SR-200-004 (2)
RMD:RDA:TR:F:\RESOURCE\STAFFREPORTS\ HDL Contract Extension.doc
Council Meeting: December 19, 2000 Santa Monica, California
To: Mayor and Council Members
From: City Staff
Subject: Recommendation to Extend the term Professional Services Contract with
HdL Coren & Cone to Conduct Property Tax Auditing and Tax related
Services to the City
INTRODUCTION
This report recommends that the City Council authorize the City Manager to negotiate
and execute a contract with the consulting firm of HdL Coren and Cone to continue
providing property tax audit and property tax related services for an additional year and
a half.
BACKGROUND
On October 28, 1997, the City Council authorized the City Manager to negotiate and
execute a contract with HdL Coren & Cone to provide Property Tax auditing and
property tax related services. HdL was selected through a Request For Proposal (RFP)
process. HdL responded to the RFP along with two other firms. HdL was
recommended because it had substantial experience with similar work plans, and their
fee schedule was most competitive. The City contracted for property tax services from
HdL Coren & Cone on December 26,1997 under contract # 6821 CSS. The terms of
the contract provided for an initial one-year term with the City having the option of
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renewing the contract for an additional two-year period. On December 10, 1998, the
City exercised its option to renew the contract and extended it to December 26, 2000.
DISCUSSION
HdL has provided services to both the City and Redevelopment Agency. To date, some
of the consulting services they have provided include generating the Annual Property
Tax Reports for all tax districts including the four redevelopment project areas, Property
Tax Audit Report, assessment appeal information, reconciliation of the Annual Auditor-
Controller Assessed Valuations Report with the tax rolls and various other services in
accordance with the scope of services as outlined in the existing contract. In addition,
they provide the City with a database for all City parcels, which is updated quarterly
and created a program for statutory pass-through payments to other taxing entities.
Their continued services are necessary to both the Finance and Resource
Management departments in monitoring and projecting both property tax and tax
increment revenues for current and future fiscal years for the City and the
Redevelopment Agency. Their work has been accurate and timely and staff believes
that it is in the best interests of the City and the Redevelopment Agency to continue
their association.
BUDGET/FINANCING IMPACT
Currently, a total of $15,271 is available in account number 01264.555060.76027W
through fiscal year 2000/01 under the existing contract. This should be sufficient to
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cover the anticipated services to be provided through fiscal year 2000/01. A total of
$42,400 will be included in the 2001/02 budget to cover the remainder of the contract
extension through June 30, 2002.
RECOMMENDATION
Staff recommends that the City Council authorize the City Manager to extend the term
of Contract No. 6821 (CSS), to June 30, 2002.
Prepared by: Mike Dennis, Director of Finance
Ralph Bursey, Treasurer
Jeff Mathieu, Director of Resource Management
Tina Rodriguez, Redevelopment Administrator
Martin Kennerly, Administrative Services Officer
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