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HomeMy WebLinkAbout1992-01-14; City Council; 11509; COMMUNITY FACILITY DISTRICT NO. 1 SELECTION OF ADMINISTRATIVE SERVICES CONSULTANT7 L9 lu lz i5 e. bb 4 2 0 4 6 d z 3 0 0 / CITOF CARLSBAD - AGENm BILL /* AB # /(<(? 9 TITLE: DEI CI1 DEPT. RECOMMENDED ACTION: MTG, 1/14/92 COMMUNITY FACILITY DISTRICT NO. 1 Cll FIN SELECTION OF ADMINISTRATNE SERVICES CONSULTANT Adopt Resolution No. 9a - I 5 selecting Kadie-Jensen, Johnson & Bodnar the consultant firm to perform administrative services and appropriating fu~ for the Community Facility District No. 1. ITEM EXPLANATION In May 1991, property owners of vacant land within the City of Carlsbad VOI to establish the Community Facility District (CFD) No. 1. With the formation the CFD, the City assumed certain responsibilities including debt issuance a management, setting and collection of taxes, dealing with possible defau' placement and removal of tax liens, and construction of capital projects. addition, careful coordination between Community Development and the Fina Department is required to provide accurate property information for changj land use designations, parcel segregation data, collection of taxes and develo] fees, and other administrative tasks related to managing the new district. 1 CFD currently includes about 900 parcels and is expected to double as la moves through the development process. Because the City is committed allowing assessment passthroughs only on non-residential property, concenkar: staff support of the district is imperative. It is essential that focused support CFD No. 1 be immediately implemented. The consulting firm of Kadie-Jensen, Johnson & Bodnar will assist in t development and implementation of the necessary processes, systems, procedui and programming to administer CFD No. 1. Their consulting firm is experienc in the area of initial organization, administration, and management of commun facility districts. Barbara Hale, previously of NBS-Lowry, will have prhx responsibility for carrying out these services. Previous experience with Kadie-Jensen, Johnson & Bodnar as financial advisor several bond issues has been very positive. The consulting firm of Kadie-Jensl Johnson & Bodnar was utilized in the formation and initial stages of the CFD create tax formulas, cash flow analyses, and assist in the implementation of t rates. This extension of their previous services will allow the City to utilize t expertise gained by Kadie-Jensen, Johnson & Bodnar in the creation of t district. Because of their specific knowledge and experience with CFD No. 1 a the requirement for immediate consulting assistance, the Purchasing Officer waiving the requirement for solicitation of multiple proposals. Staff recommen retaining Kadie-Jensen, Johnson & Bodnar on a one year not-to-exceed contrz of $80,000, with the option of extending the contract for three additional yea w 0 Page Two of Agenda Bill No. /<, 5 G 7 FISCAL IMPACT Approximately $2 million of CFD No. 1 taxes were established by Council and placed County tax rolls for 560 parcels for fiscal year 1991-92. These funds will be used debt service on the anticipated $6 to $7 million bond issue for the South Carlsl: Library and to fund the I-S/Palomar Airport Road interchange. A City administrative j of $100,000 is also included in the 1991-92 CFD taxes. The fee will be used to fu Kadie-Jensen, Johnson & Bodnar consulting services and other City administrative coz EXHIBITS 1. Resolution No. 9 $! - I 5 selecting Kadie-Jensen, Johnson & Bodnar administrative consultant and appropriating funds in the Community Facilit District No. 1. 2. Consulting Agreement with Kadie-Jensen, Johnson & Bodnar. 3. Kadie-Jensen, Johnson & Bodnar Proposal for consulting services. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 241 25 26 27 28 w a 4. That the fees and compensation for said services shall nc exceed $80,000 and shall be as described in the attached proposal which incorporated herein by reference. 5. That, at Ciws option, the consultant agreement may 1 extended for three years. 6. That the Mayor is authorized to sign the attached consultai agreement. 7. That $100,000 is appropriated into the Community Facilitic District No. 1 Fund for consulting services and City administrative service PASSED, APPROVED AND ADOPTED at a regular meeting ( the City Council of the City of Carlsbad on the 14th day of January 1992, by the following vote, to wit: AYES: Council Members Lewis, Kulchin, Larson, Stant NOES: None Nygaard ABSENT: None CL%UDrA. LEWIS, Mayor ATTEST: Z, Ci Clerk 7. k?eLGp KAREN R. KUNDTZ, TEN ssistant ity Clerk (SEAL) 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 w 0 RESOLUTION NO. 9 2 - 15 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, SELECTING KADIE-JENSEN, JOHNSON & BODNAR AS ADMINISTRATIVE CONSULTANT AND APPROPRIATING FUNDS FOR COMMUNITY FACILITIES DISTRICT NO. 1 WHEREAS, the City of Carlsbad is responsible for administration ( Community Facilities District (CFD) No. 1, WHEREAS, the City requires the services of a consultant to assist i the development and implementation of the necessary processes, system procedures and programming to administer CFD No. 1, WHEREAS, funding for administrative services is included in the 1991 92 CFD No. 1 taxes, WHEREAS, the City has selected Kadie-Jensen, Johnson & Bodnar a the consultant firm to perform CFD No. 1 administrative services because c their specific knowledge and experience with CFD No. 1. NOW, THEREFORE BE IT RESOLVED by the City Council of the Cit I of Carlsbad, California as follows: 1. 2. That the above recitations are true and correct. That the requirement for solicitation of multiple proposals i waived by the Purchasing Officer as provided in Section 3.28.150 of th Carlsbad Municipal Code. 3. That Kadie-Jensen, Johnson & Bodnar shall act as consultar administrator for CFD No. 1. w 0 EXHIBIT 2 AGREEMENT FOR CONSULTING SERVICES THIS AGREEMENT, made and entered into as of the /e day of 19%by and between the CITY OF CARLSBAD, a municipal corporation, hereinafter referred to as "City", and Kadie-Jensen, Johnson & Bodnar, Municipal Financing Consultants, Inc., hereinafter referred to as "Consultant". * RECITALS City requires the services of a municipal financing consultant to provide assistance in the administration of Community Facilities District No. 1; and Consultant possesses the necessary skills and qualifications to provide the services required by the City; NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Consultant agree as follows: 1. CONSULTANT'S OBLIGATIONS Consultant will provide consulting services to the City to assist in the development and/or implementation of the necessary processes, systems, procedures and programming to administer Community Facilities District No. 1. Services Will be performed on a task by task basis with the first such task being to assist in setting up the scope of work and precise objectives to be achieved. Consultant will provide written budget for such services. 1 Rev. 12/31/91 w 0 2. CITY OBLIGATIONS The City shall approve services to be performed on a task by task basis. The City Financial Management Director, Finance Director, and Assistant Finance Director are authorized City staff to approve services and budget for services. 3. PROGRESS AND COMPLETION The work under this contract will begin within ten (10) days after receipt of notification to proceed by the City. 4. FEES TO BE PAID TO CONSULTANT The total shall not exceed the fee payable according to Paragraph 6, "Payment of Fees," and shall be $80,000. No other compensation for services will be allowed except those items covered by supplemental agreements per Paragraph 7, "Changes in Work." 5. DURATION OF CONTRACI' This agreement shall extend for a period of one (1) year from date thereof. The contract may be extended for three (3) additional one (1) year periods or parts thereof, based upon satisfactory performance and the Citfs needs. 2 Rev. 12/31/91 m il) 6. PAY"T OF FEES Fees for services will be based on the hourly rates shown below plus reimbursement for out-of-pocket expenses. The maximum of such payment for any specific task will not exceed Consultant's budget of the cost for performing that task without specific authorization of the City. Hourly Rates: Barbara Hale $80.00 Carl Kadie $130.00 7. CHANGESINWORK If, in the course of the contract, changes seem merited by the Consultant or the City, and informal consultations with the other party indicate that a change in the conditions of the contract is warranted, the Consultant or the City may request a change in contract. Such changes shall be processed by the City in the following manner: A letter outlining the required changes shall be forwarded to the City by Consultant to inform them of the proposed changes along with a statement of estimated changes in charges or time schedule. A supplemental agreement shall be prepared by the City and approved by the City according to the procedures described in Carlsbad Municipal Code Section 3.28.172. Such supplemental agreement shall not render ineffective or invalidate unaffected portions of the agreement. 3 Rev. 1 2/3 1 /9 1 0 W 8. COVENANTS AGAINST CONTINGENT FEES The Consultant warrants that their firm has not employed or retained any company or person, other a bona fide employee working for the Consultant, to solicit or secure this agreement, and that Consultant has not paid or agreed to pay any company or person, other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift, or any other consideration contingent upon, or resulting from, the award or making of this agreement. For breach or violation of this warranty, the City shall have the right to annul this agreement without liability, or, in its discretion, to deduct from the agreement price or consideration, or otherwise recover, the full amount of such fee, commission, percentage, brokerage fees, gift, or contingent fee. 9. NONDISCRIMINATION CLAUSE The Consultant shall comply with the state and federal laws regarding nondiscrimination. 10. TERMINATION OF CONTRAm In the event of the Consultant's failure to prosecute, deliver, or perform the work as provided for in this contract, the City may terminate this contract for nonperformance by notifying the Consultant by certified mail of the termination of the Consultant. The Consultant, thereupon, has five (5) working days to deliver said documents owned by the City and all work in progress to the Finance Director. 4 Rev. 12/31/91 0 The Finance Director shall make a determination of fact based upon the documents delivered to City of the percentage of work which the Consultant has performed which is usable and of worth to the City in having the contract completed. Based upon that finding as reported to the City Manager, the Manager shall determine the final payment of the contract. 11. DISPUTES If a dispute should arise regarding the performance of work under this agreement, the following procedure shall be used to resolve any question of fact or interpretation not otherwise settled by agreement between parties. Such questions, if they become identified as a part of a dispute among persons operating under the provisions of this contract, shall be reduced to writing by the principal of the Consultant or the City Attorney. A copy of such documented dispute shall be forwarded to both parties involved along with recommended methods of resolution which would be of benefit to both parties. The City Attorney or principal receiving the letter shall reply to the letter along with a recommended method of resolution within ten (10) days. If the resolution thus obtained is unsatisfactory to the aggrieved party, a letter outlining the dispute shall be forwarded to the City Council for their resolution through the Office of the City Manager. The City Council may then opt to consider the directed solution to the problem. In such cases, the action of the City Council shall be binding upon the parties involved, although nothing in this procedure shall prohibit the parties seeking remedies available to them at law. 5 Rev. 12/31/91 e w 12. SUSPENSION OR TERMINATION OF SERWCES This agreement may be terminated by either party upon tendering thirty (30) days written notice to the other party. In the event of such suspension or termination, upon request of the City, the Consultant shall assemble the work product and put same in order for proper filing and closing and deliver said product to City. In the event of termination, the Consultant shall be paid for work performed to the termination date; however, the total shall not exceed the lump sum fee payable under paragraph 4. The City shall make the final determination as to the portions of tasks completed and the compensation to be made. 13. STATUS OF THE CONSULTANT The Consultant shall perform the services provided for herein in Consultant’s own way as an independent contractor and in pursuit of Consultant‘s independent calling, and not as an employee of the City. Consultant shall be under control of the City only as to the result to be accomplished, but shall consult with the City as provided for in the request for proposal. The Consultant is an independent contractor of the City. The payment made to the Consultant pursuant to the contract shall be the full and complete compensation to which the Consultant is entitled. The City shall not make any federal or state tax withholdings on behalf of the Consultant. The City shall not be required to pay any workers’ compensation insurance on behalf of the Consultant. The Consultant agrees to indemnify the City for any tax, retirement contribution, 6 Rev. 12/3 1/91 0 W social security, overtime payment, or workers’ compensation payment which the City may be required to make on behalf of the Consultant or any employee of the Consultant for work done under this agreement. The Consultant shall be aware of the requirements of the Immigration Reform and Control Act of 1986 and shall comply with those requirements, including, but not limited to, verifying the eligibility for employment of all agents, employees, subcontractors and consultants that are included in this agreement. 14. CONFORMITY TO LEGAL RE0U);REMENTS The Consultant shall cause all drawings and specifications to conform to all applicable requirements of law: federal, state and local. Consultant shall provide all necessary supporting documents, to be filed with any agencies whose approval is necessary. The City will provide copies of the approved plans to any other agencies. 15. OWNERSHIPOFDOCUMENTS AU plans, studies, sketches, drawings, reports, programs, and specifications as herein required are the property of the City, whether the work for which they are made be executed or not. In the event this contract is terminated, all documents, plans, specifications, drawings, reports, programs, and studies shall be delivered forthwith to the City. Consultant shall have the right to make one (1) copy of the documents for his/her records. 7 Rev. 12/31/91 0 0 16. REPRODUCITON RIGHTS The Consultant agrees that all copyrights which arise from creation of the work pursuant to this contract shall be vested in City and hereby agrees to relinquish all claims to such copyrights in favor of City. 17. HOLD HARMLESS AGREEMENT The City, its officers, and employees shall not be liable for any claims, liabilities, penalties, fines, or any damage to goods, properties, or effects of any person whatever, nor for personal injuries or death caused by, or resulting from, any intentional or negligent acts, errors or omissions of Consultant or Consultant's agents, employees, or representatives. Consultant agrees to defend, indemnify, and save free and harmless the City and its officers and employees against any of the foregoing claims, liabilities, penalties or fines, including liabilities or claims by reason of alleged defects in any plans and specifications, and any cost, expense or attorney's fees which are incurred by the City on account of any of the foregoing. 18. ASS1G"T OF CONTRACT The Consultant shall not assign this contract or any part thereof or any monies due thereunder without the prior written consent of the City. 8 Rev. 12/3 1/91 e 0 A 19. SUBCONTRA(=TING If the Consultant shall subcontract any of the work to be performed under this contract by the Consultant, Consultant shall be fully responsible to the City for the acts and omissions of Consultant's subcontractor and of the persons either directly or indirectly employed by the subcontractor, as Consultant is for the acts and omissions of persons directly employed by consultant. Nothing contained in this contract shall create any contractual relationship between any subcontractor of Consultant and the City. The Consultant shall bind every subcontractor and every subcontractor of a subcontractor by the terms of this contract applicable to Consultant's work unless specifically noted to the contrary in the subcontract in question approved in writing by the City. 20. PROHIBITEDINTEREST No official of the City who is authorized in such capacity on behalf of the City to negotiate, make, accept, or approve, or take part in negotiating, making, accepting, or approving of this agreement, shall become directly or indirectly interested personally in this contract or in any part thereof. No officer or employee of the City who is authorized in such capacity and on behalf of the City to exercise any executive, supervisory, or similar functions in connection with the performance of this contract shall become directly or indirectly interested personally in this contract or any part thereof. 9 Rev. 12/31/91 * 0 21. VERBAL AGREEMENT OR CONVEXSATION No verbal agreement or conversation with any officer, agent, or employee of the City, either before, during or after the execution of this contract, shall affect or modify any of the terms or obligations herein contained nor entitle the Consultant to any additional payment whatsoever under the terms of this contract. 22. SUCCESSORS OR ASSIGNS Subject to the provisions of Paragraph 17, "Hold Harmless Agreement," all terms, conditions, and provisions hereof shall insure to and shall bind each of the parties hereto, and each of their respective heirs, executors, administrators, successors, and assigns. 23- EFFEerrvEDATE This agreement shall be effective on and from the day and year first above written. 24. CONFLICTOF- The Consultant shall file a Conflict of Interest Statement with the City Clerk in accordance with the requirements of the City of Carlsbad Conflict of Interest Code. The Consultant shall report investments or interests in real property. 10 Rev. 12/31/91 0 w 25. INSURANCE The Com,dtant shall obtain and maintain policies of general liability insurance, automobile liability insurance, and a combined policy of worker's compensation and employers liability insurance from an insurance company authorized to do business in the State of California which meets the requirements of City Council Resolution No. 90-96 in an insurable amount of not less than one million dollars ($~,OOO,OOO) each, unless a lower amount is approved by the City Attorney or the City Manager. This insurance shall be in force during the life of this agreement and shall not be canceled without thirty (30) days prior written notice to the City sent by certified mail. /// /// /// /// /// /// /// /// /// /// /// /// 11 Rev. 12/31/91 e m 6.. The City shall be named as an additional insured on these policies. The Consultant shall furnish certificates of insurance to the City before commencement of work. LC Executed by Consultant this 3 day of d~.+---'+ / ,19& CONSULTANT: CITY OF CARLSBAD, a municipal corporation of the State of California Kadie-Jensen. Johnson & Bodnar By: Carl Kadie ATTEST: President/Kadie-Jensen, Johnson & Bodnar -- (I-4 &p &HA g&dr EN&AN Z I \ City Clerk By: -$A i/ KAREN R. KUNDTZ, Assistant Cicy Clei (sign here) 4die - Z/EP,,,~R rr J 24s e hi v( (print name here) SecretaryIKadie-Jensen, Johnson & Bodnar (Proper notarial acknowledgment of execution by CONSULTANT must be attached.) (President or vice-president and secretary or assistant secretary must sign for corporations .) AS TO FORM: n.Qf&eJZQ+ RON BALL Acting City Attorney // f O/9 2 Rev. 12/31/91 12 e EXHIBIT e KADIE - JENSEN, JOHNSON & BODNAR Municipal Financing Consultants, Inc. ELEANOR CARL KA JE 7801 MISSION CE (619) 296.1 FAX (619) 29 WLLOUGHBY C. 402 W OJAI A OJAL CALIFOR) (805) 646-7 FAX (805) 64 ERNEST B. B( 233 DEXTER SAN RAMON. CALIF1 FAX (415) 829 SAN DIEGO CALF PO BOX L October 28, 1991 (415) 829.3' Mr. Jim Elliott Financial Management Director CITY OF CARLSBAD 1200 Elm Avenue Carlsbad, CA 92008 RE: Consulting Services to Assist in the Preparation of Necessary Systems for the Annual Maintenance of Community Facilities District No. 1 Dear Mr. Elliott: At your request, we are submitting this proposal to provide Consulting Services to the City of Carlsbad to assist in the development and/or implementation of the necessary processes, systems, procedures and programming to administer community Facilities District No. 1. Barbara Hale of our firm will be the consultant with the principal responsibility for carrying out these Services. Kadie will be available from time to time to assist and/or review, as you may request. Carl Services will be performed on a task by task basis with the first such task being to assist in setting up the scope of work and precise objectives to be achieved. This and additional task will only be undertaken by Consultant in response to the written request of Mr. Elliott. No such tasks will be billable by Consultant without the City first approving the budget for services. Charter Member: National Association of Independent Public Finance Advisors e 0 Mr. Jim Elliott October 28, 1991 Page 2 Fees for services will be based on the hourly rates shown below plus reimbursement for out-of-pocket expenses. The maxim of such payment for any particular task will not exceed consultant's estimate of the cost for performing that task without the specific authorization of the City. Hourly Rates: Barbara Hale $80.00 Carl Kasie $130.00 (These rates will be in effect through January 1, 1993.) Thank your very much for giving Kadie-Jensen, Johnson & Bodnar this opportunity to offer its services to the City of Carlsbad. If the foregoing proposal meetings with your approva please so indicate in the space provided. p4L L Car Kadie APPROVED AND ACCEPTED FOR THE CITY OF CARLSBAD BY: DATE :