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HomeMy WebLinkAboutCouncil Agenda StatementCITY OF NATIONAL CITY, CALIFORNIA COUNCIL AGENDA STATEMENT MEETING DATE: April 17, 2012 AGENDA ITEM NO. ITEM TITLE: Resolution of the City Council of the City of National City authorizing the Mayor to execute a Second Amendment to the current contract with Atkins North America, Inc., formerly PBS&J, for sewer billing services, tax roll preparation/financial administrative services for the not to exceed amount of $45,867 for fiscal year ending 2013. This second amendment to the current contract will increase the overall agreement to $91,734. Funds are available in the Wastewater Division contract service account.j PREPARED BY: Joe Smith DEPARTMENT: Public b PHONE: 336-4587 APPROVED BY: EXPLANATION: See attached explanation. FINANCIAL STATEMENT: APPROVED: ACCOUNT NO. 125-422-222-299-0000 APPROVED: Sufficient funds are available in Wastewater Division's contract services account ENVIRONMENTAL REVIEW: N/A ORDINANCE: INTRODUCTION: FINAL ADOPTION: Finance MIS STAFF RECOMMENDATION: Approve the Second Amendment to Agreement with Atkins North America BOARD / COMMISSION RECOMMENDATION: ATTACHMENTS: Explanation Proposed Second Amendment Proposed Resolution Explanation On June 17, 2003 the City Council by resolution number 2003-88 approved the creation of a database that was used to transfer the collection of sewer service fees to the County of San Diego Tax Rolls. Each year since we have created a similar database that is delivered to the County of San Diego Assessor's office for this reason. This resolution and second amended agreement will provide similar Sewer Billing, Tax Roll Administration and Financial services for Fiscal year 2012-2013. If approved Atkins North America, Inc., (Atkins), formerly known as Post, Buckley, Schuh & Jernigan, Inc (PBS&J), will provide these services at the same rate of compensation and under the same terms as stated in our present agreement through June 08, 2013. The cost of these services for fiscal year ending 2013 shall not exceed the contract amount of $45,867 without prior written approval from the City. This second amendment to the current contract will increase the overall agreement amount between the City of National City and Atkins to $91,734. This contract will be funded through the Wastewater Division's contract services account number 125-422-222-299. This amended agreement will provide continued assistance with annual administration of our sewer service billing. This will include the updating of any changes that may have occurred to the customer database. These changes will be matched with the Sweetwater Authority's water accounts as well as the County Assessor's information and the associated charges from these changes will be applied. Atkins will then prepare a list of these changes for Council approval subsequent to a public hearing. Once approved a sewer billing data tape will be provided to the County Assessor's office for their review, approval, and implementation. This agreement will also include database review, tracking reports and other services required to match Sweetwater Authority's meter data, County Assessor information and/or National City's records. In addition, Atkins staff members will respond to customer phone calls, written inquiries and assist City staff to respond to billing questions. As time is of the essence Staff request that the City Council approve the second amendment and authorize the contract extension with Atkins. This will allow sufficient time to interface with Sweetwater Authority, compile the needed data from City departments and their staff, build a compatible database, perform quality control review (Q&A), prepare for a public hearing, and then perform a second round of Q&A with County staff to insure the billing data is accurate prior to going on the tax rolls. These tasks must be preformed in a timely manner to insure that all information is delivered to the County prior to their mandated deadlines. Staff believes that because of Atkins' intimate knowledge of National City's sewer billing matrix and database format that they are best qualified to provide the City consultant services to accomplish this task within the deadlines set by the County Assessor.