Staff Report 11.15.23City Council Chambers
29844 Haun Road
Menifee, CA 92586
Bill Zimmerman, Mayor
Bob Karwin, District 1
Ricky Estrada, District 2
Lesa Sobek, District 3
Dean Deines, District 4 AGENDA
Menifee City Council
Regular Meeting Agenda
Wednesday, November 15, 2023
5:00 PM Closed Session
6:00 PM Regular Meeting
Armando G. Villa, City Manager
Jeffrey T. Melching, City Attorney
Stephanie Roseen, Acting Clerk
10.14 Master Agreement with Spicer Consulting Group for Professional On-Call Services for
Special District Annexation and Other Related Services
RECOMMENDED ACTION
1.Approve and authorize the City Manager to execute a Master Agreement for
professional on-call services for special district annexation and other related services
with Spicer Consulting Group effective July 1, 2023, through June 30, 2027, for a
total not-to-exceed amount of $350,000 for the term of the agreement; and
2.Authorize the Finance Department to issue individual purchase orders against the
Agreement.
DocuSign Envelope ID: 55437F73-590E-4053-915E-2E9D103D5F2C
CITY OF MENIFEE
SUBJECT: Master Agreement with Spicer Consulting Group for
Professional On-Call Services for Special District Annexation
and Other Related Services
MEETING DATE: November 15, 2023
TO: Mayor and City Council
PREPARED BY: Kristen Jensen, Public Works Financial Analyst
REVIEWED BY: Nick Fidler, Public Works Director
APPROVED BY: Rebekah Kramer, Acting City Manager
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RECOMMENDED ACTION
1. Approve and authorize the City Manager to execute a Master Agreement for professional on-
call services for special district annexation and other related services with Spicer Consulting
Group effective July 1, 2023, through June 30, 2027, for a total not-to-exceed amount of
$350,000 for the term of the agreement; and
2. Authorize the Finance Department to issue individual purchase orders against the Agreement.
DISCUSSION
In February 2022, following a competitive Request for Proposal (“RFP”) process, Spicer
Consulting Group (“SCG”) was selected as the consultant to provide special district
administration, annexation, formation, and bond issuance services to the City. The RFP was
developed to establish a consultant for the fiscal year 2022/2023 budget year with options for
agreement term extensions through June 30, 2027. Multiple City departments utilize services
provided through SCG, and as such, separate agreements and funding sources are established
for services based on each department’s need. The special district services provided by SCG
include, but are not limited to:
•Annual Engineer’s Reports & Annual Reports
•Database Integrity
•Special Tax Rate Calculations
•Assessment Rates
•Levy Information / Data Collection
•Annual Levy Preparation and Submittal
•Compliance with Proposition 218
DocuSign Envelope ID: 55437F73-590E-4053-915E-2E9D103D5F2C
City of Menifee Staff Report
Master Agreement with Spicer Consulting - Public Works/Engineering
November 15, 2023
Page 2 of 3
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•City Council Meeting Preparation and Presentations
•Delinquency Monitoring
•Respond to Property Owner Questions
•Internet portal providing information for Property Owners and City Employees
•Annexation Services for Future Annexations
•Bond Issuance Services
•Other On-Call Services for Finance, Planning, Community Services, and Public Works
Departments
The Public Works Engineering Division (“Engineering”) utilizes SCG to assist in the process of
annexing new developments into the City’s existing maintenance Community Facility Districts
(CFDs). Annexation into CFDs is a standard condition of approval for all new developments and
establishes an ongoing revenue source for proper maintenance of public infrastructure and
amenities established as part of the development. Occasionally other special district on-call
services are needed for tasks such as district related audits or maintenance exhibit area mapping
updates. Costs associated with annexation services are fully offset through developer deposits.
Costs of other services provided may be offset by special district assessments from the specific
districts work is performed for.
In June 2023, the City Council authorized staff to implement the use of a multi-year agreement
for pre-qualified professional service firms to serve as a master agreement that would be
established for a specific number of years and with a predetermined not-to-exceed amount for
the full agreement term. To date over 35 master agreements have been executed, supporting
efficient processing, transparent tracking, and timely engagement of firms for services provided
to the Engineering and Capital Improvement Program divisions.
The proposed Master Agreement for professional on-call services for special district annexation
and other related services (“Agreement”) would eliminate the need for Engineering and Finance
staff to close out and reestablish a new agreement with SCG at the end/beginning of each fiscal
year and would provide continuity of services year over year. Rates for services through June
2027 were previously established through SCG’s response to the 2021 RFP and are incorporated
into the Agreement.
The Agreement would not exceed $350,000 for the proposed four-year term for fiscal years
2023/2024 through 2026/2027 and services requested against the Agreement would not exceed
the total available and approved professional services budgets at the time of request. In no event
would the cumulative amount of the purchase orders or direct payments issued against the
Agreement exceed the total not-to-exceed amount established for the Agreement.
STRATEGIC PLAN OBJECTIVE
Thriving Economy
Implementation of this Agreement would support objectives in the City’s Strategic Visioning for a
Thriving Economy by streamlining internal development-related processes and providing more
transparency of professional services expenditures for ease of future reporting and contract
monitoring.
DocuSign Envelope ID: 55437F73-590E-4053-915E-2E9D103D5F2C
City of Menifee Staff Report
Master Agreement with Spicer Consulting - Public Works/Engineering
November 15, 2023
Page 3 of 3
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FISCAL IMPACT
There is no additional fiscal impact associated with approval of the proposed Agreement. Funding
for special district annexation services is included in the approved fiscal years 2023/2024 and
2024/2025 Engineering and Special District operating budgets.
It is important to note that the costs associated with special district annexation services are offset
through required developer deposits. Other service requests related to special districts would be
offset through the specific district where work is performed. The collective total of all purchase
orders issued would not exceed the total not-to-exceed amount established for the full Agreement
term. Purchase order issuance would be limited to available operating budgets at the time of
requested services.
ATTACHMENTS
1. Master Agreement
DocuSign Envelope ID: 55437F73-590E-4053-915E-2E9D103D5F2C