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HomeMy WebLinkAboutGovernment Services Group, Inc. - Fire Services Assessment Program Proposal - 2007 11 06 G G 1001(411)// pul is sector solutions GOVERNMENT SERVICES GROUP. INC. August 30, 2007 Via Electronic Transmission Mr. Ronald W. McLemore, City Manager City of Winter Springs 1126 E. State Road 434 Winter Springs, FL 32708 -2715 Re: City of Winter Springs - Fire Services Assessment Program Proposal Dear Mr. McLemore, This correspondence is written to present a scope of services for Government Services Group, Inc. ( "GSG ") and Nabors, Giblin & Nickerson, P.A. ( "NG &N ") to provide professional services and specialized assistance to the City of Winter Springs ( "City ") and its staff with the development of a non -ad valorem funding alternative for the City's fire services through the development of a special assessment program. The proposed Scope of Services contemplates a phased approach to the assessment program. Phase One of this proposal includes those tasks necessary to and associated with the development of preliminary proforma assessment rates. An Assessment Memorandum will be prepared and presented at the end of Phase One. It is at the end of Phase One that the City will be able to make an informed decision regarding whether to revise and /or proceed with implementing the assessment program. The remaining tasks outlined in the attached proposal comprise Phase Two of the project. Phase Two of this proposal would include the specific work effort required for the implementation of the program based on the City's policy direction as determined from the findings provided in Phase One. Phase Two is comprised of those steps necessary should the City decide to move forward with any recommended assessment program. The objective of this engagement is to develop the first phase of the City's fire services non -ad valorem special assessment program within the constraints of readily available data and current legal precedent. The preliminary assessment methodologies will be based upon the historical demand for fire services. Attached as Appendix A is the work plan under which the firms will assist the City in implementing the assessment program. The scope of services is based on the assumption that the City will be an active participant and provide the necessary budget information and other data required to develop the assessment methodologies. The firms will work under a lump sum professional fee arrangement as described in the attached scope of services and will expect payment pursuant to the schedules in the appendix. The appendix also provides a list of project deliverables, delivery schedule and payment schedule. Upon receiving notice to proceed, we will provide a detailed critical events calendar and a schedule for project deliverables that is tailored to the City. Mr. Ronald W. McLemore August 30, 2007 Page 2 The professional fees required to assist the City in developing and implementing the contemplated assessment programs do not include litigation defense services. However, we do all of our work with an eye on potential legal challenges in an attempt to maximize both the efficiency and the effectiveness of any defense. In the event there is a challenge, we would be available, on an hourly basis, to assist the City in its defense. Upon review and satisfactory determination, please execute this correspondence by signing below to indicate acceptance of the attached proposal and to serve as proper Notice to Proceed. Upon execution, please provide our office with a signed copy for our files. Upon receipt of Notice to Proceed, we will provide the City with a detailed critical events calendar and a schedule for project deliverables tailored to the specific circumstances that are unique to this project. 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 contact me. Sincerely, CbrriAl Camille P. Tharpe Senior Vice President CPT /sm Enclosure cc: Heather Encinosa, Esq. NG &N AGREED TO AND ACCEPTED BY: At AM Ga 7y� / / — � — v 7 City of Winter Spring Date Appendix A FIRE SERVICES ASSESSMENT PROPOSAL Scope of Services PHASE ONE Task 1: Evaluate Reports and Research Issues Evaluate the City's existing documents, ad valorem tax roll information, fire call data, agreements, reports and other data pertaining to the provision of fire rescue services. Task 2: Identify Full Costs of Service Evaluate the full cost of the fire service delivery using the City's most current financial information and identify service delivery issues, which may affect the apportionment methodology. Determine the net service delivery revenue requirements. Task 3: Develop the Apportionment Methodology Using the current ad valorem tax roll and fire incident data reported to the State Fire Marshal, develop the method of apportionment, classification of properties and the use of the data on the assessment roll. Review the assessment methodology for legal sufficiency and compatibility with alternative methods of collection. Task 4: Determine Preliminary Revenue Requirements Advise the City in determining the total fire service assessment revenue requirements to ensure the City recovers the costs of: (a) net fire service delivery revenue requirements, (b) implementing the program, and (c) collecting the assessments. Task 5: Develop Preliminary Assessment Roll Database Using the current ad valorem tax roll, create a preliminary assessment roll database. Test the sufficiency of the database by developing reports to access property information. Task 6: Apply Apportionment Methodology to Database Apply the apportionment methodology to the preliminary assessment roll database to test the data validity and legal sufficiency. Revise the apportionment methodology as necessary. Task 7: Calculate a Preliminary Proforma Schedule of Rates Using the developed assessment roll, calculate a proforma schedule of rates based on the developed apportionment methodology and revenue requirements for the assessment program. Task 8: Prepare and Present Assessment Memorandum Prepare and present an Assessment Report, which documents proposed apportionment methodologies and proforma assessment rates. PHASE TWO Task 9: Draft Fire Services Assessment Ordinance Draft a fire services assessment ordinance to establish the procedures for implementation of a fire services assessment program. Task 10: Draft Initial Assessment Resolution Draft an initial assessment resolution that conforms to the assessment ordinance and that implements the City's policy decisions and proposed methodology. Government Services Group, Inc. and Nabors, Giblin & Nickerson, P.A. I A -1 Task 11: Draft Final Assessment Resolution Draft a final assessment resolution that conforms to the assessment ordinance and adopts final assessment rates. Task 12: Assist with Rate Adoption Process Advise and assist with fulfilling the legal requirements for the adoption of the final assessment rate resolution including: (a) the development of the first class notice and its distribution, (b) publication of the public hearing, and (c) attendance at the public hearing. Task 13: Assist with Billing Process Assist with the separate bill tax collection method of billing, and provide a scope of services to transition to the tax bill collection method. FEES AND COSTS Phase One For the professional services and specialized assistance described in the provided and proposed Scope of Services for Phase One, GSG and NG &N will work under a "lump sum" fee arrangement of $60,000, of which $50,000 is for professional services rendered by GSG and $10,000 is for professional services rendered by NG &N (of which $51,125 is for professional fees and $8,875 is for incurred expenses). Please note that the professional fees for GSG will be discounted by 10% if your organization is a member of FFCA. In addition, to recognize the economies of scale in conducting multiple projects within the same geographic area, GSG will provide an additional professional fee discount of 10% if four of the seven cities in Seminole County retain GSG within the same study period (i.e., within 60 days of the date of this correspondence). These discounts result in a reduced lump sum fee of $50,000 for both firms for Phase One. Phase Two For the professional services and specialized assistance described in the provided and proposed Scope of Services for Phase Two, GSG and NG &N will work under a "lump sum" fee arrangement of $35,000, of which $20,000 is for professional services rendered by GSG and $15,000 is for professional services rendered by NG &N (of which $31,375 is for professional fees and $3,625 is for incurred expenses). As stated above, the professional fees for GSG will be discounted by 10% if your organization is a member of FFCA. In addition, to recognize the economies of scale in conducting multiple projects within the same geographic area, GSG will provide an additional professional fee discount of 10% if four of the seven cities in Seminole County retain GSG within the same study period (i.e., within 60 days of the date of this correspondence). These discounts result in a reduced lump sum fee of $31,000 for both firms for Phase Two. The lump sum fee for professional services for Phase One includes a total of two on -site visits to the City by GSG and /or NG &N staff. While the purpose of these trips is negotiable, the intent of these meetings is to obtain initial information, participate in individual briefing sessions with elected officials, and present the assessment memorandum at a City Commission Workshop. The lump sum fee for professional services for Phase Two includes a total of two on -site visits to the City by GSG and /or NG &N staff. While the purpose of these trips is negotiable, the intent of these meetings is to assist in the final rate adoption process. Meetings in excess of these on -site visits may be arranged at our standard hourly rates. Expenses related to additional meetings will be billed in accordance with Section 112.061, Florida Statute. If necessary, in lieu of on -site visits, periodic telephone conference calls may be scheduled to discuss project status. Government Services Group, Inc. and Nabors, Giblin & Nickerson, P.A. I A -2 Please note that both GSG and NG &N work with the premise of developing and implementing assessment programs with an eye on potential legal challenges in an attempt to maximize both the efficiency and the effectiveness of any defense. Nonetheless, the fees outlined above for professional services do not include any provision for litigation defense. Accordingly, in the event there is a legal challenge, both firms would be available, on an hourly basis, to assist the City in its defense. Please note that the lump sum fee does not include the costs of producing and mailing the statutorily required first class notices. Mailing and production costs depend on the number of assessable parcels of property within the City, but average approximately $1.27 per parcel. Payment of mailing and production costs Is due at the time of adoption of the initial assessment resolution. In the event that the U.S. postage rates increase during the course of this engagement, the mailing and production costs will Increase by the exact amount of the U.S. postage rate increase. PAYMENT SCHEDULE The lump sum fee for professional services and specialized assistance will be due and payable in installments on the following basis. Payment will be based on the following schedule, assuming that notice to proceed is received by August 1, 2007. If notice to proceed occurs after this date, payment will be adjusted on the basis of a condensing of the anticipated number of months remaining to complete the project. Schedule Payment Phase One September 2007 50% Fees for Phase One - $25,000 October 2007 50% Fees for Phase One - $25,000 Phase Two November 2007 50% Fees for Phase Two - $15,500 December 2007 50% Fees for Phase Two - $15,500 Government Services Group, Inc. and Nabors, Glblin & Nickerson, P.A. I A -3 DELIVERABLE SCHEDULE Deliverable Schedule Notice to Proceed By August 1, 2007 Kick -off Meeting/Data Collection August 2007 Proforma Budget Development August - September 2007 Proforma Assessment Rates September - October 2007 Assessment Memorandum October - November 2007 Initial Assessment Resolution October - November 2007 First Class Notices November 2007 Published Notice November 2007 Final Assessment Resolution November - December 2007 Final Assessment Rates November - December 2007 Bills Mailed December 2007 Government Services Group, Inc. and Nabors, Giblin & Nickerson, P.A. I A-4