1173 PRMG WO #02-2011C / i q ?)
The item(s) noted below is/are attached and forwarded to your office for the following action(s):
F
Development Order
❑
0 ftn"N"
F-1
Final Plat (original mylars)
,e —1877
1
ecording
7�
❑ M
Letter of Credit
jH-jenden
11
PURCHASING DEPARTMENT
Maintenance Bond
TRANSMITTAL MEMORANDUM
❑
Ordinance
❑
❑
To: C I Clerk/ City Manager
Payment Bond
RE: PRMG work order no. 02-201 for $20,000
Resolution
The item(s) noted below is/are attached and forwarded to your office for the following action(s):
F
Development Order
❑
mayor'
yo'
F-1
Final Plat (original mylars)
❑
ecording
7�
❑ M
Letter of Credit
jH-jenden
11
❑
Maintenance Bond
P -
eeping (Vault)
❑
Ordinance
❑
❑
Performance Bond
Payment Bond
F
Resolution
City Manager Signature LL
❑
City Clerk Signature
Once completed, please:
❑ Return original
❑ Return copy
R
Special Instructions:
For executed signatures on both parties. 2 011 Water and wastewater financial forecast.
advise if you have anyy, questions regarding the above. Thank you
From Date
T:\Dept_folm,\City•C�rk-TYansnittaI Memo - 2009.doc
EXHIBIT A
WORK ORDER FORM
Work Order Number 02 -2011 _
CITY OF SANFORD FLORIDA
Master Agreement/Contract Number: N/A
Dated: NIA
Contract/Project Title 2011 Water and Wastewater Financial Forecast
Solicitation No: N/A
ISanford Project No. N/A
jPurchase Order No.
Cons ultant/Contractor: Public Resources Management Group, Inc.
Cons ultant/Contractoes Business Address, Phone Number, Fax Number and E -mail Address
341 N. Maitland Ave., Suite 300; Maitland, FL 32751 Phone: 407.628.2600 Fax 407.328.2610
email: ahairston @prmginc.com
ATTACHMENTS
TO THIS WORK ORDER
METHOD OF COMPENSATION
DRAWINGS /PLANS /SPECIFICATIONS
FIXED FEE BASIS _
X
SCOPE OF SERVICES
X
TIME BASIS -NOT TO EXCEED AMOUNT
SPECIAL CONDITIONS
TIME BASIS - LIMITATION OF FUNDS
PRICING INFORMATION
UNIT PRICE BASIS -NOT TO EXCEED AMOUNT
X
WO TERMS AND CONDITIONS
TIME FOR COMPLETION: 180 Days Days of the effective date of this Work Order
Effective date- this Work Order: Date of Execution by City Manager
Time for completion: The services to be provided by the Consultant/Contractor shall commence upon execution
of this Work Order by the parties and shall be completed within the time frame indicated above. Failure to meet
the stated completion requirement may be grounds for termination for default.
Work Order Amount: Dollars Expressed in Numbers: $ $20,000
Dollar Amount Written Out: Twenty Thousand Dollars only
In Witness Where of, the parties hereto have made and executed this Work Order on the
respective dates under each signature: The City taking action on the date of execution and the
Consultant/Contractor by and through its duly authorized corporate officer having the full and complete
authority to execute same.
ATTES CONSULTANT /CONTRACTOR
Signature ,
ignature, Vice President
Printed me and Title Henry Thomas, Vice President
Date: /
ATTEST: CITY OF SANFORD
Janet Dougheify, City Cl Ark Iom George, t rim City Manager
Date: 3
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EXHIBIT A
CITY OF SANFORD
WATER AND WASTEWATER FINANCIAL FORECAST
WORK ORDER NO. 02-2011
SCOPE OF SERVICES
This Work Order is made part of the Master Agreement, dated May 8, 2009 between the City of
Sanford (the "City ") and Public Resources Management Group, Inc. (PRMG). The consulting
services provided under this Work Order will include, among other items, services associated
with preparing a water /wastewater financial forecast. The proposed budget for the financial
forecast is $30,000, less the estimated remaining balance on the outstanding general work OjAer
(Work Order No. 01- 2010). Since Work Order 01 -2010 has an estimated remaining balmice of
approximately $10,000 prior to beginning the financial forecast, the new work order for the
financial forecast (Work Order 02 -2011) has a not -to- exceed $20,000. Actual billing for this
work order shall be based on the actual time expended on this project.
The scope of services to be provided by PRMG related to this Work Order are summarized
below by task:
1. Data Request and Data Gathering - PRMG will prepare a written data request for the
collection of financial, customer billing, operating and planning data necessary to
conduct the financial forecast. Information requested will include, but is not limited to,
financial statements, existing rate schedules, if any, operating budgets and capital work
plans, existing debt service allocable to water and wastewater facilities, summaries of
utility plant investment and detailed accounting and customer data. PRMG will provide
assistance with the collection of certain data, as necessary to the completion of the study.
2. Customer, Sales and Revenue Forecast - PRMG will prepare a projection of customer
usage and sales requirements for water, wastewater and reclaimed water service based on
customer accounting and billing information provided by the City. This task will include
a review of historical customer and usage statistics and development of a five -year
customer and sales forecast. To accomplish this task, PRMG will need the assistance of
the Finance/Data Processing staff in providing summarized annual or monthly historical
customer and sales statistics by customer class. After PRMG reviews the historical
customer data, additional staff assistance may be needed to resolve deficiencies and other
questions concerning the data.
As another part of this task PRMG will work with Finance/Data Processing staff to
specify the parameters associated with the development of a bill frequency report to be
provided to PRMG by the City. The bill frequency report represents a twelve (12) month
profile of detailed water and wastewater billing determinants, by class that is essential to
the rate design process. The customer and sales forecast and the bill frequency analysis
will form the basis of the projected revenues under existing and proposed rate
alternatives.
KA1095- 23\correspondence \Work Order No 02- 2011.docx A -1
City of Sanford
Scope of Services
EXHIBIT A
3. Develop;,i:!nt of Projected Revenue Requirements (Financial Forecast) - PRMG will
compile a five -year projection of the water and wastewater system costs based on the
City's current Utility Department operating budget and capital plan. This task results in a
forecast of revenue sufficiency for the water system and wastewater system on an
allocated cost basis. Future rate adjustments will be projected based on various
assumptions and projections. This task includes a detailed analysis of budgeted
operations and maintenance expenses including consideration of the impact of future
plant additions on operations. The revenue requirements analysis will also recognize
expenditure needs identified in the capital expansion plan and associated funding c--iteria,
and other non - operating costs such as interfund transfers, debt service, and renewal and
replacement funding requirements. The revenue requirement analysis will evaluate the
sources and cost of financing the capital programs of each utility system including impact
fees, projected debt requirements, system revenue and other potential financing
alternatives and cost impacts to existing rate payers. PRMG will coordinate with City
staff and the City's consulting engineers in developing and revising the utility capital
improvement program. This task will involve developing funding strategies based on
project priority and the City's rate level objectives.
4. Documentation of Results and ?Meetings — PRMG will attend up to two (2) meetings with
the City staff throughout the course of the study. This task will also include preparation
of a financial forecast report to summarize the study results. The following table
summarizes the meetings anticipated under the scope of services for this Work Order.
Number of
Description Meetings
Project Initiation /Data Gathering Meeting I
Working Group Meeting (staff) I
Presentation Findings before the City Commission 0
Total Number of Meetings 2
LIST OF DELIVERABLES
The deliverables to be provided in this engagement include the following items:
• Data Request
• Project Schedule
• Five -Year Financial Forecast
• Rate Comparison with Other Jurisdictions
• Financial Forecast Report
The draft financial forecast will be prepared by July 1, 2011, subject to data availability. The
final report will be completed 15 working days after receipt of final comments from the City.
KA1095 -23 \correspondence \WorkOrder No 02- 2011.docx A -2
City of Sanford EXHIBIT A
Scope of Services
ADDITIONAL SERVICES
During the course of this study, the City may request that PRMG perform additional services that
would extend beyond the budget set forth in this Work Order. The following is an example of
additional services that PRMG considers being in addition to what is described in the above of
services:
1. Preparation of reports or any additional analysis related to the issuance of utility revenue
bonds or other debt issuance.
2. Attendance of meetings in addition to what is referenced in this scope of services.
3. Design of water, wastewater, reclaimed water rates, fees or charges.
4. "Third party presentations related to litigation, expert witness services, and similar
services.
5. Performance of modifications to the financial forecast due to the receipt of new
information after substantial completion or due to delays in the project schedule that is
not due to PRMG.
TERMS AND CONDITIONS
Standard terms and conditions, that are made part of this Work Order, are set forth in the Master
Agreement dated May 8, 2009.
K: \1095 -23 \correspondence \Work Order No 02- 2011.docx A -3
WORK ORDER TERMS AND CONDITIONS
1. By accepting this Work Order (WO) the ContractorNendor /Contractor accepts all of the Terms and
Conditions included herein. The Buyer is the City of Sanford, Florida, hereinafter referred to as the
"City ". The term "City" is used in a broad sense to include its employees, directors, officers, agents,
volunteers, etc.
2. All information referenced is hereby incorporated into the WO. These Terms and Conditions may be
varied only by written amendment signed by the parties. All modifications in performance, including but
not limited to, extensions of time, renewal, or substitution are void absent dually signed amendment by
the parties. Time is of the essence of the lawful performance of the duties and obligations contained in
the Work Order. The Vendor /Contractor agrees that Vendor /Contractor shall diligently and expeditiously
pursue Vendor /Contractor's obligations.
3. Cancellation rights reserved by the City. The City may cancel this WO in whole or in part at any time for
default by written notice to the Vendor /Contractor. The City shall have no liability to the
Vendor /Contractor beyond payment of any balance owing for Material purchased hereunder and
delivered to and accepted by the City prior to the Vendor /Contractor's receipt of the notice of
termination.
4. Terms of shipping are F.O.B. the City's delivery location unless otherwise noted within the terms of this
WO. Regardless of the indicated F.O.B. point, the City does not accept title until the delivery is
acknowledged by an authorized City representative"
5. Prices stated on this WO are firm, all inclusive and consistent with applicable negotiations, bid(s) and /or
quotations. The City is exempt from the Florida Sales and Use Tax and will furnish the
Vendor /Contractor with proof of tax exemption upon request. Extra charges for any purpose will not be
allowed unless explicitly indicated on the WO. This order is hereby cancelled, if pricing is omitted.
6. The Vendor /Contractor warrants that any material or equipment supplied hereunder is new, unused
condition and free from defects in title, workmanship, defects in design and in full compliance with the
specifications defined by the City in the order. The goods or services furnished under this WO are
covered by commercial warranties for such goods or services and that the rights and remedies
provided therein are in addition to and do not limit those available to the City. A copy of these
warranties and all applicable manufacturer's warranties shall be furnished at the time of delivery.
7. The City reserves the right to conduct any inspection or investigation to verify compliance of the goods
and /or services with the requirements of this Work order and to reject any delivery not in compliance If
any deficiency is not visible at the time of delivery the City reserves the right to take and /or require
appropriate corrective action upon the discovery of any deficiency, non - compliance, or defect
8. All tools or property furnished to the Vendor /Contractor by the City shall remain the property of the City,
be subject to removal upon the City's demand, be used only on behalf of the City, be maintained in
good order, and be clearly identified as property of the City. The Vendor /Contractor assumes any and
all liability of whatsoever type or nature for loss or damage to such property.
9. The Vendor /Contractor agrees to comply with all Federal, State of Florida, Seminole County, City laws,
ordinances, regulations, authority and codes and authority having jurisdiction over the purchase.
10. To the fullest extent permitted by law, the Vendor /Contractor shall indemnify, hold harmless and defend
the City, its agents, servants, officers, officials and employees, or any of them, from and against any
and all claims, damages, losses, and expenses including, but not limited to, attorney's fees and other
legal costs such as those for paralegal, investigative, and legal support services, and the actual costs
incurred for expert witness testimony, arising out of or resulting from the performance or provision of
services required under this Agreement, provided that same is caused in whole or in part by the error,
omission, act, failure to act, breach of contract obligation, malfeasance, officers, officials, employees, or
agents. Additionally, the Vendor /Contractor accepts responsibility for all damages resulting in any way
related to the procurement and delivery of goods or services contemplated in this Work order. Nothing
herein shall be deemed to affect the rights, privileges, and immunities of the City as set forth in Section
768.28, Florida Statutes.
11. The Vendor /Contractor shall not assign this WO, any rights under this WO or any monies due or to
become due hereunder nor delegate or subcontract any obligations or work hereunder without the prior
written consent of the City.
WORK ORDER TERMS AND CONDITIONS -Page 2
12. The Vendor /Contractor shall not disclose the existence of this WO without prior written consent of the
City except as may be required to perform this WO.
13. All Material purchased hereunder must be packaged to ensure its security and delivery in accordance
with the City's shipping and packaging specification and good commercial practice. Each package shall
be labeled indicating the addressee of each package or shipment and the applicable WO number. All
shipments shall comply with HAZMAT requirements including, but not limited to, (DOT) regulations
published in 49CFR 1399, OSHA regulations 29 CFR 4999.
14. The Vendor /Contractor shall perform the obligations of this WO as an independent contractor and
under no circumstances shall it be considered as agent or employee of the City.
15. The Vendor /Contractor ensures that its personnel shall comply with reasonable conduct guidelines and
City policies and procedures.
16. After each delivery, the Vendor /Contractor shall provide to the "bill to address" an original, "proper
invoice" (single copy) which includes: a) Vendor /Contractor's name(dba), telephone number, mailing
address; b) City's P.O. Number; c) Date of invoice; d) Shipping date; e) Delivery date; f) Payment
terms; g) Description of goods /services; h) quantity; i) Unit price; j) Extended price; k) Total. The City
has the right to reconcile invoice with the WO and adjust payment accordingly to comply with the WO.
Payment will be made only to the Vendor /Contractor identified on the WO and for received and
accepted goods /services. The City shall have right at any time to set -off any amounts due to the
Vendor /Contractor against any amounts owed to the City by the Vendor /Contractor and shall in the
case of Vendor /Contractor default retain the right to further adjust payments as consistent with the best
interests of the City.
17. Payment of invoices will be in compliance with Chapter 218, Part VII of Florida Statutes, City Ordinance
No. 3029, Purchasing Policy of the City and the stipulations, terms and conditions of this WO. Any cash
discount period will date from receipt of invoice, receipt of actual delivery or date of invoice, which ever
is later.
18. If this WO involves the Vendor /Contractor's performance on the City's premises or at any place where
the City conducts operations, the Vendor /Contractor shall request information from the Purchasing
Manager regarding insurance coverage requirements. In circumstances where insurance is required,
Vendor /Contractor shall provide proofs of insurance required by the City, or City reserves the right to
cancel this Work Order, immediately suspend performance by the Vendor /Contractor at
Vendor /Contractor's expense and prohibit access to City premises until such proofs of insurance is
verified Noncompliance with this item shall place the Vendor /Contractor in default and subject to
disbarment from the City's Vendor /Contractor List.
19. The failure of the city to enforce any provision of this WO, exercise any right or privilege granted to the
City hereunder shall not constitute or be construed as a waiver of any such provision or right and the
same shall continue in force.
20. The Vendor /Contractor shall notify the Purchasing Manager of any inherent hazard and applicable
precautions, protective measures and provide any additional relevant information, including MSDS,
related to the Material being purchased herein.
21. The City shall have the right at no additional charge to use all or portions of material found in the
Vendor /Contractor's applicable literature relevant to the purchase. The Vendor /Contractor agrees to
advise the City of any updated information relative to the foregoing literature and documentation with
timely written notice.
22. A person or affiliate who has been removed from the City's Vendor /Contractor List may not submit a bid
or transact business with the City in excess of Category Two for a period of thirty -six (36) months from
the date of being removed from the City's Vendor /Contractor List.
23. In compliance with 8 U.S.C. Section1324a(e) [Section 274A(e) of the Immigration and Nationality Act
(INA)], the City will not intentionally make an award or upon discovery of a violation will unilaterally
cancel this WO with any contractor who knowingly employs unauthorized alien workers.
WORK ORDER TERMS AND CONDITIONS -Page 3
24. This WO shall be governed by and interpreted in accordance with the laws of the State of Florida. In
any action or proceeding required to enforce or interpret the terms of this Agreement, venue shall be of
the Eighteenth Judicial Circuit in and for Seminole County, Florida