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Home My WebLink About2006 11 27 Consent 401.2 Contractual Services with Government Services Group, Inc. COMMISSION AGENDA ITEM 401.2 Consent X Informational Public Hearing Regular November 27.2006 Regular Meeting .t--- / Mgr. / Authorization Kb Dept. REQUEST: The City Manager requests authorization to enter into contractual services with Government Services Group, Inc. (GSG) for the Tuscawilla Lighting and Beautification District Assessment Program for the 2007 tax roll. Additionally, due to the increased scope of services, a supplemental appropriation is requested from the TLBD Maintenance Fund Phase I #184 in the amount of $3,000 to cover GSG's additional services in Fiscal Year 2007 only. PURPOSE: To obtain Commission approval to enter into contractual services with Government Services Group, Inc. for the Tuscawilla Lighting and Beautification District Neighborhood Improvements Assessment Program (TLBD) for the 2007 tax roll, with actual services to occur in Fiscal Year 2007. Additionally, due to the increased scope of services, a supplemental appropriation is requested from the TLBD Maintenance Fund Phase I #184 in the amount of $3,000 to cover GSG's additional services in Fiscal Year 2007. CONSIDERATIONS: On October 19,2006, Staff met with GSG and Nabors, Giblin and Nickerson, P.A. (NG&N) to discuss the need for a re-forecasting and streamlining of the assessment district. During these discussions, it was determined by GSG that an increased scope of services would be required to accomplish this task, defined by the following factors: re-forecasting of the debt service in funds #182 (TLBD Debt Service Phase I) and #213 (TLBD Debt Service Phase II), development of the revenue structure for five years of Operating and Maintenance Budgets (O&M), forecasting necessary increases in maximum assessments, and the merging of TLBD Phase I & II maintenance funds. Please note that on August 28, 2006, Regular Agenda Items 303 and 304 spoke to the upcoming need for an increase in the assessments and/or the legal maximums for the TLBD Assessment Districts. The annual contract price of $16,500 represents a $3,000 increase due to the GSG's increased scope of services for this fiscal year. Once the re-forecasting and streamlining processes are completed, GSG/NG&N will commit to a guaranteed contract rate of $13,500 plus a 3% escalation factor for the next two program years (FY 2008 budget - $13,905; FY 2009 budget - $14,322). The GSG contract cost includes $3,500 of services provided by NG&N; who will be engaged pursuant to the proposal submitted by GSG (Attachment 2). Accordingly, GSG will remit to NG&N that portion of the contractual fee related to legal services. The Scope of Services and the Fees and Costs Schedules found in the GSG Continuing Services Agreement (Attachment 1) relate to preparation of the November 2007 tax rolls for the TLBD assessment programs. Accordingly, it includes TLBD - Phase II; however, it DOES NOT include the cost of producing and mailing the statutorily required first class notices for fiscal year 2007-2008, if required. At this time, Staff believes it advisable to remain with Government Services Group and Nabors, Giblin and Nickerson, P.A. due to their long-standing history and experience with our assessment districts and the extensive oversight that is currently due. FUNDING: Currently, $13,500 is included in the FY 2007 budget for TLBD's assessment administration. We recently revised the allocation of this $13,500 assessment administration budget so that these administrative costs are absorbed by the TLBD Phase I Maintenance Fund #184. A supplemental appropriation from fund balance is needed in the amount of $3,000 to be allocated to 184-53211 (Administration Fees). RECOMMENDATIONS: Staff recommends that the Commission authorize the execution of the contract with Government Services Group for the fiscal year 2006-2007 in the amount of $16,500 for TLBD; as well as authorize a supplemental appropriation of $3,000 for the additional GSG services as set forth in this agenda item. ATTACHMENTS: 1- Agreement letter from Government Services Group, Inc. dated November 21, 2006 - Tuscawilla Lighting and Beautification District Neighborhood Improvements Assessment Program Continuing Services 2- Clarification letter from Nabors, Giblin, and Nickerson, P.A. dated October 27,2006 COMMISSION ACTION: 112706_ COMM _ Consent_ 401.2_ GSG _ Contract_ TLBD G S G pub)ic sector funcli'!J ~ service solutions GOVERNMENT SERVICES GROUP, INC. November 21, 2006 Via Electronic Mall Ms. Michelle Greco Director of Finance City of Winter Springs 1126 East S.R. 434 Winter Springs, FL 32708 Re: Tuscawllla Lighting and Beautification District Neighborhood Improvements Phase One and Two Assessment Programs: Continuing Services Dear Ms Greco: The City of Winter Springs has completed another year of the annual assessment program for the Tuscawilla Lighting and Beautification District Phase One and Two. Government Services Group, Inc. (GSG) and Nabors, Giblin and Nickerson, P.A. 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 scope of services and the fees and costs schedule to assist the City in the preparation of the November 2007 tax rolls for the Tuscawilla Lighting and Beautification District Phase One and Phase Two assessment programs. (Please note that we are proposing a combined fee for two separate programs.) The scope of services is based upon execution of contracts each year. However, GSG has provided a 3-year pricing schedule for City planning and budgeting purposes. The pricing schedule proposes professional annual fees to include a fixed fee plus inflation through Fiscal Year 2009-10. The Fiscal Year 2007-08 proposed fee includes an additional fee of $3,000 associated with the cost to develop an integrated and streamlined program for both the Tuscawilla Phase One and Tuscawilla Phase Two assessment programs. 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 accommodate your requests and provide you with thoughtful and deliberate attention to ensure the continuation of this successful recurring revenue source. The execution of this letter agreement indicates acceptance of this proposal and Notice to Proceed. Upon execution of this agreement, please provide us with one signed copy for our files. 1500 Mahan Drive, Suite 250 I Tallahassee FL 32308 I T 850.681.3717 I F 850.224.7206 280 Wekiva Springs Rd. I Protegrity Plaza. Suite 203 I Longwood FL 32779 I T 407.629.6900 I F 407.629.6963 Ms. Michelle Greco November 21, 2006 Page 2 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 contact me. Sincerely, ~~ Camille P. Tharpe /cpt Attachments cc: Chris Traber, NG&N Steven Richart ACCEPTED AND AGREED TO FOR FISCAL YEAR 2007-08: BY City of Winter Springs Title: Date: Appendix A ANNUAL ASSESSMENT PROGRAM FISCAL YEAR 2007-2008 SCDpe Df Services Task 1: Task 2: Task 3: Task 4: Task 5: Task 6: Annual Maintenance of the Assessment Roll Provide periodic updates and reconciliations of the certified special assessment roll. Coordinate and reconcile prepayment amounts with the City of Winter Springs. Prepare Annual Assessment Roll Update the assessment roll for Fiscal Year 2007-08 for use in the recurring annual assessment program by obtaining new download of ad valorem tax roll information from the Seminole County Property Appraiser's Office and identifying changes to parcels (Le., splits, combinations and subdivisions). GSG will work with City staff as necessary to process database revisions generated. Determine Revenue Requirements Advise the City of Winter Springs in determining the annual assessment revenue requirements for the assessment program(s) for Fiscal Year 2007-08 based on information from the City's financial advisor or other appropriate management personnel. 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 2007- 08. Calculate/confirm the annual operations and maintenance assessment amounts based on 5-year average rate (costs provided by City staff). 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. Compute Prepayment Amounts Compute the prepayment amounts upon issuance of the ad valorem tax bill for Fiscal Year 2007-08 and prepare a prepayment roll. Government ServIces Group, Inc. 8M Nabors. GI..... a NIckelSOn, P.A. I A-1 FEES AND COSTS For professional services provided by GSG and NGN for Fiscal Year 2007-08, the lump sum annual fee for professional services for the proposed scope of services will be $16,500, of which the fee for annual roll preparation remains unchanged at $13,500. The additional fee of $3,000 represents the costs associated with the development of an integrated and streamlined program for the Tuscawilla Phase One and Phase Two assessment programs. Please note that additional costs incurred by NG&N associated with the integrated/streamlined program for FY 2007-08 are not included in this fee. The following table illustrates the proposed fee structure: FY 2007-08 Professional Fees (Phase One and Phase Two) Fee to Prepare Annual Rolls FY 2007-08 (no change from FY 2006-07) $ 13,500 Fee to Develop Integrated/Streamlined Program for FY 2007-08 $ 3,000 Total Fee for both Phase One & Phase Two FY 2007..()8 $ 16,500 Future Professional Fee Aareement FY 2008-09 throuah FY 2009.10 Base Year(FY 2007-08 fee) $ 13,500* Cost Escalation Factor - 3 % $ 405 Fee to Prepare Annual Roll FY 2008-09 $ 13.905 Base Year (FY 2008-09 fee) $ 13,905 Cost Escalation Factor - 3 % $ 417 Fee to Preoare Annual Roll FY 2009-10 $ 14,322 *Fee split: GSG $10,000 + NGN $3,500 = $13,500 total The lump sum fee for professional services includes two on-site visits to the City by GSG and/or NG&N representatives (excluding the October 19, 2006 meeting). Additional on-site visits may be arranged at our standard hourly rates, together with any actual costs associated therewith. Travel expenses related to on-site visits will be billed in accordance with Section 112.061, Florida Statutes. In lieu of additional on-site visits, both firms are available to participate in periodic scheduled telephone conference calls to discuss project status. The lump sum fee does not Include the costs of producing and mailing the statutorily required first class notices for Fiscal Year 2007-08, If required. These costs depend on the number of assessable parcels of property within the project areas. However, mailing and prOduction costs are $1.25 per parcel, due and payable one week prior to mailing date accordtng 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. . Government ServIcH Group, Inc. and NaborI, IlblIa a NIckerson, P.A. 1 A-2 The lump sum fee will be due and payable on a quarterly basis (assuming notice to proceed occurs by December 15, 2006) as follows: Payment 25 % of Jump sum fee 25 % of lump sum fee 25 % of lump sum fee 25 % of lump sum fee Schedule December 2006 March 2007 June 2007 September 2007 CRITICAL EVENTS SCHEDULE Event Schedule Notice to Proceed December 2006 Annual Maintenance of Assessment Roll Periodically Prepare Annual Assessment Roll May -August 2007 Determine Revenue Requirements May - August 2007 Calculate Annual Assessment Amounts May - August 2007 Certify Annual Assessment Roll August - September 2007 Compute Prepayment Amounts September - October 2007 Goventment ServIcH Qroup, Inc. lIIld NaboIw, GIIIIIn a NIckeraon, P.A. I A-3 / TAMPA The Polnte, Suite 1060 2502 Rocky Point Drive Tampa, Florida 33607 (813) 281-2222 Tel (813) 281-0129 Fax Nabors& Giblin Nickersonp,A. ATTORNEYS AT LAW October 27, 2006 VIA ELECTRONIC MAIL AND U.S. MAIL Michelle Greco, Finance Director City of Winter Springs 1126 E. SR 434 Winter Springs, FL 32708 Dear Michelle: TALLAHASSEE Suite 200 1500 Mahan Drive Tallahassee. Aorida 32308 (850) 224-4070 Tel (850) 224-4073 Fax Please let this letter serve as written confirmation that both of our firms would be engaged pursuant to the proposal sent by Government Services Group, Inc. ("GSG") on October 24, 2006. In prior years, I believe the City found it easier to pay our firms under one engagement rather than two - but it makes no difference to us. In this case, payments will be made to GSG and they will in turn pay us. The actual fee for Nabors, Giblin & Nickerson, P.A. did not increase this year. The fee remains the same - $3,500 for the Tuscawilla Project (both phases) and $3,500 for the Oak Forest Project for a total of $7,000. I hope this helps to clarify matters. fte8EIVED oer ~ 1 2006 011''1' OF W'NcER SPRINGS I'1n:iMce Director G S G pub)!c sector funain3 ~ service solutions GOVERNMENT SERVICES GROUP, INC. November 21. 2006 Via Electronic Mill Ms. Michelle Greco Director of Finance City of Winter Springs 1126 East S.R. 434 Winter Springs, Fl32708 He; Tusoawltla Ughtlng and Beautlftcatlon DIetrIct Neighborhood Improvements Ph... On. and Two A88...menl Programs: ContinuIng Ie"'" Dear Ms Greco: The City of Winter Springs has completed another year Of the annual assessment program for the Tuscawl1la lighting and Beautification District Phase One end Two. Govemment Services Group, Inc. (GSG) and Nabors, Giblin and Nickerson. P.A, 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 scope of services and the fees and costs schedule to assist the CIty In the preparation of the November 2007 tax rolls for the Tuscawllla Lighting and Beautification District Phase One and Phase Two assessment programs. (Please note that we are proposing a combined fee for two separate prowams.) The scope of services Is based upon execution of contracts each year. However, GSG has provided a 3-year pricing schedule for City planning and budgeting purposes. The pricing schedule proposes professional annual fees to include a fixed fee plus Inflation through Fiscal Year 2009-10. The Fiscal Year 2007-08 proposed fee includes an additiOnal fee of $3,000 associated with the cost to develop an Integrated and streamlined program for both the Tuscawllla Phase one and Tuscawilla Phase Two assessment programs. 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 accommodate your requests and provide you with thoughtful and deliberate attention to ensure the continuation of this successful recurring revenue source. The execution of this letter agreement Indicates acceptance of this proposal and Notice to Proceed. Upon execution of this agreement. please provide us with one signed copy for our flies. 1500 Mahan Drive. Svite 250 I Tallahassee FL 32308 f T 850.681.3717 I F 850.224.7206 280 Weklva Springs Rd. I protegrity Plaza. Suite 203 I Longwood FL 32779 I T 407.629.6900 J , 407.629.6963 Ms. Michelle Greco November 21, 2006 Page 2 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 feet free to contact me. Sincerely, ~~ Camille P. Tharpe /cpt Attachments 00: Chris Traber, NG&N Steven Richart ACCEPTED AND AGREED TO FOR FISCAL YEAR 2007..08: BY /~t:J. '7J4~--.. / City of WInter Springs Tltte: CITY MANAGER NOVEMBER 27. 2006 Date: . :~ ,") Appendix A ANNUAL ASSESSMENT PROGRAM FISCAL YEAR 2007-2008 Scope of Services Task 1: Task 2: Task 3: Task 4: Task 5: Task 6: Annual Maintenance of the Assessment Roll Provide periodic updates and reconciliations of the certified special assessment roll. Coordinate and reconcile prepayment amounts with the City of Winter Springs. Prepare Annual Assessment Roll Update the assessment roll for Fiscal Year 2007-oS for use in the recurring annual assessment program by obtaining new download of ad valorem tax roll information from the Seminole County Property Appraiser's Office and identifying changes to parcels (i.e., splits, combinations and subdivisions). GSG will work with City staff as necessary to process database revisions generated. Determine Revenue Requirements Advise the City of Winter Springs in determining the annual assessment revenue requirements for the assessment program(s) for Fiscal Year 2007 -OS based on information from the City's financial advisor or other appropriate management personnel. 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 2007- OS. Calculate/confirm the annual operations and maintenance assessment amounts based on 5-year average rate (costs provided by City staff). 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. Compute Prepayment Amounts Compute the prepayment amounts upon issuance of the ad valorem tax bill for Fiscal Year 2007-oS and prepare a prepayment roll. Government ServIces Group, IRe. and NUors, .... . NIckeI8on, P.A. I A-1 1 1 FEES AND COSTS For professional services provided by GSG and NGN for Fiscal Year 2007-08, the lump sum annual fee for professional services for the proposed scope of services will be $16,500, of which the fee for annual roll preparation remains unchanged at $13,500. The additional fee of $3,000 represents the costs associated with the development of an integrated and streamlined program for the Tuscawilla Phase One and Phase Two assessment programs. Please note that additional costs incurred by NG&N associated with the integrated/streamlined program for FY 2007-08 are not included in this fee. The following table illustrates the proposed fee structure: FY 2007..()8 Professional Fees (Phase One and Phase Two) Fee to Prepare Annual Rolls FY 2007-08 (no change from FY 2006-07) $ 13,500 Fee to Develop Integrated/Streamlined Program for FY 2007-08 $ 3,000 Total Fee for both Phase One & Phase Two FY 2007-08 $ 16,500 Future ProfessiOnal Fee AGreement FY 200S..()9 throuah FY 2009-10 Base Year(FY 2.()07~08 fee) $ 13,500. Cost Escalation Factor - 3 % $ 405 Fee to Prepare Annual Roll FY 2008-09 $ 13,905 Base Year (FY 2008-09 fee) $ 13,905 Cost Escalation Factor - 3 % $ 417 Fee to Prepare Annual Roll FY 2009-10 $ 14,322 *Fee split: GSG $10,000 + NGN $3,500 = $13,500 total The lump sum fee for professional services includes two on-site visits to the City by GSG and/or NG&N representatives (excluding the October 19, 2006 meeting). Additional on-site visits may be arranged at our standard hourly rates, together with any actual costs associated therewith. Travel expenses related to on-site visits will be billed in accordance with Section 112.061, Florida Statutes. In lieu of additional on-site visits, both firms are available to participate in periodic scheduled telephone conference calls to discuss project status. The lump sum fee does not Include the costs of producing and mailing the statutorily required first class notices for Fiscal Year 2007-08, If required. These costs depend on the number of assessable parcels of property within the project areas. However, mailing and production costs are $1.25 per parcel, due and payable one week prior to mailing date accord{ng 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. . GovemIIIeIIt ServIcH GrGup, IRa. IIIldNelMn, ..... .. NIcIunon, P.A. I A-2 Payment 25 % of lump sum fee 25 % of lump sum fee 25 % of lump sum fee 25 % of lump sum fee Schedule December 2006 March 2007 June 2007 September 2007 The lump sum fee will be due and payable on a quarterly basis (assuming notice to proceed occurs by December 15, 2006) as follows: CRITICAL EVENTS SCHEDULE Event Schedule Notice to Proceed December 2006 Annual Maintenance of Assessment Roll Periodically Prepare Annual Assessment Roll May -August 2007 Determine Revenue Requirements May - August 2007 Calculate Annual Assessment Amounts May - August 2007 Certify Annual Assessment Roll August - September 2007 Compute Prepayment Amounts September - October 2007 GovemIIIent ...... Group, lno. lIIIII NaboIa, GIIIIIn . NIckenIon, P.A. I A-3 TAMPA The Polnte, Suite 1060 2502 Rocky Point Drive Tampa, Florida 33607 (813) 281-2222 Tel (813) 281'{)129 Fax Nabors Giblin & Nickersonp.A. ATTORNEYS AT LAW October 27,2006 VIA ELECTRONIC MAIL AND U.S. MAIL Michelle Greco, Finance Director City of Winter Springs 1126 E. SR 434 Winter Springs, FL 32708 Dear Michelle: TALLAHASSEE Suite 200 1500 Mahan Drive Tallahassee, Florida 32308 (850) 2244070 Tel (850) 224-4073 Fax Please let this letter serve as written confirmation that both of our firms would be engaged pursuant to the proposal sent by Government Services Group, Inc. ("GSG") on October 24, 2006. In prior years, I believe the City found it easier to pay our firms under one engagement rather than two - but it makes no difference to us. In this case, payments will be made to GSG and they will in turn pay us. The actual fee for Nabors, Giblin & Nickerson, P.A. did not increase this year. The fee remains the same - $3,500 for the Tuscawilla Project (both phases) and $3,500 for the Oak Forest Project for a total of $7,000. I hope this helps to clarify matters. ftlS6EIVED oer s 1 2006 Ol'f't tir- W~F;:;R SPRINGS I"l"ance Director