R19-012 1 RESOLUTION NO. R19-012
2
3 A RESOLUTION OF THE CITY OF BOYNTON BEACH,
4 FLORIDA, APPROVING AND AUTHORIZING THE CITY
5 MANAGER TO SIGN AN AGREEMENT WITH
6 GOVERNMENT SERVICES GROUP, INC., TO ASSIST THE
7 CITY OF BOYNTON BEACH TO CONTINUE THE FIRE
8 ASSESSMENT PROGRAM FOR THE FY 2019-2020 BUDGET
9 WITH THE SCOPE OF PROFESSIONAL SERVICES AND
10 SPECIALIZED ASSISTANCE IN THE AMOUNT OF $17,500;
11 AND PROVIDING AN EFFECTIVE DATE.
12
13 WHEREAS, Government Services Group, Inc., (GSG) established the initial
14 methodology and provided assistance to the City with the Fire Assessment Program since
15 2001; and
16 WHEREAS, GSG was selected to continue with their service when the Fire
17 Assessment was extended due to their familiarity with the City, proven methodology that
18 stood legal tests and offered at a lower cost to the City; and
19 WHEREAS, contracting with GSG will preserve the progress that has been made to-
20 date in the data collection/maintenance of this program.
21 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF
22 THE CITY OF BOYNTON BEACH,FLORIDA,THAT:
23 Section 1. The foregoing "Whereas" clauses are hereby ratified and confirmed as
24 being true and correct and are hereby made a specific part of this Resolution upon adoption
25 hereof.
26 Section 2. The City Commission of the City of Boynton Beach, Florida does
27 hereby approve and authorize the City Manager to execute the proposal of services with
28 Government Services Group, Inc., in the amount of$17,500.00 to assist the City with the Fire
29 Assessment Program for 2019/2020 and the potential additional services, a copy of the
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3 proposed Scope of services is attached hereto as Exhibit"A".
31 Section 3. This Resolution shall become effective immediately upon passage.
32
33 PASSED AND ADOPTED this 5-4111 day of `e6r.i,t,r, -, 2019.
34 CITY OF BOYNTON BEACH, FLORIDA
35
36 YES NO
37
38 Mayor— Steven B. Grant 7. _
39
40 Vice Mayor—Christina L. Romelus _
41
42 Commissioner--Mack McCray `_
43
44 Commissioner—Justin Katz
45
/
46 Commissioner—Aimee Kelley
47
48
49 VOTE .5 _0
50
51 ATTEST:
52
5id
3
54 r ..4 a. ryes.
55 Judi A. Pyle, CMC
56 Citytlerk
57
58
59
60 (Corporate Seal)
61
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GOVERNMENT SERVICES GROUP,INC.
WeServeGovernments.com
Water,Wastewater and Special Assessment Financial Management Information Grants Management
Utility Management and Support Consulting Management Services
January 28, 2019
Via Electronic Mail
Tim Howard, Finance Director
City of Boynton Beach
100 E. Boynton Beach Blvd.
Boynton Beach, FL 33425-0310
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 2019-20.
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.
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 Walker
Project Coordinator
Corporate Headquarters • 1500 Mahan Drive • Suite 250 • Tallahassee,FL 32308 • T 850.681.3717 • F 850.224.7206
Longwood Office • 280 Wekiva Springs Road • Suite 2070 • Longwood,Florida 32779 • T 407.629.6900 • F 407.629.6963
Appendix A
CITY OF BOYNTON BEACH
FIRE RESCUE ASSESSMENT PROGRAM
ANNUAL MAINTENANCE FISCAL YEAR 2019-20
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 2019-20 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
lump sum fee 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 $235
Senior Advisor $210
Vice President/Managing Director $195
Senior Project Manager/Consultant/Project Coordinator $175
Database Analyst/Technical Services $150
Administrative Support $ 75
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 $1.40 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.
I
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 in February 2019. 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
March 2019 1/3 of professional fee-$5,833
July 2019 1/3 of professional fee- $5,833
September 2019 1/3 of professional fee-$5,834
DELIVERABLES SCHEDULE
Deliverable Schedule
Notice to Proceed February 2019
Ongoing Retainer Services As Needed
Calculate Rates March-May 2019
Develop Preliminary Assessment Roll May-June 2019
Preliminary Rate Resolution June -July 2019
Prepare Assessment Roll June-July 2019
TRIM/First Class Notices July-August 2019
Published Notice July-August 2019
Annual Rate Resolution August-September 2019
Certify Fiscal Year 2018-19 Assessment Roll by September 15,2019
ACCEPTED AND AGREED TO APPENDIX A
By: 12
L- 13_ 9
City of Boynton"each Date
APPROVED AS TO FORM:
/55-7- ITY ATTORNEY
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 4 $640
Consultant/Database Analyst/Technical Services 4 $640
Task 3 Total 8 $1,280
Task 4-Final Rates
Senior Project Manager/Consultant/Project Coordinator 4 $640
Consultant/Database Analyst/Technical Services 2 $320
Task 4 Totals 6 $960
Task 5-Preliminary and Annual Assessment Resolutions
Senior Project Manager/Consultant/Project Coordinator 4 $640
Consultant/Database Analyst/Technical Services 0 $0
Task 5 Totals 4 $640
Task 6-Implementation
Senior Project Manager/Consultant/Project Coordinator 4 $640
Consultant/Database Analyst/Technical Services 8 $1,280
Task 6 Totals 12 $1,920
Task 7-Create Final Assessment Roll
Senior Project Manager/Consultant/Project Coordinator 2 $320
Consultant/Database Analyst/Technical Services 6 $960
Task 7 Totals 8 $1,280
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 $640
Total Professional Fees 108 $17,280
Expenses $220
Grand Total $17,500
Government Services Group,Inc. I A-4
PUBLIC RECORDS. Sealed documents received by the City in response to an invitation are exempt from
public records disclosure until thirty(30) days after the opening of the Bid unless the City announces
intent to award sooner, in accordance with Florida Statutes 119.07.
The City is public agency subject to Chapter 119, Florida Statutes. The Contractor shall comply with
Florida's Public Records Law. Specifically,the Contractor shall:
A. Keep and maintain public records required by the CITY to perform the service;
B. Upon request from the CITY's custodian of public records, provide the CITY with a copy of the
requested records or allow the records to be inspected or copied within a reasonable time at a cost
that does not exceed the cost provided in chapter 119, Fla. Stat. or as otherwise provided by law;
C. Ensure that public records that are exempt or that are confidential and exempt from public record
disclosure requirements are not disclosed except as authorized by law for the duration of the
contract term and,following completion of the contract, Contractor shall destroy all copies of such
confidential and exempt records remaining in its possession once the Contractor transfers the
records in its possession to the CITY; and
D Upon completion of the contract, Contractor shall transfer to the CITY, at no cost to the CITY,all
public records in Contractor's possession All records stored electronically by Contractor must be
provided to the CITY, upon request from the CITY's custodian of public records, in a format that is
compatible with the information technology systems of the CITY.
E. IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF
CHAPTER 119, FLORIDA STATUES, TO THE CONTRACTOR'S DUTY TO PROVIDE
PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF
PUBLIC RECORDS:
JUDY PYLE, CITY CLERK
3301 QUANTUM BLVD., SUITE 101 BOYNTON
BEACH, FLORIDA, 33426
561-742-6061
PYLEJ@BBFL.US
SCRUTINIZED COMPANIES—287.135 AND 215.473
By execution of this Agreement, Contractor certifies that Contractor is not participating in a boycott of
Israel. Contractor further certifies that Contractor is not on the Scrutinized Companies that Boycott Israel
list, not on the Scrutinized Companies with Activities in Sudan List, and not on the Scrutinized
Companies with Activities in the Iran Petroleum Energy Sector List, or has Contractor been engaged in
business operations in Syria. Subject to limited exceptions provided in state law, the City will not contract
for the provision of goods or services with any scrutinized company referred to above. Submitting a false
certification shall be deemed a material breach of contract.The City shall provide notice, in writing,to
Contractor of the City's determination concerning the false certification. Contractor shall have five (5)
days from receipt of notice to refute the false certification allegation. If such false certification is
discovered during the active contract term, Contractor shall have ninety(90)days following receipt of the
notice to respond in writing and demonstrate that the determination of false certification was made in
error. If Contractor does not demonstrate that the City's determination of false certification was made in
error then the City shall have the right to terminate the contract and seek civil remedies pursuant to
Section 287.135, Florida Statutes, as amended from time to time.
Government Services Group,Inc. I A-5
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 in Appendix A.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
The City is 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 is recommended that the City provide additional first class mailed notice to newly
affected property owners regarding the proposed fire special assessment.
Should the City be required to mail first class notices to affected property owners for FY 2019-20, 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 $1.40 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. I B-1
NO RATE INCREASE
Should the City not increase the fire assessment rates for FY 2019-20, first class notices will only need to be
mailed to newly affected property owners. Based on FY 2018-19 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 $350.
RATE INCREASE
Should the City increase the fire assessment rates for FY 2019-20 above the maximum rates noticed in
August 2017,the City would be required to re-notice all property owners. Based on the FY 2018-19 fire
assessment roll, the City would be required to mail approximately 32,150 first class notices. GSG's fee
for mailing 32,150 first class notices would be approximately$45,010.
ACCEPTED AND AGREED TO APPENDIX B
By:
City of Boynton Beach Date
Government Services Group,Inc. I B-2