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Addendum No. 3MONROE COUNTY MUNICIPAL SERVICE DISTRICT ADDENDUM NO. 3 The following Scope of Services, approved by the Board on December- , 1989, details the work tasks provided in Phase IV of the contract dated April 28, 1989. SCOPE OF SERVICES: PHASE IV DESIGN, DEVELOPMENT AND IMPLEMENTATION PHASE IV(a) Oraanizational Phase The Organizational Phase will generally consist of the development of an organizational structure to provide the County (District) with the methodology, means and facilities to collect annual disposal and collection special assessments, by November 1, 1990, utilizing the ad valorem tax bill. The consultant will assist the County in negotiating the contracts required under Fla. Statute 197.3632, between the Property Appraiser and Tax Collector. The methodology will be developed for the commercial generation study and for an expanded residential generation study. The estimated completion date for this portion of the Phase will be on or about February 1, 1990. The detail work activity for this Phase will include, but not be limited to, the following: 1) Development and Negotiations of Property Appraiser and Tax Collector Contracts. This task will be to assist the County in the development of contract documents. These contracts will be inclusive of the minimum legal required level of support which those offices will provide to the County in its annual special assessment program. The contracts will also set out the terms and conditions for their services. 2) Review and Evaluation of Existing Systems. This tasks consists of the review of the existing Property Appraiser's and Tax Collector's data base systems. This activity will provide an overview of how the annual assessment system will function and its integration into the various support systems. The basis for the establishment of the data transportation media will be developed in order to insure system's compatibility. 3) Review and Evaluation of the Existing Property Appraiser Data Base. This activity will consist of taking an inventory of all available data elements maintained by the Property Appraisers Office to determine which existing data elements can be utilized in the development of annual billing system and what new elements must be designed. 4) Review and Analysis of Assessment Categories. This task will consist of determining the extent to which each of the 80,000 properties are improved assessable properties in the county and how each will be classified and grouped, by utilizing information developed in Task 3 along with other criteria. 5) Assessment Program Methodology. Utilizing the results of Task 4 and any additional special features which may be requested by the District; such as the petition process, exemption criteria, governmental billings, hazardous waste, etc., the program methodology will be developed. 6) Develop Methodology for Expanded Generation Studies. This task will consist of identifying additional residential areas to be included in the expanded generation study and outlining of the methodology for conducting the residential and commercial testing. PHASE IV(a): Budget The estimated budget of man hours and estimated cost using appropriate personnel required to perform the work tasks previously identified is as follows: Total Estimated Man Hour Budget 1,025 Estimated Dollar Budget $75,000 PHASE IV(b) Development Phase The Development Phase will include assisting the District, based on sight supervision and instruction, in conducting the generation studies, compiling the data from those studies and analyzing the results of the studies. Utilizing the consultant's Property Management and Information System (PMIS) and the results of the studies, the consultants will assist the District in the expansion of property classifications as required, and identification of billable units and the development of the special assessment data base for residential, commercial and governmental properties to be included in the 1990 Annual Special Assessment program. This portion of the Phase will be substantially complete by August 31, 1990. The detail work task for this Phase will include, but not be limited to, the following: 1. Development of System Design and Software Parameters a) District Working Files: This activity will center around the development of the working files which will initially be extracted from the files maintained by the Property Appraiser. The working file will consist of the extracted data along with certain other fields specified by the District which will be necessary for completion of the data base. The working file will be utilized for the data base development, i.e. extraction of data in order to accomplish field testing, input of field test results and the analysis of various outputs. The development and design of the inquiry, input and output parameters will also be provided in this Phase of development. b) District Master File: This file will be developed by the extraction of certain data elements from the working file along with a merge back to the Property Appraiser data files. The master file will serve as the base structure for the on- line file for the annual billing system. The design of this file will also consist of the parameter development for supporting the customer service activities. 2. Development and Verification of the Assessment Data Base: a) Management of the Data Collection Activity: This activity is centered around the field test portion of the project and consists of the development, instruction and general supervision of the field testing program. b) Development of the Assessment Data Base: The input, output and analysis of field test data for the Residential, Commercial and Governmental properties will be utilized to develop the classifications of the residential categories as well as the range classifications of the commercial and governmental properties. c) Development of Rate Classifications: This item will consist of utilizing the data developed in item numbers 1 and 2 above to develop the rate classification for the various categorizations of residential, commercial and governmental properties. d) Meeting with Private Haulers: This meeting will consist of discussions with the haulers in order to avail the program of their collection records. These records will be utilized to obtain frequency of collection data for field tested parcels. 3. Development of Additional Use Codes: This activity will consist of determining, through analysis of field work results, which additional use codes, if any, are needed to allow for the proper segregation of the assessed units. 4. General Activities: The general activities will include procedures performed related to assisting in the preliminary elements of the public relations program, planning and attending meetings with commercial haulers, meetings with members of the County (District) staff and other activities as required. PHASE IV(b) BUDGET: An estimated budget of man hours and cost using appropriate personnel required to perform the work task previously discussed is as follows: Total Estimated Hours 1,725 Total Estimated Dollars $ 100,000 PHASE IV(c) IMPLEMENTATION PHASE: During the Implementation Phase, the consultants will assist the District in the establishment and adoption of rates and fees, the development of a Customer Information System, preparation of the special assessment roll, assistance in the preparation of the required notice to all owners of improved real property, and implementation of billing procedures. The detail work activity for this Phase will include, but not be limited to, the following: 1) DISPOSAL/COLLECTION BILLING AND COLLECTION SYSTEM (MAINFRAME) This task will consist of establishing the design criteria for the development of the billing, collection, distribution and maintenance programs. Once developed various testing procedures will be accomplished to insure accuracy of these programs. The four major elements of this task are as follows: o Establish System Parameters o System Development o System Testing o Develop System Maintenance Procedures 2) SWA CUSTOMER SERVICE INFORMATION SYSTEM This task will consist of the design for the billing and collection information system. The system will be comprised of the following major elements: o Current Year Master File o Customer Service Log Subsystem o Work Order Subsystem o Billing Adjustment Subsystem Each subsystem will be designed to operate independently but will utilize data developed in each of the subsystems. System procedures will be developed to test the system design. Once the system design and procedures have been fully analyzed and tested, system development will begin. Upon completion of system development, the system implementation phase will begin. This phase will consist of system testing and modification where appropriate. Based on the results of system retesting, the information system will be turned over to customer service operations for training. A period of training and any necessary modifications will be accomplished during the turnover phase. The various elements of this task are as follows: o System Design o System Procedures o System Hardware/Software Requirements o System Development o System Implementation The estimated date of completion for this portion of the Phase is September 30, 1990. c 3) PUBLIC INFORMATION PROGRAM The Public Information Program will be developed, to provide information, using various techniques, to the general public, major associations and governmental agencies as well as the County Board. The intensity and quality of the program will be established by the County in conjunction with the Consultants. The estimated budget does not include cost or time for the Public Information Program. The budget would be negotiated at the time the County determined the extent and intensity of such a program. PHASE IV(c) BUDGET: An extended budget of man hours and cost using appropriate personnel required to perform the work task previously discussed is as follows: Total Estimated Hours 1,065 Total Estimated Dollars $751000 IN WITNESS WHEREOF, the parties hereto have caused this Addendum to be executed by the respective authorized representatives this J6 day of �,y 19,6. As to the County MONROE COUNTY BY: -C-�Zk!:� MAYOR/CHAIRMAN ATTEST BY DAXXX4 CLERK OF T BOARD (SEAL) APPROVED AS TO FORM AND JKAL SUFFICIENCY BY: '5 COUNT ATTORNEY As to Consultant BY: DIANE C. ERRERA As The Lead Firm For The Solid Waste Group ATTEST BY: WITNESS (SEAL) Notc''Ij! public, EFa a cf Pctr'6 My Commissicrs Bonded Thru Troy Fain - Insurance Inc.