HomeMy WebLinkAbout2001 03 26 Regular E Government Service Group, Inc. Contract
'.
.-;
COMMISSION AGENDA
ITEM E
CONSENT
INFORMA TIONAL
PUBLIC HEARING
REGULAR X
March 26, 2001
Meeting
~ /
MGR ~~ /DEPT;;/ ::r
A lIthori 7J1ti()n
REQUEST:
The Finance Department is requesting that the City Commission approve the Government
Services Group, Inc. (GSG) contract for both Oak Forest and Tuscawilla Lighting and
Beautification District's annual administrative assessment services in the amount of$12,000
each.
PURPOSE:
To approve a contract for the annual administrative assessment services related to the roll
preparation and special counsel for both Oak Forest and Tuscawilla Lighting and Beautification
District (TLBD).
CONSIDERATIONS:
GSG in combination with Nabors, Giblin & Nickerson (NG&N) performed annual
administrative assessment services related to the roll preparation and special counsel for both
Oak Forest and TLBD in calendar year 2000 and 1999, respectively.
Specifically, the combined organizations: perform an annual maintenance of the assessment roll,
prepare the annual assessment roll, determine revenue requirements, calculate the annual
assessment amounts, develop and prepare annual implementation documents if needed, certify
the annual assessment roll, compute prepayment amounts and serve as special counsel.
.,~
~..
...I
~
FUNDING:
The Oak Forest Capital and Maintenance Fund has budgeted in administrative expenses a
combined total of $15,600. This line item was budgeted to cover the costs associated with the
work performed by GSG.
The TLBD Maintenance Fund has budgeted in consultant services expense a total of $25,400.
This line item was budgeted to cover the costs associated with the work performed by GSG.
RECOMMENDATION:
Approval of the GSG contract for annual administrative assessment services for Oak Forest and
Tuscawilla Lighting and Beautification District at $12,000 each.
ATTACHMENTS:
Revised Fee Scope of Services - both Oak Forest and TLBD - Letter dated March 8, 2001
Original Fee Scope of Services - Oak Forest - Letter dated January 10,2001
Original Fee Scope of Services - TLBD - Letter dated February 2, 2001
COMMISSION ACTION:
I"IAR 08 '01 05: 14Pf'l (;OVT SERVICES r';ROUP
I.C.J"i
GSG
Government Services Group, Inc.
Dedicated 10 solving lund/ng snd service delivery ISSUBS in the pUblic sector
C.iO\'~I"""l:llll'il1~"r.(\~ (fro,,!). Jm:.
1500 Mahan Drive, Suite 250. Tallahassee, FL 32308' Phone (850) 681'3717' Fax (850) 224'7206' Emai/: gsg(llgovserv.com
March 8, 2001
VIA FACSIMILE
Ronald W. McLemore
City Manager
City of Winter Springs
1126 E. State Road 434
Winter Springs. Florida 32708
Re: Revised Fees for Proposed Scopes of Services for Fiscal Year 2001-02:
Tuscawilla Lighting and Beautification District and Oak Forest Assessment
Program
Dear Ron:
This correspondence is written to present a revised fee schedule for services provided
by Government Services Group, Inc. ("GSG") and Nabors, Giblin & Nickerson
(hNG&N"). The original proposed fees were provided in two separate I'etters to the City
dated January 10. 2001 (Oak Forest Assessment Program) and February 2, 2001
(Tuscawilla Lighting and Beautificaiton District). GSG and NG&N submitted these
. proposals to provide specialized assistance to the City and its staff with the imposition
of assessments to fund improvements to the common areas within Tuscawilla and to
provide annual administrative services for the Oak Forest assessment program.
We have provided for your review a revised fees and costs schedule for both projects.
The revised fees represent a combined cost savings to the City of $6,000. For services
provided by GSG and NG&N. we will work under a lump sum professional fee
arrangement described in the attached fees and cost section. A lump sum method of
compensation eliminates any uncertainty in the total fee.
Please review the attached information. We are currently preparing our schedule for
the upcoming assessment season, and would appreciate your prompt reply. This will
help us to accommodate your requests ,and provide you with thoughtful and deliberate
attention to ensure the proper establishment of this successful recurring revenue
source. The execution of this letter agreement indicates acceptance of this proposal.
~pon execution of this agreement, please provide us with one certified copy for our
files.
f'lAR-08-2001 17:20
9042244073
P.02
MAR 08 '1::11 1::1::>; 14t"'1') ~uv I :::>t.t-<v H..t.:::> '..:lro;l.J'~r
Ronald W. McLemore
. March B, 2001
Page 2
We look forward to working with the City of Winter Springs on these important projects.
If you or any other officials have any questions, please feel free to telephone either
Camille Gianatasio or me.
Sincerely, .
-0J ~ ~df'
C/)auuU .. ,'-'lJ
,Laura McKinley
cc: Nabors, Giblin & Nickerson
Camille S. Gianatasio
Louise Franghoul
ACCEPTED AND AGREED TO:
BY
;({~ tJ../Ji~.
City of Winter Springs '
DATE
MAR-08-2001 17:20
9042244073
99%
P.03
f1AR 08 '01 05: 14Pf1 GOVT SERVICES GROUP
P.4/4
For professional services provided by GSG and NG&N, the lump sum fees will be as
follows:
Tuscawilla Lighting and Beautification District
Oak Forest Assessment Program
$12,000
$12,000
Each of the revised fees includes the cost of roll preparation and special counsel
services at $8,000 and $4.000, respectively. Each lump sum fee would be due and
payable in four equal installments. The first installment payment will be due on April 1,
2001. Statements for professional services rendered will be provided on a periodic
basis, but not more often than monthly. All subsequent installment payments will be due
and payable prior to September 30,2001.
On-site meetings with representatives of GSG or NG&N may be arranged at Ol,lr
standard hourly rates. Project status meetings may be arranged through scheduled
telephone conferences in lieu of additional on-site visits.
The lump sum fee does not include the costs of producing and mailing the
statutorily required first class notices for FY 2001-02. These costs
depend on the number of assessable parcels of property within the City.
However, mailing and production costs are 80 cents per parcel. due and
payable one week prior to mailing date according to critical events
schedule.
MAR-08-2001 17:20
'3042244073
'3'3%
P.04
MAR 19 '01 10:56AM GOVT SERVICES GROUP
P.2/21
J-SG
Government Services Group, Inc.
Dedicated to solving lundlng and service delivery Issues In the publlc sector
1500 Mahan Orive, Suite 250' Tallahassee, Fl32308. Phone (850) 681-3717 . Fax (850).224-7206 . Email: gsgogoVStr\'.com
=--__ _ _ .,..~.~..___..u _......u~'"'.....iiil_ -i..L"i"iii
February 2. 2001
VIA U.S. MAIL
Ronald W. McLemore
City Manager
City of Winter Springs
1126 E. State Road 434
Winter Springs, Florida 327D8
Re: Proposed Scope of Services for Tuscawilla Lighting and Beautification
District for Fiscal Year 2001-02
Dear Ron:
This correspondence is written to present' a proposal for Government Services Group,
Inc. ("GSG"), and Nabors. Giblin & Nickerson ("NG&N") to provide specialized
assistance to the City and its staff with the imposition of assessments to fund
improvements to the common areas within Tuscawilla.
We are pleased that the City of Winter Springs received a favorable ruling from the
Supreme Court of Florida (Case No. SCOO-413) that upholds the validity of the special
assessments and the related assessment methodology. With the results of the Supreme
Court case now known, the plan is to impose the assessments. The actual assessments
themselves will not be collected until the tax bills are mailed in November 2001.
In order to proceed, we have provided a scope of services. fees and costs, and
deliverables schedule. We have also enclosed for your reference the proposal for
service dated May 12, 1997. The quoted fee has been provided pursuant to this,
agreement.
For services provided by GSG, we will work un.der a' lump sum professional fee
arrangement described in the attached fees and cost section. A lump sum method of
compensation eliminates any uncertainty in the total fee.
Please review the attached scope of services. We are currently preparing our schedule
for the upcoming assessment season, and would appreciate your prompt reply. This will
MAR 19 '01 10:56AM GOVT SERVICES GROUP
P.3/21
.
Ronald W. McLemore
February 2,2001
Page 2
help us to accommodate your requests and provide you with thoughtful and deliberate
attention to ensure the proper establishment of this successful recurring revenue
source. The execution of this letter agreement indicates acceptance of this proposal.
Upon execution of this agreement, please provide us with one certified copy for our
files.
We look forward to working with the City' of Winter Springs on this very important,
project, If you or any other officials have any questions, please feel free to telephone'
either Camille Gianatasio or me.
Since ely I
Laura Mc2~
cc: Nabors, Giblin & Nickerson
Camille S.Gianatasio
Mark R. Brown
ACCEPTED ANQ AGREED TO:
BY
City of Winter Springs
DATE
f1AR 19 '01 10: 56Af1 GOVT SERV I CES GROUP
P.4/21
..
Task 1:
Evaluate Supreme Court Decision impact on the existing assessment
program.
Evaluate the impact of Case No. SCOO-413 on the assessment program. Identify any
case findings that will result in modifications and assist the City in implementing the
required changes.
Task 2:
Annual Maintenance of the Assessment Roll
Provide periodic updates and reconciliations of the special assessment roll certified
September 15, 2000. Coordinate and reconcile prepayment amounts with the City of
Winter Springs.
Task 3:
Prepare Annual Assessment Roll
Develop and update the assessment roll for Fiscal Year 2000-01 for use in the recurring
annual assessment program by obtaining new download of ad valorem tax roll
information and identifying changes to parcels (i.e.. splits, combinations and
subdivisions).
Task 4:
Determine Revenue Requirements
Advise the City in determining the annual assessment revenue requirements for the
assessment program for Fiscal Year 2001-02 based on information from the City's
financial advisor or other appropriate City of Winter Springs management personnel.
Task 5:
Calculate Annual Assessment Amounts
Calculate/confirm the annual assessment amounts based on the apportionment
methodology and revenue requirements for the assessment program for Fiscal Year
2001-02.
Task 6:
Develop and Prepare Annual Implementation Documents
NG&N will prepare annual legal documents that conform to the Capital Assessment
Ordinance, if required.
Task 7:
Certify the Annual Assessment Roll
If required, advise and assist with the legal requirements for the adoption of the annual
assessment rate resolution in accordance with Section 197.3632. Florida Statutes
including the certification of the assessment roll to the County Tax Collector.
1
MAR 19 '01 10:57AM GOVT SERVICES GROUP
P.5/21
Task 8: Compute Prepayment Amounts
Compute the revised prepayment amounts upon issuance of the ad valorem tax bill
Fiscal Year 2001-02 and prepare a prepayment roll.
2
i'1AR 1'3 ' 131
113: 57 An GOVT SER'y'ICES GROUP
P.6/21
<, " : .-;. ::::~,~~:0~~~; I~,,~r:2]!?~~.i~r ':: ,:, ',' . : "~:<:,, ," '.;.
,.~E.v,e n:t;;,.,I,~rl;,I.iLl"~,,,.,..I,: ','r.:-II,,~ . 'I... . "I '- ", "."~..' ,"i"'i ..
';,.~ _ tl-I",,"::~~ .I:J~"','\~'I:J~I;tI,~....11.'lr..~I,'4_I,.1'...'t( ,;'.,; ".:1., :.1' _'.
..:' ,~':' ~ '~~", t '~\I'.
~. .~:I. -, .
~~~"'~6-:\-~' ..'... ~'-' ~ . .,.,. ,'.'.,...' " -.. ...... J..........'.,,'....;j''''';.,
~,,~~~~~ t) -.. (t ".~;;:~;1..:.~..: ..\::,.:'~:~:~';'~::~~':;:"~"::'';~'~'':I;\.it~...,~(\~.:;.~~..?:;~'\;.,
~ ;,. ;,'''..:.:'' "'.,' .... :'.\" '.; . ..... :''''f:~:':~':~''~l:''''";":'~:::'''::~~' .~1'\:;:'.1" ':.e".~;""~:\~.~~~"",~~;:">~~~~",,
~ ~t. ~~,~::, ~..~ ~~:'::!~~:~'~~ :~I:'.: . ':.:./ ~,r;~~~~~1! :.~;:.~t't~~~:f~:i~1 ;:;~~}.~;:~~~t1i~l~~l,i.~~~(~ ~~~~;.:
::cr:9'~~.~'}.::. :.:~.:..;.~.: ~~. ~":f ..) :.:.. t.:.:.~;\~~::~;~~{~;;.{-: '~~;~::r~i~!:.:\ :4'~';,.!:~~, :~~~~;~~.~.:~.~.~~~~{~~j~~
.....-.-:i ....
E V ~ 1Y:*~'~ifup~~~W:~~!:$Up r~fii'e~C ou'rf:iCa se,
. ..:.;.1. ;;::-;::1;, ...1.;:~ ,1(:' ~~:r:7:r.~tl~:' ',' ..,:.,,' "1.
1.1':)" I;.cl~j~. ,"~l~ ;)"~~l" H: ''''~.f:;'.~, '.: '
;:;,i;~.:::~:~';i~~:'/:l~~~~~'ii.t+ ,'.'",., '..';1,,:.
".
: < i';:. -.
" ~ "I
";i :....., ,
r'prep.ar~.~~n'h.Da{(1;~gse's'sm'erl(R61( "~"~',''',' ',,:',:'~,'
, .."..'..'..O"..J.t../....'.'.'."... " " ... " "
. .......!'. (..:..-';II1'rl~II,,::.~E..,,'I.f"~....t...;.:"1 J....""-... . .1'1 ,...,'~'~ ,'" ~. ,"'.1.."';,
'. ". <~~:~~~~~'/~;~:,~~;.~:i;~~:~;.'~G;::: ;~::':,;' \, ,,:.::: :i!~/":~;/~~/' 1 c:,~:-:, :..3~:
iR!
+-'11
. ~Il;
"'''''1''
Ca~culate' ~nnuan':Assessrri'erit AmoU'nts
, , '.;~" ...,~/'/?~;~~~;~"~..;g.:. I ..';"; ..
"
,'. ~,I. ;':' ,f".
.'.I,.J ....,.'
'..';,
~-' ~~. ' 'i\i ..Jg~~~J::t:1;~)~~II~~;;\'~~t:f;;.i.~~~~~r.~~~'1t:~..::....,.....~~.
,~ - ..~~~~,....~~..~I:'~.:I..,;...:'.I' 1".'...';,.\.:..-:,....
.,';... J,. ..F!.",. . ..' ",,,' ..' ." ....~....: .........'..: ,.,.....\0 ...,t,:...r.f:'I...~J.,....\'t;;:'... '~"'~"Itl..'" 4.',,'
l.. .';~t~~~.' ;.~',',1. ~":I!J..,:"..... /...~...~.\Io!~.~. U.l~ ,. ..:;;t..\~:IJ:..t...~...':~.\~~.. ;jI"~!~ft ~.~:tI.~~'!.:~.I.~)Ir:1
':.'"io,,::~..,;~, ':1.': ....,:!:. ~./; "'-'l'~':' . '...~.f.~~:'..~!~......... f~~J,j.,.\I'.Jo.':\~!i(t'.~:t :~I'(./o~~~'~ ';T.' .!~..:~~~f..l.~~l'(..!..t\..~.f.
~7.:. ......~ .t.~,. . "", ". ..' .1. ...110..,\,.,. ...... ...\....':' .:. .,'.. 1'.. \~J. '11I." ...~... ~":!",-:~~
~~~('~ r:lt.qV'-;'~:\.~ . ~"'I't:t~..~_~ .t):.,,/ ~:'~~, .;~.:: '.~:....:"''''~~4i't'~;:-;:~\];''I~~: ;,~..l"~t~-:~,~.,~~...;O:'~.~...~~....i~~~~
I''')'4''l'N... .) .,~.;:, '.'- :...VI". .:1 . ., ,,_"'.. t ...t .:..~,....,.......~"',.... ....-"l. -:-....loi 1..'..... ......... ...,. ,'III .
" ,,~, .c~~...~~' '.. "~~.,,~~' .~' _,.......'t',;.'..;,....' ,..~,..., ',.i:;"h"~
. · II - Sllr:.tf~ - t - :J.l;,rJ:. I a t1: ~:~~7,t~ ~.~~:-;.*~: ~.~../.~~:~'~..l.\i\ti:{:r~:~
~......\.:.",. ..... .",,,,~'I~..,,, .......... ,........../0........:...,,\..\....,. .~.".. "",',~"'.':-
','" ,.... . ...... '",."', ...... .' ..... '...-..... .;o:T":~..:..... " ".
~~~.,.~"...J:;~"!)'.(\,.\. ," ..7,!~.,..,..~\,.!..:~..,..?",'..,.~r-~' ~,~',.'..1..,".~....',;<. "~l':..:1...
lfi.~~ '.'t:~.. ;P,:04~~'. v..... .... ~ ~-.cc.y.I ~.~...:s .. '.,..'I"4..~~,^>~....~......... .....~..r
'~'#f~ :~':..:';'~~"..:;. :l~'"\.',~" '. ..: i''('... ~.f;.c:;.'.."f;r..t~~~~, ::..~~~ .~~.io~,.f"'1;:i.....~-.-.,.-....i.i.,i.~..,:"?"..,l~
(.t~"J:-;;':' ~'f.v:-.~'1' .,:1.,,;:..:.,fJ. :<<:,~:.~I' :?;.' .":,,... .,~'~~ ~~~:;~t.:l:...~\!:-~~..;:)~i'.;~ !ft....:'i... ~~; ~..;': J~f.-...;.~..(.1..!..~,:..:.
~~~~'"~(:.'~1.~1, ..;."'~....~....$.I.. .,f .,'. .f' ~..~.~''''' ....:' ....,' ~.-.;....,..~"::E~..:/~ ~..~:. ..';f'~l ~'~:........:~~.."JS..';,.~.~i):t'..
3
. l' "(
.,".
~p:~~.!(Q))~1 .... '. .'..:.. :
;~~~;.;:;/>.. :'~ i'::.":':::- ")'" '. ;.:: :~~~
I
~~1v\ '. ,', '..
,.,' . . . ..'
. '.' .' . '. t'
.-. .. ../. '.., ..."..'
ri~K\::r~::~r~p'~ ;::'.::'. '.~. .. ~:. ':: }.':~.: ~:~.
'~:' "May~~G~lif' 1~20~aBJ~~(~~~~.~'
. ," -;'. I _II' . '~I ~ Il 'o\lo' .u~ .'t" .j:! II"': c,.. ~"":r I
" .:' ~ ~ ~,.;.;I' .,.,.~:t<<r.~tj'~.\.....ll.t'.r.:..~~.., l....'(..
" .t...fr..."~ .r~"p}~/'~(: IJ. "'-l..1fIr.(I.~~ 4!J1:.:......:r~..".;.
. .. ,i,.,f.,).;'~"r".,"i'r,;:jI.,IiIP"r.I,~'?-'~:.r t" ~'''''':-
. I. ;:'~.t~... ~...~~~~.~.~J.~J..,t .;,;: I.L.5'.:
~ 1.
..1'
'L'1-"v,g/';W?i:~"@'cj]W " ...: :r~
'!..,..~;I:...Wt.?....~NJ:J'Ji. ...;... '0 ':.
~:..'!". '-c:.~'~~';:". :.' .,; '.: ....... ,..;.... .'" .." "'~"
1'~r\......tI~",.."l.~" ..."'...... .t.,. .,.,',;. """'!
~~~~r~;~.:J::~.~:~:~~~~ ~;::. ,~~"1: ; t:,' :.. ;~:':. '.::~.~::~ {;~
I
':: 'May'~Au.9i)sf~2:qo~i;,.:.:,\..::',::
':': ;: '.~..,::..~:;:i..~/:),,~'::~~(~!":r~\~~:::::,: ,,'~ '
~~~J.?~1~~{:'::.: ";Z'
~..... .,.
." ~,... ~ .-'- . ... I ~ ",., ..... "
~ '.' ..~.' rr~ :?:~:.,"~:'. :-:..: . ". ',. .<'::
'J... '_. 'tl:' ..~. .... \t..
:;;t~.: ;.' It:., ~ ...r.':...... ........ "-:~.' .~..: :.. .,. ".
I
1-
MAR 19 '01 10:58AM GOVT SERVICES GROUP
P.7/21
...',~'~"I '
,....,..,.. , .
~. 0."
For professional services provided by GSG and NG&N, the Jump sum fee will be
$15,000 which includes the cost of roll preparation and special counsel services at
$10,000 and $5,000, respectively. The lump sum would be due and payable in four
equal installments. The first installment payment will be due on April 1, 2001. All
subsequent installment payments will be due within 60 day of the previous installment
payment made by the City.
On-site meetings with representatives of GSG or NG&N may be arranged at our
standard hourly rates. Project status meetings may be arranged through scheduled
telephone conferences in lieu of additional on-site visits.
The lump sum fee does not include the costs of producing and mailing the
statutorily required first class notices for FY 2001-02. These costs
depend on the number of assessable parcels of property within the City.
However, mailing and production costs are 80 cents per parcel, due and
payable one week prior to mailing date according to critical events
schedule.
1
~ MAR 1'3 '01 10:58AM GOVT SERVICES GROUP
-Y~ GOVERNM ~ SERVICES GROUP, INC.
C! ~ P,o,;..", SO,,'ioM · .,5"'" 10 LOCO' Go''''~'"'
P.8/21
{LV
'\~
q-?O '? ').
-:-_ =~.::.:~:=-~~= "':.~"'-~... ,,~... 'II..'!....!l!ll!!!!!!!!I
May 12,1997
Mr. Ronald W. McLemore
City Manager
City of Winter Springs
1126 East S.R. 434
Winter Springs. Florida 32708
Re: Creation, Funding and Implementation of a Beautification and Improvement
Area Involving the City of Winter Springs, the City of Oviedo and Seminole
County and Addressing Incorporated and Unincorporated Areas
Encompassed by the Tuscawilla PUD
Dear Ron:
As a result of our briefings by Frank Kruppenbacher and yourself, we understand
that almost all of the area encompassed by the Tuscawilla PUD lies within the incorporated
area of the City of Winter Springs and that by and large the constituency in the entirety of
the Tuscawilla PUD are desirous of creating a mechanism to efficiently deliver and provide
an incre ased level of capital improvements and services 'beyond that currently being
provided by the municipalities and county government. We also understand that this area
is entirely residential in nature comprising between 4,000 and 5,000 parcels.
In that almost all of the area encompassed by the Tuscawilla PUD lies within the
City of Winter Springs, its City Council is desirous in taking the lead in creating a
mechanism that has the authority and focus to deliver these additional facilities and
services in a manner that benefitted landowners appropriately and efficiently share the
burden for such extraordinary attention. The very fact that the City of Winter Springs, the
City of Oviedo and Seminole County are willing to work together to create such a vehicle
is a great advantage to the community in this endeavor.
GSG is a state-wide firm that specializes in the development, implementation and
administration of special assessment programs. These programs have been for both
capital and service, and have included such diverse programs as .water and sewer, solid
waste, transportation, fire/rescue and economic development. GSG's role will be to assist
in the development of the assessment impact report, and the implementation of the
assessment collection program. GSG will also utilize the firm of Nabors, Giblin &
SUIl'€ bOO' -eM::t-lET'T CAm.8lJltOcNG . ~t5 S. CAlHOUN S"J:EE1. "^LL"HA5S€.E.. R.~IOA ~I
~9(4)6e'.~717 -f:AX,,(904) 224-7206
MAR 19 '01 10:58AM GOVT SERVICES GROUP
P.9/21
Ronald W. Mclemore
May 12, 1997
Page 2
Nickerson, P.A. (NG&N), a law firm dedicated to the representation of local government
on issues of finance and taxation.
Several members of Nabors. Giblin & Nickerson, P .A. ("NG&N") have been engaged
in the development, creation and implementation of such mechanismsthroughoutthe State
and it is our experience that the positive attributes resulting from such cooperation will
result in the ability of this particular area to efficiently develop, put in place and annually
sustain the improvements and beautification services desired by the landowners and
constituents in this area.
GSG and NG&N together can provide all the necessary professional services to
assist the City in creating the contemplated improvement Area and developing a turn key
special assessment program to fund the extraordinary capital improvements and services
being requested by the constituents in this area.
Just as a county or city may use bond counsel, labor counselor construction claims
counsel to provide specialized services. the use of special counsel and expert non-legal
professionals well versed in the development. funding and implementation of extraordinary
improvement and beautification activities, will assist you in creating a fundamentally sound
local government approach for providing the extraordinary capital improvements and
recurring public services being requested by your constituents. We would expect to
undertake this engagement as a joint venture and share with you our collective experience.
expertise and careful approach to the development of an efficient governance alternative,
legally sufficient revenue sources, and the operational procedures to sustain these
improvements and services on a recurring annual basis.
In that you have voiced an interest in seeking the confirmation of the constituents
in this area through some form of non-binding poll or ballot. we have initially developed a
multiple-phased approach which involves the concurrent development of the goverpance
alternative and an assessment program to provide and fund the desired improvements and
services as an initial phase. The initial phase I(A) and 1(8) would conclude with a non-
binding poll or ballot and informational fact sheet sent to each property owner listed on the
area uch a mailing wou cn the
governance alternative, the improvements and services to be performed and the expected
annual cost for each individual landown~At this point the City has committee to an
I lire of $8,500.0tJ{Phase I(A) =$7,500.00 I Phase 1(8) = $1,000.00).
MAR 19 '01 10:S9AM GOVT SERVICES GROUP
P. 1~l/21
Ronald W. McLemore
May 12, 1997
Page 3
A second phase (Implementation)would involve updating the information developed
forthe assessment program in phase one and providing the implementationdocumentatim
and advice to timely implement the funding of the improvement Area through special
assessments. Because of timing issues, the implementation of special assessments may
result in collection through a direct mailing process in the initial year with collection
occurring in subsequent years using the tax bill collection method.
Finally, the third phase consists on an annual recurring contract for 3 years which
would provide all of the services necessary to annually update the improvement Area's
assessment roll, adopt an annual rate resolution and cause collection on the same bill as
ad valorem taxes.
For the services provided by GSG and NG&N, we will agree to work under a lump
sum professional fee arrangement on a percent completed basis. A lump sum method of
compensation eliminates any uncertainty in the total fee. We would, of course, expect to
be paid for all of our tim~ and costs incurred in the event Seminole County and the
municipalities involved choose not to implement or create the contemplated improvement
and beautification Area. However, to make sure there is no misunderstanding, this asped
of our proposai is not a contingency arrangement; in the event the City chooses not to go
forward, or the City of Oviedo or Seminole County are unwilling to create an improvement
and beautification Area, the fees and expenses for actual costs incurred for work
performed hereunder through the date of termination would then be due and payable or
an hourly basis from the last percentage of the project completed at our standard hourly
rates.
In addition to any lump sum or hourly fee, our firms will seek a periodic
reimbursement of actual costs incurred, such as photocopies, long distance telephone
charges, and overnight delivery services. Any travel expenses would be in accordance
with section 112.061, Florida Statutes. Reimbursementfor the costs of producing. stuffing
and mailing of any poll or non-binding constituent ballot, assess~ent bills, or the statutori'"
required first class notices to use the tax bill collection method would also be required. For
ease of administration, any request for reimbursement will come via a single invoice from
both firms for a concurrent period.
Phase I(C) involves the creation of the improvement and beautification area only
after the public meeting with the residents from the impacted area.'
f1AR 19 ' 01 10: 59Ar1 GOVT SERV I CES GROUP
P.11/21
Ronald W. McLemore
May 12,1997
Page 4
Please understand that a substantial amount of the work effort involved in this
project will transpire early on when the governance alternative has been developed and
a pro forma cost on an individual parcel basis has been identified. We would expect that
this information would be embodied in a preliminary assessment report which would be
used as a decision-making tool by the City and the other affected local governments
Our fundamental approach would be to share our experience and insight with you.
and to assist the City in causing the development of a governance alternative and special
assessment prog ra m which achieves the constituents' objectives of enhanced facilities and
beautification services within the residential areas of the Tuscawilla PUD. We possess the
expertise and capacity to provide these services on a turn key basis and look forward to
working with you and Frank Kruppenbacher on this project.
We are attaching as Appendix A to this correspondence, an initial work plan. fee
structu re and deliverables schedule. We are looking forward to working with the City of
Winter Springs. the City of Oviedo and Seminole County on this very important project. If
you have any questions. or desire any further information,please feel free to call me at any
time.
Sincerely.
GOVERNMENT SERVICES GROUP, INC.
;;f-~
Robert E. Sheets
Chief Executive Officer
Attachment
cc: Mark Lawson, NG&N
Frank C. Kruppenbacher (wIatt.)
MAR 19 '01 11:00AM GOVT SERVICES GROUP
P.12/21
Ronald W. McLemore
May 12. 1997
Page 5
NOTICE TO PROCEED
You are hereby authorized and directed to proceed in conformance with this
correspondence, the attached Scope of Services, Oeliverables, and Payment Schedules.
Ronald C. McLemore
City Manager
City of Winter Springs
Date:
t'lAR 1'3 ' 01 11 : 00AM GOVT SERV I CES GROUP
P.13/21
Ronald W. McLemore
May 12, 1997
Page 6
bcc: Robert L. Nabors (wIatt.)
George H. Nickerson, Jr. (wIatt.)
Mark G. Lawson (wIatt.)
Virginia Saunders Delegal (wIatt.)
Robert E. Sheets (wIatt.)
T. Duncan Rose. III (wIatt.)
Camille S. Gianatasio (wiatt.)
K:\WPOA T A\MGL \970.42\MCLEM0-3. 7
MAR 19 '01 11:00AM GOVT SERVICES GROUP
P.14/21
SCOPE OF SERVICES
Phase 1(A}: Analvsis of Gover:n~nce Options
The following tasks outline the minimum level of effort required to prepare an extensive
"white paper" discussing the various governance options for the creation of the Tuskawilla
special assessment entity, This report will be delivered to the City in such a manner that
all realistic options can be analyzed. .
1. Review and evaluate as needed the nature of improvements and beautification
services expected to be desired within the Tuscawilla PUD, existing municipal and
County documents, agreements. reports, master plans. and other data pertaining
to the provision of such improvements and beautification services.
2. Prepare an overview of available governance alternatives.
3. Based upon policy direction. draft and develop a proposed charter for the
impfovement and beautification area (the "Area").
NG&N will provide the professional services descri
development of a "white paper" for a lump sum fee $7
in Phase 1 (A) assumes a maximum of 1 on-site m
number will be arranged at our standard hourly rate.
Phase 1 fB}: Develooment of Non.Binding Mailout to Gau9-e
Support for Assessment Concep.t
This task is intended to assist the City in gauging the acceptability of funding additional
services and improvements through use of special assessments.
1.
servl
2. Prepare a mail out ballot for each property owner to reflect support or lack of
support for the assessment approach to funding services.
3. The City will be responsible for the printing. mailing (including postage) .and
tabulation of the responses from the ballot.
A-1
t'lAR 1'3 ' 01 11 : 01 At'l GOVT SERV I CES GROUP
P.15/21
GSG will provide the professional services described in Phase 1 (8) for a lump sum fee of
$1,000. The scope of services for Phase 1 (8) assumes no on-site meetings.
Phase 1 tel: Development of Proforma Assessments
to Fund Improvement and Beautificatioo
1. Evaluate the existing ad valorem tax roll information, reports and other data
pertaining to the identified improvement area.
J:.Q.fV1 (Q
2. Using information provided by the City, develop an improvement area cost ot-scwef '
profile.
3. With assistance from the City, identify any areas within the improvement area that
are to receive different levels of capital improvement and service.
4. Using the ad valorem roll, develop preliminary assessment ranges indicating
potential assessment amounts (note: this assessment will be expressed in terms of
minimum vs. maximum and may be subjed to major changes depending upon the
outcome of decisions regarding service level, cost and variations within the
improvement area regarding capital and service enhancement).
5. Prepare a summary report regarding assessment ranges and preliminary findings
that can affect final cost and assessment.
NG&N and GSG will provide the professional services described in Phase 1 (C) relating to
the development of special assessments to fund the contemplated Area for a lump sum
fee of $17,500.00. The scope of services in Phase 1(C) assumes a maximum of 4 on-site
meetings by one or more representatives of either NG&N or GSG. Meetings in excess of
this number would be arranged at our standard hourly rates.
Phase 1 (D): Creation of the Improvement and Be:wtification Area
Once direction has been provided by the City, the following tasks will be carried out to
create the formal structure of the Area. These tasks may take place concurrently with
Phase 1 (C) outlined above:
1. Prepare the necessary authorizing ordinances, implementing resolutions and
documentation associated with the creation of the Area.
A-2
P Ie:::
MAR 19 '01 11:01AM GOVT SERVICES GROUP
P.16/21
2. Prepare an executive summary and overview of the proposed charter, present and
thoroughly explain all necessary documentation to municipal and County
representatives and elected officials; revise and finalize as directed.
3. Assist the Area in allocating and funding any costs advanced by the affected
municipalities or County to create the Area. identify and advise the municipalities
and the County concerning long-termsupplementalfunding sources and procedures
to pay for improvements and beautification services.
4. Deliver an ordinance establishing the charter and creating the Area.
NG&N will provide the professional services described in Phase 1 (D) relating to the
creation of the formal governance documents for the Area for a lump sum fee of $7,500.00.
The scope of services in Phase 1 (0) assumes a maximum of 1 on-site meeting. Meeting
in excess of this number will be arranged at our standard hourly rate.
Note: If the City desires, GSG can assist in the developm:lnt of a public information sheet
and attend the public hearing to answer any Questions regarding the preliminary
assessment amount.
Phase 2: Implementation of Special Assessment ProQram
1. Draft legal documents which provide the Area with the flexibility to impose and
collect assessments using both the traditional and non-ad valorem collection
method.
2. Update the assessment roll for use in the annual assessment program to correlate
with revisions to the preliminary version of the Fiscal Year 1997-98 ad valorem tax
roll.
3. Calculate final schedule of rates based on the apportionment methodologies and
revenue requirements for the Fiscal Year 1997-98 assessment program.
4. Draft implementing resolutions to impose the assessments to implement the Area's
policy decisions and proposed methodologies.
5,. 'Assist the Area with the final rate adoption process for the assessment programs
including (a) the legal requirements for any public hearings, (b) the development of
appropriate published notice and/or printing, stuffing and mailing of any notices or
A-3
o 10::.
MAR 19 '01 11:01AM GOVT SERVICES GROUP
P. 17/21
bills, and (c) the development of a public inforn:'ation sheet to be mailed with the
bills or notices.
6. Coordinate with appropriate Area officials concerning establishment of systems and
procedures for the Area to collect and accoul)t for the payment of the Fiscal Year
1997 -98 assessments in a manner conducive to correlation to the Fiscal Year 1998-
99 assessment roll.
7. Prepare the necessary notice of intent resolutions to use the tax bill collection
method in subsequent years and ensure appropriate advertisement of the public
hearing to adopt the notice of intent resolution for the assessment program.
NG&N and GSG will provide the professional services described in Phase 2 relating to the
implementation of the special assessment program for a lump sum fee of $34,500. The
scope of services in Phase 2 assumes a maximum of 4 on-site meetings by one or more
representatives of either NG&N or GSG. Meetings in excess of this number would be
arranged at our standard hourly rates.
Ph~se 3: Annual Recurring Assessment Roll Work Plan
1. Develop and update the assessment roll for use in the recurring annual assessment.
program including the correlation of the assessment roll with the Fiscal Year 1998-
99 ad valorem tax roll and the identification of any unpaid or delinquent accounts.
2. Draft necessary supplemental assessment resolutions to collect assessments for
omitted or subsequently improved parcels: issue delinquency notices and
incorporate unpaid assessments on a subsequent assessment roll.
3. Advise the Area in determining the assessment revenue requirements for the Fiscal
Year 1998-99 assessment program to assist the Area in recovering the costs of
collection and implementing the tax bill collection method.
4. Calculate proforma schedule of rates based on the apportionment methodologies
and revenue requirements for the Fiscal Year 1997-98 assessment program.
5. Draft necessary implementing resolutions to impose the assessments for Fiscal
Year 1998-99 and in subsequent years.
6. Advise and assist with the legal requirements for the adoption of the .final
assessment rate resolution and certification of the assessment roll in accordance
A-4
f'lAR 1'3 ' 01 11 : 02AM GOVT SERV I CES GROUP
P. 18/21
with Section 1 97.3632, Flo~ida Statutes including: (a) the development of the first
class notice and its distribution, (b) publication of the public hearing, (c)
development of a public information sheet, (d) attendance at the public hearing, and
(e) the certification of the assessment roll to the Seminole County Tax Collector.
Assumed as a part of this engagement is a continuing contract with NG&N and GSG for
a minimum period of three years following implementation for the purposes of assisting the
Area in developing annualty a schedule or rates and revenue requirements and updating
the assessment role for the purposes of collection using the tax bill collection method,
NG&N and GSG will provide these services each year for a lump sum fee of $15,000.00.
The scope of services in Phase 3 assumes a maximum of 2 on-site meetings each year
by one or more representatives of either NG&N or GSG. Meetings in excess of this
number would be arranged at our standard hourly rates.
Costs and Expenses
In addition to the lump sum or hourly fees above, our Firms will seek a periodic
reimbursement of actual costs incurred, such as photocopies, long distance telephone
charges, and overnight delivery services. , Any travel expenses would be in accordance
with section 112.061, Florida Statutes. Reimbursement for cost of producing, stuffing, and
mailing of any poll or non-binding constituent ballot, assessment bills, or the statutorily
required first class notices to use the tax bill collection method would also be required. For
reasons of administration, any requests for reimbursement will come via a single invoice
from both firms for a concurrent period.
Additional Services
In recognition that NG&N and GSG are organizations dedicated to providing specialized
assistance to local governments in developing innovative and efficient solutions to public
sector issues, the firms shall, on an hourly or negotiated fee basis, also be available to
provide additional services on finance, revenue, or other local governmental matters. Such
services may be provided under a written change order, extension to this agreement, or
by separate agreement mutually acceptable to the parties, or their successors.
A-5
MAR 1'3 '01 11:02AM GOVT SERVICES GROUP
P . 1 '3/21
TUSCAWILLA IMPROVEMENT AND BEAUTIFICATION Area
DELlVERABLES AND PAYMENT SCHEDULES
PhClses 1 (A), 1 (B), 1 (C) and 1 (D)
Peliverable
Notice to Proceed by the
City
Draft Governance Alternative
and Assessment Report
~ City Commission chooses
I governance alternative
Constituent Mailing
City Commission Decision
to Proceed
Draft Improvement and
Beautification Charter
roforma Assessment Rates
Final Assessment Report
Delivery of Final Improvement
and Beautification Charter
Update assessment budget,
rates a nd roll
Calculate annual assessment
rates for FY ~
crt .ci '1
Schedule Payment Schedule
Oll ur uefult::~
M3y 13.1991 Oec.,\& ,1 qq::r
June 23, 1 997
~~ qd"
90% of Phase 1 (A)
August 11, 199+
~,(q?
8~~kIl479/~ V97
SePtom~)o/97
100% of Phase 1 (B) fees
A~ J'de"I,i"t:J by -the
-Grti' c.fl&:t /~~
90% upon delivery
Of the report (Phase 1 (0))
ectobcr-}~!~v BOro of Phase 1(C) fees
~SIIIGY
, Comments from City
(within 7 days of draft submittal) S/'R;r-
~obcr 31, 199.7~ 20% of Phase 1(C) fees
October 31, 1907
5/,)j7Y
10% of Phase 1 (D) fees
Phase 2
November. December 1991-
~C]?
November Decombor 199.7
-SLUJ q~
A-6
"
r1AR 1'3 ' 01 11 : 0,3AM GOVT SERV I CES GROUP
p . 21~j/21
TUSCAWILLA IMPROVEMENT AND BEAUTIFICATION AREA
DELlVERABLES AND PAYMENT SCHEDULES
(continued)
, Deliverable
Draft lR1t;~I-Year and 0
Recurring Assessment
Implementation
Resolution
Schedule'
P~vrnent Schedule
N-eVClllbel - Dtl.,~lllbe,. 1001
~-~~ 1Y
50% of Phase 2 total
lump sum fee
L Bills
Notice of Intent
Interlocal Agreement
Tax Collector
e ssessment
and Identify Omitted
Subsequently Improved
Parcels
Mail Supplemental
and Delinquency Notices
Calculate Annual
Assessment Rates for
Upcoming Fiscal Year
Mailed December 1997-
January 1998 .
50% of Phase 2 total
lump sum fee
Documents to be properly
published and adopted
by Area prior to
G€tober 1991 ~ 1\ \1~~
Phase 3
with Januory. 1 aG8 ~ 9 r
Roll January - April.
or 1999.2000
Bills January - April, 1998,
1999,2000
30% of annual Phase 3
lump sum fee
May. 1998,1999.2000
A-7
" MAR 19 '01 11:03AM GOVT SERVICES GROUP
P.21/21
t -,
TUSCAWILLA IMPROVEMENT AND BEAUTIFICATION AREA
DELlVERAB~ES AND PAYMENT SCHEDULES
(continued)
Deliverable
Schedule
Payment Schedule
June - July 1998,
1999,2000
40% of annual Phase 3
lump sum fee
Published Notice June - July 199B,
1999,2000
Annual Assessment Resolution July - August 1998,
1999,2000
Certified Assessment Roll
by September 15, 1998.
1999,2000
30% of annual Phase 3
lump sum fee
A-8
-- ----.-.:..-----------------.----.-~-.- .~
.....______h__...._.. _,. __.._____.._______.___._ ._._ .__ -....-... .._____m___._._.______.____._______
GSG
Government Services Group, Inc.
Dedicated to solving funding and service delivery issues in the public sector
Government Services Group, Inc.
315 So, Calhoun, Suite 860 . Tallahassee, FL 32301 . Phone (850) 681-3717 . Fax (850) 224,7206 . Email: gsg@govserv,com
January 10, 2001
VIA U.S. MAIL
Ronald W. McLemore
City Manager
City of Winter Springs
1126 E. State Road 434
Winter Springs, Florida 32708
Re: Oak Forest Assessment Program: Continuing Services
Dear Ron:
The City of Winter Springs has now initiated its first year of the annual assessment
program for the Oak Forest Wall. Government Services Group, Inc. ("G5G") and
Nabors, Giblin & Nickerson, P.A. ("NG&N") are pleased to have assisted the City in
undertaking and successfully implementing this recurring revenue source this year.
In order to continue this relationship and the achievements realized thus far, I have
enclosed a proposed scope of services, fees, deliverables and payment schedule to
assist the City in the preparation of the capital assessment program for Fiscal Year
2001-02. I have also enclosed for your reference the proposal for service dated
February 25, 1997. The quoted fee has been provided pursuant to this agreement.
Please review the attached scope of services. We are currently preparing our schedule
for the upcoming assessment season, and would appreciate your prompt reply. This will
help us to accommodate your requests and provide you with thoughtful and deliberate
attention to ensure the continuation of this successful recurring revenue source.
Accordingly, we have provided two copies of this letter. The execution of this letter
agreement indicates acceptance of this proposal and notice to proceed. Upon
execution of this agreement, please provide us with one certified copy for our files.
.
. Ronald W. McLemore
January 10, 2001
Page 2
""
If you have any questions, please do not hesitate to contact George Nickerson or me.
We look forward to working with the City again this year.
~inc rely, .
, ~\.~/J
L~ :,. LJ \JL/!,L<-
Laura McKinley \.J
LM/lmm
Attachments
cc: Nabors, Giblin & Nickerson, P.A.
Camille Gianatasio
ACCEPTED AND AGREED TO:
BY
City of Winter Springs
DATE
2
'.
',,',,'.,,":',',',':"'::'i':~,'<:,;',',_>;i.":.,.'.~,'~.:.',~,"_.,~_'..',,','~.,',..i:i..:,~,',',,'~,:,,'.,::',;.:,'.',..':.,~,_:.;..',.,.,~:',.,~,,:.'..,'.,:,::,:,-.:,:1",','.',:,,',::,',.,' ;'. ,;'; ",,:<;/~':~A,~.~:~A L;'~~S E?S ME.~T' P ROG RA M
~'l::',,;' , ",' _:::,::(Lc'.";'F(:::!1~~:~~:C,9P~;:C?fSe.rvices ';
Task 1 :
Annual Maintenance of the Assessment Roll
Provide periodic updates and reconciliations of the special assessment roll certified
September 15, 2000. Coordinate and reconcile prepayment amounts with the City of
Winter Springs.
Task 2:
Prepare Annual Assessment Roll
Develop and update the assessment roll for Fiscal Year 2000-01 for use in the recurring
annual assessment program by obtaining new download of ad valorem tax roll
information and identifying changes to parcels (i.e., splits, combinations and
subdivisions).
Task 3:
Determine Revenue Requirements
Advise the City in determining the annual assessment revenue requirements for the
assessment program for Fiscal Year 2001-02 based on information from the City's
financial advisor or other appropriate City of Winter Springs management personnel.
Task 4:
Calculate Annual Assessment Amounts
Calculate/confirm the annual assessment amounts based on the apportionment
methodology and revenue requirements for the assessment program for Fiscal Year
2001-02.
Task 5:
Develop and Prepare Annual Implementation Documents
NG&N will prepare annual legal documents that conform to the Capital Assessment
Ordinance, if required.
Task 6:
Certify the Annual Assessment Roll
If required, advise and assist with the legal requirements for the adoption of the annual
assessment rate resolution in accordance with Section 197.3632, Florida Statutes
including the certification of the assessment roll to the County Tax Collector.
Task 7: Compute Prepayment Amounts
Compute the revised prepayment amounts upon issuance of the ad valorem tax bill
Fiscal Year 2001-02 and prepare a prepayment roll.
1
"
~tf1!i~~,~~~JjJ!i~~Ji~1~ff!rr"
For professional services provided by GSG and NG&N, the lump sum fee will be
$J 5.000. The lump sum would be due and payable in five equal installments. The first
installment payment will be due on February 1. 2001. All subsequent installment
payments will be due within 60 days of the previous installment bill.
The lump sum fee for professional services includes one on-site visit by representatives
of GSG. Additional on-site meetings with GSG or anyon-site visits needed with NG&N
may be arranged at our standard hourly rates. Project status meetings may be
arranged through scheduled telephone conferences in lieu of additional on-site visits.
The lump sum fee does 1]9Jjnclude the costs of proQucing and mailing the "-
statutorily required first class notices for FY 2001-02 if required. These /
costs depend on the number of assessable parcels of property within the
City. However, mailing and production costs ArA 80 cAnts per parcel. due
and payable one .w.fH~k prior to mailing date Accnrrling tn criticAl Avents
schedule.
2
~ "
Event
Schedule
I...",...".,.'."'"'~
.l ") .
~~
"
Annual Maintenance of the Assessment Roll
Periodically
Determine Revenue Requirements
Certify Annual Assessment Roll
~--',. --..~,,....-----.---,... "...---~~
[' J rMaY;7A.u,gy~t'4.Q,O'
,..~ 1~.' _.,rtt <~,t'~"'t-.1 ",;,'f~'\1
. r~ i" .\. <<l' :.,f"l'~ ;>'.,~'
'\ L~ ~ .::.~~~~~' t't:..., ~
August-September
2001
I'..., "'~~--',.,..,...,~='~..,.,.-"-
:'I~~Se-ptein ...., ,,; . "
'1 ~2b!0~:~'F;3;'r
~':, t",,~ ~~,-:~,'~' "," '/ ;..c' ;\,.~> ,. .'.
,:1 ~\iJl... ....~~ ....._ltl,\..~~;J.-,"\4~l:if'..'lI,....
,J ~/J.'.;_~.:.,Lf"';;"" ';.f'!'~I:~,~<t;--::~'1:~-l
3
GOVERNML 11' SERVICES GROUP, INC.
Providing Solulions e. Systems to Local Governmenl
February 25, 1997
Mr, Ronald W, McLemore
City Manager
City of Winter Springs
1126 E, State Road Ij 34
Winter Springs, Florida 32708
Re: Turn key assessment project services to construct and maintain a beautification,
noise abatement, and public safety wall for properties in the Oak Forest Subdivision area
of the City of Winter Springs.
Dear Ron:
;.
This correspondence is provided in response to your request for a work plan to provide specialized
assistance to the City. its staff and City Attorney in the implementation of a non-ad valorem assessment
program for beautification, noise abatement, and safety through the construction of a wall along the
westerly right-of-way of Tuskavilla Road adjacent to the Oak Forest Subdivision area (the .Wall Project")
within the City for Fiscal Year 1998-1999 (upon substantial completion of the road widening).
This proposal provides the joint services of the premier assessment law firm, and assessment
adminiStration consulting firm in the State of Florida in order to serve your stipulated requirements:
. Tum Key Assessment Services
Policy and Issue Analysis
. Maximum Legal Defensibility
Maximum Project Coordination and Continuity
. Efficient Use of City Staff and Resources
On Time Delivery
. Reasonable Cost
Scope r1,doc
1
03103/97
SUITE 860. BARNETT BANK BUILDING. 315 S, CALHOUN STREET. TALL-^HASSEE. FLORIDA 32.301
(904) 681.3717. FN< (904) 224-7206
"
As you know, Government Services Group, Inc, (GSG) is a firm that provides management consulting
services to local govemments utilizing computer based technology and process oriented analysis, GSG
wil~e_ responsible for the development of the database used to create the assessment roll and the
implerDemation of the assessment program, GSG is an affiliated company created and partially owned by
Nabors, Giblin & Nickerson. P,A. ("NG&N), a law firm dedicated to the representation of local governments
on issues of finance and taxation, Members of NG&N will participate in developing and reviewing the
assessment apportionment methodology and assist in providing deliverables to ensure the Wall Project
meets the legal sufficiency tests required in Florida for a valid special assessment and to ensure
compliance with the legal requirements of the tax bill method of collection, The collective skills and
experience of GSG and NG&N are fundamental to the successful completion of this project. We are
pleased to participate in such a joint venture to serve the City on this project.
Attached as Appendix A is a work plan which articulates the services required by the firms to assist you in
structuring and implementing a non-ad valorem assessment program in a manner that is conducive to the
imposition and collection of the assessments via the ad valorem tax bill pursuant to the uniform method of
collection in section 197.3632, Florida Statutes, We understand that the construction of the wall will occur
after widening of the adjacent roadway is substantially completed. Accordingly, the second phase will
probably not occur until Fiscal Year 1998-1999.
The work. plan is divided into three phases: Phase 1 - Structure; Phase 2 - Development; Phase 3 -
Implementation. These phases characterize the three major steps necessary to the development and
implementation of an assessment for the target neighborhood. These steps also provide specific points at
which the City Commission can elect to terminate the assessment project and the consulting engagement
shoulQ the emerging results not be politically viable.
We have also attached as Appendix B a projected timeline and an estimate of costs by Phase.
Scope r1,doc
2
03103/97
The objective of this project is to develop an alternative funding mechanism (non-ad valorem
assessments) based on public policy set forth by the City's elected officials within the constraints of readily
available data and case law precedent. To accomplish this objective. we will focus on the following
essenttat tasks:
. Determination of the capital and maintenance assessment revenue requirements for the Wall Project:
Provision of implementation services aimed at developing a legally defensible method of
apportionment conducive to use with the Seminole County Property Appraiser's ad valorem tax roll
data base;
Development of the implementation documentation using the tax bill collection method which meets all
case law and statutory requirements, and
. Development of an assessment roll conducive to collecting the annual assessments and capable of
being efficiently updated and used in subsequent years,
The proposed work plan is designed to develop the following deliverables during this project:
Phase One - Structure
.' A preliminary white paper analysis which provides a) the estimated assessment cost calculations, b) a
conceptual description of the apportionment methodology, c) development of a public information
flyer and mail out to each affected owner, d)' legal sufficiency overview, and e) an implementation
schedule.
PhasQ Two - Development
. Refinement of assessment cost calculations and apportionment methodology; creation of billing
system and data base, and
. A home rule, service assessment ordinance
Phase Three - Implementation
.' All requisite implementing resolutions for the annual assessment program;
.' The statutorily required notice and billing documentation required for util~ation of the tax bill collection
niethod for the annual assessment program;
Scope fl,doc
3
03/03/97
Final refinement of billing algorithms necessary to calculate the Oak Forest Wall Project assessments
pursuant to the approved methodology;
The final Oak Forest Wall Project assessment rates; and
. -U~ea.te and development of an assessment roll in an electronic format capable of merging with the
Seminole County real. property assessment roll in confonnity with the requirements of utilization of the
tax bill collection method for Fiscal Year 1997-1998,
Phase Four - Annual Assessment Update
Annual review of revenue requirements
Annual update of assessment resolution
Annual update of roll
Issuance of First Class notices
The work plan reflects all of the tasks necessary to collect the assessments via the tax bill collection
method.
The attached scope of services is based on the assumption that the City will be an active participant and
will provide the necessary capital and maintenance budget background infonnation and data required to
develop an assessment methodology.
For services provided by our finns, we will work under a lump sum professional fee arrangement
described in the attached scope of services and receive payment on a completed phase basis pursuant to
the pllase schedule presented in Appendix B. A lump sum method of compensation eliminates an
uncertainty in the total fee. As discussed earlier, the City may elect to tenninate the project and the
engagement at the completion of Phase 1 or Phase 2.
Our experience has taught us that successful completion of a project of this nature undoubtedly requires
numerous iterations. Accordingly, it is important to understand that the payment schedule is purposely
skewed to accomplish the mail-out in the first phase with only a modest exposure to the City should a
substantial number of affected property owners indicate they do not wish to go forward.
Scope rl.doc
4
03/03197
In addition to the lump sum fee for professional services, we will seek reimbursement of actual costs
incurred estimated at 10 percent of the professional services. Such costs include photocopies, long
distance telephone charges, overnight delivery services and travel expenses, Any travel expenses shall
be --reimbursed in accordance with section 112.061, Florida Statutes. The estimate of costs does not
include the costs of published notices or producing and mailing individual notices.
We believe this work plan and proposed fee structure is responsive to the City's immediate desire to
develop a conceptual approach and to gauge the sentiment of affected property owners. As well, should
the City then desire to more forward, this proposal addresses the implementation of a non-ad valorem
assessment for the capital portion of the Wall Project and creates a reliable recurring annual revenue
source for funding the maintenance of the Wall Project for years to come,
We look forward to working with the City of Winter Springs on this ,very important project If you, or any
other City officials have any questions, please feel free to telephone either Mark Lawson or myself.
Sincerely,
~~
,T. Duncan Rose III
Managing Director
Scope rl.doc
5
03103197
APPENDIX A
PROPOSED SCOPE OF SERVICES
Scope r1.doc
6
03103197
City of Winter Springs
Proposed Assessment Program for the Oak Forest Wall Project
SCOPE OF SERVICES
(Presented in task order rather than billed Phase order: billed Phase order is described in Appendix B)
1) Evaluate the City's existing legal documents, ad valorem tax roll information, construction cost
estimates or plans. agreements, reports and other data pertaining to the creation and
maintenance of the Wall Project.
2) Prepare the necessary notice of intent resolutions to use the tax bill collection method and ensure
appropriate advertisement of the public hearing to adopt the notice of intent resolution for the
assessment program,
3) Identify the estimated full cost of the Wall Project.
4) Using the ad valorem roll approved by the Florida Department of Revenue for Fiscal Year 1996-
97, develop a method of apportionment, classification of properties and the use of the data on the
ad valorem roll. Review the assessment methodology for legal sufficiency and compatibility with
the tax bill method of collection.
5) Advise the City in determining the total Wall Project assessment revenue requirements to ensure
the City recovers the costs of: (a) constructing and financing the Wall Project, (b) maintaining the
_""Wall Project, (c) implementing the program and (d) collecting the assessments.
6) Using the ad valorem roll approved by the Florida Department of Revenue for Fiscal Year 1996-
97, create an assessment roll database using the City's most recent ad valorem tax roll. Test the
sufficiency of the database by developing reports to access property use information.
7) Using the ad valorem roll approved by the Florida Department of Revenue for Fiscal Year 1996-
97, apply apportionment methodology to assessment roll database to test the data validity and
legal sufficiency. Revise the apportionment methodology, as necessary,
A-7
8) Using the ad valorem roll approved by the Florida Department of Revenue for Fiscal Year 1996-
97, calculate a proforma schedule of rates based on the apportionment methodology and revenue
requirements for the assessment program and deliver a brief white paper outlining the approach
and issues involved in the Wall Project. In conjunction with the City, develop a public information
- __ flyer and non-binding mail-out to gauge acceptance of the Wall Project by affected property
owners,
9) Draft a home rule service assessment ordinance which provides the City with the flexibility to
impose and collect assessments using the non-ad valorem collection method.
10) Update the assessment roll for use in the assessment program to correlate with revisions to a
subsequent Fiscal Year ad valorem tax roll.
11) Calculate final schedule of rates based on the apportionment methodology and revenue
requirements for the Fiscal Year in which the assessment program is to commence.
12) Draft an initial assessment resolution that conforms to the assessment ordinance to impose the
assessments and implement the City's policy decisions and proposed methodology.
13) Draft a final assessment resolution that conforms to the assessment ordinance to impose the,
assessments which adopts final assessment rates.
14) Advise and assist with the legal requirements for the adoption of the final assessment rate
resolution and certification of the assessment roll in accordance with section 197.3632, Florida
..:. Statutes including: (a) the development of the first class notice and its distribution, (b) publication
of the public hearing, (c) development of a public information sheet (d) attendance at the public
hearing, and (e) the certification of the assessment roll to the Seminole County Tax Collector.
Fee and Costs
For services provided by GSG and NG&N, the lump sum fee for the proposed scope of services
will be $35,000.00. The lump sum fee would be due and payable pursuant to the schedule in Appendix B.
In addition to the lump sum fee, we will seek reimbursement of costs incurred estimated at 10 percent of
the professional services, or approximately $3,500.00. Such costs include travel expenses, photocopies,
long ~istance telephone charges, and overnight delivery services. Any travel expenses shall be
reimbursed in accordance with section 112.061. Florida Statutes. Reimbursable costs will be passed to
A-8
the City at actual cost with no mark up, The estimate of costs does not include the costs of
producing and mailing the notices which will depend on the number of assessable parcels of
property affected by the Wall Project.
-tn- addition to the on-site visits by GSG and NG&N to conduct field work, the lump sum fee
includes an aggregate of eight total on-site visits to the City by GSG and NG&N professional staff,
including two meetings with City elected officials to (1) present the white paper, (2) present the
Assessment Ordinance, (3) present the Initial Assessment Resolution and (4) assist in the final rate
adoption process, Meetings in excess of those contemplated may, be arranged at our standard hourly
rates,
Annual Updates
On a recurring basis, we will also be available to assist the City in the annual update of the Wall
Project assessment program for a fee to be detennined upon completion of this project. Such annual
update assistance would include the annual review of revenue requirements, the annual update of
assessment resolution(s), and annual update of roll, and the issuance of first class notices.
A-9
APPENDIX B
PROJECTED PHASE AND TASK TIMELlNE AND COSTS BY PHASE
A-10
OAK FOREST WALL
ASSESSMENT PROJECT
TURN KEY PROPOSAL
Anticipated Timeline and Estimated Professional Fees
Phase I
Planning
March/April1997:
Develop Conceptual Apportionment Method
Determine Pro-forma Assessment Rates
April/May 1997:
Brief City Commission, Draft Report
Final Report to City Commission
Mail out Ballot
Tabulate Ballot Results
Legal Cost
Assessment Administration Cost
Total Phase I
$2,000
$3,000
$5,000
Phase /I
Development
May 1997:
Draft Assessment Ordinance
Detennine initial Billing Algorithms
Development of Billing Data Base
Programming of Billing Algorithms
Testing of Billing System
Fiilal Assessment OrdinClnce
(Adopt Ordinance)
Legal Cost
Assessment Administration
Total Phase ((
$ 5,000
$ 8,000
$13,000
A-11
Phase /II
June - July 1997:
August 1997:
September 1997:
October 1997:
November 1997:
December 1997
to March 1998:
Impiementation (note: this phase may not be effected until 199B,
depending upon completion of the wall.)
Preparation of Initial Assessment Resolution
Preparation of Preliminary Assessment Roll
Validation of Preliminary Assessment Roll
(Adoption of Preliminary Rate Resolution)
Preparation, Printing and Mailing of First Class Notices
Preparation and Publishing of Required Published Notice
Preparation of Final Assessment Rates
Preparation of Final Assessment Resolution
Generation of Final Assessment Roll
Required Public Hearing
(Adoption of Final Rate Resolution)
(Certification of Roll)
Correction and Update of Roll - Errors and Insertions
Coordination of final electronic roll with Tax Collector
Mailing of Tax Bill
Collection (by Property Appraiser)
Legal Cost
Assessment Administration Cost
$ 8,000
$ 9,000
$,17,000
Total Legal Cost
Total Assessment Administration Cost
Total Cost
$15,000
$20,000
$35,000
Phase IV
Annual Update
Annual review of revenue requirements
Annual update of assessment resolution
Annual update of roll
Issuance of first class notices.
Legal Cost
Assessment Administration Cost
A-12
o
/tf~r
NOTICE TO PROCEED
Government Services Group, Inc. ("GSG") is hereby authorized and directed to proceed
in conformance with the attached correspondence dated February 25, 1997 regarding
the development and implementation of a special assessment to provide and maintain
certain capital facilities for beautification, noise abatement and increased safety to
properties in the Oak Forest Subdivision Area; City of Winter Springs.
Ronald C. McLemore
City Manager
City of Winter Springs
Date:
ACKNOWLEDGED:
Robert E. Sheets
Chief Executive Officer
Government Services Group, Inc.
Date:
A-13
/.
Government Services Group, Inc.
Barnett Bank Building, Suite 860
315 S. Calhoun Street
Tall~hassee, Florida 32301
T~phone(904)681-3717
Facsimile (904) 224-7206
fA(f/I1/LE (OYER fllEET
TO: ~(YYV 1'Y\c-~c.~
~~ '<-o-Q,L
FAX NUMBER: 321-1.09/ d-.--
FROM:
DATE:
~<6(97-
1~
Number of Pages including cover sheet:
The information contained in this transmission is privilezed and confidential. It is intended only for
the use of those persons or entities named above. If you are not the named recipient, dissemination of
this information is strictly prohibited. If you have received this transmission in error, please notify
sender immediately by telephone at the number listed above. Thank you.
. \.
PQJv jCvCG ~~ '---~