R12-1241
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RESOLUTION NO. R12 -124
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF
BOYNTON BEACH, FLORIDA, APPROVING AND AUTHORIZING
THE INTERIM 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 2013/2014 AND THE POTENTIAL ADDITIONAL
SERVICES (APPENDIX B) IN AN AMOUNT UP TO $41,265.00; AND
PROVIDING AN EFFECTIVE DATE.
WHEREAS, Government Services Group, Inc., (GSG) established the initial
methodology and provided assistance to the City for the first seven (7) years of the Fire
Assessment Program; 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 Interim 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
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the Fire Assessment Program for 2013/2014 and the potential additional services in an
amount not to exceed $41,265.00, 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 4`" day of December, 2012.
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CITY OF BOYNTON BEACH, FLORIDA
May W rtav J
-- mayor —Mack McCray
Commiss r —
� n �
eommissio er — verf Holz
Commissioner — Marlene Ross
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31 � Ja t M. Prainito, MMC
32 y Clerk
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October 1, 2012
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 Beady - Fire Rescue Services Assessment Program: Couthudag Services
Pr MMI
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 assessmenrt 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 200809 and has continued to assist In the maintenance of the
annual assessment program. As such, we beliefs than 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, protect deliverables and payment schedule to assist the City in the annual
maintenance of the fire rescue assessment program for Rural Year 2013 -14.
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 fourth consecutive year for existing
clients even though our costs to provide these services. lice yours, have continued to increase.
Please review the attached scope of services and upon review and satisfactbory determination, please sign
where Indicated on Appendbc A to ad � 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 sdudute for the upcoming assessment season, we would appreciate your
prompt reply, which will help ups to a., - ..1ate your s s schedule and ensure the continuation of
this successful recurring revenue sauce_
October 1, 2012
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 2013 -14
Scope of Se rvice s
MAINTENANCE OF FIRE SERVICES ASSESSMENT PROGRAM
Task 1: Base Retshrer Services for Current F'%ml Y 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 Noll GSG will i nport updated Property Appraiser data to
construe 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 date and extending the rates to the
affected tax parcels according to the methodology.
Task 3. Pro-Forme Rabe 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 wtit calculate/confirm the profomra schedule of rates based on the
apportionment n*Uvdobgy and revenue reqC s for the Fiscal Year 2013 -14
assessment program.
Task & Preliminary and Annual Assessment ResohdJons 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 mist with the regi " for the adoption of the annual
assessment rate resolution and certification of the assessment roll in accordance with Section
1973632, Florida Statutes, including:
(a) Produce Notice Ron 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 TRW notices will be transmitted as necessary to the Property
Appraiser's office, per their s peciticabia- -
(b) Detisiopment and Distribution of First Close Natloe Assist the City in developing the
first class notice and its distribution to any affected properly owners.
Task 7: Create Final Assessment NO GSG will update the assessment roll with any corrections and
updates recelved from the City. Final rates will! be vm*W and amended to the updated data M
order to create the final assessment ion. The final roll will be provided to the City.
Task & Certify, Export and Transmit the FkW Assessment Ron in Confor cs with UnBorm
Method Using the final assessment roll, GSG will! prepare export files on compatible electronic
medium capable of merger with the ad valorem tax roll flies and will transmit the file to the Tax
Collector in the prescribed formal.
tio►a�ras�s�z �sr.a' �� . s,
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 $17,510- Except as noted below, the fee includes reimbursement for all
out -of- pocket expenses.
The fee for professional services does riot Include any on -slte visits by GSG staff to the Cfty. 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
SeniorVice President ................................................. ............................... $175
Vice President .............. ... .................... $160
Senior Project Manager /Consukent/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 $L30 per parcel. Payment of mailing and production
costs is due at the time of adoption of the initial assessment n%okition 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 wN 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 developirig and implementing assessment programs with an
eye on potential legal challenges in an attempt to 1: - 1 both the eflik*M and the effectiveness of any
defense. Nonetheless, the fees outlined above for professional services do not include any provision for
litigation defense. Aocordingy, in the event there is a legal challenge, GSG would be available, on an hourly
basis, to assist the City in Its defense.
sma"Wont grow, be.,
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 2012. 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
February 2013
May 2013
July 2013
September 2013
DELIVERABLES SCHEDULE
� Dsllr�sr.Lle
Notice to Proceed
Ongoing Retainer Services
Develop Preliminary Assessment Roll
Calculate Rates
Preliminary Rate Resolution
Prepare Assessment Roll
TRIM /First Class Notices
Published Notice
Payment
25% of professional fee — $4,375
25% of professional fee - $4,375
25% of professional fee - $4,375
25% of professional fee - $4,37 5
Annual Rate Resolution
Certify Fiscal Year 2013 -14 Assessment Roll
Sdodde
November 2012
As Needed
May - June 2013
June 2013
June 2013
June-July 2013
July - August 2013
wh - August 2013
AugustSeptember 2013
by September 15, 2013
QKWBM" SWOOW 6reap, :ac. :
HOURS AND FEES MATRD(
Task
Task 1- Baee Ret*w Somloee for Cumnt Rseal Year li
Chief Executive Officer
Senior Vice President
Vice President
Senior Project Manager /Consultont/Project Coordinator
Consultant/Database Ana"I Technical Services
Administrative Support
Task 1 Total
Task 2 - Update Pmgndnwy Aaaaasmaet Roll
Chief Executive Officer
Senor Vice President
Vice President
Senior Protect Manager /Consuttant/Project Coordinator
Consultant/Database Analyst/Technicat Services
Administrative Support
Took 2 Totals
Task 3 - Pro*orara Rabe 8oMMtes
Chief Executive Officer
Senior Vice President
Vice President
Senior Project Manager /Consultent/Project Coordinator
Consultant/Database Analyst/Technical Services
Admmistretve Support
Task 3 Total
Task 4 - Moll Rates
Chief Executive Officer
Senior Vice President
Vice President
Senior Project Manager/Consultant/Project Coordinator
Consultant/Database Analyst/Technical Services
Administrative Support
Task 4 Totals
Task S - Pre■aMna y and Annual Aasanepaat Rasoketloiiin,
Chief Executive Officer
Senior Vice President
Vice President
Senior Project Manager/Consultarrt/Project Coordinator
Consuftant/Detabose Analyst/Technical Services
Administrative Support
Task S Tatala
I Pleaawl
Total now* Total FGM
0
$0
4
$640
2
$320
16
$2,560
8
$1.280
0
$O
3D
$4,a00
0
$0
0
$0
0
$0
4
$640
32
$5,120
O
$0
36
$5,760
0 $0
0 $0
0 $0
4 $640
4 $640
0 $0
a $1Aa0
0 $0
0 $0
0 $0
4 $640
2 $320
0 $0
6 $!60
0 $0
0 $0
0 $Q
4 $640
0 $0
0 $0
4 $640
Took
TOW noun
Total Film
Task 6 - haplemenbWon
Chief Executive Officer
0
$0
Senior Vice President
0
$0
Vice President
0
$0
Senior Project Manager/Consuttanl/Project CDordinator
4
$640
Consultent/Database Ana Services
8
S1,280
Administrative Support
0
$0
Task 6 Tatalle —
12
$1,920
Task 7 - Cmaft Rnsl Assessment Ras
Chief Executive Officer
0
0
Senior Vice President
0
$0
Vice President
0
$0
Senior Project Manager/Consuftnt/ProjectCoordinewr
2
$320
Consultent/Detabase Ana lysWechnical Services
6
"W
AdminisMIve Support
0
$0
Tank 7 Totals
a
$1,280
Took 8 - Certify, Emliort and Trarommitthe Rnd Assommossiat Rosin Confissonans With Uomm wwowd
Chief Executive Officer
0
io
Senior Vice President
0
$0
Vice President
0
$0
Senior Project Marmigisr/Consuftant/Project Coordinator
0
$0
Consuftant/Datebase Ana lysi/Technical Services
4
$640
Adminisbutive Support
0
$0
Task 8 Total
Tabd Proliessload Few 108 $17AW
Eqxmsm $220
Grand Total $17,500
ACCEFrED AND AGREED TO APPENDUE A
of Boynton Beach Dmie
ammmum" smnkmm ormm, be- : W.,
Appendix B
CITY OF BOYNTON BEACH
ADDITIONAL SERVICES
3or -r r. ..fit crr %p, bw
Additional services
ONSITE VISITS
Any on -site meetings may be arranged at our surd hourly rates provided below. AN 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 cols may be scheduled to discuss project stag.
GSG's estimated fee for professional services and travel related expenses for one (1) on -site visit to the City
is 52,000.
MAILING OF FIRST CLASS NOTICES
In previous years, the City was required to use the Tru h-in- Miifage (TRIM) notice to provide notice of special
assessments pursuant to a special act that pertained tb Palm Bead 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 Palen Bead 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, 2011 -12, and 2012-
13.
Should the City be required to mail first doss noticed to affected pmperly owners for FY 2013 -14, GSG will
assist the City as follows:
• Assist the City In developing the first class notice;
• Merging the pertinent assessment roil 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 rwrnber of assessable parcels of property within the
assessment program area. GSG's fee for this service is $131 per mailed first class notice, which includes all
out -of- pocket expenses such as postage, envelopes, copy charges, etc. For rwn4amestic notices, mailing
charges will include the actual amount of postage beyond the domestic rate and If U.S. postage rates
increase prior too mailing, the additional postage per notice will be drarged Payment of mailing and
production costs is due at the time of adoption of the initial ,a i � x resolution or lice document
NO RATE INCREASE
Should the City not Increase the fire assessment rates for FY 2013 -14, first class notices will only need to be
mailed to newly affected properly owners. Based on FY 2012 -13 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 $327.50.
RATE INCREASE
Should the City increase the fire assessment rates for FY 2013 -14 above the maximum rates noticed
in August 2012, the City would be required to re all property owners. Based the FY 2012 -13 fire
assessment roll, the City would be required to mail approximately 31,500 first lass notices. GSG's fee
for mailing 31,500 first class notices wouid be approximately $41,265.
ACCEPTED AND AGREED TO APPENDIX B
By.
City of Boynton Beach DOW
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