Item K2BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: March 18, 2009 Division: County Administrator ____
Bulk Item: Yes No X Department: _ Wastewater_________________
Staff Contact Person/Phone #Elizabeth Wood 305-292-4525
AGENDA ITEM WORDING:
Approval to negotiate fee and scope for development of the Cudjoe
Regional Non-ad Valorem Wastewater Assessment and Annual Services contract with highest ranked
firm.
ITEM BACKGROUND:
Two responses to the Request for Proposal (RFP) for the development of
the Cudjoe Regional Non-ad Valorem Wastewater Assessment and Annual Services have been
received. The selection recommendation and ranking results will be provided at the March 18, 2009
BOCC meeting following the March 17, 2009 (2 pm) public meeting to rank respondents.
PREVIOUS RELEVANT BOCC ACTION:
September 6, 2005 Interlocal Agreement between
County and FKAA which states that County will levy non-ad valorem assessments. The County
previously adopted Final Assessment resolutions for the Big Coppitt, Duck Key and Stock Island
Service Areas and requires annual reconciliation and certification of these tax rolls.
CONTRACT/AGREEMENT CHANGES:
NA
__________________________________________________________________________________
STAFF RECOMMENDATIONS:
Approval.
TOTAL COST:BUDGETED:
_ Yes No
COST TO COUNTY:____SOURCE OF FUNDS:
REVENUE PRODUCING:AMOUNT PER MONTHYear ____
Yes No
APPROVED BY:
County Atty _ OMB/Purchasing Risk Management ____
DOCUMENTATION:
Included Not Required__X___
DISPOSITION:AGENDA ITEM #
Revised 11/06
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Revised
Meeting Date: March 18.2009
Division: County Administrator
Bulk Item: Yes
No --X-
Department: Wastewater
StaffContai Person'A1ooe #Elizabeth Woexl 305-m4525
AGENDA ITEM WORDING: Approval to negotiate fee and scope for development of the Cudjoe
Regional Non-ad Valorem Wastewater Assessment and Annual Services contract with Government
Services Group, Inc. (GSG).
ITEM BACKGROUND: Two responses to the Request for Proposal (RFP) for the development of
the Cudjoe Regional Non-ad Valorem Wastewater Assessment and Annual Services have been
received. The minutes and results from the ranking meeting are attached. GSG was ranked first by all
committee members. The first year cost proposed by GSG is $97,612. GSGs first year proposal is
$50,499 less than Burton and Associates proposal of $148,111. The total cost for 5 years using GSG is
anticipated to cost $266,812. The total cost for Burton and Associates is $242,631. The overall cost
proposal from GSG is $24,181 greater than the Burton and Associates proposal. GSG was ranked first
and staff recommends contracting for service with GSG based on exceptional past performance.
PREVIOUS RELEVANT BOCC ACTION: September 6, 2005 Interlocal Agreement between
County and FKAA which states that County will levy non-ad valorem assessments. The County
previously adopted Final Assessment resolutions for the Big Coppitt, Duck Key and Stock Island
Service Areas and requires annual reconciliation and certification of these tax rolls.
CONTRACT/AGREEMENT CHANGES: NA
STAFF RECOMMENDATIONS: Approval.
TOT AL COST:
BUDGETED: Yes
No
COST TO COUNTY:
SOURCE OF FUNDS:
REVENUE PRODUCING: Yes
AMOUNT PER MONTH_ Year
No
APPROVED BY: County Atty _ OMBlPurchasing _ Risk Management_
DOCUMENTATION:
Included
Not Required_X_
DISPOSITION:
Revised I 1/06
AGENDA ITEM # JG d.-
I
Minutes
PUBLIC MEETING FOR THE REQUESTS FOR PROPOSALS SELECTION COMMITTEE
FOR THE PROJECT OF PROFESSIONAL SERVICES FOR
THE DEVELOPMENT OF CUDJOE REGIONAL NON-AD VALOREM W ASTEW A TER
ASSESSMENT PROGRAM AND ANNUAL ASSESSMENT SERVICES
Date of Meeting: March 17, 2009
Location of Meeting: Historic Gato Building Conference Room, 1100 Simonton Street, Key West, FL
Purpose of Meeting: The review and evaluation of all qualified proposals for professional services for
the development of the Cudjoe Regional Non-Ad Valorem Wastewater Assessment Program and
Annual Assessment Services
Selection Committee Members: Judy Clarke, Engineering Services Department, Elizabeth Wood,
Wastewater Services Resources Department, and Maria Graziano, Project Management Department
Judy Clarke, acting as chairperson, called the meeting to order at 2:00 PM. She announced that this
was a Public Meeting which was advertised according to policy and that the meeting falls under the
Sunshine Law. She asked if anyone knew of any violations to the Sunshine Law, and if so, to speak up
now. There were no violations reported. She stated that the objective of the public selection meeting
was for committee members to review and evaluate the qualified proposals for professional services for
the development of the Cudjoe Regional Non-Ad Valorem Wastewater Assessment Program and
Annual Assessment Services; to score each tabbed section; and to rank the respondent firms in order of
preference and make a recommendation to the Monroe County Board of County Commissioners.
Judy Clarke then opened the meeting for discussion and evaluation by the committee members of any
questions and issues regarding the submitted proposals. Each member discussed their review and
evaluation for each tabbed section. At the end of the discussion period, Judy Clarke requested that each
committee member read the results of their scoring sheets out loud followed by the ranking given each
firm.
Ranking Results as Follows:
Committee Scoring and Ranking Evaluation Sheet are attached and made a part of the minutes
Burton & Associates Government Services Group
S IR k"
core an 109 Score 1 Ranking
Judy Clarke 106 12 I 34 1 I
Maria Graziano 116/2 133 1 1
EI izabeth Wood 125 1 2 145 1 I
First Place is GOVERNMENT SERVICES GROUP; Second place is BURTON & ASSOCIATES.
The Consultants will be notified of their rankings.
The meeting adjourned at 2:25 P.M.
Respectfully submitted,
Maria Graziano
Project Management Department
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Proposal Cost Summary Comparison
Responses to Requests for Proposal
Development of Cudjoe Regional Non-ad Valorem Wastewater Assessment Program
and Annual Assessment Services
Ranking Meeting - March 17,2009
RFP TASKS GSG Burton
TASKS 1-5 $55,080.00 $91,820.00
First Class Notice Mailing $8,512.00
Out of Pocket Expenses $7,346.00
Database Development $25,315.00
Annual Certification of Existing Rolls $34,020.00 $23,630.00
First Year Cost $97,612.00 $148,111.00
TASKS 6
Annual Certification $42,300.00 $23,630.00
Annual Cost Year 2-5 $169,200.00 $94,520.00
Total Cost $266,812.00 $242,631.00