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HomeMy WebLinkAboutItem #03 Approval of Professional Services Agreement with GSG, Inc. c.enter of Good LJ Im~~ 2fv~ AGENDA ITEM COVER SHEET Meeting Date: March 4, 2008 Item # ~ Contact Name: Contact Number: Jamie Croteau X 1503 Reviewed By: Department Director: City Manager: ~~ Subject: Professional Services Agreement with Government Services Group, Inc. for a Fire Assessment Fee - Phase II Background Summary: Last year the City entered into an agreement with Government Services Group, Inc.(GSG) to perform professional services relating to the implementation of a Fire Assessment Fee. The first phase of GSG's work included a study to identify the full costs of service and the development of a possible rate schedule. In November of 2007, GSG presented their findings to the City Commission and in December of 2007, the Commission adopted the Resolution of Intent and an Ordinance relating to the collection of the Fire Assessment Fee. This completed the first phase of the implementation process. The next steps in the implementation of the fee include adopting both an Initial and Final Assessment Fee Resolution. Notifying all affected property owners by mail and certifying the Assessment Roll to the Tax Collector. Staff would like to GSG to continue providing professional services for the second phase of this project. GSG will provide the services for a lump sum fee of $19,000. This includes $16,500 for professional fees and $2,500 for expenses. However, GSG provides a d 10% discount for Florida Fire Chiefs' Association members. This brings the City's lump sum cost to $17,350. The City will incur additional costs for the production and mailing of the statutorily required notices. These costs will run the City approximately $1.27 per parcel. Staff anticipates the mailing costs to run approximately $18,000. All costs will be reimbursed to the General Fund upon implementation of the Fire Assessment Fee. Staff recommends approval of the GSG contract for the second phase of services relating to the implementation of the Fire Assessment Fee. Issue: Should the City contract with Government Services Group, Inc. to provide Phase II services relating to the implementation of the fire assessment fee? Recommendations Staff recommends approval of the contract with Government Services Group, Inc.. Attachments: Government Services Group Engagement Letter Financial Impact: Approximately $35,000 budgeted in general government, professional services. Type of Item: (please mark with an "x'J Public Hearing _ Ordinance First Reading _ Ordinance Second Reading Resolution Commission Approval Discussion & Direction For Clerk's DeDt Use: _ Consent Agenda _ Public Hearing _ Regular Agenda _ Original Document/Contract Attached for Execution by City Clerk _ Original Document/Contract Held by Department for Execution Reviewed by City Attorney Reviewed by Finance Dept. Reviewed by ( ) dI<# N/A N/A N/A " 2 G S G I pub}ic sector ! undinr; (if\: ycru/(;f' , solutions GOVERNMENT SERVICES GROUP. INC. December 6, 2007 Via Electronic Mail Rob Frank, City Manager City of Ocoee 150 N. Lakeshore Dr. Ocoee, FL 34761 Re: City of Ocoee - Fire Services Assessment Program Proposal (Phase Two) Dear Mr. Frank, This correspondence is written to present a scope of services for Government Services Group, Inc. (GSG) to provide professional services and specialized assistance to the City of Ocoee (City) and its staff with the implementation of a non-ad valorem funding alternative for the City's fire services through a special assessment program. The proposed Scope of Services 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 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. Advise and assist legal counsel with the implementation documents for imposing and collecting the special assessments using 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: . Advise and assist legal counsel with the home rule assessment ordinance and all implementing resolutions for the annual assessment program that will allow for the tax bill collection method; ,I', T C") F ::"-.1 I F 1 T F Mr. Rob Frank December 6, 2007 Page 2 . The final fire protection assessment rates; . An assessment roll in an electronic format capable of merging with the City's real property 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 program in subsequent years. Attached as Appendix A is the work plan under which GSG 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 information and other data required to develop the assessment methodologies. GSG will work under a lump sum professional fee arrangement as described in the attached scope of services and will expect payments pursuant to the payment schedule in the appendix. The appendix also provides a list of project deliverables and delivery 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 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 continuing our work with the City of Ocoee on this very important project. If you or any other City officials have any questions, please feel free to contact me. Sincerely, ~Qm~ Camille P. Tharpe Sr. Vice President CPT/jb Enclosure ACCEPTED AND AGREED TO APPENDIX A By: City of Ocoee Date Appendix A FIRE SERVICES ASSESSMENT PROPOSAL Scope of Services PHASE TWO: Task 1: Task 2: Task 3: Task 4: Assist With Fire Services Assessment Ordinance Advise and assist the City's legal counsel in the drafting of a fire services assessment ordinance to establish the procedures for implementation of a fire services assessment program. Assist With Initial Assessment Resolution Advise and assist the City's legal counsel in drafting an initial assessment resolution that conforms to the assessment ordinance and that implements the City's policy decisions and proposed methodology. Assist With Final Assessment Resolution Advise and assist the City's legal counsel in drafting a final assessment resolution that conforms to the assessment ordinance and adopts final assessment rates. 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. FEE AND COSTS FEES PHASE TWO For the professional services and specialized assistance described in Phase Two of the Scope of Services, GSG will work under a "lump sum" fee arrangement of $19,000 ($16,500 for professional fees and $2,500 for expenses). Please note that the professional fees for GSG will be discounted by 10% if your organization is a member of FFCA; this discount results in a reduced lump sum fee of $17,350. The lump sum fee for professional services for Phase Two includes a total of two on-site visits to the City by GSG 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. 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. The City is responsible for any and all newspaper publications, including, but not limited to, making arrangements for publications and any costs associated thereto. Government Services Group, Inc. I A-l Please note that GSG works 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, GSG would be available, on an hourly basis, to assist the City in its defense. PAYMENT SCHEDULE The lump sum fee for professional services and specialized assistance will be due and payable on the following basis. Payment will be based on the following schedule, assuming that notice to proceed is received by February 2008. 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 March 2008 25% of Lump Sum June 2008 25% of Lump Sum August 2008 October 2008 25% of Lump Sum 25% of Lump Sum DELlVERABLES SCHEDULE Deliverable Notice to Proceed Phase Two Initial Assessment Resolution First Class Notices Published Notice Final Assessment Resolution Final Assessment Rates Interim Assessment Schedule Certify Assessment Roll Schedule Phase Two: February 2008 February 2008 April 2008 April 2008 April 2008 April 2008 May 2008 September2008 Government Services Group, Inc. I A-2