R04-043RESOLUTION NO. R04- ~/_~
A RESOLUTION OF THE CITY OF BOYNTON BEACH,
FLORIDA, AUTHORIZING APPROVAL OF THE SCOPE
OF SERVICES FOR THE 2004-05 FIRE ASSESSMENT
WORK PLAN WITH GOVERNMENT SERVICES GROUP,
INC., IN AN AMOUNT NOT TO EXCEED $22,000; AND
PROVIDING AN EFFECTIVE DATE.
WHEREAS, the City Commission conducts an annual review of the Fire Assessment
with specific authorization to proceed by a rate resolution; and
WHEREAS, the Scope of Services for the 2004-05 Fire Assessment Work Plan with
Services Group, Inc. will assist City staff in preparing a recommendation for the
Fire Assessment program to be presented to the City Commission in July 2004; and
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF
CITY OF BOYNTON BEACH, FLORIDA, THAT:
Section 1. The City Commission of the City of Boynton Beach, Florida does
authorize approval of the Scope of Services for the 2004-05 Fire Assessment Work
with Government Services Group, Inc., in an amount not to exceed $22,000, a copy of
is attached hereto.
Section 2. This Resolution shall become effective immediately upon passage.
PASSED AND ADOPTED this ~ day of March 2004.
CITY OF BOYNTON BEACH, FLORIDA
)\Fire Assessment Services 2004.doc
GSG
Government Services Group, Inc.
Dedicated to solving fundi#g and service delivery issues in the public sector
1500 Mahan Drive, Suite 250 · Tallahassee, FL 32308 · Phone (850) 681-3717 · Fax (850) 224-7206 · Email: gsg~g0vserv, c0m
Mr. Kurt Bressner
City Manager
City of Boynton Beach
100 E. ~oTnton ~3each Blvd.
Boynton Beach, FL 33425-0310
February 18, 2004
VIA U.S. MAIL
FEB 2 3 2OO4
CITY MANAGER'S OFFICE
Re~
Dear Kurt:
Fire Rescue Assessment Program: Annual Services
The City of Boynton Beach (City) has now completed its third year of the annual
assessment program for fire rescue sen/ices it initiated in Fiscal Year 2001-02.
Government Services Group, !nc. (GSG) amd Nabors, Giblin & Nickerson, P.A. (NG&N)
originally assisted the city io successfutly implementing this recurring revenue source in
its initial year and tranSitiOning the aSsessrnent program frOm a Separate bill to the tax
bill collection method. GSG assisted in maintaining the annual assessment roll i~or
City this past fiscal year (technical/administrative assistance), although the City was
required to use the Truth-In-Millage (TRIM) notice to provide notice to properly owners
of the proposed assessment. NG&N prepared all implementing legal documents (legal
assistance) required by the City's home rule assessment ordinance and section
197.3632, Florida Statutes.
As we discussed when the assessment program was initiated and last year, the City
has several options to maintain the Tire rescue assessmeni, progra~;-'~ oi-~ aF~ a,':F, ual
basis, as follows:
(1)
(2)
(3)
(4)
Maintain the fire rescue assessment program (both technical/adminisb-ative
and legal functions) in-house;
Contract for annual maintenance services with an outside consultant (both
technical/administrative and legal functions);
,:, '. ,,: ~: : .
Contract for teChr, cal/adrnm~stratJve functions with an outside consultant and
maintain the legal 'Functions inL~hoUse; -
Contract for legal functions with an outside consultant and maintain the
technical/administrative functions imhouse.
Mr. Kurt Bressner
February 18, 2004
Page 2
We believe the City would benefit from the continuation of our services. Accordingly, I
have enclosed a proposed scope of services, fees, deliverables and payment schedule
to assist the City in the update of the fire rescue assessment program that addresses
the second option (i.e., contract for annual maintenance services with an outside
consultant - both technical/administrative and legal functions).
We would appreciate your review of the attached scope of services. Upon your review,
we would be happy to discuss the proposal and your determination regarding the City's
intent.
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 this
upcoming fiscal year.
Sincerely,
Camille P. Tharpe
/cpt
Enclosures
cc: Heather Encinosa
APPENDIX A
ANNUAL FIRE RESCUE ASSESSMENT PROGRAM
SCOPE OF SERVICES
APPENDIX A
ANNUAL FIRE RESCUE ASSESSMENT PROGRAM
SCOPE OF SERVICES
GSG and NG&N will perform the following tasks necessary to update the City's
existing non.ad valorem assessments to evaluate continued legal sufficiency:
Task 1: Evaluate data related to fire rescue services. 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.
Task 2: Determine full cost of fire Services. The City will identify the full cost of the
fire rescue 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.
Task 3: Determine total revenue requirements. The City will 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.
Task 4: Update the apportionment methodology. 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.
Task 5: Calculate proforma schedule of rates. Calculate proforma schedUle of rates
based on the apportionment methodology and revenue requirements for the Fiscal Year
2004-05 assessment program.
Task 6: Prepare legal documents. 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.
Task 7: Assist in implementation procedures. Advise and assist with the legal
requirements for the adoption of the final assessment rate resolution and certification of
the assessment roll in accordance with section 197.3632, Florida Statutes including: a)
development of assessment roll to be used in the TRIM notification or first class notice
process, b) publication of the public hearing, and c) the certification of the assessment
roll to the Palm Beach County Tax Collector.
A-1
Fee and Costs
The lump sum fee for the proposed scope of services is $22,000. The lump sum fee
will be due and payable on a quarterly basis (assuming notice to proceed occurs by
March 15, 2004) as follows:
Pavment
25% of lump sum fee
25% of lump sum fee
25% of lump sum fee
25% of lump sum fee
Schedule
April 2004
June 2004
August 2004
October 2004
The lump sum fee includes expenses related to actual costs associated with
photocopies, long distance telephone charges, and overnight delivery services.
The annual lump sum fee for professional services does not include any on-sit~
visits by representatives of GSG and NG&N. Any on-site meetings (together with any
actual costs associated therewith) may be arranged at our standard hourly rates.
Special Note:
The lump sum fee does not include the costs of producing and mailing the
statutorily required first class notices, which will depend on the number of
assessable parcels of property within the City. Mailing and production costs
average approximately $1.25 per parcel, with that amount due and payable
at the time of the adoption of the preliminary assessment resolution.
Additional Service-~
GSG and NG&N are dedicated to governmental problem solving. Our practices and
business are purposely limited to assisting governments in a myriad of ways. GSG and
NG&N possess the ability to work effectively with local government staff and officials to
provide specialized assistance in developing innovative and efficient solutions for
government. Accordingly, on an hourly or negotiated fee basis, either or both GSG and
NG&N shall be available to provide additional services to the City on finance, revenue
or other local governmental matters.
A-2
APPENDIX B
ANNUAL FIRE RESCUE ASSESSMENT PROGRAM
CRITICAL EVENTS SCHEDULE
FISCAL YEAR 2004-05
EVENT
Notice to Proceed
APPENDIX B
ANNUAL FIRE RESCUE ASSESSMENT PROGRAM
CRITICAL EVENTS SCHEDULE
FISCAL YEAR 2004-05
Review/Update Apportionment Methodology
Update prior Fiscal Year Assessment Roll
City Determines Net Revenue Requirements
Calculate/Confirm Annual Assessment Rates
Preliminary Rate Resolution
TRIM Notices
Published Notice
Annual Rate Resolution
Certify upcoming Fiscal Year Assessment Roll
SCHEDULE
March 15, 2004
March - May 2004
June-July 2004
June - July 2004
June - July 2004
June- July 2004
June - August 2004
June-August 2004
July-August 2004
by September 15, 2004
B-1