REQUEST FOR QUALIFICATIONS (RFQ)
LIGHTING AND LANDSCAPE MAINTENANCE DISTRICT FINANCIAL
AND ENGINEERING SERVICES
The City of Pleasanton’s Engineering Department is currently seeking financial
and engineering services for the City of Pleasanton’s five (5) Lighting and
Landscape Maintenance Districts (LLMDs). The five LLMDs consist of:
1984-1 (Ponderosa-Del Prado)
1993-2 (Bonde Ranch)
1994-1 (Oak Tree Farm)
1995-1 (Moller Ranch)
All LLMDs are currently underfunded as assessments have not been increased
since the passage of Proposition 218 in 1996. Each LLMD requires analysis of
the special assessments paid by the property owners, the benefit areas, and the
maintenance requirements to confirm compliance with Proposition 218 and
determine what special assessment fees would be necessary to implement a
Proposition 218 compliant and financially sustainable landscape maintenance
and replacement program.
This Request for Qualifications (RFQ) describes the Scope of Services, the
necessary components of the Statement of Qualifications, the consultant
selection process, and a sample copy of the Standard Professional Services
Agreement. The 2018/19 Engineer’s Report encompassing all of the LLMDs is
included as an attachment to this RFQ. Additional documents for the LLMDs will
be made available after the Consultant has been selected. This RFQ also
describes the required format of submitted Statement of Qualifications.
The Landscaping and Lighting Act of 1972 (the “Act") authorized local agencies
to impose an annual assessment on real property benefiting from project-specific
improvements in order to pay for the construction and maintenance of
landscaping and lighting special improvements that benefit those particular
Based on the Act, the City approved development plans which included the
formation of five separate LLMDs starting with Ponderosa-Del Prado in 1984,
Windsor and Bonde Ranch in 1993, Oak Tree Farm in 1994, and Moller Ranch in
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Following the formation of the LLMDs, in November 1996 California voter’s
approved the passage of Proposition 218, commonly referred to as the “Right to
Vote on Taxes Act” which required that the City develop an engineering report
which identifies the special benefits that accrue to each individual property
subject to an assessment. Further, subject to certain exceptions, it established
that the majority of the property owners in the assessment district must vote in
favor of any proposed increase in an assessment for it to be implemented. No
vote to increase an assessment has occurred since the passage of Proposition
218. Furthermore, none of the LLMD’s included an inflation factor when they
were approved so each LLMD is underfunded, some more so than others. The
City of Pleasanton is seeking an engineering firm experienced in Proposition 218
procedures and compliance to evaluate the five LLMDs for compliance and make
recommendations for a potential assessment increase that would meet the
requirements of Proposition 218.
III. PROJECT SCHEDULE
- Advertise RFQ
June 28, 2018
- Statement of Qualifications submittal deadline July 25, 2018
- Shortlist for interviews
August 1, 2018
- Conduct consultant interviews (if necessary) August 20-24, 2018
- Select consultant
August 28, 2018
- Negotiate contract
September 3, 2018
- City Council approval of contracts
September 18, 2018
- Start of Contract
September 25, 2018
IV. SCOPE OF WORK
The scope of work shall include:
1. Preparation of an Annual Engineer’s Report including Levying of
Assessments. The report shall comply with the Landscaping and Lighting
Act of 1972, the California Constitution Article XIII, Proposition 218 and any
related legislation enacted during the term of an agreement entered into as
a result of this RFQ. The CONSULTANT shall:
a. Prepare an Annual Engineer’s Report that demonstrates compliance
with Proposition 218.
b. Recommend any changes or strategies to optimize landscape
maintenance financing and levies that are commensurate with
c. Assist in the evaluation and preparation of maintenance budgets
required for each LLMD, including projected capital improvement
d. Evaluate final maps, title documents, and other agreements related
to the formation of the LLMDs and propose any changes necessary.
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e. Prepare and maintain an updated assessment roll commensurate
with the changes to assessments for each Assessor Parcel Number
(APN). Roll shall be provided in Excel format.
f. Provide research for and resolution to any parcel exceptions and
submit corrections to the Alameda County Controller/Auditor.
g. Respond to questions from the public and City staff as necessary.
h. Preparation of required correspondences including, but not limited
to, compliance with Proposition 218, Authorized Signature to
Request Changes to the Tax Roll and Correction of Fixed Charges
letter, Declaration of mailing of Public Notices.
i. Prepare an updated map for each LLMD.
2. Recommend parcel annexations, LLMD re-organization, or dissolution in a
manner consistent with the Landscaping and Lighting Act of 1972, the
California Constitution Article XIII, Proposition 218 and any related
legislation enacted during the term of an agreement entered into as a result
of this RFQ. The CONSULTANT shall:
a. Provide assistance in the preparation of all documents necessary for
annexations, re-organization of parcels, or dissolution of any of the
LLMDs. The work shall include a schedule outlining the timetable for
the submittal of these documents.
b. Analyze the finances of each LLMD and develop a strategy to
optimize the maintenance, preservation, and replacement of the
landscape, lighting, and other amenities at a level acceptable to the
c. Analyze the LLMDs to ensure compliance with Proposition 218 and
verify that each property owner is paying their proportional share of
the special benefit received.
3. Conduct public outreach regarding the proposed rate increases for the five
LLMDs. The public outreach shall include:
a. Analysis of each LLMD with a breakdown of how maintenance and
Proposition 218 requirements impact the special assessment paid by
the property owners.
b. Assist the City in public meeting presentations. Assume attendance
at one (1) public meeting for each LLMD (5 total). Work to include
assistance with powerpoint presentations and preparation of
documentation supporting the rate increases.
4. Assist the City with balloting services. The Consultant shall prepare any
supporting documents necessary for balloting purposes consistent with
Proposition 218 requirements.
5. Assist the City with the preparation of staff reports and resolutions to City
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6. Provide up to two (2) public presentations to the City Council.
V. STATEMENT REQUIREMENT
1. The Statement shall be concise, well organized and demonstrate an
understanding of the Scope of Services. The Proposal shall be
limited to twenty five (25) one-sided pages (8 1/2 inches X 11
inches), inclusive of resumes, graphics, forms, pictures,
photographs, dividers, front and back covers, cover letter, etc. Type
size and margins for text pages should be in accordance with
accepted standard formats for desktop publishing and processing
and should result in no more than five hundred (500) words per page.
2. The Statement will be evaluated based on the information submitted
in accordance with Section X. of this RFQ package.
Elements of statements submitted in response to this RFQ shall be in the
following order and shall include:
1. Executive Summary
Include a 1-2 page overview of the entire Statement of Qualifications
describing its most important elements.
2. Identification of the Project Team
a. Legal name and address of company
b. Legal form of company (partnership, corporation, joint
venture, etc.). If joint venture, identify the members of the joint
venture and provide all information required within this section
for each member.
c. Address(es) of office(s) working on the project
d. Name, title, address and telephone number of the person to
contact concerning the submittal
3. Experience and Technical Competence
Consultant shall describe his or her experience in completing
similar consulting efforts. Consultant shall list a minimum of five (5)
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successful public works projects of a similar nature completed in
the last ten years. Name of clients and project managers,
telephone numbers, the type of work performed, and the value of
the contracts shall be included. Projects currently being performed
may be submitted for City’s review.
4. Methods Proposed to Accomplish the Work
Outline the basic technical procedures and the managerial
approach, which the project team leadership will adopt to
incorporate these methods into the overall project effort. Provide
assurance that adequate staffing is available to provide the
services efficiently and in a timely fashion.
5. Knowledge and Understanding of the Industry
Describe the project team’s experience working in the industry. The
industry may be defined as the City’s, other similar local agencies’,
and the State’s policies, practices and standards that will be drawn
upon to accomplish the project. The Consultant shall describe the
involvement it has established for maintaining communication with
6. Project Organization and Key Personnel
a. The written qualification statement must include a discussion
of consultant’s staffing plan and level of personnel to be
involved, their qualifications, experience, resumes, roles, and
the name of the individual who will be in overall charge and
responsible for coordination with the City. Indicate the role
and responsibility of prime consultant and all sub-consultants.
If applicable, indicate how local firms are being utilized to
ensure a strong understanding of local laws, ordinances,
regulations, policies, and requirements. The City’s evaluation
of the proposal will consider the consultant’s entire team.
Once proposed, no changes in the team composition will be
allowed without prior written approval of the City. Sub-
consultant letters of commitment may be required.
b. Identify proposed sub-consultants (if any) that will be
retained to perform specified items of work listed in the
“Scope of Services.”
7. Schedule of Fees
a. The “schedule of fees” will be negotiated with the selected
firm. In the event that a fee for the required service cannot be
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