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Home My WebLink About2002 03 25 Regular F Continuation of a Contractual Relationship for Provisions of Legislative Services ,.., ~I COMMISSION AGENDA ITEM F REGULAR X CONSENT INFORMATIONAL March ?S, ?OO? Meeting MGR ~EPT A lIthori7Rtion REQUEST: City Manager Department Requesting the Commission Consider the Continuation of Legislative Services, and Authorize a Supplemental Appropriation for Such Services if Found Necessary Including the Services Already incurred in FY 02 in the amount of $1 0,000. PURPOSE: The purpose of this item is to consider whether the Commission desires to continue a contractual relationship for the provision of legislative services and authorize a - ' supplemental appropriation for such services including the services already incurred in FY 02 in the amount of $1 0,000. CONSIDERATIONS: a) An appropriation was not authorized in the FY 02 budget for legislative services. Relatedly, there was no direction to terminate these services. , b) Staff feels professional representation before the Governor, Cabinet and Florida's various Executive agencies on behalf of the City of Winter Springs is necessary to enhance Tallahassee's understanding of our Cities various projects in an effort to obtain full approval and cooperation. c) The City contracted with Jerry Sansom of JHS Consultants, in September of2000, regarding various needs the City had at that time related to the Town Center project and our communications with various groups in Tallahassee. . 3/25/2002 Commission Agenda Item F Regular d) Under our current agreement, Mr. Samson charges a rate of$I,500/month plus out of pocket expenses. Under this arrangement a budgeted line item of $20,000 should have been included in the FY 02 budget for legislative services. Amounts incurred to date under contract in FY 02 are as follows: · Incurred (FY 02) invoice rec'd not yet paid for period Oct 0 I - Dec 0 I (FY 02) invoice not yet rec' d - estimate for period J an 02 ~ March 02 e) Alternatives - The Commission has three alternatives: 1. Terminate services effective March 31, 2002 and authorize a supplemental appropriation in the amount of $1 0,000 for legislative services in the General Government Department of the General Fund for services to date. 2. Continue the contract as is for the full year and authorize a supplemental appropriation of $20,000 for legislative services in the General Government Department of the General Fund for the full year. 3. Continue services but change the rate of compensation to $100 per hour plus out of pocket expenses for actual services rendered. Under this scenario the cost to the City would be directly tied to actual hours of work. Actual cost could be more or less than the alternative rate of$I,500 per month plus expenses based upon the amount of work to be performed. This alternative would require that a $20,000 supplemental appropriation be authorized giving us an opportunity to better understand the true annual cost based upon a period of experience. $4,502.74 . Incurred $5,500.00 FUNDING: Funding would be provided from the General Fund and expensed to a legislative services line item in the General Government Department Budget. A supplemental appropriation in the amount of $1 0,000 or $20,000 would be required based upon the alternative chosen by the Commission. 2 " 3/25/2002 Commission Agenda Item F Regular RECOMMENDATION: Staff recommends that the Commission approve either Alternative 2 or 3. ATTACHMENTS: Contract with Jerry H. Sansom dated 9/21/2000 COMMISSION ACTION: 3 " ..- J ~ "--. Jerry H. Sansom P.O. Box 372476 Satellite Beach, FL 32937 ~: L/ y ~ ~/ Telephone 321-777-8130 Fax 321-779-4884 -- [, -;7 /v G" '.y\ September 21, 2000 Mr. Ron McLemore City Manager, City of Winter Springs 1126 East State Road 434 Winter Springs, Fl32708 Letter of Agreement for Cabinet and Executive Agency Representation Dear Mr. McLemore: Thank you for your call this afternoon to discuss the needs of the City of Winter Springs and your questions regarding retaining professional services for representation before the Governor and Cabinet and Florida's various Executive agencies on the issue of your Town Center Project. It seems that the City could benefit from such representation as there certainly appears to be a lack of understanding in Tallahassee regarding the Project's importance to the City and the partnerships your have forged for its implementation. As you requested, the following is my proposal for providing the desired professional representation for the City before the Cabinet and any appropriate Executive agencies on the issue of Winter Springs' Town Center project, as well as for any other specific issues that you or the Council may direct. I will make recommendations to you and upon your approval and authorization, will work toward the desired outcome. I will be compensated for my services in the following manner. . FEES r-- A-~'dO? Upon approval of this agreement, you will remit to me a retainer of$9;8GG: Of that amount, $5,000 will constitute a fully earned, non-refundable fee. I \1 In consideration of that fee I will devote my time to your representation at the rate of $1,600 per month to be billed against the balance of the retainer. This time will be spent as directed by you and fully accounted for. This will be referred to as the "first period" of representation. Thereafter, upon your authorization, I will continue the representation for the "second period" at the monthly rate of $1,500 per month unless some other satisfactory arrangement is reached. ......, ," .:.};. . f COSTS I will have the authority to incur reasonable and customary costs such as telephone, copying, mileage, and other similar costs on your behalf. Costs such as air travel, overnight accommodations, and other similar significant costs will only be incurred with your prior approval. BILLING I will bill during the first period for costs and during the second period for fees and costs. You shall pay the full amount of the invoices within 30 days of the invoice date. If, during the second period, an invoice is not paid when due, I may, at my election, suspend representation on your behalf for such period of time, as the invoice remains unpaid. COLLECTION OF FEES The City of Winter Springs accepts responsibility for the costs and fees incurred on its behalf In the event it is necessary to institute suit for the collection of fees and costs, the City will pay, in addition to any judgment for such fees and costs, all expenses necessitated thereby, including reasonable attorney's fees for suit. TERMINATION The City of Winter Springs shall have the right to terminate this Agreement at any time, with or without cause and penalty, by providing me at least three- (3) days written notice. At the time of termination, I shall promptly return to the City any remaining portion of the retainer not billed against or earned. In the event it is necessary to institute suit for the collection of the remaining portion of the retainer, I will pay~ in addition to any judgment for such remaining retainer, all expenses necessitated thereby, including reasonable attorney's fees for suit. ACCEPTANCE By affixing your signature, below, you acknowledge and accept the terms and conditions contained herein. 2incerel yours, X?~/ erry H. Sansom JHS Consultants /J~ ?!'J//~' Mr. Ron McLemore ~ City Manager, City of Winter Springs 2