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1181-Government Services Group - Fire Services Assessment Program Proposal7 CC*J 113 public sector M/ solutions GOVERNMENT SERVICES GROUP. INC. August 17, 2007 Via Electronic Transmission Mr. Robert YehI City of Sanford P.O. Box 1788 Sanford, FL 32772 -1788 Re: City of Sanford - Fire Services Assessment Program Proposal Dear Mr. Yehl, 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 Sanford ( "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 objective of this project is to develop non -ad valorem special assessments based on public policy established by the City within the constraints of readily available data and legal precedent. To fulfill this objective, we will accomplish the following tasks: (1) Provide specialized services that assist the City in developing legally defensible methods of apportioning the assessments; (2) Provide the implementation documents for imposing and collecting the special assessments using the separate bill collection method and capable of transitioning to the tax bill collection method; and (3) Provide assessment rolls that collect the annual assessments; the rolls will be capable of being efficiently updated in subsequent years. The enclosed work plan is designed to provide the following deliverables during this project: • Billing algorithms necessary to calculate the assessments pursuant to the proposed methodologies; • The final assessment rates; • A home rule procedural ordinance and all implementing resolutions for the annual assessment program in conformance with the home rule ordinance that will allow for a separate bill or for the tax bill collection method; -, T - F - T F . Mr. Robert Yehl August 17, 2007 Page 2 • An assessment roll in an electronic format capable of billing the assessments for Fiscal Year 2007- 08 and capable of merging with the City's real properly tax roll in conformity with the requirements of the uniform method of collection for Fiscal Year 2008-09; and, • The statutorily required notice and billing documentation that is required for using the tax bill collection method for the annual assessment programs in subsequent years. 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 on a monthly basis 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. 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 Sanford on this very important project. If you or any other City officials have any questions, please feel free to contact me. Sincerely, ()J gTnl':N� Camille P. Tharpe Sr. Vice President CPT /sm Enclosure cc: Heather Encinosa, Esq. NG&N AGREED TO AND ACCEPTED BY: Oct .04.1 CITY OF SAN D DATE Appendix A FIRE SERVICES ASSESSMENT PROPOSAL Scope of Services Task l- 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: klentHy 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& Prepare and Present Assessment Memorandum Prepare and present an Assessment Report, which documents proposed apportionment methodologies and proforma assessment rates. 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 lO: 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. 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 fulling 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. Government Services Group, Inc. and Nabors, Giblin & Nickerson, PA. ( A -1 FEES AND COSTS For the professional services and specialized assistance described in the provided and proposed Scope of Services, GSG and NG &N will work under a "lump sum" fee arrangement of $105,000, of which $80,000 is for professional services rendered by GSG and $25,000 is for professional services rendered by NG &N (of which $91,500 is for professional fees and $13,500 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 $89,000 for both firms. The lump sum fee for professional services includes a total of four 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 (1) obtain initial information; (2) participate in individual briefing sessions with elected officials; (3) present the assessment memorandum at a City Commission Workshop; and (4) 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. 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 cosh of producing and malting the statutorily required first class notices. NiaNNg and production casts depend on the number of assessable parcels of property within the City, but average approximately $1.27 per parcel. Payment of malting and production roosts is due at the time of adoption of the Initial asessernerrt resoiatlem. In the event that the U.S. postage rates Increase during the course of Ob 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 September 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 October 2007 50% of lump sum fee December 2007 50% of lump sum fee Government Services Group, Inc. and Nabors, Giblin & Nickerson, P.A. ( A -2 DELIVERABLE SCHEDULE Deliverable Notice to Proceed Kick -off Meeting/Data Collection Proforma Budget Development Proforma Assessment Rates Assessment Memorandum Initial Assessment Resolution First Class Notices Published Notice Final Assessment Resolution Final Assessment Rates Bills Mailed Schedule By September 1, 2007 September 2007 September - October 2007 October - November 2007 November - December 2007 November - December 2007 December 2007 December 2007 December - January 2008 December - January 2008 January 2008 Government Services Group, Inc. and Nabors, Giblin & Nickemn, PA I A -3