R09-054
II I
1 RESOLUTION NO. R09- 0$0/
2
3 A RESOLUTION OF THE CITY COMMISSION OF THE
4 CITY OF BOYNTON BEACH, FLORIDA, APPROVING AND
5 AUTHORIZING THE CITY MANAGER TO EXECUTE THE
6 PROPOSAL OF SERVICES FOR THE POTENTIAL
7 CONTINUATION OF THE FIRE ASSESSMENT PROGRAM
8 FOR FISCAL YEAR 2009/2010 WITH GOVERNMENT
9 SERVICES GROUP, INC. IN THE AMOUNT OF $17,500.00;
10 AND PROVIDING AN EFFECTIVE DATE.
11
12 WHEREAS, City staff has received four (4) proposals from consulting firms
13 experienced in updating and maintaining Fire Assessment Programs in Florida; and
14 WHEREAS, staff was able to negotiate a lower fee from Government Services
15 Group, Inc., (GSG) and recommends continuing with GSG as they are the most experienced
16 firm, have detailed familiarity with the City of Boynton Beach and has the lowest base fee;
17 and
18 WHEREAS, contracting with GSG will preserve the progress that has been made to-
19 date in the data collection/maintenance of this program.
20 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF
21 THE CITY OF BOYNTON BEACH, FLORIDA. THAT:
22 Section 1. The foregoing "Whereas" clauses are hereby ratified and confirmed as
23 being true and correct and are hereby made a specific part of this Resolution upon adoption
24 hereof.
25 Section 2. The City Commission of the City of Boynton Beach, Florida does
26 hereby approve and authorize the City Manager to execute the proposal of services with
27 Government Services Group, Inc., in the amount of $17,500.00 for the potential continuation
28 and updating of data required to maintain the Fire Assessment Program for 2009-10, a copy
S:\CA\RESO\Fire Assessment Resos\Fire Assessment Scope of Services 09-10 GSG.doc
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1 of which is attached hereto as Exhibit "A",
2\ Section 3. This Resolution shall become effective immediately upon passage.
3 PASSED AND ADOPTED this 17'th.day of March, 2009.
4 CITY OF BOYNTON BEACH, FLORIDA
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S:\CA\RESO\Fire Assessment Resos\Fire Assessment Scope of Services 09-10 GSG.doc
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G S G public sector
solutions
GOVERNMENT S~R\iICfS GROUP. INC.
February 6, 2009
Via Electronic Mall
Mr. Kurt Bressner, City Manager
City of Boynton Beach
100 E. Boynton Beach Blvd.
Boynton Beach, FL 33425-0310
Re: City of Boynton Beach - Fire Rescue Services Assessment Program: Revised ContInuing
Services Proposal
Dear Mr. Bressner,
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 once again assisted the City in developing and successfully
implementing this recurring revenue source. As such, we believe that the City would benefrt 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 2009-10. Please note that Appendix A
has been revised from our original proposal dated October 16, 2008 and our December 1, 2008 proposal at
the request of the City's Finance Director.
Please review the attached scope of services and upon review and satisfactory determination, please sign
where indicated 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.
As we are currently preparing our schedule for the upcoming assessment season, we would appreciate your
prompt reply, which will help us to accommodate your program's schedule and ensure the continuation of
this successful recurring revenue source.
Mr. Kurt Bressner
February 6, 2009
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,
: .. I'
..[.:i... .,!__.J. .1 v(/"~-"--? \'
- . , /
Sandi Melgarejo
Project Coordinator
sm
ACCEPTED AND AGREED TO APPENDIX A
By: ~~ .s/d"/O CJ
City of Boynton Beach Daftt I
KURT BRESSNER
CiTY V.ANAGER
BO~'~;TON SE.-\CH, FL
ACCEPTED AND AGREED TO APPENDIX B
By: ~/~ .3 /~t./ foCI
City of Boynton Beach ' Date I
CITY AITORNEY
Appendix A
FIRE RESCUE ASSESSMENT PROGRAM MAINTENANCE
FISCAL YEAR 2009-10
REVISED SCOPE OF SERVICES
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 2009-10
assessment program.
Task 5: PreUmInary 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 fates 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 Tax
Collector's office, per their specifications.
(b) Development and DIstrIbutIon of Flnt aa.. 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-l
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 related to photocopying, express mail delivery and telephone charges.
The fee for professional services does not include anyon-site visits by GSG staff to the City. Anyon-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.
Ch ief Executive Officer ....... ...... ..... .................. .............. ............................ $225
Senior Vice President ................................................. ............................... $175
Vice President............................................................................................ $160
Senior Project Manager/ConsultanVProject Coordinator ...................... $160
ConsultanVDatabase AnalysVTechnical 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 $1.28 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 officials 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, both firms 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 February 2009. 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
April 2009 25% of professional fee - $4,375
June 2009 25% of profeSSional fee - $4,375
August 2009 25% of professional fee - $4,375
September 2009 25% of profeSSional fee - $4,375
DELIVERABLES SCHEDULE
Deliverable Schedule
Notice to Proceed February 2009
Ongoing Retainer Services As Needed
Develop Preliminary Assessment Roll May - June 2009
Calculate Rates June 2009
Preliminary Rate Resolution June 2009
Prepare Assessment Roll June-July 2009
TRIM/First Class Notices July - August 2009
Published Notice July - August 2009
Annual Rate Resolution August-September 2009
Certify Fiscal Year 2009-10 Assessment Roll by September 15, 2009
Government Services Group, Inc. I A-3
HOURS AND FEES MATRIX
Task Total HOUtS Total Fees
Task 1- Base Retainer Services for Current FIscal Year Asaes8ment Program
Chief Executive Officer 0 $0
Senior Vice President 4 $640
Vice President 2 $320
Senior Project Manager/ConsultanVProject Coordinator 16 $2,560
ConsultanVDatabase Analyst(Technical Services 8 $1,280
Administrative Support 0 $0
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/ConsultanVProject Coordinator 4 $640
ConsultanVDatabase Analyst(Technical Services 32 $5,120
Administrative Support 0 $0
Task 2 Totals 36 $6,760
Task 3 - Pro-Forma Rate Scenarios
Chief Executive Officer 0 $0
Senior Vice President 0 $0
Vice President 0 $0
Senior Project Manager/ConsultanVProject Coordinator 4 $640
ConsultanVDatabase AnalystjTechnical Services 4 $640
Administrative Support 0 $0
Task 3 Total 8 $1,280
Task 4 - Final Rates
Chief Executive Officer 0 $0
Senior Vice President 0 $0
Vice President 0 $0
Senior Project Manager/ConsultanVProject Coordinator 4 $640
ConsultanVDatabase Analyst(Technical Services 2 $320
Administrative Support 0 $0
Task 4 Totals 6 $960
Task 6 - Preliminary and Annual Assessment Resolutions
Chief Executive Officer 0 $0
Senior Vice President 0 $0
Vice President 0 $0
Senior Project Manager/ConsultanVProject Coordinator 4 $640
ConsultanVDatabase AnalystjTechnical Services 0 $0
Administrative Support 0 $0
Task 6 Totals 4 $640
Government Services Group, Inc. I A-4
Task Total Hours Total Fees
Task 6 - Implementation
Chief Executive Officer 0 $0
Senior Vice President 0 $0
Vice President 0 $0
Senior Project Manager/ConsultanVProject Coordinator 4 $640
ConsultanVDatabase Analyst/Technical Services 8 $1.280
Administrative Support 0 $0
Task 6 Totals 12 $1,920
Task 7 - Create Final Assessment Roll
Chief Executive Officer 0 $0
Senior Vice President 0 $0
Vice President 0 $0
Senior Project Manager/ConsultanVProject Coordinator 2 $320
ConsultanVDatabase Analyst/Technical Services 6 $960
Administrative Support 0 $0
Task 7 Totals 8 $1,280
Task 8 . Certify, Export and Transmit the Final Assessment Rollin Conformance with Uniform Method
Chief Executive Officer 0 $0
Senior Vice President 0 $0
Vice President 0 $0
Senior Project Manager/ConsultanVProject Coordinator 0 $0
ConsultanVDatabase Analyst/Technical Services 4 $640
Administrative Support 0 $0
Task 8 Total 4 $640
Total Professional Fees 108 $17,280
Expenses $220
Grand Total $17,500
Government Services Group, Inc. I A-5
Appendix 8
ADDITIONAL SERVICES
Additional Services
ON-SITE VISITS
Anyon-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 $2,000.
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 our discussions with the Palm Beach County Property Appraiser's
office in June 2008, it was recommended that the City provide additional first class mailed notice to property
owners regarding the proposed fire special assessment for FY 2008-09.
Should the City be required to mail first class noticed to affected property owners for FY 2009-10, 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;
. Printing and preparing the notices to be mailed; and
. Mailing 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 $1.28 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.
NO RATE INCREASE
Should the City not increase the fire assessment rates for FY 2009-10, first class notices will only need to be
mailed to newly affected property owners. Based on FY 2007-08 information, the amount of new parcels
that would need to be noticed would be in the 250 to 500 range. GSG's fee for mailing 500 first class
notices would be approximately $640.
Government Services Group, Inc. I B-1
RATE INCREASE
Should the City increase the fire assessment rates for FY 2009-10 above the maximum rates noticed
in August 2008, the City would be required to re-notice all property owners. Based the FY 2008-09 fire
assessment roll, the City would be required to mail approximately 31,000 first class notices. GSG's fee
for mailing 31,000 first class notices would be approximately $39,680.
Government Services Group, Inc. I B-2
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.fl.us
www.boynton-beach.org
MEMORANDUM
TO: Barry Atwood
Finance Director
FROM: Janet M. Prainito
City Clerk
DATE: March 25, 2009
SUBJECT: R09-054 - Fire Rescue Services Assessment Program Revised
Continuing Services Proposal
Attached for your information and files is a copy of the proposal mentioned above and a
copy of the resolution. Since the document has been fully executed, I have retained
the original for Central File.
Thank you.
~Yn, p~
Attachments (2)
c: Central File
S:\CC\WP\AFTER COMMISSION\Departmental Transmittals\2009\Barry Atwood - R09-054.doc
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