R08-019
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RESOLUTION NO. R08- D ,q
A RESOLUTION OF THE CITY COMMISSION OF THE
CITY OF BOYNTON BEACH, FLORIDA, AUTHORIZING
APPROVAL OF THE SCOPE OF SERVICES FOR THE
CONTINUATIONIUPDATING OF THE FISCAL YEAR 2008-
09 FIRE ASSESSMENT WORK PLAN WITH GOVERNMENT
SERVICES GROUP, INC. IN THE AMOUNT OF $58,000.00;
AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, City staff has determined that it would be in the best interest of the
should the City decide to continue the Non-Ad Valorem Assessment Program
13 (NA V AP) to stay with Government Services Group, Inc.; and
14 WHEREAS, contracting with GSG will preserve the progress that has been made to-
15 date in the data collection/maintenance of this program and save a large amount of time and
16 expense in instituting a new fire assessment program should the City Commission desire to
17 do so.
18 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF
19 THE CITY OF BOYNTON BEACH, FLORIDA, THAT:
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Section 1.
The foregoing "Whereas" clauses are hereby ratified and confirmed as
21 being true and correct and are hereby made a specific part of this Resolution upon adoption
22 hereof.
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Section 2.
The City Commission of the City of Boynton Beach, Florida does
24 hereby authorize approval of the Scope of Services for the 2008-09 Fire Assessment Work
25 Plan with Government Services Group, Inc., a copy of which is attached hereto.
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Section 3.
This Resolution shall become effective immediately upon passage.
S:\CA\RESO\Fire Assessment Resos\Fire Assessment Scope of Services 08-09.doc
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PASSED AND ADOPTED this L day of February, 2008.
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15 ATTEST:
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CITY OF BOYNTON BEACH, FLORIDA
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Commissioner - W oodr . y
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-Commissioner - Marlene Ross
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08-09.doc
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GOVERNMENT SERVICES GROUP, INC,
January 14, 2008
Via Electronic Transmission
Mr. Kurt Bressner, City Manager
City of Boynton Beach
100 E. Boynton Beach Blvd.
Boynton Beach, FL 33425-0310
Re: Fire Assessment Program
Dear Mr. Bressner,
As you know, Government Services Group, Inc. (GSG) and Nabors, Giblin & Nickerson, PA (NG&N) originally
assisted the City of Boynton Beach (City) in successfully implementing a fire assessment program in 2001,
and since its initial year, we have assisted in the maintenance of the annual assessment program on behalf
of the City.
However, when the assessment program was initiated in 2001-02, the City made the decision to "sunset"
the assessment program effective Fiscal Year 2008-09. Therefore, if the City would like to continue to use
this annual recurring revenue source in the future, the City will need to conduct a complete new analysis of
the fire assessment program to address issues such as changes in boundaries of the City (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).
Accordingly, we have provided as Appendix A, a proposed scope of services, fees, deliverables and payment
schedule to assist the City in the development of a new fire assessment program. Please note your
proposed fees for the development of a new fire assessment program have been reduced from our standard
fees for a similar city to reflect our previous experience with the City.
This scope of services provides a phased approach to the work effort. Phase One of the proposed Scope of
Services includes those tasks associated with the development of preliminary proforma assessment rates.
The Assessment Memorandum will be prepared and presented at the end of Phase One. Phase Two
includes 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.
Of course, the development of a new fire assessment program 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.
Mr. Kurt Bressner
January 14, 2008
Page 2
Please review the attached scope of services. 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 the
proposal and notice to proceed. Upon execution of this agreement, please provide us with a signed copy for
our files.
If you have any questions, please do not hesitate to contact me. We look forward to working with the City of
Boynton Beach again this year.
Sincerely,
~~,
Camille P. Tharpe
Sr. Vice President
CPT/jmu
Enclosure
ACCEPTED AND AGREED TO:
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. City of Boynton Beach
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Appendix A
SCOPE OF SERVICES FOR FIRE ASSESSMENT PROGRAM
Scope of Services
PHASE ONE:
Task 1:
Task 2:
Task 3:
Task 4:
Task 5:
Task 6:
Evaluate the City's ad valorem tax roll information, fire call data, agreements, reports and other
data pertaining to the provision of fire services.
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.
Determine the total fire 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.
Using the ad valorem roll and existing assessment roll, updated fire incident data and revenue
requirements, develop an apportionment methodology and apply to the assessment roll
database to test the data validity and legal sufficiency. Revise the apportionment methodology,
as necessary.
Calculate proforma schedule of rates based on the apportionment methodology and revenue
requirements for the Fiscal Year 2008-09 assessment program.
Prepare and present an Assessment Memorandum which documents the proposed
apportionment methodology and proforma assessment rates.
PHASE TWO:
Task 7:
Task 8:
Task 9:
Prepare a fire services assessment ordinance as necessary to establish the procedures for
implementation of the fire services assessment program.
Assist the City in drafting all legal documents to conform to the service assessment ordinance to
impose the fire assessment to implement the City's policy decisions and proposed methodology.
Assist the City 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 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 $40,000 for Phase One and
$35,000 for Phase Two. However, 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 for both GSG and NG&N
of $38,000 for Phase One and $32,700 for Phase Two. Because of our firms' prior experience with the City
Government Services Group, Inc. 'A-1
and our knowledge of City operations, we have agreed to further reduce our lump sum fee for both GSG and
NG&N to $31,500 for Phase One and $26,500 for Phase Twp.
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 February 6, 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.
PHASE ONE:
Payment
25% of lump sum fee
25% of lump sum fee
25% of lump sum fee
25% of lump sum fee
PHASE TWO:
Payment
25% of lump sum fee
25% of lump sum fee
25% of lump sum fee
25% of lump sum fee
Schedule
March 2008
April 2008
May 2008
June 2008
Schedule
July2008
August 2008
September 2008
October 2008
The lump sum fee for professional services for the assessment program includes three on-site visits by
representatives of GSG and/or NG&N for Phase One and two on-site visits by representatives of GSG and/or
NG&N for Phase Two. 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.
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. 'A-2
DELlVERABLES SCHEDULE
Phase One Event Schedule
Notice to Proceed February 2008
Determine Net Revenue Requirements February - March 2008
Calculate Proforma Assessment Rates March - April 2008
Prepare Assessment Memorandum April - May 2008
Phase Two Event Schedule
Prepare Fiscal Year 2008-09 Assessment Roll May - June 2008
Preliminary Rate Resolution June 2008
TRIM or First Class Notices July - August 2008
Published Notice July - August 2008
Annual Rate Resolution July - August 2008
Government Services Group, Inc. 'A-3
The City of Boynton Beach
City Clerk's Office
100 E BOYNTON BEACH BLVD
BOYNTON BEACH FL 33435
(561) 742-6060
FAX: (561) 742-6090
e-mail: prainitoj@ci.boynton-beach.f1.us
www.boynton-beach.org
February 8, 2008
CAMILLE P THARPE
SENIOR VICE PRESIDENT
GOVERNMENT SERVICES GROUP INC
1500 MAHAN DRIVE - STE 250
TALLAHASSEE FL 32308
Re: Resolution No. ROB-OI9 - Fire Assessment Program
Dear Ms. Tharpe:
Attached for your information and files is a copy of Resolution No. 08-019 and its
accompanying back-up that was approved by the City Commission at their regular
meeting on February 5, 2008.
If I can be of any additional service, please contact me.
Very truly yours,
CITY OF BOYNTON BEACH
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Uet M. Prainito, CMC
City Clerk
Attachment
Copy: Lori LaVerriere, Bill Bingham, Central File
S:\CC\WP\AffiR COMMISSION\Other Transmittal Letters After Commission\2008\Fire Assessment Documents\Transmittal of R08-
019 to GSG INC - Camille Tharpe - Fire Assessment Program.doc
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