Item #03 Approval of Professional Services Agreement with GSG, Inc.
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AGENDA ITEM COVER SHEET
Meeting Date: March 4, 2008
Item # ~
Contact Name:
Contact Number:
Jamie Croteau
X 1503
Reviewed By:
Department Director:
City Manager:
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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 ( )
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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;
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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,
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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