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HomeMy WebLinkAbout2001 04 09 Regular E Government Services Group, Inc. Contract rt .. . ;~ COMMISSION AGENDA ITEM E CONSENT INFORMATIONAL PUBLIC HEARING REGULAR X M~(t.12001 ~ Meeting MGR ~\~EPd ::r AlIthori7.Mion 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. ,-( ~ FtTNDING: 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 perfonned by GSG, RECOMMENDATION: Approval of the GSG contract for annual administrative assessment services for Oak Forest and Tuscawilla Lighting and Beauti fication 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, 200 I Original Fee Scope of Services - TLBD - Letter dated February 2,2001 COMMISSION ACTION: "'1AR 08 '01 05: 14Pt'1 GOVT SERVICES r;ROUP r.c../<4 ,GSG Government Services Group. Inc. DedicBted to sotving lund/no and $srvice delivery /'SUBS in the public $ector c.;O"~I'""C:Jlll'iIl"'ir.~$ (;"O\lp, rill:. 1500 Mahan Drive, Suite 250. Tallahassee, FL 32308. Phone (850) 661-3717. Fax (850) 224.7206. Email: gsg~govserv,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. ("G5G") and Nabors, Giblin & Nickerson ("NG&N"). The original proposed fees were provided in two separate letters to the City dated January 1 0, 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 t.o 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. MRR-08-2001 17:20 '3042.'244073 P.02 MAR 1218 '~1 ~J: 1<11"-'1'1 bU',{ I ::>t..K''; ll_t..::> ',:>Kl.JI..JI"-' Ronald W. McLemore '.; . March 8,2001 $'" 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, . ~ "\ ~d'J C/} t2uuU, '--'lJ .Laura McKinley cc: Nabors, Giblin & Nickerson Camille S. Gianatasio Louise Franghoul ACCEPTED AND AGREED TO: BY d~o lJ ./J1~. City of Winter Springs DATE MAR-08-2001 17:20 9042244073 99% P.03 f'lAR 08 . 01 05: 14Pf'1 GO\/T SERV I CES GROUP P.4/4 .. ;t~...~., < '.;-"""'~":: 'r''!'!!'''~':I-Q~"",_.=.='t:~!\rtE'~~r-::~', ';M:~' ~1M;'Q:'i~' t~ ~.~'} ,,,,~~t ,~;;:;~~,51~ ,<1-']' 9T~~,o;'5i'--,.i;!ft,,:r.~ ~ '. Ill, ", ~A :~f~ _'4 _......~' ..~.r;. . :r~"~~~.~~~~&.I'~ ~.J~ ,'. '---.' la For professional seNices provided by GSG and NG&N, the lump sum fees will be as follows: Tuscawi/la 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 olJr 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 dale according to critical events schedule. MAR-08-2001 17:20 9042244073 99% P.04 GSG Government Services Group. Inc. Dedicaled (0 solving lundlnu and ssrvice delivery ISSUBS in the public sector --_.~ - - ..,. .....L.Iro.'TW 1500 Mahan Drive, Suite 250' Tallahassee, FL 32308' Phone (850) 661'3717' Fax (850) 224-7206' Email: gsg'ilgovserv,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 ("NG&N"). The original proposed fees were provided in two separate letters to the City dated January 1 0, 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. MRR-08-2001 17:20 30.4.'2.'244073 P.02 . I . _~ '., oo()o"; . /' ~ ,laid W. McLemore ,...... /larch 8, 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, . ~ "\~d,. C-/juuuU ~..~lJ Laura McKin!ey cc: Nabors, Giblin & Nickerson Camille S. Gianatasio Louise Franghoul BY ACCEPTED AND AGREED TO: 4uA~ tJ. /J11l~-l City .of Winter Springs DATE '-\-/: = I = \ ~-08~2001 17:20 9~kI22.:l<1073 99% P,03 -' ,~,~~~~~~~~~'. -I" ,t . .- ,. ""_.. - ,...t ~" - ., ~ 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 3D, 2001. 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 en'tical events schedule. MAR-08-2001 17:20 9042244073 99% P.04 r'lRR 1'3 '01 10: 56RI'1 GOVT SERVICES GROUP P.2/21 ..r;' .' ;..- :;SG Government Services Group, Inc. Dedicated to solving lundlng and service delivery Issues In the public seelor 1500 Mahan Drive, Suite 250 . Tallahassee, FL 32308 . Phone (850) 681.3717 · Fax (850) ~4-7206 . Email: gsgcgovserv.com .:.._.:._: __ll':~~..--''''''_'.h'l1_~'''ltI.... '11_ February 2, 2001 VIA U.S. MAIL Ronald W, Mclemore City Manager City of Winter Springs 1126 E. State Road 434 Winter Springs, Florida 327tl8 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 10:56RM 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' cif 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, laurn Mc2~ cc: Nabors. Giblin & Nickerson Camille S. 'Gianatasio Mark R. Brown ACCEPTED ANQ AGREED TO: BY City of Winter Springs DATE t1AR 19 '01 10:56AM GOVT SERVICES 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. T as k 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). T as k 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 10:57RM 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 f'lAR 1'3 ' 01 10: 57Af'1 GOVT SERVICES GROUP P.6/21 ~;l.;~';~';::;:'~~" ~~,.~~~ :1\ ::1::;': (::,.;:.~:: ~~..::;;:tJ'~~': :r~~,.}~i ~,::,~";..~:!J;i.; ~ ~~~~~I~.;.~::t:"'::~~\(;;i~'~~~r..:~~~~~~.~;:; '~::;:'. :.~:r.' :.\C .:':',:' '(, ,0,:,.) . ': '., :".'0:::..' . '. ;~:~.:. '~f. '"; :....':.."....,..."..~. '~i.~;.~~;r:.~.":,"~...',I' 'f:;.;;~.~,"~.".,~I',.,., ....'..~...'~.f~:N.. ";';'';'''::-':'''~:.hn' ;.'.:":. 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";N' :;;~ii)':~l . ..,' . ~~IP;}-~Jgt-::6~9.I; '.' . '.... " ~~s~;,;:;./(.;: :'~ /:: .:::. '. ;..i. '... ;.: ::~~;,: :Eeb f,u~1 :'~~r;if~:rc~' "'(I4Q'oi~f~t ',~ . '. ,. [Yo".'., '1"1""" " ;. < . ~.." ,1'~ ,I' ... '.1 ~'.( ....I~:II.rr,..- "A'-~l:' , , < J"',,,~.~. ",I'>J.:;O"'.l",~~1,r~,"'::, '~,t,"" , IJ....:.j'.. ;:tIc.. . I J....,.: , ...".[ :,'~~'~',~'"jh "11I'11 UI,~t:q-, },t. ,', it :; '\.-':[.' ~l,r..~.:.:.:.~. ~1t.!'i:'~.~I;b:~ ~~~"~""1 ~ JI!I.-'.':' '.. I ~>:.If.lov::.i":\;~lht). ,;'. ..... . ..';: W~~';J:.JJ.o" ,I.,'. ~:}/i~:r.~:~s:<~'~:{ :::~::", '.:.. '.. ~~.':: /:':~\ :::~: .1;:',' "May~~ug'if 12:t)'0~BJ!~i~:~~':' '." "':', ,....lr .,.~I~I,_........u~\I.'fI..p.rr-: C.,...._,...I' " ~I.... "1 10;1..... ..,~I '1'1..1'"'" "'..y. ~ .... 10. u' ,... ""(,,, .~. .. ....r1,... .'r.~.: ~...~'~,.t'....l'. 'U4i~~~,'\:-i."'Ji~ \/....1"""...... :-: . ",r...\*~ P,~.;~"':I.\..' ~~Ili(..,,:, .1.r':"J".~" .',.. ,\", r'II.:''.\I. f"""" "r.JI~""'(.'~: ;}..t..,~ ..", '.. ,~:' ~ .r...~'", ~..:;:..~. . '';t':..ill.~..t ~:, ( ..L.f.... ':". ~: I'" I ~ -~~/~~~'I'~rcl&W .' ...: ::'~ f~~~~i~~~~i}::;kf:~.~{;~;,:!:,:~~:::~~:.:F~it~~ '.May~Au.9ust~2:0,o~f,..:.'~:',,': ' ~" .;: ":',;:':;~;\~;:::,~~.'I~'::{:r{x:"~.~,' 0: : ~1:;~.@~lar:flD~?"': "';' ~.:z'\!l ~"1:;'.. .)1" . ,iJ) . . ".'. . '. ~;; .,.....,,,.~..... ... I ~'oc,', .~. " ~tyt }~~~~~ '~~~~':: :..~ ::: :',>':::.. ~:':.'.': :. .'{= I I MRR 19 '01 10:SBRM GOVT SERVICES GROUP P.7/21 , :e~$i.W~~_~ For professional services provided by GSG and NG&N, the lump 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 ~ t1AR 19 ' 01 10: 58AM GOVT SERV I CES GROUP ~'J"" ~ ~2X';~~;~m':;"~~IORL~~~~'~~PUp. INC. ~ ...-: ...... - -..........-"''''- ...."......la....~I''I/':J!.....!!'!_ P.8/21 ~ "\~ q-7O ~ ). 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 pu~ are desirous of creating a mechanism to efficiently deliver and provide an increased 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 & 5U'~€ fJOO . -t,^~~EfT C^m. OOllOING . :!lt5 S. C^lHOUN S1J:EEl · 1 ^LLAHASSEE.. fLarOA ~1 .(904)681.~717 .t=:M'(904) 224-72D6 MAR 19 '01 10:S8AM GOVT SERVICES GROUP P.9/21 R<mald 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 gbver{1ance 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 u-re of $8,500.0O{Phase 1(i\'f-;$7,500.00 J Phase 1(8) == $1,000.00). '- MRR 19 '01 10: 59Ar1 GOVT SERVICES GROUP P.10/21 Ronald W. McLemore May 12, 1997 Page 3 A second phase (Implementation)would involve updating the information developed forthe assessmentprogram 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 aspect of our proposal 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 additio n 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. assessr:nent bills, or the statutoritj 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.' t1AR 19 ' 01 113: 59At1 GOVT SER'v' 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 peen 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 program 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. cf-~ Robert E. Sheets Chief Executive Officer Attachment cc: Mark Lawson, NG&N Frank C. Kruppenbacher (wiatt.) ". MRR 19 '01 11:00RM 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, Deliverables, and Payment Schedules. Ronald C. McLemore City Manager City of Winter Springs Date: MAR 19 '01 11:00AM GOVT SERVICES 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:\WPDA T A\MGL \97042\MCLEMo.3. 7 MRR 19 '01 11:00AM GOVT SERVICES GROUP P.14/21 SCOPE OF SERVICES Phase 1 fA): Analysis of GovernflnCe 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 improvement 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 (8): Develooment of Non.Binding MaHout to Gauge Support for Assessment Concept This task is intended to assist the City in gauging the acceptability of funding additional services and improvements through use of special assessments. 1. Prepare a one-page description of an assessment ap ro ndin s ecific servi ements for the Tuskawilla P he description will be generic In nature and will not indica reach arcel for any serVice im rovement. values may be included where such values are etermined by the rty for incorporation into the document. 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 r1RR 19 '01 11 : 01 Rr'l GOVT SERV I CES GROUP P.15/21 ,GSG will provide the professional services described in Phase 1 (B) 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 Beautiftcatioo 1. Evaluate the existing ad valorem tax roll information, reports and other data pertaining to the identified improvement area. J:..O../"Vr CQ 2. Using information provided by the City, develop an improvement area cost ot.-sewcf 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 subject 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 Beautification 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 1'" 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 (0) 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 developrrent 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 notic~s or A-3 P,1h MRR 19 '01 11:01RM GOVT SERVICES GROUP P.17/21 bills, and (c) the development of a public infor~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:lt for the payment of the Fiscal Year 1997-98 assessments in a manner conduciveto correlation to the Fiscal Year 199B- 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. Phase 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 MAR 13 '01 11:02AM GOVT SERVICES GROUP P.18/21 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) developmentof 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 Expense~ 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 Phases 1 (Al, 1 (B), 1 (C) and 1 (0) Deliverable Notice to Proceed by the City Draft Governance Alternative and Assessment Report ~ City Commission chooses , 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 and roll Calculate annual assessment rates for FY ~ qy L; <t Schedule Payment Schedule on VI uefVIt;- ~y 13. 1Q~1 Oec\'& {1 qq::r June 23, 1007 ~~qf' 90% of Phase 1 (A) August 11, 1991 ~~{q? 8~fJkl'~r914rS7 SoP1omb:;j ~):97 100% of Phase 1 (B) fees A~ J~ tell. I i'lt:=J by -the -Grty=- tf I iY:~ 1'1 ~ 90% upon delivery Of the report (Phase 1 (0)) ectobct....1-~?~v 80'1'0 of Phase 1(C) fees ~51(IGY , Comments from City (within 7 days of draft submittal) 571Ft J" October 31. 1 9Q.7~ 20% of Phase 1 (C) fees October 31, 19B, 5/'f/?Y 10% of Phase 1 (0) fees Phase 2 Novc,ltber . December 1991 ~C)~ November Decomber 1997 -SUJ.Jq~ A-6 ," t1AR 1'3 ' 01 11 : 0,3AM GOVT SERV I CES GROUP P.20/21 .. TUSCAWILLA IMPROVEMENT AND BEAUTIFICATION AREA DELlVERABLES AND PAYMENT SCHEDULES (continued) , Deliverable Schedule Payment Schedule Draft trnt;Z1I-'Year and 0 Recurring Assessment Implementation Resolution NeV~lIlbel - Dt::L.t::'/IllJer, 1 QQl ~-'3~ 1Y 50% of Phase 2 total lump sum fee ( Bills - Mailed December 1997- January 1998 . 50% of Phase 2 total lump sum fee Notice of Intent Documents to be properly published and adopted by Area prior to Getobe1 1997 ~ '\ \,c;r lnterlocal Agreement Tax C oJlector Phase 3 with Janu<:II)', 1 !:l!:lB ~ q r e ssessment and Identify Omitted Subsequently Improved Parcels Roll January - April, or 1999,2000 Mail Supplemental and Delinquency Notices Bills January - April, 1998. 1999,2000 30% of annual Phase 3 lump sum fee Calculate Annual Assessment Rates for Upcoming Fiscal Year May, 1998, 1999,2000 A-7 " Mf1R 19 '01 11: 03f1M GOVT SERVICES GROUP P.21/21 - .. TUSCAWILLA IMPROVEMENT AND BEAUTIFICA liON 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.________~.______...__ _..__....___...._.._.__._4..4_.___.__.____ cGSG 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. ("GSG") 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. ainc rely, . . ~. '-11~ /J , aJWJ / ~L/ \~L Laura McKinley ,5 LM/lmm Attachments cc: Nabors, Giblin & Nickerson, P.A. Camille Gianatasio ACCEPTED AND AGREED TO: BY City of Winter Springs DATE 2 ,:' ;",,;;~~~.){:,','::;' ii.;~SSESSMENi.fL~RRO~R~M ,,' :>;" ,~,'" ',. \"'"J''' .. ,~. "1t, l><""..' ,-, , .' ,.' , . . , Sl' ~:. :; "t~'k';",,'\',l: \l;;..S':;'\ri"....l-'lt~ '1l-~'t4;. ~J: f}," ,"! "t....:H w^",.:,'/~' '" /-\:: ':,.,...~ -' ~",~'f\~{'~, ." CQpe'i!t01Ii~.o.eptICeS")':.:'O.,:~r~:, ,,;y:,;:!: -';:).r:~f'( ~""\)o.\~. .\"",~ , .J:> ~.."p.)'.;'..::' .~_'!.":.~ 1.t"'....~1'I>> _\.It."";'.'\I-:. ,,'k'.'. ~ '.~" ~.. ;1)'..40~ 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 For professional services provided by GSG and NG&N, the lump sum fee will be $15.000, 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. ~he 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 T]Q1jnclude the costs of pro,Qucing 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 Am RD r.ents per parcel. due and payable on.e....w.f!_ek prior to mailing date Ar.r.nrrling tn r.ritir.AI events schedule, 2 Event Annual Maintenance of theJ\ssessment Roll Determine Revenue. Requirements Certify Annual Assessment Roll Schedule I Periodically I May-August 2001 I August-September 2001 3 ,. , GOVERNML. ,'SERVICES GROUP, INC. ProvidIng SOlutions e. Systems 10 Local Govcrnment February 25. 1997 Mr, Ronald W, McLemore City Manager City of Winter Springs 1126 E, State Road 11 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 Attomey 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 Scopc rl,doc 1 03103/97 SUITE 860 . BARNETl BANK BUILDING. 315 S, CALHOUN STREET. TALLAHASSEE. FLORIDA 32.301 (904) 681-3717. FAX (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 implemerrtation 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 Rscal 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 shouJO 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 vaiorem 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 essen11alJasks: . 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 method for the annual assessment program; Scope rl,doc 3 03103197 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~aa.te and development of an assessment roll in an electronic format capable of merging with the Seminole County real, property assessment roll in conformity 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 information and data required to develop an assessment methodology. For services provided by our firms, 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 p1Jas~ schedule presented in Appendix B. A lump sum method of compensation eliminates an uncertainty in the total fee. As discussed earli'er, the City may elect to terminate 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 importC}nt 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 Teirrlbursed in accordance with section 112.061, Florida Statutes, The estimate of costs does not include the costs of publis~ed 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 r1.doc 5 03/03/97 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 ot (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 Fi'scal 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 tile approach and issues involved in the Wall Project. In conjunction with the City, develop a public information -,:-ftyer 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 ftexibility 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 distance 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. -In- 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 determined 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/April 1997: 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 Final Assessment Ordinance (Adopt Ordinance) Legal Cost Assessment Administration Total Phase II $ 5,000 $ 8.000 $13,000 A-11 Phase //I June - July 1997: August 1997: September 1997: October 1997: November 1997: Oecember 1997 to March 1998: /mpiementation (note: this phase may not be effected unti/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 fuf~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 3 15 S. Calhoun Street Tall~hassee, Florida 32301 T~phone(904) 681-3717 Facsimile (904) 224-7206 fA(S/N/LE (OYER Sf/EET TO: ~~oYv l'Y\c~c.~ FROM: ~~ '1(~ FAX NUMBER: ") ")1 / a ,) oZ. - {O -. J d-- DATE: ~L g ( err- 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. , \, p~ jC1NL L'{~ '--------;