R06-005
1 RESOLUTION NO. R06- 005
2
3 A RESOLUTION OF THE CITY COMMISSION OF THE
4 CITY OF BOYNTON BEACH, FLORIDA,
5 AUTHORIZING APPROVAL OF THE SCOPE OF
6 SERVICES FOR THE 2006-07 FIRE ASSESSMENT
7 WORK PLAN WITH GOVERNMENT SERVICES
8 GROUP, INC.; AND PROVIDING AN EFFECTIVE
9 DATE.
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11 WHEREAS, the City Commission conducts an annual review of the Fire Assessment
12 program with specific authorization to proceed by a rate resolution; and
13 WHEREAS, the Scope of Services for the 2006-07 Fire Assessment Wark Plan with
14 Government Services Group, Inc. will assist City staff in preparing a recommendation for the
15 2006-07 Fire Assessment program to be presented to the City Commission in July 2006; and
16 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF
17 THE CITY OF BOYNTON BEACH, FLORIDA, THAT:
18
Section 1.
The foregoing "Whereas" clauses are hereby ratified and confirmed as
19 being true and correct and are hereby made a specific part of this Resolution upon adoption
20 hereof.
21
Section 2.
The City Commission of the City of Boynton Beach, Florida does
22
hereby authorize approval of the Scope of Services for the 2006-07 Fire Assessment Work
Plan with Government Services Group, Inc., a copy of which is attached hereto.
Section 3. This Resolution shall become effective immediately upon passage.
PASSED AND ADOPTED this ~ day of January, 2006.
CITY OF BOYNTON BEACH, FLORIDA
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September 23,2005
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CITY MANAGER'S OFFICE
Mr. Kurt Bressner
City Manager
City of Boynton Beach
100 E. Boynton Beach Blvd.
Boynton Beach, FL 33425-0310
Re: Fire Rescue Assessment Program: Continuing Services
Dear Mr. Bressner:
The City of Boynton Beach has now completed its fifth year of the annual assessment program for fire rescue
services it initiated in Fiscal Year 2001-02. Government Services Group, Inc. (GSG) and Nabors, Giblin &
Nickerson, P.A. (NG&N) are pleased to have assisted the City of Boynton Beach in undertaking and
successfully implementing this recurring revenue source.
We believe the City would benefit from the continuation of our services. As such, I have enclosed a proposed
scope of services, fees, deliverables and payment schedule as Appendix A in order to assist the City in the
annual maintenance of the fire rescue assessment program for Fiscal Year 2006-07.
As we discussed with City staff when the assessment program was initiated in 2001-02, an update of the
assessment methodology is recommended every three to five years based on the City's determination if
such an update is required due to changes in boundaries of the municipal services benefit unit (such as the
addition of new fire department service areas), delivery of fire protection services, new case law (such as the
Supreme Court decision regarding EMS services) or new legislation (such as the legislation regarding RV
parks). It is within the City's purview to conduct such an update as it deems necessary and can defer the
update to future years. The City's fire rescue assessment program, however, has not been updated since
inception. Accordingly, we have also provided Appendix B, a proposed scope of services, fees, deliverables,
and payment schedule to assist the City in the update of the assessment methodology, if required.
Of course, any update in methodology that results in increased assessment rates will require first class
notice to every affected property owner, either by separate notice or using the Truth-In-Millage (TRIM) notice
mailed by the Palm Beach County Property Appraiser in late August.
Please review the attached scopes of service. We are currently preparing our schedule for the upcoming
assessment season, and would appreciate your prompt reply. This will help us to accommodate your
requests and provide you with thoughtful and deliberate attention to ensure the continuation of this
successful recurring revenue source. The execution of this letter agreement indicates acceptance of one of
these proposal pursuant to our existing Retainer Agreement and notice to proceed. Upon execution of this
agreement, please provide us with one signed copy for our files and include the scope of services the City
wants to undertake for the Fiscal Year 2006-07.
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September 23, 2005
Page 2
If you have any questions, please do not hesitate to contact Heather Encinosa of NG&N or me. We look
forward to working with the City of Boynton Beach again this year.
~~JW)
Melissa Proctor
Project Manager
MAP/msm
Enclosures
cc: Heather Encinosa
ACCEPTED AND AGREED TO
APPENDIX A ONLY:
BY:
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The City of Boynton Beach
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Date
ACCEPTED AND AGREED TO
APPENDIX B ONLY:
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BY:
The City of Boynton Beach
Date
APPROVED AS TO FORM:
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Appendix A
ANNUAL FIRE RESCUE ASSESSMENT PROGRAM
FISCAL YEAR 2006-2007
Scope of Services
1. Update the fiscal year 2005-06 fire rescue assessment roll for use in the recurring annual
assessment program.
2. Advise the City in determining the fire rescue assessment revenue requirements for the fiscal year
2006-07 assessment program.
3. Calculate/confirm the proforma schedule of rates based on the apportionment methodology and
revenue requirements for the fiscal year 2006-07 assessment program.
4. Draft implementing resolutions that conform to the fire rescue assessment ordinance.
5. Advise and assist with the legal requirements for the adoption of the annual assessment rate
resolution and certification of the assessment roll in accordance with Section 197.3632, Florida
Statutes including: (a) the development of the TRIM notice or the first class notice and its
distribution to any affected property owners, (b) publication of the public hearing, and (c) the
certification of the assessment roll to the Palm Beach County Tax Collector.
FEES AND COSTS
For services provided by GSG and NG&N, the lump sum fee for professional services for the proposed scope
of services will be $25,300. The lump sum fee will be due and payable on a quarterly basis (assuming notice
to proceed occurs by November 1, 2005) as follows:
Payment
25% of lump sum fee
25% of lump sum fee
25% of lump sum fee
25% of lump sum fee
Schedule
December 2005
March 2006
June 2006
September 2006
The lump sum fee for professional services does not include anyon-site visits by representatives of GSG and
. NG&N. On-site meetings may be arranged at our standard hourly rates. Project status meetings may be
arranged through scheduled telephone conferences ion lieu of on-site visits.
The lump sum fee does not Include the costs of producing and mailing the statutorily required first class
notices for FY 2006-07. These costs depend on the number of assessable parcels of property within the
City. However, mailing and production costs are $1.25 per parcel, due and payable at the time of
adoption of the preliminary assessment resolution.
Govemment Services Group, Inc. and Nabors, GIblin a Nickerson, P.A. I A-l
CRITICAL EVENTS SCHEDULE
Event Schedule
Notice to Proceed November 2005
City Determines Net Revenue April 2006
Req u i rements
Update Fiscal Year 2006-07 May-June 2006
Assessment Roll
Calculate/Confirm Annual June 2006
Assessment Rates
Preliminary Rate Resolution June 2006
TRIM or First Class Notices July - August 2006
Published Notice July - August 2006
Annual Rate Resolution July - August 2006
Certify Fiscal Year 2006-07 by September 15, 2006
Assessment Roll
Government Services Group, Inc. 8nd Nebors, Giblin. Nickerson, P.A. I A-2
Appendix 8
UPDATE OF FIRE RESCUE ASSESSMENT METHODOLOGY
FISCAL YEAR 2006-07
Scope of Services
1. Re-evaluate, and revise if necessary, the City's existing legal documents, ad valorem tax roll
information, fire call data, agreements, reports and other data pertaining to the provision of fire
rescue services.
2. Identify the full cost of the fire protection service delivery using the City's most current financial
information and identify service delivery issues which may affect the apportionment methodology.
Identify the alternative sources of revenue to fund the service delivery costs and determine the net
service delivery revenue requirements.
3. Determine the total fire rescue assessment revenue requirements to ensure the City recovers the
costs of: (a) net fire rescue service delivery revenue requirements, (b) implementing the program and
(c) collecting the assessments.
4. Using the ad valorem roll and existing assessment roll, updated fire rescue incident data and
revenue requirements, revise the apportionment methodology and apply to the assessment roll
database to test the data validity and legal sufficiency. Revise the apportionment methodology, as
necessary.
5. Calculate proforma schedule of rates based on the apportionment methodology and revenue
requirements for the Fiscal Year 2006-07 assessment program.
6. Prepare and present an Assessment Memorandum which documents proposed modifications to
apportionment methodology and proforma assessment rates.
7. Draft all legal documents to conform to the service assessment ordinance to impose the updated fire
rescue assessment to implement the City's policy decisions and proposed methodology.
8. Advise and assist with the legal requirements for the adoption of the annual assessment rate
resolution and certification of the assessment roll in accordance with section 197.3632, Florida
Statutes including: a) the development of the first class notice or TRIM notice and its distribution to
any affected property owners, if required, b) publication of the public hearing, and c) the certification
of the assessment roll to the Palm Beach County Tax Collector.
FEES AND COSTS
For the services provided by GSG and NG&N, the lump sum fee for professional services for the proposed
scope of services for the update to the assessment methodology will be $52,500. The lump sum would be
due and payable on a quarterly basis, assuming notice to proceed occurs by November 2005, as follows:
Payment
25% of lump sum fee
25% of lump sum fee
25% of lump sum fee
25% of lump sum fee
Schedule
December 2005
March 2006
June 2006
September 2006
Govemment Services Group, Inc. and Nabors, GIblin a Nlckel'llOn, P.A. I B-1
The lump sum fee for professional services for the update to the assessment methodology includes at least
two on-site visits by representatives of GSG to obtain initial data to update the assessment program.
Additional on-site meetings (together with any actual costs associated therewith) may be arranged at our
standard hourly rates. Project status meetings may be arranged through scheduled telephone conferences
in lieu of on-site visits.
The lump sum fee does not include the costs of producing and mailing the statutorily required first class
notices for FY 2006-07. These costs depend on the number of assessable parcels of property within the
City. However, mailing and production costs are $1.25 per parcel, due and payable at the time of
adoption of the preliminary assessment resolution.
CRITICAL EVENTS SCHEDULE
Event Schedule
Notice to Proceed November 2005
Determine Net Revenue Requirements January - February 2006
Calculate Proforma Assessment Rates February - March 2006
Prepare Assessment Memorandum March - April 2006
Update Fiscal Year 2005-06 Assessment Roll May-June 2006
Preliminary Rate Resolution June 2006
TRIM or First Class Notices July - August 2006
Published Notice July - August 2006
Annual Rate Resolution July - August 2006
Certify Fiscal Year 2006-07 Assessment Roll by September 15, 2006
Govemment ServIces Group, Inc. and Nabors, Giblin a Nlckel'lOn, P.A. I B-2