Scope_of_Work_for_University_Avenue_Streetscape_Assessment_District.docx
DOCX document 34 KB Posted
- Solicitation number
- RFP193962
- Issued by
- Santa Clara County, California
About this file
This document is a Scope of Work for the City of Palo Alto seeking consultant services to conduct a feasibility analysis for forming a Property-Based Assessment District to fund University Avenue Streetscape Improvements. The project is divided into two phases: Phase I involves assessing the feasibility of creating an assessment district through stakeholder outreach, workshops, site orientation, database formation, and a comprehensive feasibility report; Phase II will focus on developing a District Management Plan, refining the database, conducting stakeholder reviews, preparing and distributing petitions, managing the Proposition 218 ballot process, and supporting City Council approval. The total project cost is approximately $40 million, with the streetscape improvements covering University Avenue from High Street to Webster Street, potentially expanding to include cross streets between University Avenue and Lytton and Hamilton Avenues.
The consultant will be responsible for creating a detailed database of property and business information, conducting extensive stakeholder engagement, and developing a management plan that includes budget, assessment methodology, project delivery structure, district governance, and baseline services agreement. The project aims to secure financial contributions from property owners and business stakeholders to fund streetscape improvements beyond the City's current planned improvements. The assessment district will be structured in compliance with California law, specifically the Property and Business Improvement District Law of 1994 and Proposition 218, with the potential to establish a long-term management entity to oversee the district's ongoing operations and maintenance.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| University_Avenue_Streetscape_-_Assessment_District_Feasibility_Analysis_(Addendum_#1_Revision).pdf | ||
| COST_PROPOSAL_FORM_–_RFP_193962.docx | DOCX document | |
| Attachment_-_Professional_Services_Agreement_Sample.docx | DOCX document | |
| Attachment_-_Insurance_Requirement.pdf | ||
| Attachment_E_-_Cost_Proposal_.docx | DOCX document | |
| Firm_Experience_.pdf |
On GovTribe
Work with this file
- Download the original file
- Contacts named in this file
- Similar government files
- Ask GovTribe AI about this file
Text version
Scope of Work for University Avenue Streetscape Assessment District The City of Palo Alto (City) is seeking proposals from responsible firms for consultant services to conduct a feasibility analysis to form and implement a Property-Based Assessment District to fund University Avenue Streetscape Improvements. The cost to develop the project is approximately $40 million; the City is currently advancing the conceptual plan to a preliminary streetscape design.
The services will be divided into two Phases to be individually scoped and quoted for purposes of this RFP:
Phase I: Assessment District Feasibility Analysis Phase II: Management Plan & Petition Process Implementation
Phase I: Assessment District Feasibility Analysis Phase I will consist of evaluating the feasibility for creating an assessment district. This will include, without limitation, an assessment of existing conditions, and conducting outreach, interviews, and meetings with key stakeholders. The work also includes preparing a report to the City detailing the feasibility of establishing an assessment district, any challenges, and likely factors for success. An overview of expected Phase I services is provided below:
| 1. | Stakeholder Outreach and Defining of Need: Consultant will conduct outreach, including one-on-one meetings with key stakeholders including but not limited to City staff, property owners, business owners and representatives, and key community members. Outreach is intended to document existing conditions in the target service area, familiarize stakeholders with the concept of an assessment district to garner interest and support, and identify the opportunities and challenges to forming an assessment district. Stakeholder outreach will determine the financial contributions and commitments they are willing to make for the University Avenue streetscape improvements. Outreach may take the form of in-person meetings, virtual meetings, or focus groups as determined appropriate and will likely require multiple meetings with certain stakeholders. City staff will assist in outreach and scheduling of initial meetings. | |||
| 2. | Workshop or Focus Groups: Consultant will educate stakeholders on the benefits of assessment districts and produce consensus on plans and budget that will eventually result in formation of an assessment district. After conducting initial one-on-one meetings, Consultant will confer with City staff on holding either a workshop for all stakeholders and/or hosting targeted focus groups for specific stakeholders (e.g., property owners, business representatives, etc.). Consultant will present a comparative evaluation of the kinds of assessment districts permitted under California Law, assessment methods and rationales, and preparatory steps to forming an assessment district and ensuring a smooth renewal process. | |||
| 3. | Site Orientation and Establishment of Study Area: Consultant will conduct initial project orientation site visits to become acquainted with the project area. Local database capabilities will be evaluated, and study areas refined/defined. Based on the site visits and stakeholder engagement, Consultant shall evaluate options that would best support the formation of an assessment district to fund the University Avenue streetscape project. Options could include University Avenue from High Street to Webster Street as well as an expanded geographic area, including cross streets between University Avenue and Lytton and Hamilton Avenues. | |||
| 4. | Database Formation: Consultant will assist in refining the comprehensive real property and/or business database of a potential assessment district from available information. Data sources for the database include but are not limited to Santa Clara County Assessor data, City Business Registry data, and parcel records provided by City staff. The database will be designed for a variety of uses, including but not limited to periodic mailings to property owners. If an assessment district is found feasible for University Avenue, the database will also serve as source data for assessment scenarios and tracking of the petition and Proposition 218 ballot campaign, if applicable. Variables that may need to be assembled include property ownership, parcel square footage, building square footage, and parcel front linear footage. | |||
| 5. | Feasibility Analysis/Report: Consultant will submit a report summarizing their work, analysis, and findings regarding the feasibility of an assessment district. The report should include a conceptual outline for an assessment district Management Plan with a proposed budget reflecting the requirements of California Law as described in the Property and Business Improvement District Law of 1994 and Proposition 218. At minimum, the report should include: | Comment by Shimizu, Tim: What about the amount of assessment? Is there a component of this scope that addresses the financial model of how the cost of the improvements gets paid by the District within the duration of the District? Would the district need to issue bonds (thus making the district last longer than 5-10 years?) | Comment by Ashwini Kantak: @Shimizu, Tim Good question. The cost of improvements will be calculated by the design consultant. Which improvements and thus, which costs are eligible, will be analyzed by the assessment district consultant. If the City had to issue bonds I am assuming ASD will handle that but I will confirm. | Comment by Ashwini Kantak: @Nose, Kiely any thoughts on how we would finance? |
a. Assessment of the level of engagement and interest from stakeholders
b. Recommendations on whether to proceed with an assessment district, based on the likelihood that property owners will support a petition to create an assessment district, or a recommendation to discontinue the process
c. If recommendation is to proceed, defined geographic area(s), including specific parcels. Consultant shall present alternate options for geographic areas, with a recommended area that is most likely to gain support from property owners.
6. Attending Public Meeting(s): City staff will present the consultant’s findings to the City Council and relevant Committees, in order to take the necessary steps to obtain approval. However, it may be necessary for the Consultant to be present at the Council meeting(s) and Committee meeting(s) to answer questions or make brief presentations. Depending on the results of the feasibility analysis, further community meetings may be required.
Phase II: Management Plan and Petition Process Implementation If the assessment of Phase I is favorable, the Consultant will continue with Phase II of the process, which will consist of guiding a community-based effort to create the assessment district. Without limitation, this will include developing a thorough District Management Plan (hereinafter “Plan”) that evaluates revenue components, budget, and schedule; facilitating stakeholder education and consensus building; refining the Plan based on stakeholder feedback; preparing a property owner petition drive; overall project coordination and management; and working closely with the project’s design consultant who will be preparing the improvement plans and engineer's report. An overview of expected Phase II services is provided below:
1. District Management Plan with Baseline Services Agreement: Based upon learnings and recommendations from Phase I, Consultant shall produce a Plan for the provision of funding for the streetscape improvements to be provided by the assessment district. The Plan shall be consistent with applicable California law including components required in California Streets and Highway Code section 36622. The consultant shall form the Plan through a process that engages stakeholders, including civic leaders, and property and business owners that builds "ownership" in and support for the Plan. The City reserves the option, following successful completion of the petition process, to engage with stakeholders and recommend a management entity that will manage and oversee the assessment district; any such recommendation must ultimately be confirmed and approved by the assessment district stakeholders through the Plan and assessment district petition process.
Components of the Plan shall include, without limitation:
| a. | Plan Summary: an executive summary of the Plan. |
| b. | District Rationale & Objectives: an overview of improvements being provided by the City, value proposition for the creation of an improvement district to assessed parties and anticipated additional improvements to be provided through the establishment of the assessment district beyond the City’s planned improvements. |
| c. | City Participation Limitations: clarification of the City’s involvement in the establishment of the assessment district, its ongoing role after establishment of the assessment district, and any City limitations in its ability to participate in assessment district governance, etc. |
| d. | Recommended District Boundaries: a map of District boundaries, as refined based on Phase I and Phase II stakeholder engagement and Consultant’s analysis. |
| e. | Plan Options: presentation of options for agreement(s) to be procured through the assessment district formation process including types and levels of improvements to be provided to properties within the assessment district. |
| f. | Baseline Services Agreement: Based on coordination with the City and key assessment district stakeholders, the Plan shall include a baseline agreement that incorporates the following: |
i. Budgets for proposed improvements
ii. Assessment methodology
iii. Project delivery structure
iv. District governance
v. District Rules and Regulations
g. Plan Relationship to Existing Organizations: identify existing stakeholder organizations and their relationship to the District Plan for transparency.
| 2. | Database Refinement: Consultant shall refine its comprehensive property database from public information available with the City, County, and other existing sources so that the database can be used for a variety of purposes. This database shall serve as the basis for any forthcoming assessment district petition, as well as a tool for any future business association or improvement district management operations. |
| 3. | District Management Plan Review & Refinement: Consultant will test the Plan with the assessment district’s property and business owner constituency and other stakeholders. As determined necessary by City staff, the Consultant shall conduct a series of advanced discussions regarding the Plan with stakeholders, consisting of up to three (3) focus groups and up to ten (10) one-on-one meetings. With the assistance of City Staff, Consultant shall be responsible for selecting participants, holding, and leading such focus groups and meetings. Each focus group shall contain participants representing a particular stakeholder segment (e.g., business owners, property owners, or other City staff). The focus groups will aim to identify strengths and weaknesses within the Plan and the willingness of stakeholders to pay to receive new services and improvements. Consultant shall prepare and submit the test market findings resulting from the focus groups and one-on-one meetings to City staff and assessment district stakeholders. |
| 4. | Petition Preparation, Marketing, and Distribution: Consultant shall prepare the petition to establish the assessment district and associated documents required for the petition package in coordination with City staff and key stakeholders. Consultant shall also create a comprehensive marketing and communications strategy to support preparation for a petition drive and public hearings to approve an assessment district. The petition packet for property owners shall consist of several items, including instructions, District Plan summary, the petition, and property owner data sheet with estimated assessments. Consultant shall work with City staff to ensure that these materials are assembled and prepared properly. Unless directed otherwise by City staff, it is the responsibility of the Consultant to mail the petition packets. Consultant shall monitor the petition drive and City Council approval process and provide assistance as needed. |
| 5. | Proposition 218 Ballot Process: Following the submission of petitions and staff’s report to City Council, Consultant shall prepare the ballots and assist City staff in the completion of the required Proposition 218 ballot process. |
| 6. | City Council Approval: Upon the completion of a successful petition drive, Consultant shall be available to participate in City Council meetings and public hearings. |
File details come from the government source that posted it. Updated .