R12-015 1 RESOLUTION NO. R12 -0/5
2
3 A RESOLUTION OF THE CITY COMMISSION OF THE
4 CITY OF BOYNTON BEACH, FLORIDA, APPROVING AND
5 AUTHORIZING THE INTERIM CITY MANAGER TO
6 EXECUTE THE PROPOSAL OF SERVICES (APPENDIX A)
7 WITH GOVERNMENT SERVICES GROUP, INC. IN THE
8 AMOUNT OF $17,500, TO ASSIST WITH THE
9 CONTINUATION OF THE FIRE ASSESSMENT PROGRAM
10 FOR FISCAL YEAR 2012/2013 AND THE POTENTIAL
11 ADDITIONAL SERVICES (APPENDIX B) IN AN AMOUNT
12 UP TO $40,500.00; AND PROVIDING AN EFFECTIVE DATE.
13
14 WHEREAS, Government Services Group, Inc., (GSG) established the initial
15 methodology and provided assistance to the City for the first seven (7) years of the Fire
1Q Assessment Program; and
17 WHEREAS, GSG was selected to continue with their service when the Fire
1$ Assessment was extended due to their familiarity with the City, proven methodology that
1 '
1 stood legal tests and offered at a lower cost to the City; and
2C WHEREAS, contracting with GSG will preserve the progress that has been made to-
21 date in the data collection/maintenance of this program.
I
24I NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF
2 THE CITY OF BOYNTON BEACH, FLORIDA, THAT:
II
241 Section 1. The foregoing "Whereas" clauses are hereby ratified and confirmed as
2 being true and correct and are hereby made a specific part of this Resolution upon adoption
i
26 hereof.
27 Section 2. The City Commission of the City of Boynton Beach, Florida does
2$ hereby approve and authorize the Interim City Manager to execute the proposal of services
2 with Government Services Group, Inc., in the amount of $17,500.00 to assist the City with
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1 the Fire Assessment Program for 2012/2013 and the potential additional services in an
2 amount not to exceed $40,500.00, a copy of the proposed Scope of services is attached
3 hereto as Exhibit "A ".
4 Section 3. This Resolution shall become effective immediately upon passage.
5 PASSED AND ADOPTED this 1' day of February, 2012.
6 CITY OF BOYNTON BEACH, FLORIDA
7
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9 May ' i
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12 Vice Ma • — Wi iam Orlove
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15 Co ■ 4 er— . e,d
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17 APtdo
18 Commission r — ° even H i l l an
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21 Commissioner — Marlene Ross
22 ATTEST:
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25 _ f . ja . Aa
27 t M. Prainito, MMC
28 ' ty Clerk
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Management Special Water and Broadband
Services Assessments Wastewater Services
ww4 W'eServeGovernments corn
September 28, 2011
Via Electronic Mail
Mr. Barry Atwood, 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. Atwood,
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 2012 -13.
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 third 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.
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.
1500 Mahan Drive, Suite 250, Tallahassee, FL 32308 I (850) 681 -3717 Tel I (850) 224 -7206 Fax 1 (866) 896 -4747 roll Fiee
280 Wekiva Springs Rd, Suite 2000, Longwood, FL 32779 i (407) 629 -6900 Tel I (4071629-6963 Fax 1 (877) 552 -3482 Toil Free
Mr. Barry Atwood, Finance Director
September 28, 2011
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, Acting City Manager
Mike Cirullo, Esq.
Appendix A
CITY OF BOYNTON BEACH
FIRE RESCUE ASSESSMENT PROGRAM
ANNUAL MAINTENANCE FISCAL YEAR 2012 -13
1500 Mahan Drive, Suite 250, Tallahassee, FL 32308 ( (850) 681 -3717 Tel ( (850) 224 -7206 Fax 1 (866) 896 -4747 To Flee
280 Wekiva Springs Rd, Suite 2000, Longwood, FL 32779 l (407) 629 -6900 Tel ( (407) 629 -6963 Fax I (877) 552 -3482 Toll Free
Scope of Serv
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 2012 -13
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. 1 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 $1.30 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, GSG would be available, on an hourly
basis, to assist the City in its defense.
Government Services Group, Inc. 1 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 2011. 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
December 2011 25% of professional fee - $4,375
February 2012 25% of professional fee - $4,375
May 2012 25% of professional fee - $4,375
September 2012 25% of professional fee - $4,375
DELIVERABLES SCHEDULE
Deliverable Schedule
Notice to Proceed November 2011
Ongoing Retainer Services As Needed
Develop Preliminary Assessment Roll May -June 2012
Calculate Rates June 2012
Preliminary Rate Resolution June 2012
Prepare Assessment Roll June -July 2012
TRIM /First Class Notices July - August 2012
Published Notice July - August 2012
Annual Rate Resolution August- September 2012
Certify Fiscal Year 2012 -13 Assessment Roll by September 15, 2012
Government Services Group, Inc. 1 A -3
HOURS AND FEES MATRIX
Task Total Hours Total Fees
Task 1- Base Retainer Services for Current Fiscal Year Assessment Program
Chief Executive Officer 0 $0
Senior Vice President 4 $640
Vice President 2 $320
Senior Project Manager /Consultant/Project Coordinator 16 $2,560
Consultant /Database 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 /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
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 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 /Consultant /Project Coordinator 4 $640
Consultant /Database Analyst /Technical Services 2 $320
Administrative Support 0 $0
Task 4 Totals 6 $960
Task 5 - Preliminary and Annual Assessment Resolutions
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 0 $0
Administrative Support 0 $0
Task 5 Totals 4 $640
Government Services Group, Inc. 1 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 /Consultant /Project Coordinator 4 $640
Consultant /Database 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 /Consultant /Project Coordinator 2 $320
Consultant /Database Analyst /Technical Services 6 $960
Administrative Support 0 $0
Task 7 Totals 8 $1,280
Task 8 - Certify, Export and Transmit the Final Assessment Roll In Conformance with Uniform Method
Chief Executive Officer 0 $0
Senior Vice President 0 $0
Vice President 0 $0
Senior Project Manager /Consultant /Project Coordinator 0 $0
Consultant/Database 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
ACCEPTED AND AGREED TO APPENDIX A
By: ,w 0 a - /V - 0 p -
City of Boynton Beach Date
APPRO A S • • RM
Ci ;*'A ' or
Government Services Group, Inc. 1 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 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 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 for FYs 2008 -09, 2009 -10, 2010 -11 and 2011 -12.
Should the City be required to mail first class noticed to affected property owners for FY 2012 -13, 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 $1.30 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 2012 -13, first class notices will only need to be
mailed to newly affected property owners. Based on FY 2010 -11 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 $325.
RATE INCREASE
Should the City increase the fire assessment rates for FY 2012 -13 above the maximum rates noticed
in August 2011, the City would be required to re- notice all property owners. Based the FY 2011 -12 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 $40,950.
ACCEPTED AND AGREED TO APPENDIX B
By:
City of Boynton Beach Date
Government Services Group, Inc. 1 B -2
NO RATE INCREASE
Should the City not increase the fire assessment rates for FY 2012 -13, first class notices will only need to be
mailed to newly affected property owners. Based on FY 2010 -11 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 $325.
RATE INCREASE
Should the City increase the fire assessment rates for FY 2012 -13 above the maximum rates noticed
in August 2011, the City would be required to re- notice all property owners. Based the FY 2011 -12 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 $40,950.
ACCEPTED AND AGREED TO APPENDIX B
By; / 4 V - fit 3/Z as 0/2
it f Bo on Beach Date
; M
arty ttorney
Government Services Group, Inc. I B -2