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R14-018RESOLUTION NO. R14 -018 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF BOYNTON BEACH, FLORIDA, APPROVING AND AUTHORIZING THE CITY MANAGER TO EXECUTE THE PROPOSAL OF SERVICES (APPENDIX A) WITH GOVERNMENT SERVICES GROUP, INC. IN THE AMOUNT OF $17,500, TO ASSIST WITH THE CONTINUATION OF THE FIRE ASSESSMENT PROGRAM FOR FISCAL YEAR 2014/2015 AND THE POTENTIAL ADDITIONAL SERVICES (APPENDIX B) IN AN AMOUNT UP TO $42,000.00; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, Government Services Group, Inc., (GSG) established the initial methodology and provided assistance to the City with the Fire Assessment Program since 2001; and WHEREAS, GSG was selected to continue with their service when the Fire Assessment was extended due to their familiarity with the City, proven methodology that stood legal tests and offered at a lower cost to the City; and WHEREAS, contracting with GSG will preserve the progress that has been made to- date in the data collection/maintenance of this program. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF BOYNTON BEACH, FLORIDA, THAT: Section 1. The foregoing "Whereas" clauses are hereby ratified and confirmed as being true and correct and are hereby made a specific part of this Resolution upon adoption hereof. Section 2. The City Commission of the City of Boynton Beach, Florida does hereby approve and authorize the City Manager to execute the proposal of services with Government Services Group, Inc., in the amount of $17,500.00 to assist the City with the \ \apps3. city.cbb\ auto \Data\206\ Items \197\2905\ 3690\ Reso_ -_ Fire_ Assessment_ GSG_Scope_of_Services_14- 15.doc E c 1C 1 12 1Z 14 1E 1E 1 1E 1c 2C 21 22 2' 24 2E 2E 27 28 29 30 31 32 33 34 Fire Assessment Program for 2014 /2015 and the potential additional services in an amount not to exceed $42,000.00, a copy of the proposed Scope of services is attached hereto as Exhibit "A ". Section 3. This Resolution shall become effective immediately upon passage. PASSED AND ADOPTED this 18 day of February, 2014. CITY OF BOYNTON BEACH, FLORIDA r — jJe Ta r ATTEST: t M. Prainito, MMC Clerk Mayor — Woodrow Commi`ss loner David T. Merk r mmissioner — 'Michael M. Fitzpatrick R ai/ .0)1,C/ issioner — Joe Casello \ \apps3. city. cbb \auto \Data\206\ Items \197\2905\ 3690\ Reso_-_ Fire_Assessment_GSG_Scope_of_Se rvices_14 -15. doc October 1, 2013 Via Electronic Mail www.WeServeGovernments.com Tim Howard, Finance Director City of Boynton Beach 100 E. Boynton Beach Blvd. Boynton Beach, FL 33425 -0310 l�V Management Special Water and Services Assessments Wastewater 1500 Mahan Drive, Suite 250, Tallahassee, FL 32308 (850) 681 -3717 Tel I (850) 224 -7206 Fax (866) 896 -4747 Toll Free 280 Wekiva Springs Rd, Suite 2000, Longwood, FL 32779 l (407) 629 -6900 Tel I (407) 629 -6963 Fax (877) 552 -3482 Toll Free Re: City of Boynton Beach - Fire Rescue Services Assessment Program: Continuing Services Proposal Dear Mr. Howard, As you know, Government Services Group, Inc. (GSG) originally assisted the City of Boynton Beach (City) in successfully implementing a fire rescue 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, in order for the City to continue to use the annual recurring revenue source, it was required to implement a new fire rescue assessment program for Fiscal Year 2008 -09. GSG is pleased to have assisted the City in developing and successfully implementing this recurring revenue source in Fiscal Year 2008 -09 and has continued to assist in the maintenance of the annual assessment program. As such, we believe that the City would benefit from a continuation of our services. In order to continue this relationship and the achievements realized thus far, attached as Appendix A is our proposed scope of services, fees, project deliverables and payment schedule to assist the City in the annual maintenance of the fire rescue assessment program for Fiscal Year 2014 -15. We recognize the extremely difficult financial situation facing local governments at this time; therefore, we have decided not to increase our fees for professional services for the fifth consecutive year for existing clients even though our costs to provide these services, like yours, have continued to increase. Please review the attached scope of services and upon review and satisfactory determination, please sign where indicated on Appendix A to acknowledge acceptance of the scope of services and to serve as proper notice to proceed. Upon execution, please provide us with a signed copy for our files. October 1, 2013 Page 2 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, Sandi Melgarejo Project Coordinator cc: Lori LaVerriere, City Manager Mike Cirullo, Esq. Appendix A CITY OF BOYNTON BEACH FIRE RESCUE ASSESSMENT PROGRAM ANNUAL MAINTENANCE FISCAL YEAR 2014 -15 Scope of Services MAINTENANCE OF FIRE SERVICES ASSESSMENT PROGRAM Task 1: Base Retainer Services for Current Fiscal Year Assessment Program Upon notice to proceed, GSG will be retained to administer the current fiscal year assessment program and maintain the assessment roll database. Such retainer services will include GSG's availability to respond to requests for information or assistance from City staff regarding all aspects of the current assessment program. In addition, GSG will prepare the critical events schedule for the upcoming fiscal year to ensure adherence to statutory deadlines and will maintain the current fiscal year database in a manner that ensures data availability to specific requests. Task 2: Update the Preliminary Assessment Roll GSG will import updated Property Appraiser data to construct the preliminary annual assessment roll for the assessment program. Corrections from the City will be applied to the updated data. GSG will then create the assessment roll by programmatically applying the business rules to the data and extending the rates to the affected tax parcels according to the methodology. Task 3: Pro -Forma Rate Scenarios As requested by the City, GSG will provide rate - scenarios to assist in budget analyses and assessment program planning. Task 4: Final Rates GSG will calculate /confirm the proforma schedule of rates based on the apportionment methodology and revenue requirements for the Fiscal Year 2014 -15 assessment program. Task 5: Preliminary and Annual Assessment Resolutions GSG will advise and assist the City's legal counsel in drafting the implementing assessment resolutions that conform to the existing fire rescue assessment ordinance and the City's policy decisions. Task 6: Implementation Advise and assist with the 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) Produce Notice Roll and Data Exports After verification of final rates for the assessment program, GSG will create the notice roll by applying the rates to the assessment roll. GSG will then produce the data exports needed for the production of TRIM notices. Data exports for TRIM notices will be transmitted as necessary to the Property Appraiser's office, per their specifications. (b) Development and Distribution of First Class Notice Assist the City in developing the first class notice and its distribution to any affected property owners. Task 7: Create Final Assessment Roll GSG will update the assessment roll with any corrections and updates received from the City. Final rates will be verified and extended to the updated data in order to create the final assessment roll. The final roll will be provided to the City. Task 8: Certify, Export and Transmit the Final Assessment Roll in Conformance with Uniform Method Using the final assessment roll, GSG will prepare export files on compatible electronic medium capable of merger with the ad valorem tax roll files and will transmit the file to the Tax Collector in the prescribed format. Government Services Group, Inc. I A -1 FEES AND COSTS For the professional services and specialized assistance described in the proposed Scope of Services, GSG's fee for professional services will be $17,500. Except as noted below, the fee includes reimbursement for all out -of- pocket expenses. The fee for professional services does not include any on -site visits by GSG staff to the City. Any on -site meetings may be arranged at our standard hourly rates provided below. All expenses related to on -site meetings will be billed in accordance with section 112.061, Florida Statutes. If necessary, in lieu of on -site visits, periodic telephone conference calls may be scheduled to discuss project status. The standard hourly rates for GSG are as follows: GOVERNMENT SERVICES GROUP, INC. Chief Executive Officer $225 Senior Vice President $175 Vice President $160 Senior Project Manager /Consultant /Project Coordinator $160 Consultant /Database Analyst /Technical Services $130 Administrative Support $ 50 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 assessment program area, but average approximately $1.32 per parcel. Payment of mailing and production costs is due at the time of adoption of the initial assessment resolution or like document. For non - domestic notices, mailing charges will include the actual amount of postage beyond the domestic rate and if U.S. postage rates increase prior to mailing,•the additional postage per notice will be charged. The City is responsible for any and all newspaper publications, including, but not limited to, making arrangements for publications and any costs associated therewith. The City is also responsible for any costs incurred to obtain information from the property appraiser or other public official that is necessary for the assessment program. 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. Government Services Group, Inc. I A -2 PAYMENT SCHEDULE The lump sum fee for professional services and specialized assistance will be due and payable, based on the following schedule and assuming that notice to proceed is received by November 2013. If notice to proceed occurs after this date, the payment schedule will be condensed over the anticipated number of months remaining to complete the project. Schedule Payment February 2014 25% of professional fee — $4,375 May 2014 25% of professional fee — $4,375 July 2014 25% of professional fee — $4,375 September 2014 25% of professional fee — $4,375 DELIVERABLES SCHEDULE Deliverable Schedule Notice to Proceed November 2013 Ongoing Retainer Services As Needed Develop Preliminary Assessment Roll May - June 2014 Calculate Rates June 2014 Preliminary Rate Resolution June 2014 Prepare Assessment Roll June - July 2014 TRIM /First Class Notices July - August 2014 Published Notice July - August 2014 Annual Rate Resolution August- September 2014 Certify Fiscal Year 2014 -15 Assessment Roll by September 15, 2014 ACCEPTED AND AGREED TO APPENDIX A By: - � - y V - '�'� 024 City of Boynton Beach Da e Government Services Group, Inc. l A -3 HOURS AND FEES MATRIX Task Total Hours Total Fees Task 1- Base Retainer Services for Current Fiscal Year Assessment Program Senior Vice President 4 $640 Senior Project Manager /Consultant /Project Coordinator 18 $2,880 Consultant /Database Analyst/Technical Services 8 $1,280 Task 1 Total 30 $4,800 Task 2 - Update Preliminary Assessment Roll Chief Executive Officer 0 $0 Senior Vice President 0 $0 Vice President 0 $0 Senior Project Manager /Consultant /Project Coordinator 4 $640 Consultant /Database Analyst /Technical Services 32 $5,120 Administrative Support 0 $0 Task 2 Totals 36 $5,760 Task 3 - Pro -Forma Rate Scenarios Senior Project Manager /Consultant /Project Coordinator Consultant /Database Analyst /Technical Services Task 3 Total Task 4 - Final Rates Senior Project Manager /Consultant /Project Coordinator Consultant/Database Analyst /Technical Services Task 4 Totals Task 5 - Preliminary and Annual Assessment Resolutions Senior Project Manager /Consultant /Project Coordinator Consultant /Database Analyst /Technical Services Task 5 Totals Task 6 - Implementation Senior Project Manager /Consultant /Project Coordinator Consultant /Database Analyst /Technical Services Task 6 Totals Task 7 - Create Final Assessment Roll Senior Project Manager /Consultant /Project Coordinator Consultant/Database Analyst /Technical Services Task 7 Totals Task 8 - Certify, Export and Transmit the Final Assessment Roll in Conformance with Uniform Method Consultant/Database Analyst /Technical Services 4 $640 Task 8 Total 4 S640 Total Professional Fees 108 $17,280 Expenses Grand Total 4 $640 4 $640 8 $1,280 4 $640 2 $320 6 $960 4 $640 0 $0 4 S640 4 $640 8 $1,280 12 $1,920 2 $320 6 $960 8 $1,280 $220 $17,500 Government Services Group, Inc. 1 A -4 Appendix B CITY OF BOYNTON BEACH ADDITIONAL SERVICES Additional Services ON -SITE VISITS Any on -site meetings may be arranged at our standard hourly rates provided below. All expenses related to on -site meetings will be billed in accordance with section 112.061, Florida Statutes. If necessary, in lieu of on -site visits, periodic telephone conference calls may be scheduled to discuss project status. GSG's estimated fee for professional services and travel related expenses for one (1) on -site visit to the City is $1,500. MAILING OF FIRST CLASS NOTICES In previous years, the City was required to use the Truth -in- Millage (TRIM) notice to provide notice of special assessments pursuant to a special act that pertained to Palm Beach County. The amendment to this special act provides that use of the TRIM notice satisfies the mailed notice requirement of section 197.3632, Florida Statutes unless the assessment is levied for the first time, the boundaries change, the purpose changes or the rate exceeds the maximum rate. Because of this amendment and based on prior discussions with the Palm Beach County Property Appraiser's office, it was recommended that the City provide additional first class mailed notice to property owners regarding the proposed fire special assessment in past years. Should the City be required to mail first class notices to affected property owners for FY 2014 -15, GSG will assist the City as follows: • Assist the City in developing the first class notice; • Merging the pertinent assessment roll information into the notices; • Print and prepare the notices to be mailed; and • Mail the notices by first class mail. Mailing and production costs depend on the number of assessable parcels of property within the assessment program area. GSG's fee for this service is $1.32 per mailed first class notice, which includes all out -of- pocket expenses such as postage, envelopes, copy charges, etc. For non - domestic notices, mailing charges will include the actual amount of postage beyond the domestic rate and if U.S. postage rates increase prior to mailing, the additional postage per notice will be charged. Payment of mailing and production costs is due at the time of adoption of the initial assessment resolution or like document. Government Services Group, Inc. 1 B -1 NO RATE INCREASE Should the City not Increase the fire assessment rates for FY 2014 -15, first class notices will only need to be mailed to newly affected property owners. Based on FY 2013 -14 information, the amount of new parcels that would need to be noticed would be in the 100 to 250 range. GSG's fee for mailing 250 first class notices would be approximately $330. RATE INCREASE Should the City Increase the fire assessment rates for FY 2014 -15 above the maximum rates noticed in August 2013, the City would be required to re- notice all property owners. Based on the FY 2013 -14 fire assessment roll, the City would be required to mail approximately 31,500 first class notices. GSG's fee for mailing 31,500 first class notices would be approximately $41,580. ACCEPTED AND AGREED TO APPENDIX B By: ��v2yc c 3/ 7 /j City of Boynton : each Date Approv: t � fo r:1 1 , / Cit t orr Government Services Group, Inc. 1 B-2