Task 1 – Develop Budget for new LLAD Assist City staff in developing a comprehensive budget for the new LLAD, including, but not limited to, costs associated with maintenance, energy consumption, administration, and reserve fund collection. Task 2 – Preparation of the Engineer’s Report by a Professional Engineer Prepare the Engineer’s Report in accordance with the requirements of the Act and Proposition 218, including the quantification of general benefits and the substantiation of special benefits received by each parcel within the proposed LLAD. Special benefitsshall be apportioned to each benefiting parcel based on the proportionate special benefit received and used to determine the maximum assessment rates. An assessment diagram delineating the boundaries of the LLAD and identifying each parcel shall also be prepared and included in the Engineer’s Report. The final Engineer’s Report shall be signed and sealed by a registered professional engineer licensed in the State of California. Task 3 – City Council Approval and Public Hearing Assist City staff in the preparation of City Council documents required to approve the Engineer’s Report and conduct proceedings in accordance with the Act and Proposition 218. This includes, but is not limited to, drafting staff reports, resolutions, power point presentations, and public notices. Consultant staff shall attend up to three City Council meetings, including the required Proposition 218 public hearing, to support staff and respond to questions from the City Council and members of the public. Proposition 218 Proceedings: Task 1 – Project Team Meetings Attend virtual meetings with the project team to discuss schedules, action items, public outreach strategy, and information that will be provided to stakeholders. Task 2 – Assist with Public Outreach and Dissemination of Information to Stakeholders Collaborate with City staff to develop a strategic plan for stakeholder engagement and public outreach related to the proposed new LLAD. Assist in the preparation of informational materials to be distributed to affected property owners through mailers, social media platforms, and content for the City’s website. Consultant shall support City staff in responding to inquiries from City Council, property owners, and community members regarding the proposed LLAD. Upon request, Consultant staff shall attend community meetings to address questions and concerns raised by stakeholders. Task 3 – Preparation of Mailing Database Coordinate with Alameda County to obtain the most current property data for parcels located within City limits, including property owner names and mailing addresses. Using this data, prepare a comprehensive mailing database for the distribution of notices and ballots in accordance with Proposition 218 requirements. Task 4 – Preparation of Notices and Ballots Collaborate with project team to prepare draft of the required notice and ballot in accordance with Proposition 218. Review draft notice and ballot with the project team and incorporate revisions as necessary to finalize for delivery to the mail house. Task 5 – Production of Notices, Ballots, Outgoing Envelopes, and Return Envelopes Coordinate with the mail house to mail merge and print between 12,000 and 20,000 notices, ballots, outgoing and incoming envelopes. The final count will be determined by the selected strategy for the proposed LLAD. The outgoing envelopes will be printed on No. 10 windowed envelopes with the return address, stamp and a statement that the envelopes contain an official ballot inside. The return envelopes will be printed on colored No. 9 envelopes with the return address printed on them along with a prepaid postage stamp. The notice will be printed as a color brochure and will include information regarding the proposed assessment as required by Proposition 218. The ballot will be printed on colored card stock. Task 6 – Mailing of Notices and Ballots Coordinate with the mail house to fold, stuff, and apply postage to outgoing and return envelopes and deliver notices and ballots to the post office to ensure delivery by the legal deadline. The notices and ballots will be mailed no less than 45 days prior to the scheduled public hearing. Task 7 – Property Owner Inquiries and Replacement Notices and Ballots Consultant’s phone number will be printed on the notice for property owners to call if they have any questions related to the proposed assessment and/or Proposition 218 procedures. If requested by property owner(s), Consultant will provide replacement notices and ballots in the event they are lost, misplaced, or if a property owner wishes to change their vote. These ballots will be printed on a different colored card stock than the original ballots to ensure ballots are not counted twice. Task 8 – Tabulation of Ballots After the close of the scheduled public hearing, open, sort, and tabulate all returned ballots and prepare a summary table of the ballot tabulation results. The table shall include but is not limited to; the number and total assessment amount corresponding to the returned ballots in favor of the proposed assessment, the number and total assessment amount corresponding to the ballots opposed to the proposed assessment, the number and total assessment amount corresponding to the ballots deemed invalid, and the number and total assessment amount corresponding to the ballots not returned. If a majority of ballots returned, weighted by proposed assessment, are not opposed to the proposed assessment, the City Council may approve the proposed LLAD and Engineer’s Report.
