including identification and discussion of benefit findings previously determined and approved by the City. An assessment of the estimated cost to each parcel (proposed assessments) presented as an appendix to the report or as separate exhibits listing each parcel, zone, and proposed assessment for the fiscal year. An affidavit stating that a professional engineer has prepared the report. In addition to the legislative requirements, Willdan will (at the request of the City) coordinate with City staff to gather necessary information and documentation to include the following items in the Engineer's Report: Estimated acreage of developed and undeveloped property within each zone. ® Details of future development plans of undeveloped property (as available). A listing of designated tracts and developments within the district, identifying the number of APNs associated with each. Willdan will work with City staff to obtain tract data. Provide recommendations on the best actions to take in maintaining a high level of landscaping that is based on the maintenance contract(s) and City policies. Meetings: None. Deliverable: Draft Engineer's Report in early April for review by City staff. Scope of Sei WILLDAN Financial Servicesayh ti €rc zf Provide vE Engineering t=.c for t City Rafael Objective: To provide the City with copies of the staff -approved Engineer's Report. Description: After incorporating City staff comments on the draft report, Willdan will provide City with a final version of the Engineer's Report to be presented to the City Council. The whole report (including signatures, seals, text, data, and diagrams) will be placed in a single PDF file. The text will be prepared in Microsoft Word, and the budget and APN data will be prepared in Microsoft Excel or Access. Meetings: None. Deliverables: Three (3) bound copies of the report will be delivered to City staff, including the collection roll (one [1] for the City Clerk and two [2] for City staff). In addition, one (1) unbound copy of the report will be provided for City reproduction. If necessary, Willdan will prepare a revised Engineer's Report incorporating City Council's modifications adopted at either the Intent Meeting or the public hearing. Objectives: To file the electronic collection file, the Resolution to Levy Assessments, and other required documentation with the Marin County Auditor/Controller's Office. Description: Upon completion of the district public hearing(s) and adoption of the Resolution to Levy, Willdan will transfer the levy data approved by the City Council to an electronic file compatible with the Marin County computer system on or before the County due date (currently, August 1). To reconcile possible parcel changes before submittal, this data will be reviewed and updated with the most recently available County secured roll data. Willdan will also coordinate with City staff to ensure that documentation required for the assessments is provided to the Auditor/Controller. Meetings: None. Deliverable: Electronic file to County Auditor/Controller's Office. Objectives: To research the exceptions and resubmit corrections upon receiving a parcel exceptions list from the Auditor/Controller. Description: For various reasons, the Auditor / Controller will not apply certain assessments to the tax rolls. Therefore, when applicable, Willdan will research these exceptions and identify parcel number changes. Revised parcels and updated assessments will be resubmitted for those parcels the Auditor/Controller has identified as taxable. Meetings: None. Deliverable: Resubmitted electronic file to County Auditor/Controller's Office. Objective: To provide the City with a final accounting of the levy. Description: Due to parcel changes or changes in parcel tax status, it is not uncommon for the applied levy to be slightly different than the levy presented in the Engineer's Report. Therefore, Willdan will prepare a summary report that identifies and explains these assessment variances. Meetings: None. Deliverable: Levy summary report provided after confirmation from the County. WI �L��a�pef Services12 Financial Services �AK Technical Proposal to Prc gide Engineering SenAces for the Cif, of San Rafael -3tttiit�{x to ;II Objective: To act as primary contact to answer property owner questions (at the City's discretion). Description: Willdan can direct the County to include our toll-free telephone number on the tax bills for property owners to call with questions regarding their assessments. Our property owner services representatives will use our proprietary computer system (MuniMagicTM) to readily -access information, such as the owner's name, the Assessor's Parcel Number, and assessment information. As phone calls are received, a log will be maintained recording the number of calls received, the nature of the caller's question, and the inquiry's resolution. For informational purposes, reports of this activity that will be tracked through MuniMagic will be provided to the City. Meetings: None. Deliverable: Call activity reports, upon request. Objective: To prepare a comprehensive annual levy report. Description: A comprehensive annual levy report will be prepared by Wilidan identifying all district administrative costs and fees that are recoverable through annual levy installments. Willdan will also review fund balances to identify any used surplus amounts, as specified, in the bond documents. Meetings: None. Deliverable: Annual levy report Meetings: None. Deliverable: None. Objective: To research and resubmit County -rejected installment amounts. Description: Willdan will research and, if possible, resubmit installment amounts that are rejected by the County Auditor/Controller's Office. Any assessment installment that cannot be collected on the County property tax roll will, on behalf of the City, be invoiced directly to the property owner of record. Meetings: None. Deliverable: Resubmission of rejected installment amounts. �} 5� of Services A(Financial WI LLSPrvI es N Tech C1i Proposal to Provide Engineering Services for the City vs San Rafael 13 Objective: To act as primary contact (at the discretion of the City) to answer property owner Description/ V0|ldan can direct the County to include our toll-free telephone number onthe tax bills for City staff, property owners, and other interested parties to call with questions regarding assessments. Our property owner services representatives use our proprietary computer system, &1uniK8ogio, to readily -access infurmotinn, such as the owner's name. the Assessor's Parcel Number, and assessment information. As phone mdha are necaived, a log will be maintained to record the number of coUe reoeived, the nature of the caller's question, and the resolution of the inquiry. Reports of this activity will then be provided to the City for informational purposes. This activity is tracked through K8uniN1ogio. Deliverable: Call log report, upon request. To perform required bond call spreads. Description/ VWUdon will perform all required bond call opreoda, and coordinate the early redemption ofoutstanding bonds. Meetings: None Deliverable: None. Description: Pertinent debt issue documents will be reviewed by Willdan; and third -party data, as well as other required Annual Financial Information Statement infonnsdion, will be collected. Theneafter, a draft of the Annual Financial Information Statement will be created for review bythe City. Disclosure reports will then be finalized and disseminated (via the central post office) to all major hesand toany other party directed bythe City. For the City's convenience, the Disclosure reports will be posted on VW||den'u VVeboda at . Upon request (or ifdeemed neceaoary), we will also prepare for City's review the Notices of Significant Events covering events enumerated in Rule 15o2 -12(b). Meetings/ None Deliverable: Draft ofthe Annual Financial Information Statement. Scope of Services ��ULLDAN ���/��m���m����������n�� 14 ���� Financial Services � Optional Services Assessment Apportionments Willdan will provide the following services: 1. Provide Apportionment application forms with simple step-by-step instructions for both the City's counter person and the property owner. 2. Calculate the amended assessments according to the Original Method of Spread. 3. Send required notification via certified mail. 4. Prepare an Amended Assessment Diagram and Notice of Amended Assessment. 5. Record, on the City's behalf, both the Notice of Amended Assessment and the Amended Assessment Diagram at the County Recorder's Office. We will deliver to the City a conformed copy of the diagram and notice, together with a comprehensive Apportionment report. Client Responsibilities The City of San Rafael will assist Willdan in obtaining the following information: 0 Annual budget information, including estimated fund balances. A summary of the maintenance contract(s) and utility expenses for each zone. Changes, modifications, or updates to the improvements described in the previous year's Engineer's Report. Certified copies of the resolution(s) or other documentation required by the County for submittal of the annual levy. Updates of provided and maintained improvements in each specific zone (if different than those identified in the previous year's Engineer's Report). Electronic copy of current boundary diagram. If needed, the City will assist Willdan in obtaining pertinent development information. Therefore, the City will also prepare or provide the following: ----- A written request to commence work on any formation, annexation, or special project. --- A schedule of agenda items. --- Publication of the public hearing notices (as required by law) in the local newspaper, as well as the posting of these notices. -- Budgets, tract maps, improvement plans, Assessor parcel maps or other maps, spreadsheets, and assessment calculations necessary for inclusion in the Engineer's Reports. The review of draft Engineer's Report and resolutions by City staff and City Attorney before final documents are prepared. Requested changes shall be submitted to Willdan in writing at least two (2) weeks prior to the City's due date for finalization of the report. Historical information related to its formation and the associated bonds for the initial setup of the district. This information may include, but is not limited to, diagrams and recorded notices for the district; Engineer's Reports; assessment rolls; copies of resolutions approved during the formation process for the district; copies of pertinent bond documents; databases of parcels in the district, including historical levy information and historical information relative to the bonds and payoffs in the district. a Annual information related to fund balances for the district. Cost -recovery data for inclusion in the annual budget. Current development plan/tentative maps and annual changes, modifications, or updates (if necessary). Confirmed assessment roll and other district information (as required) for new districts, as they become available. The City of San Rafael acknowledges that Willdan shall be relying upon the accuracy and validity of the information provided by the City, and agrees that Willdan shall not be liable for any inaccuracies contained therein. Scope of Services WILLDANTechnical Proposal toProvide Engineering Services for the City of Sin Rafael15 Financial Services Statement of Qualifications Proposer's Experiencei t Willdan Financial Services ("Willdan") is one of four (4) operating divisions within the parent company known as Willdan Group, Inc. ("WGI"). Serving more than 800 nationwide public agencies and private sector clients, WGI provides engineering, management, and financial consultant services that ensure the quality, value, and security of our nation's infrastructure, systems, facilities, and environment. The firm has been a consistent industry leader in providing every aspect of municipal and infrastructure engineering, public works contracting, public financing, planning, building and safety, construction management, and homeland security solutions, plus energy efficiency and sustainability services (see left column for WGI's complete range of services). Founded in 1964 and headquartered in Anaheim, California, Willdan was originally established as a civil engineering firm specializing in providing solutions for public agency clients. Since that time, we have evolved into a professional consulting firm offering a broad array of services that allow us to provide a comprehensive and integrated approach to our clients' planning, engineering, financial, economic, public facility, energy, and public safety needs. Regardless of the size of the project, WGI's operating divisions — Willdan Engineering, Willdan Financial Services, Willdan Homeland Solutions, and Willdan Energy Solutions — are structured to provide our clients with all the resources they require. Of these divisions, the following will be directly involved in this assignment: Willdan Financial Services provides specialized revenue generation, enhancement, and administration services to public agencies. Our clients include cities, counties, state agencies, port authorities, housing agencies, special districts, and school districts in 39 states. Inclusively, our staff supports our clients by conducting year-round workshops and onsite training to assist them in keeping current with the latest developments in our areas of expertise. Capacity and Resources The City of San Rafael can rest assured that the Willdan team has adequate capacity to complete this engagement, as requested and on time. We are confident the City's assessment engineering project can be completed with the individuals identified in this proposal. If, owing to unforeseen circumstances, additional team members are required, WGI, as a whole, is composed of over 500 employees, including Willdan Financial Services' cadre of financial experts of over 50 professionals, who are available at a moment's notice. The project managers can allocate additional qualified individuals from our employee roster to assist with the completion of the City's project to deliver final materials on time and within budget. Therefore, if it is necessary to assign additional resources to the team, the required adjustments will be made with the City of San Rafael's written prior consent. As such, Willdan serves as an extension of agency staff in providing such services as: Administration of special taxes, assessments, standby charges, and utility rates; Municipal Disclosure report preparation and dissemination; formation services for capital project Assessment/Local Improvement , Community Facilities Districts, Landscaping and Lighting Districts, and WILLDANStatement of u alifications 16 *(Financial fViCeS Technical Proposal to ,ovide F gineenna ` a,uices f r the City of San. Rafae! Development of comprehensive cost allocation plans to ensure that internal service departments can accurately recover costs from operating departments and enterprise funds; Cost -of -service studies (user fees) to determine the full cost of providing voluntarily requested services and programs to the community, including market rate studies of park and recreational programs; Financial studies to identify funding sources or determine optimal utility rates, standby charges, and cost of services; and Economic studies, such as fiscal analysis of new development, LAFCO studies, and development impact fees. Willdan's success is based on a corporate philosophy of personal service. We provide support throughout the year — and for years after. Should any questions or issues arise, clients can be assured that we can be reached. Engineer's Reports Since the enactment of Proposition 218 in November 1996, Willdan has prepared Engineer's Reports for over 700 separate Assessment Districts for local governments located in the state of California. Our clients have discovered the benefits to the entire process of engaging a firm that brings a financial management and planning perspective to the creation of these districts. Our ability to consider the needs of all stakeholders provides our clients with satisfied constituents and policymakers alike. Levy Experience Through the Last Five () Years As requested by the City's RFP, the following presents Willdan's California experience with levy administration over the last five (5) years: For fiscal year 2011/2012, our administration staff had levied $681 million on over 9.60 million parcels for 1,572 districts; and served 212 district administration clients in 41 counties for a variety of projects for the state of California. Contracts by Agency Type 2011/12 Districts Administered by Agency Type 20311/12 Districts Administered by District Type F G it I K A Cities =127 WI LLDAi V A Cities = 1,165 A LL = 641 H S =11 B Water Districts =15 8 Water Districts = 59 B CFD = 341 1 Specia,4Tax =17 C _ ..s=77 0 CSD=38 J Stemby=44 D Sdrd DkMICtS=25 0 School Districts=S3 D Fire Ass nt=18 K Vector =3 E RafiM = 2 E Refuse = 2 E LID = 3313 L W = 30 F Recration & Parks = 4 F Recreation & Poft = 59 F FB ID = 7 M Misedbmous = 76 G CoUfttifa = 7 to COUITtiOS = 75 G Refuse =1#5 H Community Smices Districts = 5 i{ Community Sor*-Qe Distncft = 42 Statement ofQualifications17 Flnanciai Services Technical ry 3 i f tIe Engineering Services for fire City of San Rafael ? For fiscal year 2010/2011, our administration staff had levied $684 million on over 9.80 million parcels for 1,719 districts; and served 216 district administration clients in 41 counties for a variety of projects for the state of California. Contracts by Agency Type 2010/11 Districts Adm inistered by Agency Type 2010/11 Districts Adn'rinistered by District Type A Cities = 13o A cities =1,325 A Landscaping and Lighting Districts (LLAs) = 791 9 Commmity Services Districts (CS()q)= 7 B community SeMces Districts (GSDs) = 42 9 Miscellaneous Districts = 80 0 COUrTtie$ = 7 C Counties = 78 C PSID = 7 D, Placniation and Parks Districts = 5 D Racraotton and Patirs Districts = 60 D Refuse Districts = 10 F= Refuse Districts = 2 E Refuse Districts = 2 r: SDistricts = 13 F School Districts = 24 F School DistriM = 64 F Special Tax Districts = 16 G Special Districts = 26 G Special Districts = 79 G Water Standby Districts = 43 14 Water Districts =15 H Vfter Districts = 69 14 VecItor Districts = 4 G Special Districts = 28 G Counties = 81 1 IAD = 30 Nwallaneous Districts= 139 H Water Districts =16 J Community Facilities Districts = r—FN = 316 K Community Service Districts (CSDs) = 38 L Fire Aseassrriant =13 M LID = 359 For fiscal year 2009/2010, our administration staff had levied $712 million on over 8.97 million parcels for 1,911 districts; and served 225 district administration clients in 42 counties for a variety of projects for the state of California. Contracts by Agency Type 2009110 Districts Administered by Agency Type 2009110 Districts Administered by District Type A Cities =136 A Cities =1 A Landscaping and Lighting Disitric-ts (LI -As) = 975 9 Community Service Districts, (CSDs) = a B Water DfticU = elt 13 Assawmerit Districts ON) = 377 C counties = 8 C special Districts = 77 C Community SwVop Districts (ICSOs) = 36 D Rwroation and Parli Districts = 4 D Sdwol Districts = so D Refuse Districts = to E ROAM = 2 E Refuse = 7 1- Community Facilities Districts = (CR)s) 328 F SGhGOl DiStUft= 23 F Mocrootion ard Park DlsbiCtS = 51 F Wat" Standby DistriCts= 46 G Special Districts = 28 G Counties = 81 G Nwallaneous Districts= 139 H Water Districts =16 H GSDS =45 Statement of Qualifications WILLDAN 1 �V Financial Services 18 Technical Proposal to Provide Engineering Services for the City of San Rafael I 1171 - 'F E x o For fiscal year 2008/2009, our administration staff had levied $680 million on over 7.87 million parcels for 1,942 districts; and served 213 district administration clients in 41 counties for a variety of projects for the state of California. Contracts by Agency Type 2008/00 Districts Administered by Agency Type 2008/09 Districts Administered by District Type A C&S = 134 A Cities = 1,466 A Landscaping and LightN Districts Us) =1;118 8 Water Districts =16 B Visor Districts = 63 B Water Standby Districts = 27 C Special Dhitftft = 20 C Special Districts = 66 C Miscellaneous Districts 48 D SCII031 Districts = 22 D School Districts = 50 D Refuse Districts =11 E Refuse = 2 E Refuse = 2 P Assasernent Districts tjJl)s) = 404 F Recreation & Paft = 4 F Recreation & parks = 52 F community Facilities Districts (CFDs) = 303 G Counties = 9 G Counties =182 G community Seh-vim Districts (CSD O = 33 H community Seivices Districts = 6 H community Seivicee Districts CSDs) = 71 a For fiscal year 2007/2008, our administration staff had levied $637 million on over 6.36 million parcels for 1,628 districts; and served 203 district administration clients in 39 counties for a variety of projects for the state of California. Contracts by Agency Type 2007/08 Districts Administered by Agency TYpe 2DD7/08 Districts Administered by District Type A CMOs =128 A cities = 1,213 A LandscapkV and Lighting Districts (LLs) = 829 B Water Distrids =15 B Water Districts = 54 B Wlstar Standby Districts = 27 c Special Districts =18 C special Districts= 47 C Miscellaneous Districts M D SChcol DistriCtS= 22 D school Dishicts = 52 D RefUse Districts = 9 F: ROfUSO = 2 E Refuse = 2 E Assesanwra Districts (LfDq = 412 F Rwroation & ParkS = 4 F Recrwrtion & Pei% = 53 F Co unity (CFO&) = 295 G counties = 8 G COUntiiiS =18.9 G Cos unity S@Mces Districts (GSDa) = 6 H Corninunity Swicas Disnids = 7 H CaTaam* S"viogs Districts PSDs) = 44 WILLDANStatemeat of Qualifications Financial Services po19 Technical Prosal to Provide Engineering Services for 'he City of San Rafael Willdan views its position as an extension of City staff, and brings a team of highly -specialized professionals focused on filling the financial and administrative needs of the City. The key to a successful partnership, however, extends beyond what is normally expected. The following client profiles are similar to that of the City in that each utilizes special districts as a key financing tool and have numerous districts encompassing thousands of parcels financing a wide variety of improvements/services. Willdan has worked in the past, and continues to work closely, with its clients today in providing a full range of services to help address tough local issues during these extraordinary times. Our success and long-term relationship with each agency demonstrates our unmatched level of commitment and customer service. City of Corte Madera Willdan currently provides Assessment District Mr. GeorgeT. Warman Jr., administration and Municipal Disclosure services for the City's bonded Director of Administrative Assessment Districts. District administration duties include preparing the annual Services levy report, annually calculating the assessments, maintaining and updating the (415) 927-5055 district's databases containing parcel/levy amounts, providing levies to the County Auditor/Controller's office for placement on the annual property tax roll, fielding property inquiries via our toll-free number, monitoring delinquencies, and preparing Notices of Assessment. City of Belvedere Willdan provides district administration and Continuing Ms. Becky Eastman, Disclosure services for the City's five (5) bonded assessment districts. The work Finance Administrator involved in this project includes database maintenance, researching parcel (415) 435-8904 changes, and preparing and providing the annual levy of assessments. Continuing Disclosure and Delinquency Management services are also provided to the City. Marin County Open Space District ---- Willdan provides Community Facilities Mr. Ron Miska, District administration services to the Marin County Open Space District's two (2) Assistant General Manager Community Facilities Districts. Parcels total over 6,500, and administration duties (415) 499-6387 include preparing the Annual Special Tax Levy Report, annually calculating and apportioning the special taxes, maintaining and updating the City's database containing parcel/levy amounts, providing levies to the County Auditor/Controller's Office for placement on the annual property tax roll, fielding property inquiries via our toll-free number, monitoring delinquencies and performing all required bond call spreads. .W City of Rocklin Willdan currently provides ongoing annual administration Ms. Kim Sarkovich, services for the City of Rocklin's eleven (11) Community Facilities Districts, one Chief Financial Officer (1) bonded Assessment District, and two (2) 1972 Act Landscaping and Lighting (916) 625-5020 Districts. These districts total over 72,703 parcels. Our services include the review of the district budgets provided by the City to assist with accurate cost - recovery accounting; the preparation and maintenance of a parcel database using the parcel information from the current County Assessor's Office's secured roll; the drafting of resolutions; the preparation of the annual Engineer's Reports; the update and transfer of levy data to the County; and, the research of exceptions, if necessary. City of Roseville — Willdan provides a wide variety of district administration Mr. Edward L. Obom, services to the City of Roseville's six (6) Landscaping and Lighting Districts, three Assistant Director of Finance (3) Local Improvement Districts, and twenty-one (21) Community Facilities (916) 774-5320 Districts. Parcels total over 20,700, and administration duties include preparing the Annual Special Tax Levy Report, annually calculating and apportioning the Special Taxes, maintaining and updating the City's database containing parcel/levy amounts, providing levies to the County Auditor/Controller's Office for placement on the annual property tax roll, fielding property inquiries via our toll-free number, monitoring delinquencies, preparing the Notice of Special Tax, attendance at City meetings, and performing all required bond call spreads. VV ii LL�A� Statement of Qualifications 20 Technical Proposal to Provide Engineering -`... enfices for the City of San is 7111,11,11 , Financial Services City of Tracy _mm Willdan currently provides administration services for the City's Mr. Zane Johnston, 10 Assessment Districts, 8 Community Facilities Districts, and 1972 Act Finance Director Landscaping and Lighting Maintenance District to ensure accurate placement of (209) 831-6841 the assessments/taxes on the and San Joaquin County secured property tax roll. The work involved for the LL includes gathering and ensuring accurate data, while researching parcel changes, and preparing the annual Engineer's Reports. Additionally, Willdan has conducted training sessions for members of the City's staff and Council workshops regarding the legal and administrative requirements of Landscaping and Lighting Districts, including Prop 218 requirements. In aggregate, Willdan administers over 30,000 parcels. San Joaquin Area Flood Control Agency (SJAFCA) ---- Willdan provides Mr. Kevin Seltz, annual administration of a two-part levy for this agency in Northern California. Accountant it This 75,000 -parcel district has both bonded and maintenance assessments. It (209) 937-8150 requires coordination with three (3) agencies: SJAFCA, the City of Stockton, and the County of San Joaquin. Willdan has been responsible for coordinating preparation of the annual Engineer's Report for the maintenance levy for approval by the Board, as well as coordinating quality control and review of the calculation of the annual assessments, bond fund analysis, monitoring of delinquencies, and compliance with Foreclosure Covenants. In addition, Willdan assisted SJAFCA staff in the appropriate distribution of $12 million of state and federal Reimbursement Funds received. These funds offset the costs of the improvements constructed with bond proceeds from SJAFCA's Flood Protection Restoration Assessment District. On behalf of SJAFCA, Willdan also prepared refund checks and mailed them to approximately 20,000 property owners who had previously prepaid the assessment lien in the district, while the remaining funds were used to retire debt for the district early. Willdan staff calculated the specific amount to be reimbursed to each eligible property owner in the district, prepared and mailed a letter to each property owner, and responded to property owner questions through a toll-free inquiry line. A script was prepared for our property owner services representatives to handle the hundreds of calls received over a short period of time. The project was successfully completed, with a returned letter rate of less than one percent. City of Yuba City --- To ensure accurate placement of 9,927 parcels on the Mr. Steven C. Kroeger, Sutter County Secured Property Tax Roll, Willdan performs the annual Assistant City Manager administration for 35 of the City's Special Districts, including a Community (530) 822-4620 Facilities District; 25 Landscaping and Lighting Districts; and 9 Assessment Districts, such as the following Yuba City districts: Tierra Buena Water Assessment District No. 2003-1 (Village Green), Del Qayne Assessment District 2003-2, and Darrough Assessment District No. 2003-3. Willdan also provides Delinquency Management and Apportionment services to seven other districts, including: Garden Highway Reassessment District No. 1, Rickey Drive Improvement District, Buttes Vista Assessment District 2000-1, Buttes Vista Assessment District 2002-1, Jan Court Improvement District, West Hillcrest Improvement District, and East Hillcrest Assessment District No. 2000-2. The majority of the work for this project involved the gathering and reviewing of data used for updating the parcel database, and ensuring the accuracy of the parcel information and charge amounts, as well as providing guidance and direction to the City in preparing Disclosure reports. �i ! �I � Statement of Qualifications ecin ical Propose` l to Prowde Engineering Service for she City of an Rafael 21 Financial Services C. Organizational Chart The following organizational chart provides a graphical representation of the key personnel assigned to the City of San Rafael's project and helps to demonstrate the organizational structure, as they work with City staff in the administration of its special districts and fire benefit fee. d. Wilidan Staff Experience to Perform Work Our management and supervision philosophy for the project team is very simple: Deliver a superior product that is on time and within budget, and staff every position in sufficient numbers, with experienced and capable personnel. With that philosophy in mind, we have selected experienced professionals for this engagement. We are confident that our team possesses the depth of experience that will successfully fulfill the desired work performance. Proposed Co -project Managers Jim McGuire and Marc Griialva will serve as the City's co -project managers and day-to-day administrative contacts. Both are tasked with working closely with the analysts on the program's administration, and ensuring quality and accuracy. Statement of Qualifications A(WILLDAN Technil-al Proposal to Provide Engineering SenAces for the City of San Rafael 22 Financial Services Support Staff Serving as analysts to provide management support are Margarita Cornejo and Jennifer Barsanti. Both will provide backup district administration and analytical support and will ensure that all appropriate data is collected, annual assessment/tax levies are generated, data is inputted and updated, parcel changes researched, database is managed, reports prepared, charge -exempted parcels reviewed, and general information is provided on questions relating to assessments/taxes and the status of property delinquencies. Robert Quaid, CPA (quality assurance manager), has 17 years' experience providing CFD formation, administration, and special fund auditing services for local agencies throughout California. Assessment n ineer For this commitment, we will also utilize the services of Richard Kopecky, P.E., who will serve as the principal assessment engineer responsible for the preparation/review of the Engineer's Report. Resumes, along with partial listings of related experiences, for assigned key personnel performing consultant duties for the City of San Rafael begin on the following page. As necessary, additional resources from our extensive and knowledgeable DAS group will be utilized to assist in certain project tasks. WI LLDAN Statement of Qualifications 23 Tech Tical �="'oposal `o Provide Engin erin .` enviCes `oil" the Cit of Sar? Rafael Financial Services Jim McGuire, Senior Pro Education Mr. McGuire is e senior project manager in the Financial Consulting Service group, Bachelor nfScience, wherein he specializes in parcel and property -related revenue audits; district University ofCalifornia, Irvine administration; and fomneUnno of various special diuthoto, such as 1972 Act Landscaping and Lighting Diutrictn, Community Feoi|diom Districts, and Benefit Assessment Districts for streets and atwmn drain faci|itien, as well as Property and Areas ofExpertise Business Improvement Districts. He ioone ofVViUden'o lead technical advisors for Special District Formations and Proposition 218 re-engineering ewa|uationa, fiscal onm|yaes, cost -recovery studies Administration and long-term strategic planning for maintenance districts. Mr. McGuire has over a Parcel and Property -related decade of experience working with the public and local governments on Special Revenue Audits Districts. His experience has included study sessions for staff and City Counci|s, along with facilitation or technical support for advisory committees and property Feasibility Studies owner workshops. Proposition 218 17 -years' Experience Mr. McGuire is actively involved inthe establishment and administration of numerous special districts, including Landscaping and Lighting 0istricts, Benefit Assessment Districts, Business Improvement Districts, Community Facilities Diatrido, and other special financing mechanisms hosuit client needs. The following is podioi listing of agencies for which Mr. McGuire has re -engineered or formed new districts in the pout few years: City of Richmond (Marina Bay Landscaping and Lighting Maintenance District): Mc McGuire assisted the City of Richmond with preparation of the required documentation and balloting process associated with the original formation of the K8ahne Bay Landscaping and Lighting Maintenance District. The project involved the preparation ofnecessary documents toform the district, including Engineer's Report and related resolutions for City Council aotiun, as well as preparation and mailing of public hearing notices and ballots to all affected properties. In addition, Mr. McGuire assisted in the review ofparcel maps and improvement dioQname, the preparation of the district budget, provided recommendations for the district structure (benefit zones) and N1pdhnd of Apportionment, performed an assessment eva|uation, coordinated with City staff, participated inseveral property owner workshops regarding the L&L. and worked extensively with the City and property owner leaders to structure district that was eventually strongly supported bythe community. City ofArcadia (Citywide Lighting District 2OU0 1): Recently completed a 1972 A± Principal / District formation project requiring the creation of a citywide panxs| database, ' '^'~' including multiple -benefit zones. The project also involved the noticing and balloting Consultant for ufaffected property owners. the Fuymafi»/7 City of Burlingame (Storm Drain Fee Implementation): The City identified of the Point $40 million in infrastructure improvements required to alleviate severe flooding !���/7 J��/�rrn conditions throughout the community. To maintain existing service levels for ^� Pedro operations funded by an increasingly constrained General Fund. the City decided to /��y7/�s������/y7g pursue an alternate financing resource under the mandates of Proposition 218. A District diversified consulting tmsm, including o polling consultant and a community ~~'�^''�~ outreach/public communication firm, was created to: 1. Develop enengineering analysis for eproperty-based storm drain fee; 2. Work concurrently with the polling consultant to coordinate a comprehensive poll ofproperty owners and residents in the City; and Statement of QmuQficmtimow ��� ��KLLDV�!~� | T�m�|pmv�o�pmm�sno|��nm�w�mmrmno��oonn�o 24 ��� �nand�Sem�� � ' ' J. McGuire Work with the outreach consultant, as well as the rest of the team and City staff, to Continued develop strategies for public communication and education for the proposed fee, aR ��� thereby incorporating elements of the technical engineering study and polling results. Mr. McGuire's role in this project is to make certain the City's noticing and balloting effort is compliant with Proposition 218. He also oversees the printing and mailing of the notices and ballots. City of Thousand Oaks (Lighting and Landscape District Ad Hoc Committee): In anticipation of the release of Proposition 218, Mr. McGuire and his team worked with the City to facilitate a six-month long ad hoc committee to review and recommend modifications to the Citywide Landscape and Lighting District. Based on these recommendations, and the provisions of Proposition 218, the team re -engineered the district to the current district structure, policies, and procedures. The resulting property owner support led to a landslide voter approval within the 42,000 -parcel district. Statement ofQualifications WILLDriN Technical Proposal to Providengi= r Services sir tdtyoSnRel 25 Financial Services Marc Grijalva, Project Rt Education Mr. Grijalva has been selected to serve as co -project manager for the City of San Bachelor of Science in Rafael's district administration -related needs. Business Administration, with Mr. Grijalva is a project manager within the Northern California region of our emphasis in Finance and Accounting; District Administration Services group. His responsibilities include the administration of Mello -Roos Community Facilities Districts, 1972 Act Landscape California State University, and Lighting Districts, 1915 Act Local Improvement Districts, and other special Fresno districts. He has experience creating and maintaining special district databases; Areas of Expertise calculating and preparing annual assessments, special taxes, and reports; Community Facilities Districts calculating special tax prepayments; assisting with district analysis for refunding purposes; preparing bond calls; analyzing flow of funds; and providing information Landscaping and to property owners. Lighting Districts He is also responsible for overseeing a team of analysts in administering these 1913/15 Acts special districts by providing annual levy, bond fund administration, payoff Assessment Districts computations, and delinquency management services. California Society of w ° Municipal Finance Officers County of Alameda: As project manager for the County's Community Development Municipal Management Agency, Mr. Grijalva is responsible for administration of its 1913/1915 Act Association of Northern Assessment Districts, including W. Happyland, Tennyson-Alquire, and Castlewood California (totaling 364 parcels). 5 -years' Experience City of Kingsburg: Supervises the administration of four Assessment Districts and a Landscaping and Lighting Maintenance District (730 parcels). Services include reviewing district budgets, updating and maintaining a parcel database, preparing resolutions and the Engineer's Report, attending meetings, transferring levy data, resolving parcel exceptions, providing the final assessment roll and levy summary to the City, and fielding inquiries. City of Millbrae: Mr. Grijalva is responsible for the City's Fire Suppression Assessment (6,678 parcels), whereby a parcel levy database is maintained and updated, data is enhanced through parcel research, resolutions prepared, levy data transferred to the County, electronic collection record filed, exceptions researched, levy summary report provided to the City, and inquiries are answered via a toll-free number. County of Placer: Manages special district administration services for the County's Assessment Districts and Communities Facilities District (in aggregate, 1,434 parcels), along with providing related services of delinquency management and apportionments. Staff that he manages ensures accurate placement of the assessments on the Placer County Secured Property Tax Roll. West Contra Costa Healthcare District: Supervises the annual special tax administration. V illdan was hired to assist the Healthcare District in establishing policies, procedures and timelines, and determining data needs for administering the special tax "Measure D," as well as completing initial database setup. Mr. Grijalva ensures accurate tax roll placement of the special tax for over 75,200 parcels. The majority of the work involved in this project involves gathering and reviewing data used for updating the parcel database and ensuring the accuracy of the parcel information and charge amounts. eemoik Qualifications WILLDA� Technical 'iCv1 to Provide Engineering 7nAcsea the ityofati, Rafael 26 Financial Services Robert Quaid, CPA, Principal Wonsultant Education N1c Quaid is a principal consultant in V0||don'o 0othot Administration Services Bachelor ofScience, group. In this position, Mr. Quaid provides technical support and quality review for University »fSouthern acquisition audit and annual special district administration services. He also California provides project management support for VViUdon'o Financial Consulting Services Certification group on Cost Allocation P|anw, User Fee Studiem, and special financial analyses. Certified Public Accountant With more than 17 years of experience in the public finance industry, &1r. Quaid'o Areas of Expertise VVi||dan experience has included the formation and annual administration of Quality Review «f numerous Community Facilities, Landscaping and Lighting, and Assessment Community Facilities, Districts. Most notably, he served as project manager for the annual administration Lighting and Landscaping, of 16 Community Facilities Districts for Orange County, which annually levied and Assessment Districts nearly $20 million in special taxes. Mr. Quaid has also assisted California public Acquisition Audit Services agencies infinancial reoon]keeping.auditing, and special tax collection. Professional Affiliations Prior to joining VWUdan. Mr. Quaid worked in the private industry of noa| estate California Society »f accounting and finance. He began his career with the public accounting firm Municipal Finance 0ffi»mm formerly known as Haskins & 8eUe (currently known as "Deloitte & Toucher'). His (CSMFC) experience includes financial statement analyses, asset administration, computer Municipal Management conmsraion, and reporting tothe Securities and Exchange Commission for several Association ofSouhhem public real estate partnerships. In 1079. Mr. Quaid became licensed California Ce0hmia@MMASQ CPA. California Society ��� '�"E,�p��i���� of CPAs ~ City ofClare mmont: LLD No. 1-1001. 17 -years' Experience City ofCypress: CFD No. 1and ADNo. 1. City mfFullerton: /\D No.'s 95-01 and 92-01. City mfGarden Grove: ADNo. QO-1.LLD. City ofHawthorne: CFD No. 10QQ-1 City of Laguna Beach: ADNo. Q4-1. Newport Mesa Unified School District: CFD No. QO-1 City ofNorco: ADNo. 1g5. City mfOntario: AD No.'s 100A. 10013. 100C. 103. 107, 108; CFO No.'s 1. 4; and LLD No. 1. City mfParamount: LDNo.'oOi-1and 85-1. City ofPlacentia: LLD No.'a81-1and Q2-1. City ofRancho Cucamonga: CFD No. Ob -1. City ofSan Clemente: LLD No. 1;and ADNo.'a85-1and 05-1. City mfSeal Beach: AONo. S4-1and SLK8DNo. 1. City ufThousand Oaks: CFO No.'s 1988-1. 1994-1. and 1997-1. County of Orange: CFD No.'s 86'1, 86-2. 87-1, 87-2, 87-3, 87-4, 87-5A, 87-513, 87-5C, 87 -6D.87 -5E.87-7.87-8. 87-9. O8-1.and 88-2. K����J Statement wKQoa��cadomm �� ULL�� m � | Technical Proposal mProvide Engineering Services for the Cita mSan Rafaei 27 ��m�� Financial Services � rgarita ComeMajo,Analyst r t �s5. Education Ms. Cornejo serves as a senior analyst within the District Administration and Bachelor of Arts; University Formation Services groups. Community Facilities Districts, Local Improvement of California, Los Angeles Districts, and Delinquency Management are just some of her areas of expertise. She assists in the research and analysis needed for local government financial Areas of Expertise issues related to district administration, including document data entry and Mello -Roos Community updating, database management, research, and report preparation. She also Facilities Districts provides general information on questions pertaining to Assessment Districts and Landscaping and Lighting special taxes (such as Mello -Roos Pools), as well as on the status of property Districts delinquencies. Professional In the course of her day, she regularly speaks with individuals associated with title Affiliations companies, real estate agencies, and appraisal firms, together with cities and California Society of counties. Use of Willdan's proprietary computer system allows her to readily Municipal Finance Officers access the owner's name, Assessor's Parcel Number, existing and future taxes or assessments, and more; thus enabling expedient service. -years' Experience In addition, Ms. Comejo's responsibilities include coordinating and conducting activities involved with all aspects of the formation and annexation processes of special districts, including data gathering and providing support to senior associates. Client interaction also falls under her purview. Town of Gulfstream, FL (Underground Utility Assessment): Assisted the Town in performing an assessment methodology for financing an overhead utility undergrounding project. Ms. Cornejo also coordinated with Town staff to transfer the existing relevant parcel database information, provided assessment roll installment information for each parcel, searched and resubmitted installment amounts that were questioned/rejected by the County, monitored delinquent installment payments, and prepared an annual report. City of Irvine (Cost Allocation Plan and Comprehensive User Fee Studies): Currently assists with data collection, interpretation, and research to ensure accuracy of the cost allocation and cost -of -service model and analysis. City of Hemet (Landscaping and Lighting Maintenance Districts): Ms. Cornejo administers the workflow for the City of Hemet's Landscaping and Lighting Maintenance Districts. Her duties include maintaining the parcel databases for 59 special districts associated with several residential and commercial developments throughout the County; and assists in preparing the annual Engineer's Report and in levying assessments on over 39,000 parcels, while assuring compliance with Proposition 218. City of Rialto (Landscaping and Lighting Maintenance Districts): Performs ongoing special district administration services, which include basic parcel auditing; and preparing the annual Engineer's Report. Lee Lake Water District (Water Standby Charge Administration): Performs the ongoing special district administration services, which include basic parcel auditing, the review of services, updating parcel changes, and submitting over $6 million in levy charges. V Y I L�.t.,.tA r Sew ices efQualificationsnRfael Financial Services 28 Technical Proposal �� Provide Engineering s��� f „� ��"sc�:, fry: the City of v� a�ac€. Jennifer BarsantipAnalyst ����:����/ ��� ��i�����������i����i��� Education Mo. Barsanti serves asenanalyst within the District Administration Services group's Bachelors ofArts inEconomics; Northern California region. Community Facilities Districts, Local Improvement California State University, Districts, and Delinquency Management are just some of her areas of expertise. Soommonb/ K80. 8aroanU assists in the research and one|yoiu required for local government Studied Engineering and Unonoio| issues related to district odministradion, including document data entry and Computer Science atthe updedng, database management, and research and report preparation. She also University ofPacific provides general information on questions pertaining to Assessment Districts and Areas mfExpertise special taxes (such as Mello -Roos Poo|a), as well as the status of property 10131Y9/5Acts Local delinquencies. In the course of her doy, she regularly speaks with individuals Improvement Districts associated with title companies, real estate agencies, and appraisal firms, together with cities and counties. Use ofVViUdon'o proprietary computer system oUmwe her to Mello -Roos Community readily access the owner's name. the Assessor's Parcel Number, the existing and Facilities Districts future taxes or assessments and more; thereby, enabling expedient service. Delinquency Management Prior tojoining V0Udan, N1o. BamanU worked with Liberty Mutual as a o|eimn and 2 -years' Experience property loss specialist; and also worked with the Sacramento Municipal Utility District (SK8UD) vvhana she was a research specialist. Her responsibilities with SKAUD included research and analysis of policies and procedures of utility componien, as well as performing data analysis to ouoiot in improving SYNUD'o services and programs to increase customer satisfaction. Before her time with SMUD, she interned with the Sacramento Housing and Redevelopment Agency. City mfBenicia: Ms. Bomandperforms the annual administration ofthe City's four (4) Assessment Districts and five (5) Landscaping and Lighting Districts. The work involved in this project includes database mointenonoa, roaeon:hing, and updating parcel changea, calculating chorgeo, and preparing the annual Engineer's Report. In aggregate, the nine (9)districts consist of3.485active parcels. City mfClovis: Currently provides ongoing annual administration services for the City of Clovis' Community Fon|Kieo District and two CB Local Improvement Districts, N1o. Boroanti'a services include the review of the district budgets provided by the City to assist with accurate cost -recovery ouuounUng, and the preparation and maintenance of a parcel database using the parcel information from the current County Assessor's Office's secured roll. In aggregate. 3.759 parcels are levied. City of Kingsburg: Administers four (4)Assessment Districts and aLandscaping and Lighting Maintenance District (722 parcels). Services include reviewing district budgets, updating and maintaining a parcel datobmae, preparing resolutions and Engineer's Report, bond na|| preparation. transferring levy data, resolving parcel exoeptiona, providing the final assessment roll and levy summary tothe Cih/, and fielding inquiries. City ofPittsburg: Provides awide variety of administrative services. Me Baroan i is responsible for the annual administration ofits Assessment Districts. She is involved with the calculation and aubmkoa|un of the annual assessment levy to the Auditor/CuntnoUer, preparation of the district administration report, recovery of administrative levy ooete, conducting fund anok/mia, monitoring delinquencies, preparation ofbond calls, and the release ofprepaid assessment liens. County of Shasta: Ms. Barsanti administers the workflow for the County's 1913/1915 Acts Local Improvement Districts. Her duties include maintaining the parcel databases; bond ooU preparation; and levying aoaeouments, while assuring compliance with Proposition 218. "'Financial Serv�ces 0��&�J Statement of Qum�Qru�»um 29 ����� »vum-m-��^"`` | Touhncm|pmpmammProvmesngmmennQScrvicemkntheCnov8nnnmfae Richard Kopecky, Professional Civil Engineer Education K8c Knpeoky. P.E, manages engineohng, building and oafahy, and public works Bachelor ofScience in departments for several Southern California cities. As a City's designated city Civil Engineering, onginoar, building official and/or public works diroctor, he has directed the full U»ivemitY«yIllinois services ofthese departments, including Assessment Districts, budgets, bui|dingend Areas of Expertise safety plan check and inepaotion. City engineering, City traffic engineering. Civil Engineer community development block gnonto, construction management and oun^eying, development and infrastructure neview, disaster response and rucovory, fee studies Administration and special district formation, landscape arohiteotuna, p|anning, public works demign. Engineering Development, and water and wastewater design. He also developed and implemented the capital including Drainage, Roads, improvement program for these agencies. Sewers, 3«VmG»«lo0y, Mr. Kopeoky has uenxsd as the deputy building official for the City of Santa C|arha; and Water plus he was the City Engineer for the City of Lancaster for 11 years; the City of Santa 41 -years' Experience C|arita for three years; the City of California City for two years; the City of Big Bear Lake for two years; and for the last seven yeem, he has oenx*d as city engineer for the City ofIndian Wells. Mr. Kopecky has extensive experience in developing solutions for the problems and challenges experienced by engineering and building and safety departments. Acting inthe capacity ofAssessment Engineer and, inmany cases, intandem ascivil engineer in both the designing and forming of o multitude of 1913/1015 Act Assessment Diothdo, N1c Kbpeuhy'u most recent projects include the following agencies: City of Rancho Mirage: Magnolia Assessment District, Magnesia Falls; Bruce Harry. City of Cathedral City: Dream Homeu, East 35th Avenue and Cove Assessment City ofLmQuintm:Assessment District No. 2000-2. City mfPalm Desert: Section 20Improvement District. City of Santa C|mrita: Golden Valley Assessment District, Santa C|arda K8aU Community Facilities Oistho, Vermont/Everett Road Improvement 0xthct, and the Sn|ededCanyon Road Improvement District. City of Irvine: Stonegate Assessment District, Orchard Hills Assessment District. Metropolitan Water District mf Southern California (Standby Fees, Assessment Engineer): VWUdan Engineering (^VVE^)annually assists VViUdan Financial Services in administering and placing on the tax roll over 958.000 parcels of K8VVD'o Readiness -To -Serve (RTS) Standby Charge for each of its 26 -member agencies. N8Udan is also responsible for reviewing requests for exemption from the RTS by property owners and preparing areport onour findings toMWD. City of Palm Desert: Monterey 170 / Section 29 Drainage Benefit Assessment District, 1S82Act. City ofIrvine: Porto|a Springs and Orchard Hills Improvement Districts, 1913/15 Act Subdivision Improvements. Anaheim Convention Center: Mello -Roos and 1S13/15Acts. ��*mm�m{Quml���� ��� �vo���m/� I ���|���mp��s�m������meo���n�� 30���� Financial Services s Proposed Not-to-ExceedYearly Cost As instructed by the City of San Rafael' Request for Proposal, a cost breakdown to undertake Assessment Engineering services is provided in a separately -sealed envelope. Proposed Not -to -Exceed Yearly Cosi Technical Proposal to Provide Engineering SerOces for the City of Sar Rataei 31 WILLDAN *(Financial Services ppe ices and/or Exhibits Additional Background For the City's information, we provide the following appended background information concerning Willdan's unique qualifications: For the last 23 years, we have successfully provided district administration, continuing disclosure, and delinquency management for numerous Marin County agencies. As such, the City can rest assured that, through an easy changeover, Willdan can efficiently and cost-effectively integrate the administration of your special districts. We bring a holistic approach that is specifically designed to focus on, and handle, all details involved in the administration of the taxes and assessments. This experience is demonstrated by our following unique qualifications: ® Largest Special District Formation and Administration Practice in the Nation — Willdan's district administration group has 30 employees serving in the roles of manager, analyst, and analyst assistant, who are dedicated to providing district administration services. Each individual is available to assist in the initial setup and administration of the City's special districts. If awarded this contract, the district administration project managers and analysts will serve as the City's main points of contact, while the remaining 24 employees that are a part of our District Administration Services (DAS) group will provide behind -the -scenes support. They will work as a team to complete the City's fiscal year levies in an efficient, accurate, and timely manner. As a whole, Willdan Financial Services currently employs over 50 individuals, while Willdan Group, Inc. (WGI), employs over 500 people firm -wide. Willdan has more in-house resources available than our competitors. Advanced Technology — we developed an Internet interface to Willdan's database management program known as MuniMagic r"' This internally -developed software program contains data for more than 10 million parcels, including County Assessor data, and other supplementary databases identifying parcel characteristics. MuniMagic was specifically developed by our own analysts, project managers, and programmers for the administration of special financing districts; and built upon our years of experience to ensure that it incorporated the necessary tools and features. We look forward to an opportunity to provide evidence demonstrating this remarkable package that allows us to offer the City quality control, efficiency, and cost effectiveness that our competitors cannot match. Since the introduction of this software more than eight (8) years ago, it has been upgraded and enhanced (as necessary) to continually improve its functionality. MuniMagic is also a Windows-based program that is fully integrated with Microsoft Word, Access, and Excel to allow for: ---- Database management for researching, gathering, and organizing land use data to apportion and collect special taxes (including subdivisions and developments); -- Classifying exempt and taxable properties for RMA application; — Development of custom models to complete the financial analysis and calculations involved in apportioning and levying the CFD special tax requirement for each fiscal year; — Completion of comprehensive and structured quality review for levy calculations; — Quick preparation of reports; and --- Easy import and export of data to the County of Marin. Appendices and/or Exhibits WILLCIAN Financial Services �"t�ctse'�iraI Proposal to Provide Engineering Services for the City or Sar. Rar�e� 32 N0Wan staff relies primarily on this tool to compute levies and track parcel and bond information, and can provide City staff with direct access through our Internet Website at As demonstrated in the screenshots on the following page, &1uniMagkz maintains ponco| data; calculates special taxes, auneaomenho` feen, and charges; manages delinquency information; and maintains bond -related information. yNuniK8ogin is the powerhouse used byV0Udan'o experienced staff in fiscal year 2011/2012 to generate $681 million in levies and billings, on more than 9.6 million parcels! Our systems facilitate our ability to submit the City's assessment levies to the County Auditor/Controller oQ_time. With the advent of this technological advanoemant, we are also able to offer our client's 24-hour online Internet access to data and reports throucih a m nu -driven system that provides information mtthe touch o4obutton. Parcel Number: 161-34-880-002 3- Parcel Change -- From Paref Created By: jUnknown -U get Created By: jUnknot Effective Date: 06_/28/20031_ Effective Date: Created On: rO-7/30/2003 Created Orr From To From V 34-090-020 C134-880-001 C1 34-880-002 C1 34-880-002 I C-134-880-004 C1 34_j?,eo-onG 1-134-880-008 C-1 34-880-011 C! 34-880-012 rcet it Change Total. 1 Total: 169 Total: 1 Total: 1 H fie move Appendices and/or Exhibits WILL���/���mP��E�����m��mmc��S��� 33 W Financial Services � , L! —1 jm- RUA, 13 co T C, O XT 13 Q ars. ........ M tj 41 M410-0 S0446-4 im.: L—f4l P its ixw gm f- < w n C.—P- t F . .... 'm IF r . . ....... .. '721 r7treit -e— o-- "*j�, j Appendices and/or Exhibits WILLDAN ewwkal Proposal to Provide Engineering Services for the of an Rafael 34 Financial Services Cit Start S t Name Address 03/15/201010:58 3'1 52'10 10 5' U S BANK NATL ASSN C/O RECONT ... S I M I VALLEY (I 03/17/200913:23 3/1 7/2009 1 323 03115/201012... ESPINAS TOM C 12809 OAKDA ... CORONA (I 07/1 4/2008 15� 55 07/14/2008 15:55 03/17/200913— TOM C ESPINAS 12809 OAKDA ... CORONA (I 03/20/2008 16:13 03/20/2008 1 6 1 3 03/17/200913... ESPINAS TOM C 12809OAKDA... CORONA I! 7'a, 07/1 3/2007 1() ()6 07/13/2007 10:06 07/14/200816— TOM C ESPINAS 12809 OAKDA CORONA 03/29/2007 08 32 03/29/2007 08:32 03/20/200816... ESPINAS TOM C 12809 OAKDA ... CORONA (I 07/21 /20()5 1 3 06 07/21/200513:06 03/29/2007 09— TOM C ESPINAS 12809 OAKDA... CORONA I 03/04/2005 14:45 03/04/2005 1 4' 45 03/29/2007 09... KB HOME COASTAL INC C/O CONTROL... POMONA 'i 12/05/200313:10 03/07/2005 09... KB HOME COASTAL INC C/O CONTROL... POMONA (I Name: Start: Address: End: City: State: Source of Change: zip: Close , L! —1 jm- RUA, 13 co T C, O XT 13 Q ars. ........ M tj 41 M410-0 S0446-4 im.: L—f4l P its ixw gm f- < w n C.—P- t F . .... 'm IF r . . ....... .. '721 r7treit -e— o-- "*j�, j Appendices and/or Exhibits WILLDAN ewwkal Proposal to Provide Engineering Services for the of an Rafael 34 Financial Services Team of Professionals — for this engagement, we propose a core team of six (6) professionals that, collectively, possess almost 86 years of experience in the administration of Assessment, Landscaping and Lighting Maintenance, and Community Facilities Districts. They are backed by more than fifty (50) other dedicated staff members in our Temecula office — just an hour's drive from City offices. A project of this scope demands this depth of local resource. Our ability to provide it ensures maximum performance and responsiveness in all facets of our work for the City. Quality Assurance — Willdan incorporates three (3) levels of review that encompass peer and management levels, as well as quality control checklists and sign off mechanisms for all of our administration services. In fact, Willdan's standard administration practice includes updating the levy data with the most recent County secured roll information, researching and reconciling all parcel changes and potential rejects, identifying new parcel numbers, and then recalculating the assessment amounts. These quality control measures are embedded in the latest evolution of our administration software and are a required element of the day-to-day analyst and project management activities—all vital elements to streamline this venture's process in support of our client. Thus, we can ensure that our final product has been thoroughly examined for potential errors. As a result, no matter how many different members of our staff are involved in each step of data integration and annual administration, the same procedures are followed; in so doing, everything is checked thoroughly to ensure accuracy. ­ WI L .DIANAppendices and/or Exhibits Financial Services Technical Proposal to Provide Engineering Services for the c. A of San Rafael 35 ? Possess the Necessary Expertise — each of Willdan's DAS group management level staff possesses a minimum of eight (8) years of experience. This experience was accumulated during their tenure at Willdan. Because of our seasoned staff, we have gained efficiencies in our processes, coupled with our continued investment in, and upgrade of, our hardware and software. Dedicated Phone Numbers to Field Property Owner Questions and Concerns — our analyst assistants answer over 120 calls per week regarding the assessments and taxes listed on property tax bills. With any client, our approach always includes an emphasis on customer service for agency staff, property owners, and other stakeholders. By conducting business in a responsive, professional, and helpful manner, we are always mindful that we represent the public agency. To accomplish this, we incorporate various strategies — the most important being our dedicated group of trained Property owner service representatives, who are responsible for responding to questions from property owners and other interested parties relating to fees, charges, assessments, and special taxes. Our approach and phone system setup are structured so that calls are always routed to an available representative; or, if necessary, directly to an analyst. City staff can be rest assured that property owners will reach a live voice (in English and Spanish) when calling our number, which ultimately reflects well on the City. Willdan's property owner service representatives are available to respond to phone calls from property owners and other interested parties from eight in the morning (8:00 a.m.) until five in the evening (5:00 p.m.), Monday through Friday. Our service representatives use Willdan's proprietary computer system to readily access the owner's name, the Assessor's Parcel Number, the existing taxes or assessments, and more; thus enabling expedient service. To allow consistent answers for common questions, we have established scripts for our clients, such as: — What are the charges funding? — How long will the charge be levied? -- Can it be paid off? ---- Will it increase? C-4iol, Wirt ace Arafl�� F- Uvr f: We will meet with your staff to discuss appropriate answers to these and other pertinent questions; likewise, we will provide our property owner service representatives with an authorized script. In addition, our property owner service representatives will keep a phone call log. A screenshot of MuniMagic's call log interface is shown above. SAMPLE Assessment District 1 Phone Cali History 1053 3115/04 10:47 Raj Chander �a Realtor Multiple Queries (See Comment) '.Provided Verbal Response/Explanation. 2167 C-4iol, Wirt ace Arafl�� F- Uvr f: We will meet with your staff to discuss appropriate answers to these and other pertinent questions; likewise, we will provide our property owner service representatives with an authorized script. In addition, our property owner service representatives will keep a phone call log. A screenshot of MuniMagic's call log interface is shown above. SAMPLE Assessment District 1 Phone Cali History 1053 3115/04 10:47 Raj Chander 2122%30 Michelle Realtor Multiple Queries (See Comment) '.Provided Verbal Response/Explanation. 2167 4t27,134 9:16 Laura Castro 21416025 Sandra Property Owner Other (See Comment) Referred Caller to County 2080 4/21/04 14:47 Raj Chander 23351001 Vite Property Owner .Charge Methodo€ogy Explanation Provided Verbal Response/Explanation 367 2I17flJ4 9:37 Julie Gruce#la 23410033 Chilma :Property Owner Final Maturity Date of Bordr'Distrnct Provided Verbal Response/Explanation. 60 2/3104 1337 Julie Grucela 23413027 Joan Realtor Final Maturity Date of Bond/D�str=ct :Provided Verbal Response/Explanation. 220...219 i4 16:36 Julie Gruceila 23414045 Dave Property Owner .improvements description Other (See Comment)... 2111 412M4 6:50 Raj Chander 23420030 Jim '.Prospective Owner Charge Methodology Explanation Provided Verbal ResponseJExp€anation. By utilizing MuniMagic's reporting capabilities, a phone call log report (above) can be generated from information keyed into MuniMagic's call log interface; and provided to City staff for reference on a quarterly and/or annual basis (as requested). S WI LLDAN IAppendices and/or Exhibits Financial Services Fecitdicri'. Proposal to Provide EngineeringServices for gf1e City of San RafaO 36 � Internet / Website Access to Data—uponthentumofamdid MuniMagic licensing agreement, VWUdan will provide, free of charge, for the hsnn of the contract, 24/7 Internet ocoeeo to the established and maintained electronic databases. Access includes password to the City -specific Web pogeo, as well as a user guide and additional phone support. The Internet -accessible databases will consist ofthe following parcel / district -specific data: Assessor's Parcel Number District name Owner name District description Owner mailing address (city.state, zip) District type Situs address Parcel status Tax rate area Annual charge Lot and tract number Equivalent Benefit Unit (EBUs) County land -use designation Rates Legal description Structure assessed value Total assessed value Willclan's Commitment From day one, V0||dan has taken m comprehensive approach to special assessment consulting by including district administration, delinquency management; continuing disclosure; and property owner support inour service offerings. This multi -service approach means wecan facilitate the flow mf information between the different service areas, which creates less mfa draw omCity staff time, and reduces nmmbs for these services. We currently provide these oona aen/iooa to over 800 agencies nationwide and more than 220 agencies throughout the state of California. Many of our clients are located in and around the Marin County area, mo we understand the complexities and challenges faced by agencies in your local area. In view of our experience, Willdan is committed to: ° Having highly -qualified core staff actively involved in day-to-day operations. ° Providing comprehensive and proactive customer service. * Interfacing in a friendly and helpful manner with the City Cound|, abaff, community orgonizotions, and the public in general. We are always mindful that we represent the public agency and the community. * Being uptodate onthe latest technology that allows specific data to be made available via the Internet to City staff, investors, and property owners at no additional charge; Appendices and/or Exhibits (Financial ��U�� | 37 | no�num/pmp�o|�PmmdeE�|m�xnQ8e�c��rmeC��SanRafael * Staying current on legislation impacting the formation and administration of Landscaping and Lighting Maintenance Disthcte, such as the Landscaping and Lighting Act of 1972 and the provisions ufCalifornia Constitution Article X|UD (Proposition 218). ° Offering our services atofair price. = An easy and seamless transition from the current consultant, to the Willdan team. * Additional resources to supplement key team members that are out of the office and/or cannot be reached. * High-quality deliverables and final work products on account of our quality review process. ~ For annual disclosure sen/(ceo. VVi||don is well aware of the hypersensitivity that the current economic environment has caused among investors. Maintaining the timeliness and continuity of continuing diou|oauna reports is oriUoo| to the City's ounneoo in weathering the current market downturn. Because disclosure reporting is on integral pad of our uon/ioe pankagm, our analysts are well aware of the economic indicators (both internal to the City and external in the marketplace) that need tnbeaddressed inthe annual report. In utilizing our broad range of experienoe, amassed over the years from supervising and being consistently at the forefront of innovative approaches to special district administration services in California, our methods and approaches will support the practical requirements of the City's assessment administration and implementation efforts. In so dning. VVi||dan will meet and exceed the qualities the City ofSan Rafael is looking for in an outside consultant. Contract Exceptions V0ikjan Financial Services' legal counsel has reviewed the City of San Rohao|\s sample Pnohsnuiono| Service Agreement and, as such, we kindly request the City's consideration of the exceptions outlined 10. INSURANCE (Page 3) 1 A comprehensive general liability insurance policy in the minimum amount of one million (Q1.000.000) dollars per occurrence and two million dollars (S.2,000 OOON — ral QggLe.gadefor death, bodily inju/y, personal injury, or property damage; 5. The insurance policies ohoU provide that the insurance carrier shall not cancel, said insurance policies except upon thirty (30) days written notice to CITY's PROJECT MANAGER, 11. INDEMNIFICATION (Page 4) (a) Except as provided in Paragraph (b). CONSULTANT shall indemnify, releeme, defend and hold harmless CITY, its officers, and emp|uyeeo, against any claim, dennand, ouUL judgment. |omu. liability or expense of any kind, including attorney's haeo, arising out of or resulting in any way, in whole or in part, from any acts or omissions, intentional GF negligent, of CONSULTANT or CONSULTANT's officers, agents and employees in the performance of their duties and obligations under this Agreement. Appemd�moand/or Embdh�w ��U���&�[� I 38 ���� Financial Services Technical Proposal toProvide En0inoanngServices for the City 'xSan Rafael April 10, 2012 Mr. Nader Mansourian Public Works Director City of San Rafael 111 Morphew Street San Rafael, California 94901 Re: Yearly Cost Proposal to Provide Engineering Services to the City of San Rafael Dear Mr. Mansourian: Willdan Financial Services ("Wilidan") is pleased to submit this cost proposal to provide Engineering Services for the City of San Rafael. The not -to -exceed yearly total reflected on the following page includes preparation of the annual Engineer's Report, as well as the annual Engineer's Certificate. We look forward to hearing from you. Based on the attached cost proposal, I have the authority, as officer, to bind the firm. Sincerely, Willdan Financial Services Mark J. Risco President and Chief Executive Officer Engineering I 'Gecfeclymca! I Enviror:mental I Sustainability I Fr ancial I Homeland SeoOy 916.924.13871 fax: 916.924.3644 1 2150 River Plaza Drive, Suite 300, Sacramento, CA 95833 1 www.wilidan.com Landscaping Assessment District and Bonded District Administration, and Municipal Disclosure Services The below not -to -exceed fees (NTE) reflect application of the scope of services, including the preparation of the annual Engineer's Report and Engineer's Certificate. The fee is based on the time we estimate that will be spent on average each year. If and when the parcel count varies or the district structure is modified, the fee structure will be adjusted, accordingly. Fees and rates are subject to increase, which will not exceed three percent (3%). As the work progresses, fees are payable monthly, on a percentage -completion basis, unless another billing format is mutually agreed upon between the City of San Rafael and Willdan. Point San Pedro Road Median Landscaping Assessment District and Bonded District Administration 3,006 $ 7,500 The not -to -exceed yearly total includes all District Administration Services, including engineer certification and bond -related activity. Optional Services Assessment Apportionment The property owner pays these fees. There is no charge to the City. 1 to 4 Parcels REM UM $ 25 im WILLDAN [Yearly Cost Financial Services Yearly Cost to Provide Engmeering Services for 'he City of San Rafae! ^The requesting party (e.�title companies) pays fees for this service. There is no charge to Hourly Rates Additional authorized services will be billed atV0|ldan'othen-current hourly consulting rates. Our current hourly rates are presented below. Group Manager Senior Project Manager Senior Project Analyst Analyst Support Staff $ 210 130 9E Reimbursable Expenses V0|Nan will be reimbursed for out-of-pocket expenses, $Z50 annually. Examples of ° Postage, ° I-leotronm oata mm/mneo nom zne uuumy Trov�|�xpenaes. and/or other app|�ableresources, � K8i|eago(�5.5�permi|e). ~ Conm�runtioncoutperiodicm|a' and = Maps,s Copying (cunendk/Gdper copy). ~ Any additional expense for reports or from outside services will be billed to the City. Charges for meeting and consulting with counsel, the Cby, nrother parties regarding services not listed in the scope of work will be at our then -current hourly rates (see "Additional Services" above). In the event that athird party requests any docunmnts. N0lidan may, in accordance with Willdan's applicable rate schedule, charge such third party for providing these documents ��r��� ���� """"-"-��"^'^ | YwmdyCommPmv�meng|�e�gSom�eaunmnChyo«San Ra�m| - �@�� Flnam�kd�mn�m� | ^ INSURANCE REQUIREMENTS SHEET MAYOR GARY 0. PHILLIPS VICE MAYOR MARC LIMM;, COUNCILMENIBER DAMON CONNOLLY COUNCILMEMBER BARBARA HEELER COUNINCILMENIBER ANDREW CUYUGANNMCC ULI-OuGH SUBJECT: WORKERS' COMPENSATION AND PUBLIC LIABILITY PROPERTY DAMAGE INSURANCE (PUBLIC WORKS CONTRACTS) The City of San Rafael requires that all Contractors and Subcontractors performing work under a Public Works contract with the City, carry workers' compensation insurance, public liability insurance and property damage insurance. The public liability insurance and property damage insurance shall insure the City, its elective and appointive Boards, Commissions, Officers, Agents and Employees, as follows: Public Liability: Not less than $1,000,000 per person and $1,000,000 for one occurrence. Property Damage: Not less than $1,000,000 for one occurrence. The required insurance may be provided by a separate policy insuring the City and County, its elective and appointive Boards, Commissions, Officers, Agents and Employees or, if the contractor already has insurance, he may provide the City with the required insurance by submitting a certificate of insurance and a standard form of additional insured endorsement. For this latter purpose, the City will accept the following: "IT IS HEREBY UNDERSTOOD AND AGREED THAT THE CITY OF SAN RAFAEL AND COUNTY OF MARIN, its officers, agents and employees, are additional insureds hereunder but only as respects liability arising out of the land and/or property and/or work described in the Public Works contract for the project entitled, POINT SAN PEDRO MEDIAN IMPROVEMENTS between the City of San Rafael and Willdan Financial Services for the work and the improvements described therein." Evidence of satisfactory insurance must be furnished to the City at the time of the execution of the Public Works contract together with evidence that the insurance carrier will not cancel or reduce the coverage of the policy without first giving the City at least thirty (30) days prior notice. Such notice shall be sent to: CITY OF SAN RAFAEL DEPARTMENT OF PUBLIC WORKS 111 Morphew Street SAN RAFAEL, CA 94901 File No.: 03.01.180 CITY OF SAN RAFAEL INSTRUCTIONS: USE THIS FORM WITH EACH SUBMITTAL OF A CONTRACT, AGREEMENT, ORDINANCE OR RESOLUTION BEFORE APPROVAL BY COUNCIL / AGENCY. SRCC AGENDA ITEM NO. FROM: Nader Mansourian DEPARTMENT: Public Works DATE: April 30, 2012 DATE OF MEETING: May 7, 2012 TITLE OF DOCUMENT: A RESOLUTION ACCEPTING A PROPOSAL FROM WILLDEN FINANCIAL SERVICES FOR ADMINISTRATION AND ANNUAL REPORT SERVICES OF THE POINT SAN PEDRO MEDIAN IMPROVEMENTS PROJECT AND AUTHORIZING THE PUBLIC WORKS DIRECTOR TO ENTER INTO A PROFESSIONAL SERVICES AGREEMENT WITH WILLDAN FINANCIAL SERVICES IN AN AMOUNT NOT TO EXCEED $10,000.00. Department Head (signature) (LOWER HALF OF FORM FOR APPROVALS ONLY) APPROVED AS COUNCIL / AGENCY AGENDA ITEM: City Manager (signature) APPROVED AS TO FORM: L'J-z" 2 ��AL City Attorney (signature)