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CITY OF O A K L A N D5 5 AGENDAREPORT

TO : Off ice of the C i t y Ad m in i s t r a t o rA T T N : Deborah A . Edger lyFROM : Budget Off iceDAT E: M a r c h 27, 2007R E : R e s o l u t i o n Au t h o r i z in g the City A d m i n i s tr a to rtoRenewand Execute the

Contractw i t h Francisco& Associates,Inc.for atwo-year contractin an a m o u n tn ottoexceed 153,340( 76,670 peryear)top e r f o r m E n g i n e e r i n gServicesfortheL a n d s c a p i n gand L i g h t i n gAssessmentDistrict,the Wi ld f i r ePreventionA s s e s s m e n tDistrict,the E m e r g e n c yServicesR e t e n t io nAct of 1997(MeasureM), the ParamedicServicesAct of1997 (MeasureN), theLibrary ServicesR e t e n t i o nand E n h a n c e m e n t Act of 1994(MeasureQ), the V io l e nc ePreventionan d P u b l i c Sa fet y A c t o f2004(Measure Y) and theRockridgeLibraryC o m m u n i t y Faci l i t iesDistrict of 1992 for theFiscalYears2007-08and2008-09

SUMMARYStaf f recomm ends tha t the Ci ty Co unc i l approve the a t tached re so lu t ion , w hicha c c o m p l i s h e s th e fo l l o w i n g :1 A uthor i zes the Ci ty Adm in is t ra to r to renew and execu te a con t rac t wi th Franc isco &Assoc ia tes , Inc . for FY2007-08 and FY 2008-09, fo r mandated d is t r ic t eng ine er ing se rv ices

i n an am ou nt not-to-exceed $153,340.2 . Des igna tes Franc isco & Associates , Inc.as the E n g i n e e ro f Work for the Landscap ing an dL i g h t i n g Assessment Dis t r ic t (LLAD), the Wi ldf i re Preven t ion Assessment Dis t r ic t , theEm e r g e n c y M e d ic a l Se r v ic e s R e t e n t io nAct of 1997 (Measure M), the Paramed ic Serv icesAct of 1997 (M easure N), the Library Services Retention an d E n h a n c e m e n t Act of 2004( M e a s u r e Q), the Vio le n c e P r e v e n t ion an d Public Safety Act of 2004 ( M e a s u r e Y) and theRo c k r id g eC o m m u n i t y F a c i l i t i e s D i s t r ic t f or F Y 2007-08 and FY 2008-09.3 . De t e r m in e sacon t rac t per iod of J a n u a r y 1 ,2007 th rough December 31, 2008.4 . A utho r iz es the Ci ty Adm in is t ra to r to d i rec t Franc isco & Assoc ia tes ,In c. to fi le a n a n n u a lrepor t fo r the Landscap ing and Lig h t in g Assessm ent Dis t r ic t wi th the C i ty Clerk inaccordance w ith the p rov i s io ns o f the Landscap in g and Ligh t ing Act o f 1972, spec if ica l lySection 22622 of the C a l i f o r n i a Streets an d H i g h w a y sC o d e .5 . A utho r ize s the Ci ty A dm in i s t ra to r to d i rec t Franc isco & A ssoc ia tes , Inc . to f i le an ann ua lreport for the Wi ldf i re P r e v e n t ion As s e s s m e n t Di s t r i c t w i t hth e City Clerk in accordance withth e p r o v i s i o n sofSection 50078of theC a l i fo rn ia G o v e r n m e n tCode,per the Oak land F ireSuppress ion , Preven t ionan d Preparedness Dis t r ic t Ord inance (2003).

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FISCAL IMPACTThe totalcostof th i s two-year contract is not to exceed $153 , 340 ,i n c l u d i n gth ef o l l o w i n g :

Base contract amount: $147,000Out-of-pocket expenses ($3,170 m axi m um per year) : 6.340Total : $153,340

T h e f u n d i n gsources i n c l u d e m o n e y fromeach respec t ive d i s t r i c t a s fo l lows :La nds c a p ingand Light ing Assessment Dis tr ic t( F und2310) :Wildf i re Prevent ionA s s e ss m e n tD is t r ic t(F und 2321):Measure M - Em ergency M edica l Se rv ices Re ten t ionA ct(F und 2412) :MeasureN - Param edic Services Act ( F und 2250):Measur eQ - Library Services Rete ntion and En hanc em ent Act (Fu nd 2240):Measure Y - Violence Prevent iona n dP ub l i c Safety A c t( F u n d 2 2 5 1 )Rockr idgeL i b r a r y C o m m u n i t yFaci l i t ies Dis t r i c t (Fun d 5130) : Total : $153,340

F u n d i n g for this two-year contract w i l l be inc lu ded in the Budget Off ice ' s FY2007-09 budgetreques t . The FY 2007-09 total contract amount represents no increase in the con t rac t amount orbudget au thor i ty .

CKGROUND

DistrictandSpecialTaxLevy OverviewT he votersof theCity of Oak land approved th eLandscap ing an d Ligh t ingAssessmen tDis t r ic t in 1989, the Wi ldf i re Preven t ion Assessment Dis t r ic t in2004,the E mergencyMedica l Serv ices Reten t ion A ct(M easure M) in 1997, th eParam edic Services A c t (Measure N )i n 1997, th e Lib rary Serv ices R eten t ion andE n h a n c e m e n t A ct (Measure Q) in2004, th eViolence Preven t ion and Pub l ic Safe ty A ct (Measure Y) in2004 a n d t h e R o c k r id g e C o m m u n i t yFac i l i t ie s Dis t r ic t in 1992.In to ta l , the a fo rem ent ione d spec ia l d is t r ic t as ses sments and tax lev ies genera te approximate ly 46.4 m i l l i o n r e v e n u ea n n u a l l y . Each specia l d is t r ic t u t i l ize s d i rec t benef i ta s se s sme nt sa n dp r o v id e s a f u n d i n g source to the Ci ty o f Oak land fo r spec if ic ac t iv i t ies as fo l lows :

L a n d s c a p in ga n d Ligh t ing Assessm ent D is t r ic t (LLA D) f u n d s m a in te n a n c e a n dimprovements o f open space , park grounds and s tructures , and street l igh t ing in the Ci tyofO a k l a n d .T he L L A D iss u b d iv id e d in t ot w o res iden t ia l d is t r ic t sa n d th ree non-I t e m :F in a n c e an d M a n a g e m e n t C o m m i t te eM a r c h 27, 2007

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Deborah A. EdgerlyCAO: ResolutionToRenew District Engineer Contract Page3

residential districts. It was reconfirmed in November of 1994 with the defeat of MeasureS, which called for a repeal of the LLAD. This district includes approximately 103,000parcels and generates approximately 17.9 million in annual assessment revenue. Thedistrictdoesnothavea sunsetdate.

Wildfire Prevention Assessment District expands vegetation managementand fireprevention programs in the fire-prone Oakland hills. This district includes approximately25,000 parcels and generates approximately 1.7 million in annual assessment revenue.The district will sunset on July 1, 2014unlessre-approved by property owners within thedistrict.

Emergency Medical Services RetentionAct of1997 (MeasureM)paysforemergencydispatch and medical services in the City of Oakland. Measure M replaced fund ingfromaprevious assessment invalidated by Proposition 218. This act covers approximately103,000parcelsand generates approximately 1.5 million inan n u a lspecial tax revenue.Thisactdoesnothaveasunset date.

Paramedic ServicesAct of1997 (MeasureN)paysforparamedic emergency servicesintheCityof Oakland.Thisactcovers approximately 103,000parcelsandgeneratesapproximately 1.2 million in annual special tax revenue. The act does not have a sunsetdate.

Library Services RetentionandEnhancementAct of2004 (MeasureQ)paysforlibraryservices. Measure Q extends the Library Services Retention and Enhancement Act of1994(MeasureO),keepingallprovisionsof theoriginal 1994 parceltaxunchanged. Thismeasurecoversapproximately 103,000 parcels and generates approximately 11 millionin annual specialtaxrevenue.Themeasure will sunsetonJuly 1,2024 unlesstheCityCouncil submits to the voters of the City of Oakland a ballot measure to extend the taxand the voters approve this extension.

Violence PreventionandPublic SafetyAct of2004 (MeasureY)provides communitypolicing, violence prevention services, and fire services. This special parcel tax levygeneratesapproximately 13millioninannualrevenue. (Additional revenue fromtheparking tax surcharge is expected to generate 7.8 million.) This Act was approved byover two-thirds of Oakland voters in the November 2004 General Election. It will sunseton January 1, 2015 unless the City Council submits to the voters of the City of Oakland aballot measure to extend the tax and the voters approve this extension.

Rockridge LibraryCommunityFacilitiesDistrictof1992paysforconstructionandoperation of the Rockridge Branch Library. This district includes approximately 3,880parcels and generates approximately 135,000 in annual assessment revenue. The districtwillsunset on July 1,2020.

A Request fo rProposals (RFP)w asissued in2004 fo rengineering services for the FY2005-07budget period. TheB u d g e tOffice receivedresponsesto the R FP fromfour firms.Threeofthesefour f i rms wereth esamef irms that responded to the previousRFP conducted in FY2000-2001. Inbothcases, FranciscoandAssociates Inc. receivedthehighestevaluationratings and wasawardedthe contract.

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Deborah A .E d g e r l yCAO: Resolu t ionT o Renew Dis t r i c t Engineer Contract Page4

Franci sco&Associates, In c.hasbeen th e City ofOakland ' s D is t r ic t Engineer s ince FY 2001-02.Over th e past sixyears ,Franci sco &Associates, Inc. has proven that it can p rov i d ethereq u i s i t eproperty assessment data to the Alameda County Audi tor in theshortesta m o u n to ft i m eand a tth e leastcost,given itsfamil iari ty w ith th edata.Thisaspecto fF rancisco&Associates Inc.abi l i ty i s cr i t i ca l , as Alam eda County a l lows for no exception in a mun icipa l i ty ' s subm i t ta l of i t sf inal revised assessment rol l .The Ci ty ' s curren t Assessment En gine er ing contract expi red inDecem ber 2006. Staff isreques t ing that Counci l waive the RFP process. Staff bel ieves that it is in the best interests of theC i t y toextend th ecur rent contract w i th Franci sco and Associates, Inc. for aperiod of two years ,t h r o u g h December 31 ,2008 toen s u re th e necessary assessment d i s t r i c t engine er ing work iscompleted accu rate ly and on t ime . In order to have the assessment in form at ion subm i t ted to theC ou n ty A u d i to r - C on t ro l l e r ' s o f fi ce b y the Au g u s t d ead l i n e , work m u s t b eg i n i m m ed i a t e l y .Franci sco & Associates, Inc.h as done ane xcel len t job , isf a m i l i a r wi th th e Ci ty ' s assessmentdis t r ic t process and hasagreed toc o n t i n u etoprovide en ginee r ing serv ices for the next tw o yearsw i t h no increase incost. I t i s recomm ended that a new R FP be i s sued dur ing the summ er of2008, prior to the expir ation of th is contract .

KE YISSUESA N DIMPACTSA s req u i r edby the leg i s la t ion approving each d i s t r i c t,a profess ional engineer mus t be retained tod e l in e a t ethe parcels i n c l u d e dw i th in the boun dar ies of the d i s t r i c ts to determ ine the l and usesand assessment rates for each parcel in the districts , to dev elop the Assessm ent Roll an nu al ly forth e C oun ty Assessor, and to assist wi th an y informat iona l requests required by the City or anyc i t izen or proper ty owner re la t ingto the districts. For theLLAD, th e req u i r em en t of a DistrictEn g in e e r of Work isfur ther m an d a ted b y the C a l i fo rn i aStreets a n d H i g h w a y sCode , Sections22500, e t seq . , knownas theLan d s cap i n gand L i g h t i n gAct of 1972, which enabled th ecreat ionof the Ci ty of Oakland La nds caping and Ligh t ing Assessment Dis t r i c t .U p o ncom plet ion of an E ng ine er ' s Report for the d i s t r i c ts , the Oakland Ci ty Coun ci l an nu al lyconducts apubl ic hear ing to provideanopportuni tyfor any interested person to beheard. At thec o n c lu s io n of the pu b l i c hea r i n g ,th e C ity C ou n c i lcan adopt are s o l u t i on con f i rm i n gth e levy ofassessments asproposed in the Engineer ' s Report , or asm od i f i ed . Fo l l owi n gth eadoption of theresolu t ion , the f i n a l As s es s m en t rol l w i l l beprepared and f i led w i t ht he Al am ed a C ou n tyAs s es s o r ' s Off ice to be in c lu d e d in the FY2007-08 ta x rol l and FY 2008-09ta xrol l respect ively .The final Assessment rol l for the FY 2007-08 property tax rol l is due to the County in August of2007. The f ina l Assessment rol l for the FY2008-09property ta x roll is due to theCounty inA u g u s t of 2008.

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T he p o s s ib i l i t yofd e s ig n a t in g a City employee as the Dis t r ic t Eng ineerof Work w as consideredin th i s and in previous years for which contract services w e r eeven tua l ly secured . There is no in -house s ta f f wi th the spec if ic sk i l l s to accom plish the requ ired work . Fur ther , u t i l i z i n gac o n s u l t i n g assessment eng ine erfor the special d is tr icts provides aperspective based onim p a r t i a leng ineer ing ju d g men t inthata noutsideengineerwouldrepresenta ninterestn otassociated wi t hthe City or the affected property owners . A n independen t eng ineer can more e f fec t ive ly act as anarbitrator orm ed ia to r , p rov id ing im par t ia l dec is ions an d r e c o m m e n d a t io n s to resolve assessmentd i s p u t e s .

SUSTAINABLEOPPORTUNITIESEnter inginto contractwi th Francisco & Associates , Inc. enablesthe City tocomply witht helegis la t ivem a n d a te store ta inaprofes s iona l eng ine erfor thedis tr icts . Indo ingso, theCity d i rec t lya nd ind i rec t ly m a in t a in s e c o n o m ic , e n v i r o n m e n t a l , a n d s o c ia l e q u i t y o p p o r t u n i t ie s a s f o l lo ws :Economic: The f u n d i n g p r o v i d e dby thed is t r ic t s con t r ibu testo the C i t y of O a k la n d ' s a b i l i t ytoprotec t i t s as se ts and re ta in employees tha t p rov id e the opera t ions and m ain ten ance servicesfo rthe d is t r ic t s ' ac t iv i t ies .Environmental: The f u n d i n g prov ided by the d is t r ic t s enab les th e C i t y ofO a k la n d tom a i n t a i nan d enhance th e City 's street l igh t ing , open spaceandp a r k la n d s ,asw e l las to protect it sf i re-prone brush areas .SocialEquity: T he f u n d i n g p r o v id e dby thed is t r ic t s enab les th e City ofO a k la n d to enhanceaccess to p u b l i cspacesa nd fac i l i t i e s .

D I S A B I L I T YANDSENIOR CITIZENACCESSE n s u r i n g com plianc e w ith the d is t r ic t s ' leg is la t ive requ irem ents th roug h the con t rac t wi thFrancisco&Associates,Inc.enablestheCityof Oakland toaccessf u n d i n gthat can be used toenhance equa l access t o p u b l i cspacesan d fac i l i t i e s .RECOMMENDATIONANDRATIONALEA w a r d i n g a contract for eng in ee rin g services for the special d is tr icts and parcel taxesi s t im es e n s i t i v e . Ino r d e rt o fi le th e A s s e s sm e n t R o l l forp la c e m e n t in the FY 2007-08property ta x rol lin A ug us t 2007, the eng ine er in g se rv ices mu s t beg in as soon as poss ib le .S taf f recomm ends tha t the Ci ty Co unc i l approve the reso lu t ion au thor iz in g the Ci ty

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Ad m in i s t r a t o rt o extend and execute th e contractual agreement with Francisco &A ssocia tes,I n c .fo r a two-year period in an amo unt not to exceed $153,340 to perform e nginee r ing services forthe Landscaping and Ligh t ing Assessment Dis t r i c t , the Wildf i r e Prevention Assessment District ,the Emergency Medical Serv ices Retent ion Act of 1997 (Measu reM), the Paramedic ServicesAct of 1997 (Measure N), the Library Services Retention and E n han cem en t Act of2004(Measure Q), theViolence Prevent ion andP ubl ic Safety Act of2004 (Measure Y) and theRockr idge Library Com mu ni ty Faci l i t i es Dis t ri c t fo r Fiscal Years2007-08and2008-09.

Respect fu l ly submi t ted ,

J im Sn-nth,J r .Director of BPrepared by :Sarah Sch lenk , Pr inc ipa l F inanc ia l A na lys tB u d g e t Off ice

APPFI F O R W A R D E DT O T H EAN A0 TE M E N T C O M M ITTE E :

DettorahA.Office of the C i ty Ad m i n i s t r a to r

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WHEREAS,F r a n c i s c o & Assoc ia tes , I n c .h as m a d eanef fo r t to meet th e City ' ssmal l / loca l bus iness requ irementsand the o t h e r p e r f o r m a n c e r e q u i r e m e n t s o u t l in e din theReques t for Proposa ls no t ice is sued by the C i t y in2004 ;andWHEREAS, Franc isco & Assoc ia tes, In c .isagreeab le to a c o n tr a c t u n d e rthe t e r msan dc o n d i t i o n sagreeab le to the Ci ty ; andWHEREAS, eng ineer ing se rv ices a rer e q u i r e d i m m e d i a t e l ytod e v e lo p the Fisca l Year

2007-2008 A nn ual En g in eer ' s Repor ts fo r the Landscap ing and Ligh t in gA sse s sme ntDis t r i c tand for the Wi ldf i re Preven t ion Assessm ent D is t r ic t , p repare da ta for the Ala m e d a C o u n t yAs s e s s m e n t Rol l , and respond to reques ts re la t ive to the o ther named Dis t r ic t s and Spec ia ltax Levies ; and

WHEREAS,the Ci ty C o u n c i l f inds tha t the se rv ice is p ro fes s ion a l , sc ien t i f i c ort echnica l , i s temporary in n a t u r e ,and s h a l ln ot r e s u l tin the loss of sa la ry ore m p l o y m e n t b yan y person h a v i n g permanen t s ta tus in the compet i t ive se rv ice ; now, therefo re be i tRESOLVED: tha t the Ci ty A dm in is t r a to r is au thor ized as fo l lows :

1.T o renew andexecuteacontractwith Francisco&Associates, Inc. to perform thee n g i n e e r i n g services for the L a n d s c a p in ga n d L i g h t i n g Assessment Di s t r ic t , Wi ldf i rePrevent ion Assessment Dis t r ic t , the Emerg ency Serv ices Reten t ion Act o f 1997 (Me asureM), the Parame d ic Serv ices A ct o f 1997 (Measure N ) , the L ib rary Serv ices R eten t ion andE n h a n c e m e n t Act of 1994 (Measure Q), the Vio lence Preven t ion an d Public Safety Act of2004 (Measure Y) and the R o c k r id g e L ib r a ry C o m m u n i t y F a c i l i t i e s D i s t r i c t o f 1992 forFiscal Years 2007-08and 2008-09.2. To execute th e contract for the period of J a n u a r y1 ,2007t h r o u g h D e c e m b e r31 , 2008 for atotal con t rac t amount not toexceed $153,340, compr ised of a base fee of $73,500 pe r fiscalyear and a ma xim um of $3,170 for out-of-pocket expenses per f iscal year .3. To des igna te Franc isco & Assoc ia tes , Inc .as the Dis t r i c t En g in e e r for the Landscap ingand L i g h t i n gAs s e s s m e n t Di s t r i c t ;and be i t

FURTHERRESOLVED: tha t Franc isco & Assoc ia tes , In c . i s hereby d i rec ted to f i le ana n n u a l report for the L a n d s c a p i n ga n d L i g h t i n g A s s e s s m e n t D i s t r i c t w i t ht he C i t y C le r ki na c c o r d a n c e w i t h the p r o v i s i o n s of theL a n d s c a p i n ga n d L i g h t i n g Ac t of 1972, spec i f i ca l lySect ion 22622 of the C a l i f o r n i a St ree ts and HighwaysC od e ; and be it

FURTHERRESOLVED:tha t Franc isco & Assoc ia tes , Inc . ishereby d i rec tedto fi le ana n n u a l report for the W i l d f i r e P r e v e n t io n As s e s s m e n t D i s t r i c tw i t h th e Ci ty C le r k inaccordance w i t h the provis ions of Section 50078 of the C a l i fo rn i a G o v e r n m e n t C o d e , p e r t h eOa k la n d F i r e S u p p r e s s io n , P r e v e n t io nan d P r e p a re d n e s s Di s t r i c t O r d in a n c e(2003); and be i tFURTHERRESOLVED: t h a i p u r s u a n tto O a k l a n dM u n i c i p a l C o d e section 2.04.051. Ba nd f i n d i n g s se t forth in the Ci ty Ad m in i s t r a t o r ' s r e p o r t a c c o m p a n y in gt h i s i t e m ,the C i t y

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C o u n c i l f inds and de te rmin es tha t i s in the best interes ts of the City to waive the competit iver e q u e s t for proposa l /qua l i f ica t ions processfor the Franc isco & Associa tes ,Inc. contract an dso waiv es the requ irem ent ; and be i tFURTHER RESOLVED:that the Office of theCity A t to rney w i l l approve the contractas to form and lega l i tyand acopy w i l l be on file in the Office of the City Clerk .

IN COUNCIL, OAKLAND, CALIFORNIA, , 20PASSED BY THEFOLLOWINGVOTE:A Y E S - BROOKS, BRUNNER, CHANG, KERNIGHAN, NADEL, QUAN, REID, and PRESIDENT DE LAFUENTENOES-ABSENT-ABSTENTION - ATTEST:

LaTonda SimmonsCity Clerk an dClerkof the Councilof the Cityo f Oakland, California