R15-018RESOLUTION NO. R15 -018
A RESOLUTION OF THE CITY COMMISSION OF THE
CITY OF BOYNTON BEACH, FLORIDA, APPROVING AND
AUTHORIZING THE 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
2015/2016 AND THE POTENTIAL ADDITIONAL SERVICES
(APPENDIX B) IN AN AMOUNT UP TO $42,930.00; AND
PROVIDING AN EFFECTIVE DATE.
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WHEREAS, Government Services Group, Inc., (GSG) established the initial
methodology and provided assistance to the City with the Fire Assessment Program since
2001; 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
N
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 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 the
C \ Users \prainitoj\AppData \Local \Microsoft \Windows \Temporary Internet Files \Content IE5 \9155K2YF \Reso_
_Fire_ Assessment _GSG_Scope_of_Services_15 -16 doc
11
h i Fire Assessment Program for 2015/2016 and the potential additional services in an amount
not to exceed $42,930.00, 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 17' day of February, 2015.
CITY OF BOYNTON BEACH, FLORIDA
Mayor — Jerry Taylor
Vice Mavor — Joe Casello
Commissioner — David T. Merker
Commissioner — Mack McCray
Commissioner — Michael M. Fitzpatrick
VOTE
ATTEST:
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M. Prainito, MMC
Clerk
3
YES NO
a�
-5— ()
C \ Users \prainitol\AppData \Local \Microsoft \Windows \Temporary Internet Files \Content IE5 \9155K2YF \Reso
_Fire_ Assessment _GSG_Scope_of_Services_15 -16 doc
Government Services Group. Inc.
www.WeServeGovernrnents con)
October 29, 2014
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
an recurring revenue source, it was required to implement a new fire rescue assessment program for
Fi::cal 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 2015 -16.
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 sixth 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.
CORPORATE HEADQUARTERS 1500 M�.lian D; e, Swic 250, T3ilahassee Florida 32308 I T850-681-3717 1 F850-224-7206
IJGW00: OFFICE 2L 7 WeNiva Sprmgs Roa, Prote.,nty Pla7 d, Suite 2000, Longwood, Florida 32779 1 T407-629-6900 I F407-629-6963
October 29, 2014
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
Prr;oct Coordinator
cc. Lori LaVerriere, City Manager
Mike Cirullo, Esq.
Appendix A
CITY OF BOYNTON BEACH
FIRE RESCUE ASSESSMENT PROGRAM
ANNUAL MAINTENANCE FISCAL YEAR 2015 -16
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 2015 -16
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
oraer 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
fee for professio , services will be $17,500. Except as noted below, the fee includes reimbursement for all
out -of- pocket ex;Dc, ses.
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
SeniorVice Pr- t,_nt ...................... ..................... ............................... $175
VicePresi dent ............................................................ ............................... $160
Senior Project Manager /Consultant /Project Coordinator ...................... $160
Consultant/Data' Analyst /Technical Servi ces .. ............................... $130
Administrative )ort . ....... ....... . . ........... ............................... $ 50
The lump sum f does not include the costs of producing and mailing the statutorily required first class
notices. Mailing, EIrl ! production costs depend on the number of assessable parcels of property within the
assessment prc li.c i area, but average approximately $1.35 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 (currently $0.49), 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 th -,t - necessary for the assessment program.
Please note tha' ',G works with the premise of developing and implementing assessment programs with an
eye on potentr3 al challenges in an attempt to maximize both the efficiency and the effectiveness of any
defense. Nonet _ss, the fees outlined above for professional services do not include any provision for
litigation defense �ccordrngly, in the event there is a legal challenge, GSG would be available, on an hourly
b< sis, to assis i ,:,v it � defense.
Government Services Group, Inc. I A -2
PAYMENT SCH'_JULE
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 December 2014. 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
March 2015
May 2015
July 2015
September 2015
DELIVERABLEF CCH7�ULE
Payment
25%, of professional fee -- $4,375
25% of professional fee —
$4,375
25% of professional fee -
$4,375
25% of professional fee -
$4,375
Deliverabl,
Schedule
�Intice to Proceed
December 2014
O ngoing Retai : rvi ces
As Needed
D Prelimina Assessme Roll
May - June 2015
Calculate Rates
May - June 2015
Prelimin ,ry Rate R „ olution
June 2015
Prepare ^ ssrr Roll
June - July 2015
TRIM /Fir r Cla f es
July - August 2015
Published Notice
July - August 2015
Annual Rate Resolution
August- September 2015
Certify i seal Year 1 sessment Roll
by September 15, 2015
A CEPTED AND t ^CED TO APPENDIX '1
0
City , f B. ton Beach
Date
Government Services Group, Inc. I A -3
HOURS AND FE S MATRIX
Task Total Hours Total Fees
Task 1- Base Retain , Services for Current Fiscal Year Assessment Program
Senior Vice President 4 $640
Senior Project Mana, /Consultant /Project Coordinator 18 $2,880
C onsultant /Database nalyst /Technical Services 8 $1,280
Task 1 Total 30 $4,800
Task 2-Update Prel nary Assessment Roll
Chief Executive Officc
0
$0
Senior Vice President
0
$0
Vice President
0
$0
Senior Project Mana, /Consultant /Project Coordinator
4
$640
T" ,ult /Databa chnical Services
32
$5,120
A , r ministrative Suppc i
0
$0
T ,k 2 Totals
36
$ 5,760
T ask 3 - Pro -Forma Ra,e Scc.,,arios
Senior Project PInnaF 'Cons tnnt /Protect Coordinator
4
$640
C , )nsultant /Database alv °.', 'r chnical Services
4
$640
TnSk 3 Total
8
$1,280
Ta k 4 - Final Rates
S - nior Project Mana Cons .int /Project Coordinator
4
$640
Consultant /Databas 'analyst / lochnical Services
2
$ 320
Task 4 Totals
6
$960
To .k 5 - Preliminary and Anni A Assessment Resolutions
for I reject Mana, or/Cc ,nt /Project Coordinator
4
$640
;ult int /Database Analyst/ Technical Service,
0
$0
T k 5 Totals
4
$640
T .ii 6 - Imple( ientation
Senior Project P^ ana 'r /Co ant /Project Coorc inator
4
$640
Cc - ,nt/Da _as -Ua' chnical Sery c, s
8
$1,280
T Totals
12
$1,920
T Creat, f °,sr1s1 Tit Roll
S_ or , reject MUn ., Gem L) ant /Project Coordinator
2
$320
C int /Databa_ ialy: chnrcal Services
6
$960
T,i k 7 Totals
8
$1,280
T k 8 - Certify, Exp rt anti smit the Final Assessment Roll in Conformance with Uniform Method
( sult int /Databas_ Anal} _,chnical Services
4
$640
T ^ fr Total
4
$ 640
T it Professional Fees
108
$17,280
E rases
$220
Gri + Total - -- —
$17,500
Government Services Group, Inc, l A -4
Appendix 8
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 c 1,500.
MAILING OF FIRST CLASS NOTICES
In IS yc� 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 Stat..: 3 unless the assessment is levied for the first time, the boundaries change, the purpose
changes or tilc rats exceeds the maximum rate.
Because of this amendment and based on prior discussions with the Palm Beach County Property
A, praiser's c f` _e, it was recommended that the City provide additional first class mailed notice to property
ov. ners regarding the proposed fire special assessment in past years.
Sl o.dd the City be required to mall first class notices to affected property owners for FY 2015 -16, GSG will
aL t tl (;ity a follows*
• 1, ;st the C- in developing the first class notice;
• Merging the pertinent assessment roll Information into the notices;
• D,- n. a pr ire the notices to be mailed; and
• ✓lail the nc, ccs by first class mail.
Mailing a iJ , - odiction costs depenJ on the number of assessable parcels of property within the
arsessme p Yr<am area. GSG's fee f, +h is service Is $1.35 per mailed first class notice, which Includes all
o t- of- pock(' �onses such as posta�n, envelopes, copy charges, etc. For non - domestic notices, mailing
&arf?es k. +II - )ude the actual amount of postage beyond the domestic rate and If U.S. postage rates
Increase prior to mailing (currently $0.49), the additional postage per notice will be charged. Payment of
n , d pr: Jucticn costs Is due at the time of adoption of the Initial assessment resolution or like
d. u�
Government Services Group, Inc. I B -1
NO RATE INCREASE
Should thy City. -rt increase the fire assessment rates for FY 2015 -16, first class notices will only need to be
mailed to --,%' , property owners. Based on FY 2013 -14 information, the amount of new parcels
th - It wou' ' rc 'o be noticed would be in the 100 to 250 range. GSG's fee for mailing 250 first class
notices w ' ! : , approximately $338
RATE INCREASE
Should the City increase the fire assessment rates for FY 2015 -16 above the maximum rates noticed
in August 2014, the City would be required to re- notice all property owners. Based on the FY 2014 -15
fire assessment roll, the City would be required to mail approximately 31,800 first class notices. GSG's
fee for mailing 31,800 first class notices would be approximately $42,930.
ACCEPT " ., 'D AGREED TO APi B
C fy of Boynton Beach Date
Government Services Group, Inc. I B -2
GAS G
October 29, 2014
Via Electronic all
K'"A
Tim Howard, Finance Director
City of Boynton Beach
100 E. Boynton Beach Blvd.
Boynton Beach, FIL 33425-0310
Re: City of Boynton Beach — Fire Rescue Services Assessment Program: Continuing Services
Proposal
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.
CORPORATE HEADQUARTERS: 1500 Mahan Drive, SUlte 250, Tallahassee, Florida 32303 1 T 850-681-3717 1 F 850-224-7206
LONGWOOD OFFICE: 280 Wekiva Springs Road, Protegrity Plaza, Suite 2000, Longwood, Florida 32779 1 T 407-629-6900 1 F 407-629-6963
October 29, 2014
Page 2
I - wry I . I M 14111 1 F # I I f k I Alp
Boynton Beach again this year.
Sincerely,
lareTromVe =**on WON
cc: Lori LaVerriere, City Manager
Mike Cirullo, Esq.
M , =1
►► LVA F-11 ILI ► Lai All ORM-11 r
Government Services Group, Inc. l A-1
Government Services Group, Inc. E A -2
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 December 2014. 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
March 2015
May 2015
July 2015
September 2015
25% of professional fee — $4,375
25% of professional fee — $4,375
25% of professional fee — $4,375
25% of professional fee — $4,375
Deliverable
Schedule
Notice to Proceed
December 2014
Ongoing Retainer Services
As Needed
Develop Preliminary Assessment Roll
May- June 2015
Calculate Rates
May -June 2015
Preliminary Rate Resolution
June 2015
Prepare Assessment Roll
June -July 2015
TRIM /First Class Nc ' res
July - August 2015
Published Notice
July - August 2015
Annual Rate Resolution
August - September 2015
Certify Fiscal Year ". ;'.Ssessment Roll
by September 15, 2015
By: r�L J=':2t, V"
Oity of Be , ton Beach
—
Government Services Group, Inc. I A -3
HOURS AND FEI MATRIX
Task
Total Hours
Total Fees
Task I - Base Retainer Services for Current Fiscal Year Assessment Program
Senior Vice President
Senior Project Manager /Consultant/Project Coordinator
Consultant/Database Analyst/Technical Services
4
18
8
$640
$2,880
$1,280
Task I Total
30
$4,800
Task 2 - Update Preliminary Assessment Roll
Chief Executive Officer
Senior Vice President
Vice President
Senior Project Manager /Consultant/Project Coordinator
Cr! Pni /Tech n ica I Services
Administrative Support
0
0
0
4
32
0
$0
$0
$0
$640
$5,120
$0
Tosk 2 Totals
36
$5,760
Task 3 - Pro-Forma Rate Scenarios
Senior Project Manager /Consultant /Project Coordinator
Consultant/Data base Pnalyst/Technical Services
4
4
$640
$640
Task 3 Total
8
$1,280
Task 4 - Final Rates
Senior Project Manar - Coordinator
Consultant/Database Analyst/Technical Services
4
2
$640
$320
Task 4 Totals
6
$960
Task 5 - Preliminary and Annual Assessment Resolutions
S ;iior Project ManaF Coordinator
C. nsultant/Database Analyst/Technical Services
4
0
$640
$0
Task 5 Totals
4
$640
T.i�k 6 - Implementation
Senior Project Nlanagcr/Con3..;',ant/Project Coordinator
Consultant /Data base Analysl / 1 echnical Services
4
8
$640
$1,280
Task 6 Totals
12
$1,920
Tc_k 7 - Create Final Assesr Roll
Senior Project Mana,, r/Cons u j nt/Project Coordinator
Consultant /Database AnalysVTochnical Services
2
6
$320
$960
Ta>,k 7 Totals
a
$1,280
Tip. k 8 - Certify, Expurt and It nsmit the Final Assessment Roll In Conformance with Uniform Method
C, : isu Ita nt/Data base Analyst/ i uchnical Services 4
T k 8 Total 4
$640
$640
T .il Professional Fees 108 $17,280
Expenses $220
Grand Total $17,500
Government Services Group, Inc. I A-4
X11' 1 1
RION 0 : 0
NO •►:
1611011411111111 1 - ll,,Ei ----- ---
L I
is $1,500.
Government Services Group, Inc. I B-1
Should the City not increase the fire assessment rates for FY 2015-16, first class notices will only need to be
mailed to rcwl affected property owners. Based on FY 2013-14 information, the amount of new parcels
that would nec-1 to be noticed would be in the 100 to 250 range. GSG's fee for mailing 250 first class
notices would be approximately $338.
RATE INC
Should the City increase the fire assessment rates for FY 2015-16 above the maximum rates noticed
in August 2014, the City would be required to re-notice all property owners. Based on the FY 2014-15
fire assessment roll, the City would be required to mail approximately 31,800 first class notices. GSG's
fee for mailing 31,800 first class notices would be approximately $42,930.
L"21
City of Boynton Beach DaIE
Government Services Group, Inc. I B-2