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Home My WebLink AboutGovernment Services Group Oak 2002 . .' - GSG Government Services Group, Inc. Dedicated to solving funding and service delivery Issues in the public sector - (;u\'cl'umcnt s,-.."\'il"es GI'~UP, Inc. 1500 Mahan Drive, Suite 250. Tallahassee, FL 32308. Phone (850) 681-3717. Fax (850) 224-7206. Email: gsg@govserv,com September 13, 2002 Louise Franghoul ,Director of Finance City of Winter Springs 1126 East S.R. 434 Winter Springs, FL 32708 Re: City of Winter Springs Oak Forest Wall Assessment Program Continuing Services Dear Louise: The City of WintE~r Springs has completed its !bird year of the annual assessment program for wall improvements initiated in Fiscal Year 1999-2000. Government Services Group, Inc. ("GSG") and Nabors, Giblin & Nickerson, P.A. ("NG&N") 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 following (1) work order, (2) scope of services, (3) listing of hourly rates, (4) fees and costs, and (5) critical events schedule synopsis to assist the City ()f Winter Springs in the preparation of the wall assessment program for Fiscal Year 2003-04. E-- c:. -C .:3 Preparation and implementation of a non-ad valorem assessment roll program is a very exacting process. The end product is dependent upon the various individual project components both in terms of the accuracy of the data and the timeliness of the information provided .to the consulting team. GSG will put forth the best effort based on our extensive experience and knowledge of development, implementation and maintenance of similar programs. As our work efforts proceed, other required tasks unique to this project may be identified. GSG will discuss any proposed fee adjustments prior to initiating any additional service efforts. 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 to accommodate your requests , September 13, 2002 Page 2 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 pursuant to our existing Retainer Agreement and Notice to Proceed. To execute this agreement, please have an appropriate member of City of Winter Springs management sign page three of this leitter where indicated. Upon execution of this agreement, pages 1, 2 and 3 of this cover letter may be returned to our office by U,S. mail or fax transmission along with a copy of any related purchase order for these services. For services provided by NG&N and GSG, we will work under a lump sum method of compensation as disclosed in the work order and fees and costs sections of this letter. This method eliminates any uncertainty for the City of Winter Sprin~ls regarding the total fee. To assist City of Winter Springs management with the annual planning and budget process for this assessment program, we have also provided herein the opportunity for City of Winter Springs management to extend the term of the enclosed work order, scope of services and the quoted fee for annual maintenance of the special assessment roll for Fiscal Year 2004-05. To extend this contract for services, please have an appropriate member of City of Winter Springs management sign where indicated. To assist us in the preparation of upcoming work schedules, we request that City of Winter Springs management notify us of their intent to extend this work order by October 31 , 2002. We cannot provide any assurance to City of Winter Springs management that the lump sum fee quoted herein will remain fixed at the amount indicated for Fiscal Year 2004-05 beyond that date. Upon execution of this agreement, City of Winter Springs management should forward a copy of the related Purchase Order for these services to GSG's Accounting Department. Alternatively, City of Winter Springs management should indicatE~ in the space provided herein if no Purch,ase Order is required to initiate this engagement. 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 call me. Sincerely, Laura McKinley 11m Enclosures (1) Cc: Nabors, Giblin & Nickerson, P.A. , September 13, 2002 ) Page 3 ~~~:J FOR FISCAL, YEAR ~ By: .. ' City ?fWinfer Springs Title: Mayor Date: September 23, 2002 ACCEPTED AND AGREE TO FOR FISCAL YEAR 2004-05 ASSESSMENT ROLL: By: City of Winter Springs Title: Date: ;:)) FISCAL YEAR 200~ ASSESSMENT ROLL PURCHASE ORDER ( ) City of Winter Springs management has reviewed this scope of services and determined that no Purchase Order is needed to initiate this engagement. No Purchase Order will be provided to GSG. ( ) City of Winter Springs management has reviewed this. scope of services and determined that a Purchase Orde.r is needed to initiate this engagement. A Purchase Order will be issued and provided to GSG by mail or fax transmission. FISCAL YEAR 2004-05 ASSE nt extends this contract to the Fiscal Year 2004-05 special assessme r we will coordinate Purchase Order processing instructions with . y of Inter Springs before October 1, 2003. , ."]~~I:~Ji*~:',~~;~i~!:~:~~~~I~NllAt.',~I!i~:ii.ME:Nm,~PR~!RJ\Mi';;:~::t~':'~I,;t.:\~;;~::;,;:~~:II~'~;;~:I:~;~~:,:'~'~';"~~1~ill ." ...,,-' m ~ I'" "~ .' I, ,"" ,J ":'en'" h,' I,,,'u'..,,"':,,e,,, ~ll" , , -'. f."~e, "I,.' "~ ,c. , ",.lMl'j:, ,;~' ;J:,:I'r.!ji, ",I"..",,", " ' , ' ,'f-:';'O;:"",," Wl['" of' ,,~~;... -,.l;'I~""~' ,I 'It'\(!J>(,,~':I!.If''12an-11!2"' r 1'"", ", i~i'l," -," "',:'rlI < "'J' d '~l'''''t,;,,,.,,,, -' ~ ~:f.j[j~1~',~ ~~';1::1!i i~~~~ ~:'~ :~:~f!!~'I:I1ulln9lj~~~~::1~~: !:gt~~~a;~b: ~~ ,', ~;,~ ,': . ,:" .:iJ~:~~f'5:.~' . .::':>~~~~;::~.~' ~~~1;~~:.;' ".:;. ~~':-~:J~~'~~~.~:'~':': .':., ~ ,..: ", This correspondence is written to provide additional information regarding the attached scope of services for the Oak Forest Assessment Program. Nabors, Giblin & Nickerson, P.A. (NG&N) and Government Services Group, Inc. (GSG) will provide these annual roll maintenance services to the City of Winter Springs and its staff. We have included! the following schedules for your analysis and review: . Annual Assessment Program Scope of Services . Listing of Hourly Rates . Listing of Fees and Costs . Annual Assessment Program Critical Events Schedule OTHER INFORMATION Proposed Fees Our fees for thesE~ services are based upon our standard billing practices in effect at the time of this enga!Jement, which account for both the time required to perform and the complexity of the specified tasks to complete the engagement. For professional services provided, NG&N and GSG will be compensated by a lump sum fee of $12,500. The lump sum feeindudes costs anticipated for one on-site visit from a GSG or NG&N representative and other direct expenses such as report production, postage and data processing. The quoted fee is based on anticipated cooperation and assistance from your personnel and the assumption that unexpected circumstances will not be, encountered. Cooperation and assistance from your personnel include the items disclosed below in the City of Winter Springs Assistance section. If significant additional time is necessary or unexpected circumstances arise, we will discuss this with you and arrive at a new fee estimate before we incur the additional costs or perform additional work tasks. Statements for professional services rendered and costs incurred will be provided on a periodic basis, but not more than monthly. All invoice installments will be billed and due prior to September 30, 2003. Amounts unpaid after thirty (30) days are subject to a one and one-half percent (1 1/2%) per month service charge.' In accordance with our firm policies, work may be suspended if your account becomes forty-five (45) days or more overdue and will not be resumed until your account is paid in full. Additional 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 conferemces in lieu of additional on-site visits. WO-4 - .. , Additional Costs for First Class Notices as ReQuired bv Florida Statutes The charges for professional fees do not include the cost of producing. and mailing the statutorily required first class notices for' (1) the implementation year for capital assessment projects or (2) the rate notices required annual for service assessment projects. These costs depend on the number of assessable parcels of property within the City of Winter Springs project_-area. Mailing and production costs are $1.03 per parcel, due and payable one week prior to mailing date according to the critical eventS schedule. In the event that additional direct mailing costs occur (for' ,example, if u.s. pc.stage' rates.. increase during the course of this engagement), we will notify you imme~iately with the revised unit cost per notice. , City of Winter Springs Assistance The attached scope of services assumes that the City of Winter Springs. will be responsible for prclvidingthe necessary budget background and approving annual revenue requirements. The City of Winter Springs will also be responsible for compliance with established assessment methodology and will provide necessary staff to conduct any field research of the data contained on the' ad valorem tax roll. GSG will share their experience and expertise, provide advice, research, and opinions to you and other officials regarding the proposed methodology, rate structures, and will provide advice and assistance in the development of the assessment roll required to implement and collect the assessments using the tax bill collection method. Additional Services In recognition that NG&N and GSG are organizations dedicated to providing special 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 to the City of Winter Springs on finance, revenue or other local governmental matters. Suc,h services (including for example, services related to City of Winter Springs sponsored public education workshops or assistance with preliminary analysis of other proposed assessment projects) may be provided under a written change order, extension to this scope of services, or by separate agreement mutually acceptable to the parties. Litigation Services The services described herein do not. include litigation defense services. However, all work in developing, implementing and maintenance of assessment. programs is performed with an eye on potential legal challenges in an attempt to maximize both the efficiency and effectiveness of any d~fense. In the event there is a challenge, NG&f:.j will be available on an hourly basis to assist the City of Winter Springs in its defense. WO-5 .--. ...... .."m""''iI;'''.'j'l;~n-J~''''''~~'~II~I~NNirJ~~3!il~S;S:~~~lVfeNf:~RROG~l\f'- 'no.,.,;"_",, ":""I~'''';:' . "'~-' .._~ 1 . '- .;. ~~:,U:'i;/'i:fV~~~;:;ih:tlii~r'~ljllii~:~;:~~;!a~ '~Hi;.';; '~;'s~~")~.}". .'::~' '''~;; ))~~~j~.'~~%;';~f&:,,"I:.!:':'. ':' : ..;' ;: ,;." '-'. ,. ." .' . ,. ., '.' 'O'p"e 0' erVlces '. -. "-,.' 1 .,'..:::. ".:"'f::-:':,~~': l~.",: "b'I~':::.Y~I:~~'~'1 ": . ''''~ .:...... '.' . ..' . . ':': : '. ": Task 1:' Annual Maintenance of the Assessment Roll Provide periodic updates and reconciliations of the special assessment roll certified September 15. 2002. Coordinate and reconcile prepayment amounts with the City of Winter Springs. GSG will work with City of Winter Springs staff to establish and refine the necessary reconciliation procedures. Task 2: Prepare Annual Assessment Roll Develop and update the assessment roll for Fiscal Year 2002-03 for use in the recurring annual assessment program by obtaining new download of ad valorem tax roll information from the County Property Appraiser's Office and identifying changes to parcels (Le., splits, co~binations and subdivisions). GSG will work with City of Winter Springs staff as OI:~cessary to process database revisions generated. Task 3: Detc!rmine Revenue Requirements t/?':> Advise the City of Winter Springs in detennining the annual as~t revenue requirements for the assessment program(s) for Fiscal Year 2 -04 based on information from the City of Winter Springs financial advisor or other appropriate management personnel. Task 4: Calc:ulate Annual Assessment Amounts Calculate/confirm the annual assessment amounts based on the apportionment methodology and revenue requirements for the assessment programs for Fiscal Year 200~4'0 ') .' Task.5: Certify the Annual Assessment Roll If required, advise and assisfwiththe 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 co~e the prepayment amounts upon issuance of the ad valorem tax bill Fiscal Year 200 4 and prepare a prepayment roll. . . 4"" Note: If City of Winter Springs management exercises the extension option described herein, these procedures will also apply to the Fiscal Year 2004-05 Assessment roll. WO-6 'it..' . ,. .:...:--:.;:......,::-;'l.;,~.".. ._-. .I"'NJI" 'r!' .li:!~".I.~. --R' .,. ".:::'"~::-::'y..1i:..~^.:.::.:. ",:'::,:,,'i.":. ':':~iiciliii "l:i!'.;ur""'.,-- ~."'t':-:. "",':-'~I .&: (" '. uti . .a..eS....,.r"'!"lf.~",."'...:.. ~'r'~' ;.,,,,,_>:\.f:-:, ','" . '.:'" ....: .::'!';~.k~'".':....',:..... '. . " .i \:-.. ""..f.# ,; ." ""'*t~.. '.,' , '.:..~'I.'. . ',. ....:i.. .,In~.:.. _~~,:JjU: ,.~,I.~,(,:,.\.,...." l..: .,~.,_iU....". ~~~.._._"....,..._.' ~.'. ._'__~...' ... ...." ,~~IL..,__... ...~.......__."..,.\..."...I<Iit:ll;" NG&N Staff Level Hourly Rate Principals $175 Associates 150 Law Clerks 50 GSG Staff Level Hourly Rate Principals $225 Senior Project Manager 150 Project Manager 140 Consultant 125 GIS/Database Specialist 125 Analyst 90 Administrative Support 50 Listing of Fees and Costs For professional services provided as detailed in the attached work plan, a lump sum fee of $12,500 will compensate NG&N and GSG. The lump sum fee will be due and payable in four equal installments. The first installment payment will be submitted to you by January 1, 20m~. Subsequent statements for professional services rendered and costs incurred will be provided on a periodic basis, but not more than monthly. All invoice installments will be billed and due prior to September 30, 2003. The lump sum fee for professional services includes one on-site visit with representatives of GSG or NG&N. Additional on-site meetings 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. ~ --- - o The lump sum fee does not include the costs of ducing and mailing the statutorily required first class notices for Fiscal year 200 4, if required. These costs depend on the number of assessable parcels of prope within the Oak Forest. However, mailing and production costs are $1.03 per parcel, due and payable one week prior to mailing date according to the critical events schedule. In the event that additional direct mailing costs occur (for example, if U.S. postage rates increase during the course of this engagement), we will notify you immediately with the revised unit cost per notice. Note: If City of Winter Springs management exercises the extension option described herein, these provisions will also apply to the Fiscal Year 2004-05 Assessment roll. WO-7 :;ttl'''!~ ,. ~q' e:~~,. ~~~~. . . " Event Schedule mbti6E! fa: Proceect' . ...., , ,.: !'"Octob~:f.;:20,02 . '.1. i.-:i. '?~<:::::":"'-:.:'. ,- . "',, ~t i . .1 :1, .... - '.iI..- , ~,' .;.-. - '. " Annual Maintenance of the Assessment Roll Periodically '!Prepare AnnualAssessmerifRol1 :.' May-August '2003'ii.'),.' '."~' '" : .'. '. !, .. ., "'._ I. :d' .. .. ':;:'di-:,' , ::.~':~~ .~ .;.r .,..:':.. . ,. lW I' " '" ... .. , l~. ~ ~ ... ,- .... I,..... . ,. ., , l~! ;~.. . . ..,- : ;:~ iij : :: . . Determine Revenue Requirements May-August 2003 ~~alculat~. Annual Assessment AA1.0unts' May-August.20:03 .- ; ,.;::~.. ;:J!:t '. , '~'~'. . ,~, ~r>: _..,. ~~n!:.,'~~ ..::. ., " . , : ~: ~~<~::.::~. Certify Annual Assessment Roll August-September 2002 . Compute Prepayment Amounts' ~f September;'October .... ':':: . !.,.., ~; ': ~..:~ ~ 2003 . . ,~. .:,.' . . Note: If City of Winter Springs management exercises the extension option described herein, these procedures will also apply to the Fiscal Year 2004-05 Assessment roll. WQ-B