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HomeMy WebLinkAboutGovernment Services Group Oak 2003 Revised GSG Government Services Group, Inc. Dedicated to solving funding and service delivery issues in the public sector Government Services Group. Inc. 1500 Mahan Drive, Suite 250. Tallahassee, FL 32308. Phone (850) 681-3717. Fax (850) 224-7206. Email: gsg@govserv.com January 31, 2003 c::>~ Louise Franghoul Director of Finance City of Winter Springs 1126 East S.R. 434 Winter Springs, FL 32708 C ",>~'-f f' ,. k. Re: City of Winter Springs Oak Forest Wall Assessment Program Continuing Services-REVISED Dear Louise: The City of Winter Springs has completed its third 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 of Winter Springs in the preparation of the wall assessment program for Fiscal Year 2003-04. After meeting with you and representatives of the Oak Forest Home Owners' Association in December, we are submitting this revised scope letter, with a reduction in fees for services by NG&N and GSG. We have provided this discount to pass along the maximum savings available to the affected property owners. We have been pleased to provide assistance to the City in the past and hope that this fee reduction reflects our desire to continue this working relationship. 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. January 31,2003 Page 2 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 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 letter 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 compensationasdisdosed in the work order and fees and costs sections of this letter. This method eliminates any uncertainty for the City of Winter Springs 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 Yea'r '2004-05. To extend this 'contract for services, please have an appropriate member of City of Winter Springs management sign where indicated. 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 Purchase 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. ~, 'Sin, cerely, , .,.. , --IJ~,1j 1 aU/t.(;{ / fp- " ' Laura MCKinl~YKi!y. . . 'i 11m Enclosures (1) Cc: Nabors, Giblin & Nickerson, P.A. January 31,2003 Page 3 ACCEPTED AND AGREED TO FOR FISCAL YEAR 2003-04 ASSESSMENT ROLL: ~;ter-SP~:9~ ~~~t-JZ- By: Title: \- , ~c ~ D, ,- c ( 4-- .c..- Of' r C J /p ( r- Date: ~ / \ 1 I o~ , ACCEPTED AND AGREED ASSESSMENT ROLL: By: Title: FISCAL YEAR 2003-04 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. ( I) City of Winter Springs management has reviewed this scope of services and determined that a Purchase Order 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 ASSESSMENT ROLL PURCHASE ORDER If City of Winter Springs management extends this contract to the Fiscal Year 2004-05 special assessment roll, we will coordinate Purchase Order processing instructions with City of Winter Springs before October 1, 2003. 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 engagement, 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 $11,000. The lump sum fee includes 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 conferences in lieu of additional on-site visits. WO-4 Additional Costs for First Class Notices as Required by 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. postage rates increase during the course of this engagement), we will notify you immediately 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 providing the 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. Such 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 defense. In the event there is a challenge, NG&N will be available on an hourly basis to assist the City of Winter Springs in its defense. WO-5 , . ' 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 (i.e., splits, combinations and subdivisions). GSG will work with City of Winter Springs 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(s) for Fiscal Year 2003-04 based on information from the City of Winter Springs financial advisor or other appropriate 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 programs for Fiscal Year 2003-04. 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 Fiscal Year 2003-04 and prepare a prepayment roll. 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 Staff level Hourly Rate Principals Associates Law Clerks $175 150 50 GSG Staff level Hourly Rate Principals Senior Project Manager Project Manager Consultant GIS/Database Specialist Analyst Administrative Support $225 150 140 125 125 90 50 For professional services provided as detailed in the attached work plan, a lump sum fee of $11,000 will compensate NG&N and GSG. The lump sum fee will be due and payable in three equal installments. The first installment payment will be submitted to you by March 1, 2003. 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 visi~s. The lump sum fee does not include the costs of producing and mailing the statutorily required first class notices for Fiscal year 2003-04, if required. These costs depend on the number of assessable parcels of property 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 . ., AnnualMaintenance ofthe Assessment Roll Periodically Determine Revenue Requirements May-August 2003 August-September 2002 Note: If City of Winter Springs management ~xercises the extension option described herein, these procedures will also apply to the Fiscal Year 2004-05 Assessment roll. WQ-8