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Home My WebLink About2006 01 09 Consent 409 Agreement Government Services Group COMMISSION AGENDA ITEM 409 Consent X Informational Public Hearing Regular January 9. 2006 Regular Meeting Mgr. / Dept. Authorization REQUEST: The City Manager requests authorization to enter into contractual services with Government Services Group, Inc. (GSG) for the Oak Forest Wall Neighborhood Improvements Assessment Program ($13,500) and the Tuscawilla Lighting and Beautification District Neighborhood Improvements Assessment Program ($13,500) for the fiscal year 2005-2006. Additionally, due to contractual service cost increases, su'pplemental appropriations are requested in the amount of $550 from each of the funds 191, 192, 182, and 184. PURPOSE: To obtain Commission approval to enter into contractual services with Government Services Group, Inc. (GSG) for the Oak Forest Wall Neighborhood Improvements Assessment Program and the Tuscawilla Lighting and Beautification District (TLBD) Neighborhood Improvements Assessment Program for the fiscal year 2005-2006. Additionally, due to GSG contractual service cost increases, supplemental appropriations are requested in the amount of $550 from the following funds: · Oak Forest Maintenance Fund - 191 · Oak Forest Debt Service Fund - 192 · TLBD Debt Service Fund -182 · TLBD Maintenance Fund -184 CONSIDERATIONS: The contract cost of $13500 per assessment district consists of the services provided by Government Services Group, Inc. ($10,000) and Nabors, Giblin, and Nickerson, P.A. ($3,500). Nabors, Giblin, and Nickerson, P.A. will be engaged pursuant to the proposal submitted by GSG. Accordingly, GSG will remit to Nabors, Giblin, and Nickerson, P.A. that portion of the contractual fee related to legal services. This annual contract price represents an $1,100 increase (per assessment district) in the annual cost ofGSG's services. The scope of services and the fees and costs' schedule relate to the preparation ofthe November 2006 tax rolls for both the TLBD and Oak Forest Wall assessment programs. Accordingly, it does include the Tuscawilla Lighting and Beautification District Phase II. It does NOT include the costs of producing and mailing the statutorily required first class notices for fiscal year 2006- 2007, if required. Please see attachments for Scope of Services, Fees and Costs, and Critical Events. FUNDING: Included in the fiscal year 2006 budget at a contract rate of $12,400 for each assessment district. Budgeted as follows: Oak Forest Maintenance Oak Forest Debt Service Total Budgeted for GSG 191-53211 192-53211 Administration Fees Administration Fees $6,200 $6,200 $12,400 - Oak Forest TLBD Debt Service TLBD Maintenance Fund 182-53211 184-53211 Administration Services Administration Services $6,200 $6,200 $12,400 - TLBD Supplemental appropriations are requested which total $2,200 (GSG's contract increase) as follows: $550 from fund 191 fund balance to 191-53211 (Administration Fees) $550 from fund 192 fund balance to 192-53211 (Administration Fees) $550 from fund 182 fund balance to 182-53211 (Administration Fees) $550 from fund 184 fund balance to 184-53211 (Administration Fees) RECOMMENDATIONS: Staff recommends that the Commission authorize the execution of the annual contract with Government Services Group, Inc. for the fiscal year 2005-2006 in the amount of$13,500 for each assessment district (Oak Forest and TLBD). ATTACHMENTS: 1- Agreement letter from Government Services Group, Inc. dated September 27,2005 - Oak Forest Wall Neighborhood Improvements Assessment Program Continuing Services 2- Agreement letter from Government Services Group, Inc. dated September 27, 2005 - Tuscawilla Lighting and Beautification District Neighborhood Improvements Assessment Program Continuing Services 3- Letter from Nabors, Giblin, and Nickerson, P.A. confirming that their fees for legal services regarding the Oak Forest and TLBD assessment districts are included in the respective contracts with Government Services Group, Inc. COMMISSION ACTION: 010906 COMM Consent 409 GSG Annual Contract G S G I. pUblic sector I undi'?3 ~ service solutions GOVERNMENT SERVICES GROUP. INC. September 27,2005 Via Regular Mall Ms. Michelle Greco Director of Finance City of Winter Springs 1126 East S.R 434 Winter Springs, FL 32708 Re: Oak Forest Wall Neighborhood Improvements Assessment Program Continuing Services Dear Ms Greco: The City of Winter Springs has completed its sixth year of the annual assessment program for the Oak Forest Wall initiated in Fiscal Year 1999-2000. Government Services Group, Inc. (GSG) and Nabors, Giblin and Nickerson, P.A. is pleased to have assisted the City of Winter Springs;n undertaking and successfully implementing this recurring revenue source. In order to continue this relationship and the achievements realized thus far, I have enclosed the scope of services and the fees and costs schedule to assist the City in the preparation of the November 2006 tax rolls for the Oak Forest Wall assessment program. Please review the attached work order and scope 'of services. We are currently preparing our schedule for the upcoming assessment season, and would appreciate your prompt reply. This will help us accommodate your requests and provide you with thoughtful and deliberate attention to ensure the continuation of this successful recurring revenue sourCe. 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 signed copy for our files. We look forward to working with the City of Winter Springs on this important project. If you have any questions or need further information, please feel free to contact me. MMjdfm Attachments cc: Chris Traber, NG&N 1500 Mahan Drive. Suite 250 I Tallahassee FL 3230& IT 850.681.3717 F 850.224.7206 280 Wekiva Springs Rd. I Protegrity Plaza. Suite 203 1 LOTlgwood FL 32779 IT 407.629.6900 IF 407.629.6963 Ms. Michelle Greco September 27. 2005 Page 2 ACCEPTED AND AGREED TO: BY City of Winter Springs Date Appendix A ANNUAL ASSESSMENT PROGRAM FISCAL YEAR 2006-2007 Scope of Services Task 1: Task 2: Task 3: Task 4: Task 5: Task 6: Annual Maintenance of the Assessment Roll Provide periodic updates and reconciliations of the certified special assessment roll. Coordinate and reconcile prepayment amounts with the City of Winter Springs. Prepare Annual Assessment Roll Update the assessment roll for Fiscal Year 2006-07 for use in the recurring annual assessment program by obtaining new download of ad valorem tax roll information from the Seminole County Property Appraiser's Office and identifying changes to parcels (I.e., splits, combinations and subdivisions). GSG will work with City staff as necessary to process database revisions generated. Determine Revenue Requirements Advise the City of Winter Springs in determining the annual assessment revenue requirements for the assessment program(s) for Fiscal Year 2006-07 based on information from the City's financial advisor or other appropriate management personnel. Calculate Annual Assessment Amounts Calculate/confirm the annual assessment amounts based on the apportionment methodology and revenue requirements for the assessment programs for Fiscal Year 2006- 07. Certify the Annual Assessment Roll If required, advise and assist with the legal requirements for the adoption of the final assessment rate resolution in accordance with Section 197.3632, Florida Statutes including the certification of the assessment roll to the Seminole County Tax Collector. Compute Prepayment Amounts Compute the prepayment amounts upon issuance of the ad valorem tax bill for Fiscal Year 2006-07 and prepare a prepayment roll. GoMrnMent Ie,*" GfeuI'.Iftc. and Halton, WbUn" Hlckereon, PA I A-1 FEES AND COSTS For services provided by GSG and NGN the lump sum fee for professional services for the proposed scope of services will be $13,500. The lump sum fee does not Include the costs of producing and mailing the statutorily required first class notices for Fiscal Year 2006-07, If required. These costs depend on the number of assessable parcels of property within the project areas. However, mailing and production costs are $1.25 per parcel, due and payable one week prior to mailing date according to the critical events schedule. The lump sum fee will be due and payable on a Quarterly basis (assuming notice to proceed occurs by November 15, 2005) as follows: Payment 25 % of lump sum fee ($3,375) 25 % of lump sum fee ($3,375) 25 % of lump sum fee ($3,375) 25 % of lump sum fee ($3,375) Schedule December 2005 March 2006 June 2006 September 2006 CRITICAL EVENTS SCHEDULE Event Schedule Notice to Proceed December 2005 Annual Maintenance of Assessment Roll Periodically Prepare Annual Assessment Roll May -Augu5t 2006 Determine Revenue Requirements May - August 2006 Calculate Annual Assessment Amounts May - August 2006 Certify Annual Assessment Roll August - September 2006 Compute Prepayment Amounts September ,- October 2006 Qo\'emlll.nt s.mces Gtoup,lnc. an Nabors. Giblin" Nlcbfson, P.A.. I A-2 G S G ./. pUb}!c sector I undin.J ~ J'ervice solutions GOVERNMENT SERVICES GROUP, INC. September 27,2005 Via Regular Mall Ms. Michelle Greco Director of Finance City of Winter Springs 1126 East S.R. 434 Winter Springs, FL 32708 Re: Tuscawllla Lighting and Beautification District Neighborhood Improvements Assessment Program Continuing Services :- Dear Ms. Greco: The City of Winter Springs has completed its sixth year of the annual assessment program for the Tuscawilla Lighting and Beautification District initiated in Fiscal Year 1999-2000. Government Services Group, Inc. (GSG) and Nabors, Giblin and Nickerson, P.A. are pleased to have assisted the City of Winter Springs in undertaking and successfully implementing this recurring revenue source. In order to continue this relationship and the achievements realized thus far, I have enclosed the scope of services and the fees and costs schedule to assist the City in the preparation-t>f the November 2006 tax rolls for the luscawllla Lighting and Beautification District assessment program. Please review the attached work order and scope of services. We are currently preparing our schedule for the upcoming assessment season, and would appreciate your prompt reply. This will help us accommodate your requests and provide you with thoughtful and deliberate attention to ensure the continuation of this successful recurring revenue source. 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 signed copy for our files. We lOOK forward to working with the City of Winter Springs on this important project. If you have any questi~s or need further information, please feel free to contact me. , Sincerely, MM/DLM Attachments cc: Chris Traber, NG&N 1500 Mahan Drive, SUite 250 I Tallahassee FL 323U8 T 8506813717 I F 850.224.7206 280 Wekiva Sprmgs Rd. I Protegrity Plaza, Suite 203 I Longwood FL 32779 I T 407.629.6900 I F 407.629.6963 Ms. Michelle Greco September 27,2005 Page 2 ACCEPTED AND AGREED TO: BY City of Winter Springs Date Appendix A ANNUAL ASSESSMENT PROGRAM FISCAL YEAR 2006-2007 Scope of Services Task 1: Annual Maintenance of the Assessment Roll Provide periodic updates and reconciliations of the certified special assessment roll. Coordinate and reconcile prepayment amounts with the City of Winter Springs. Task 2: Prepare Annual Assessment Roll Update the assessment roll for Fiscal Year 2006-07 for use in the recurring annual assessment program by obtaining new download of ad valorem tax roll information from the Seminole County Property Appraiser's Office and identifying changes to parcels (Le., splits, combinations and subdivisions). GSG will work with City staff as necessary to process database revisions generated. Task 3: Determine Revenue Requirements Advise the City of Winter Springs in determining the annual assessment revenue requirements for the assessment program for Fiscal Year 2006-07 based on information from the City's financial advisor or other appropriate management personnel. Task 4: Calculate Annual Assessment Amounts Calculate/confirm the annual assessment amounts based on the apportionmerit methodology and revenue requirements for the assessment program for Fiscal Year 2006- 07. Task 5: Certify the Annual Assessment Roll If required, advise and assist with the legal requirements for the adoption of the final assessment rate resolution in accordance with Section 197.3632, Florida Statutes inclUding the certification of the assessment roll to the Seminole County Tax Collector. Task 6: Compute Prepayment Amounts Compute the prepayment amounts upon issuance of the ad valorem tax bill for Fiscal Year 2006-07 and prepare a prepayment roll. Government Services Group, Inc. and Nabors, Giblin & Nlckerson, P.A. A-1 FEES AND COSTS For services provided by GSG and NGN the lump sum fee for professional services for the proposed scope of services will be $13,500. The lump sum fee does not include the costs of producing and rnaUlng the statutorily required tirst class notices for Fiscal Year 2006-07, If required. These costs depend on the number of assessable parcels of property within the project areas. However, mailing and production costs are $:1.25 per parcel, due and payable one week prior to mailing date according to the critical events schedule. The lump sum fee will be due and payable on a quarterly basis (assuming notice to proceed occurs by November 15, 2005) as follows: Payment Schedule 25 % of lump sum fee ($3,375) December 2005 25 % of lump sum fee ($3,375) March 2006 25 % of lump sum fee ($3,375) June 2006 25 % of lump sum fee ($3,375) September 2006 CRITICAL EVENTS SCHEDULE Event Schedule Notice to Proceed November 2005 Annual Maintenance of the Assessment Roll Periodically Prepare Annual Assessment Roll May - August 2006 Determine Revenue Requirements May - August 2006 Calculate Annual Assessment Amounts May - August 2006 Certify Annual Assessment Roll August - September 2006 Compute Prepayment Amounts September - October 2006 , Government Services Group, Inc;. and Nabors, Giblin & Nickerson, PA. I A-2 TALLAHASSE Nabors TAMPA Giblin & Nickerson P.A. Suite 200 Attorneys at Law The Pointe, Suite 1060 1500 Mahan Drive 2502 Rocky Point Drive Tallahassee. Florida 32308 Tampa, Florida 33607 (850) 224-4070 Tel (813) 281-2222 Tel (850) 224-4073 Fax (813) 281-0129 Fax December 22, 2005 Steven T. Richart City of Winter Springs Community Development Department Urban Beautification Services Division Manager 1126 E. SR 434 Winter Springs, FL 32708 Dear Steven, Please let this letter serve as written confirmation that both of our firms would be engaged pursuant to the proposal sent by Government Services Group, Inc. ("GSG") on September 27, 2005. In prior years, I believe the City found it easier to pay our firms under one engagement rather than two - but it makes no difference to us. In this case, payments will be made to GSG and they will in turn pay us. The actual fee for Nabors, Giblin & Nickerson, P.A. did not increase this year. The fee remains the same - $3,500 for the Tuscawilla Project (both phases) and $3,500 for the Oak Forest Project for a total of $7,000. I hope this helps to clarify matters. Regards, Chris Traber . - G s G .t; pub}!c sector I unair13 ~ service solutions GOVERNMENT SERVICES GROUP, INC. September 27, 2005 Via Regular Mall Ms. Michelle Greco Director of Finance City of Winter Springs 1126 East S.R. 434 Winter Springs, FL 32708 Re: Tuscawilla Lighting and Beautification District Neighborhood Improvements Assessment Program Continuing Services Dear Ms. Greco: The City of Winter Springs has completed its sixth year of the annual assessment program for the Tuscawilla Lighting and Beautification District initiated in Fiscal Year 1999-2000. Government Services Group, Inc. (GSG) and Nabors, Giblin and Nickerson, PA are pleased to have assisted the City of Winter Springs in undertaking and successfully implementing this recurring revenue source. In order to continue this relationship and the achievements realized thus far, I have enclosed the scope of services and the fees and costs schedule to assist the City in the preparation of the November 2006 tax rolls for the Tuscawilla Lighting and Beautification District assessment program. Please review the attached work order and scope of services. We are currently preparing our schedule for the upcoming assessment season, and would appreciate your prompt reply. This will help us accommodate your requests and provide you with thoughtful and deliberate attention to ensure the continuation of this successful recurring revenue source. 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 signed copy for our files. We look forward to working with the City of Winter Springs on this important project. If you have any questions or need further information, please feel free to contact me. Sincerely, MM/DLM Attachments cc: Chris Traber, NG&N 1500 Mahan Drive, Suite 250 I Tallahassee FL 32308 I T 850.681.3717 I F 850.224.7206 280 Wekiva Springs Rd. I Protegrity Plaza, Suite 203 I Longwood FL 32779 IT 407.629.6900 I F 407.629.6963 Ms. Michelle Greco September 27,2005 Page 2 ACCEPTED AND AGREED TO: BY ,1&aU IJ. 1M e-f~ , " City of Winter Springs /-/0 - of:, Date Scope of Services Task 1: Task 2: Task 3: Task 4: Task 5: Task 6: Annual Maintenance of the Assessment Roll Provide periodic updates and reconciliations of the certified special assessment roll. Coordinate and reconcile prepayment amounts with the City of Winter Springs. Prepare Annual Assessment Roll Update the assessment roll for Fiscal Year 2006-07 for use in the recurring annual assessment program by obtaining new download of ad valorem tax roll information from the Seminole County Property Appraiser's Office and identifying changes to parcels (i.e., splits, combinations and subdivisions). GSG will work with City staff as necessary to process database revisions generated. Determine Revenue Requirements Advise the City of Winter Springs in determining the annual assessment revenue requirements for the assessment program for Fiscal Year 2006-07 based on information from the City's financial advisor or other appropriate management personnel. 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 2006- 07. Certify the Annual Assessment Roll If required, advise and assist with the legal requirements for the adoption of the final assessment rate resolution in accordance with Section 197.3632, Florida Statutes including the certification of the assessment roll to the Seminole County Tax Collector. Compute Prepayment Amounts Compute the prepayment amounts upon issuance of the ad valorem tax bill for Fiscal Year 2006-07 and prepare a prepayment roll. Government Services Group, Inc. and Nabors, Giblin a Nickerson, P.A. I A-l I . FEES AND COSTS For services provided by GSG and NGN the lump sum fee for professional services for the proposed scope of services will be $13,500. The lump sum fee does not Include the costs of producing and mailing the statutorily required first class notices for Fiscal Year 2006-07, If required. These costs depend on the number of assessable parcels of property within the project areas. However, mailing and production costs are $1.25 per parcel, due and payable one week prior to mailing date according to the critical events schedule. The lump sum fee will be due and payable on a quarterly basis (assuming notice to proceed occurs by November 15, 2005) as follows: Payment 25 % of lump sum fee ($3,375) Schedule December 2005 25 % of lump sum fee ($3,375) March 2006 25 % of lump sum fee ($3,375) June 2006 25 % of lump sum fee ($3,375) September 2006 CRITICAL EVENTS SCHEDULE Event Schedule Notice to Proceed November 2005 Annual Maintenance of the Assessment Roll Periodically Prepare Annual Assessment Roll May - August 2006 Determine Revenue Requirements May - August 2006 Calculate Annual Assessment Amounts May - August 2006 Certify Annual Assessment Roll August - September 2006 Compute Prepayment Amounts September - October 2006 , . Govemment Services Group, Inc. and Nabors, Giblin a Nickerson, P.A. I A-2 ... G S G L pUbJ.!c sector I unc#n:J ~ service solutions GOVERNMENT SERVICES GROUP, INC. September 27,2005 Via Regular Mall Ms. Michelle Greco Director of Finance City of Winter Springs 1126 East S.R. 434 Winter Springs, Fl32708 Re: Oak Forest Wall Neighborhood Improvements Assessment Program Continuing Services Dear Ms Greco: The City of Winter Springs has completed its sixth year of the annual assessment program for the Oak Forest Wall initiated in Fiscal Year 1999-2000. Government Services Group, Inc. (GSG) and Nabors, Giblin and Nickerson, PA is pleased to have assisted the City of Winter Springs in undertaking and successfully implementing this recurring revenue source. In order to continue this relationship and the achievements realized thus far, I have enclosed the scope of services and the fees and costs schedule to assist the City in the preparation of the November 2006 tax rolls for the Oak Forest Wall assessment program. Please review the attached work order and scope of services. We are currently preparing our schedule for the upcoming assessment season, and would appreciate your prompt reply. This will help us accommodate your requests and provide you with thoughtful and deliberate attention to ensure the continuation of this successful recurring revenue source. 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 signed copy for our files. We look forward to working with the City of Winter Springs on this important project. If you have any questions or need further information, please feel free to contact me. MM/dlm Attachments cc: Chris Traber, NG&N 1500 Mahan Drive, Suite 250 I Tallahassee FL 32308 I T 850.681.3717 I F 850.224.7206 280 Wekiva Springs Rd. I Protegrity Plaza, Suite 203 I Longwood FL 32779 I T 407.629.6900 I F 407.629.6963 Ms. Michelle Greco September 27,2005 Page 2 ACCEPTED AND AGREED TO: BY /f/~ t.J. 'Yn.~ / City of Winter Springs 1-/11- pb Date Appendix A ANNUAL ASSESSMENT PROGRAM FISCAL YEAR 2006-2007 Scope of Services Task 1: Task 2: Task 3: Task 4: Task 5: Task 6: Annual Maintenance of the Assessment Roll Provide periodic updates and reconciliations of the certified special assessment roll. Coordinate and reconcile prepayment amounts with the City of Winter Springs. Prepare Annual Assessment Roll Update the assessment roll for Fiscal Year 2006-07 for use in the recurring annual assessment program by obtaining new download of ad valorem tax roll information from the Seminole County Property Appraiser's Office and identifying changes to parcels (i.e., splits, combinations and sUbdivisions). GSG will work with City staff as necessary to process database revisions generated. Determine Revenue Requirements Advise the City of Winter Springs in determining the annual assessment revenue requirements for the assessment program(s) for Fiscal Year 2006-07 based on information from the City's financial advisor or other appropriate management personnel. Calculate Annual Assessment Amounts Calculate/confirm the annual assessment amounts based on the apportionment methodology and revenue requirements for the assessment programs for Fiscal Year 2006- 07. Certify the Annual Assessment Roll If required, advise and assist with the legal requirements for the adoption of the final assessment rate resolution in accordance with Section 197.3632, Florida Statutes including the certification of the assessment roll to the Seminole County Tax Collector. Compute Prepayment Amounts Compute the prepayment amounts upon issuance of the ad valorem tax bill for Fiscal Year 2006-07 and prepare a prepayment roll. Government Services Group, Inc. and Nabors, Giblin II Nickerson, P.A. I A-1 . . FEES AND COSTS For services provided by GSG and NGN the lump sum fee for professional services for the proposed scope of services will be $13,500. The lump sum fee does not Include the costs of producing and mailing the statutorily required first class notices for Fiscal Year 2006-07, If required. These costs depend on the number of assessable parcels of property within the project areas. However, mailing and production costs are $1.25 per parcel, due and payable one week prior to mailing date according to the critical events schedule. The lump sum fee will be due and payable on a quarterly basis (assuming notice to proceed occurs by November 15,2005) as follows: Payment 25 % of lump sum fee ($3,375) 25 % of lump sum fee ($3,375) 25 % of lump sum fee ($3,375) 25 % of lump sum fee ($3,375) Schedule December 2005 March 2006 June 2006 September 2006 CRITICAL EVENTS SCHEDULE Event Schedule Notice to Proceed December 2005 Annual Maintenance of Assessment Roll Periodically Prepare Annual Assessment Roll May -August 2006 Determine Revenue Requirements May - August 2006 Calculate Annual Assessment Amounts May - August 2006 Certify Annual Assessment Roll August - September 2006 Compute Prepayment Amounts September - October 2006 Government Services Group, Inc. and Nabors, Giblin" Nickerson, P.A. I A-2