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Home My WebLink About2002 10 01 Other Handout by Alan Hill OCTOBER 1, 2002 HANDED OUT BY ALAN HILL. - . City of Winter Springs Memo To: TLBD Board and Oak Forest Board From: Louise Frangoul, Finance Director Date: 09/26/02 Re: GSG Contract The attached agenda item related to a renewal of the annual contract with Govemment Services Group (GSG) for the TLBD and Oak Forest assessment roll preparation was presented to the City Commission on September 23, 2002. The Commission requested that this item be pulled and not approved until they have some "verification" as to the board's action regarding this contract. As you can see from the agenda item and the contract, GSG has provided annual administrative services since inception of the special assessment districts. A vendor will need to continue to provide this service for the two districts. It is my recommendation that the districts renew the contract with GSG. GSG's efforts ensure adequate revenue collection to pay existing debt service and on going maintenance costs. Board action will need to either approve the contract with GSG or propose a satisfactory altemative that does not place the bondholders and other creditors at risk for payment. . Page 1 COMMISSION AGENDA ITEM E CONSENT X INFORMATIONAL PUBLIC HEARING REGULAR September 23,2002 Meeting MGR l~ IDEPT ~ AlIthori7Rtion 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 $12,500 each for FY 03. 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) for FY 03. 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 since inception of the assessment districts. 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. , . FUNDING: The Oak Forest Debt Service and Maintenance Fund has budgeted in administrative expenses a combined total of$12,500. This line item was budgeted to cover the costs associated with the work performed by GSG. The TLBD Debt Service and Maintenance Fund has budgeted in administrative expenses a total of$12,500. This line item was budgeted to cover the costs associated with the work performed by GSG. RECOMMENDATION: Approval ofthe GSG contract for annual administrative assessment services for Oak Forest and Tuscawilla Lighting and Beautification District at $12,500 each. ATTACHMENTS: Fee Scope of Services - Oak Forest - Letter dated September 13, 2002 Fee Scope of Services - TLBD - Letter dated September 13, 2002 COMMISSION ACTION: GSG Government Services Group, Inc. Dedicated to solving funding and service delivery Issues In the public sector (;U\ ~'I'JlJIlcnt Ser\'ices Group, 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 Winter 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 tl)is r~curring r~venue 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. ~ c:- -C -:I 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 .( /J," (" rJ4 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 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 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 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 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~e cannot pro vi an~a surance to City of Winter $prings manag~y:,nt that the.. mpsum.fee oted.h in.wil/.remain-fixed-at-thlfamount... -............ -....... indicat, for Fiscal YJ ar 2004-05 bond th 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 Purc~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 ~ --( 'W'.J ACCEPTED AND AGREED TO FOR FISCAL YEAR ~ ASSESSMENT ROLL: By: City of Winter Springs Title: Date: ACCEPTED AND AGREE TO FOR FISCAL YEAR 2004-05 ASSESSMENT ROLL: City of Winter Springs By: Title: Date: t:)' FISCAL YEAR 200M! 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 Order is needed to initiate this engagement. A Purchase Order will be issued and provided to GSG by mail or fax transmission. If City of Winter Springs manage Year 2004-05 special assessme processing instructions with 2003. nt extends this contract to the Fiscal r we will coordinate Purchase Order of Inter Springs before October 1, .'.~::" i:;t1~,l (i;~,;~::.F~~~'!l1l^i"'rtl';i;>Ai':~"'A'l ... ..." E'.N'~'P' R.~G-'D'A'M. . ':: ".,';~":-'_',:~,.,:,~ ,.J~,~._L', . ", ..~J~li~\:JI7'\I;oJ,t:\. ~J,::: \;;I, nI"\ :,~"!' , .-;'--~f7."~: .~ ~ : ::'~:n!~'..!~:t~' .;~.;-::il1:~.1ij~t:::; .:'ii.; .:) /' .: . 0.. '~". \'i:~ ," ::''''';::',,, _ ":1 ,,~.:,:;;.. ,,,~<,': . '.'''',' "',' --"""'l'"' .".,,,.,,.,,,..,U,lAI.' "140'0"" 1\2 :~{.:~~:Lf~~{.: "~~~-l~tg~~~~;:~:;: ;~., ~~:~~i,'l;glj:gm~::~~tr~~:. .:~#,::i~:r-~::;: :':~:~ - .: -~O;'~i': ~';'>~ 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 $12,500. 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 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. 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 (Le., 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 t:1'> Advise the City of Winter Springs in determining the annual asses~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: 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 200~4.o )- 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 com~e the prepayment amounts upon issuance of the ad valorem tax bill Fiscal Year 200 4 and prepare a prepayment roll. I) "') . 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 ~.' tt~ ~";'~-'-p. ';Ytho, '~i:-._::j~~-b:~_~'; :, .' . .>/"""....--";~....'..'M:.!: .1il~i1}.""" 'R" .t ...:;:'..~.::'y.~:..=M.."..:... .'c.:.... .,': ,..,<...:t ;).l"'" ..'....,;;I..:u:I:. 'r:>.' 'Ou . .aes-. ~..;;,,,.....,, ':'';''-'::''''''#':'<'''''''' :;;'.,~~,~':.-'.:--:,:: "~_~_:" -" _' ..:.~i ....~).~ ~.. ;~_.....::a.;':' ...' ~V.. . ..". '.. " . ,':~~~'~'<<-~~'_'... :~ ;':F~ ",;:;~:'~-_~f~~~n :;~/~ :~::t;~~ NG&N Staff Level Hourly Rate Principals Associates Law Clerks $175 150 50 GSG Staff Level Hourly Rate Principals Senior Project Manager Project Manager Consultant GISlDatabase Specialist Analyst Administrative Support $225 150 140 125 125 90 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-andGSG. The-~ump' sum -fee will- be.due. and-- payable in four equal installments. The first installment payment will be submitted to you by January 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 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 , 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 Event Schedule Octobe.r20J)2 ,~Nbtice to p!,~ ' Annual Maintenance of the Assessment Roll Periodically 1"_ ~ ""r;, C:II; ,- 'Prepare An'n~aIAssessmenfRol1." Determine Revenue Requirements May-August 2003 ~~alculat~, Annual Assessment An:Iounts May-August 2003 Certify Annual Assessment Roll August-September 2002 'Compute: Prepayment Amounts' ~{ _: . ;.. :.: : ,:_.1 ~ :. September-Octobe.r " 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-8 GSG Government Services Group, Inc. Oedicated to solving funding and service delivery Issues In the public sector (~o\"(.'rnment Sl'r\.'ic('s Group, 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: Dear Louise: The City of Winter Springs has completed its third year of the annual assessment program for neighborhood improvements imprOVements initiated in Fiscal Year 1999-2000. Govemment Services Group, Inc. ("GSG") and Nabors, Giblin & Nickerson, P.A. (UNG&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 neighborhood improvements assessment program for Fiscal Year 2e63-04. ~ c-:S Preparation and implementation of a non-ad valorem assessment roll program is a very exacting process. The end product is interdependent 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 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 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 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 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 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. Sincerely, Laura McKinley 11m Enclosures (1) Cc: Nabors, Giblin & Nickerson, P.A. September 13, 2002 Page 3 -z:::--{~:J ACCEPTED AND AGREED TO FOR FISCAL YEAR ~ ASSESSMENT ROLL: By: City of Winter Springs Title: Date: ACCEPTED AND AGREE TO FOR FISCAL YEAR 2004-05 ASSESSMENT ROLL: City of Winter Springs By: Title: Date: :1' 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 Order is needed to initiate this engagement. A Purchase Order will be issued and provided to GSG by mail or fax transmission. If City of Winter Springs manage Year 2004-05 special assessme processing instructions with 2003. nt extends this contract to the Fiscal r we will coordinate Purchase Order of Inter Springs before October 1, FISCAL YEAR 2004-05 ASSE t ;, T;?;'~~:Ja~~~~" ,r~~~~~~RAM- This correspondence is written to provide additional information regarding the attached scope of services for the Tuscawilla Lighting and Beautification District 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 Pro/Josed 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 $12,500. 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 often 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 cl1arge. 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. WO-1 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. 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's 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 Sprinas 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 the 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. WO-2 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. WQ-3 ""'~NNUAC',~S$_ES$ME;N:rPRJ)G~nII' Scope of Services - 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, 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 assess~ revenue requirements for the assessment program(s) for Fiscal Year 2~04 based on information from the City of Winter Springs's financial advisor or other appropriate management personnel. Task 4: Calculate Annual Assessment Amounts Calculate/confirm the annual assessment amounts based on the apportionment methodology _~~~venue requirements for the assessment programs for the Fiscal Year 2~4 .Assessment roll. .?~ 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 20~ 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-4 ';~;:"'-;\." _.,~'~~'Ji. 't.Ii~~&'Li ,........;,.. "'h~4-., #If:' ....>,'".".~.. .~ 'fJif:l10L"mO!!l',Y nc(c.e5 .. "'..Z..: .....n..c... .:' .;, ',., ~.. ...:t. 'N'~&N"":: ..."",'. ',' "-'- \''i!l<o '~': c, ~c '?~ 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 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, 2003. Subsequent statements for professional services rendered and costs incurred will be provided on a periodic b.asJs, 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. .C7,) The lump sum fee does not include the costs of producing and mailing the statutorily required first class notices for Fiscal year 20~ if required. These costs depend on the number of assessable parcels of property within the Tuscawilla Lighting and Beautification District. 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 rol/. WQ-5 ., , r' N9.t~ce to: Proceect ':~~~i~~~t ~ 7 Schedule October 2002 Event Annual Maintenance of the Assessment Roll Periodically ~~Rfepare Annual. Assessment Roii..; ~'f' , .. ~:.. :-._~_. t~.l[;S~; _U'_" _ __"2 .~.:..;.::': Determine Revenue Requirements May-Augusf2003 May-August 2003 i:~alcLlla~~,~nnual Assessment'~~~nts Jl"!" : May-Aug~st\;fdO:3 Certify Annual Assessment Roll August-September 2003 9.orTlPute p~~pay~~nt Amount~Ji~i ' ... ~ " ~ . ~ '!'~~'r~;r: ' "M ~', -~.-;"., ~'i,] [:". "Septerriber~Q,ctober 2003 . . Note: If City of l'Vinter Springs management exercises the extension option described herein, these procedures will also apply to the Fiscal Year 2004-05 Assessment roll. WQ-6