2nd Amendment 06/20/2012 DANNY L. KOLHAGE
CLERK OF THE CIRCUIT COURT
DATE: July 5, 2012
TO: Christine Hurley, Director
Growth Management Division
ATTN: Mayra Tezanos
Executive Assistant
FROM: Isabel C. DeSantis, D.C.
At the June 20, 2012, Board of County Commissioner's meeting, the Board approved the
following items:
Item H2 Resolution No. 169 -2012 setting July 18, 2012 at 3:00 PM at the Harvey
Government Center, 1200 Truman Avenue, Key West for a public hearing for a proposed
abandonment of a portion of MacDonald Avenue, which is part of Maloney's Subdivision, lying
South of Lots 11, 12, 13, 14, & 15, Block 31 and North of Lots 8, 9, &10, Block 35, and
Northerly of Maloney Avenue in "MALONEY'S SUBDIVISION OF STOCK ISLAND ".
Item H8 Resolution No. 170 -2012 for the reservation for seven (7) affordable
housing allocations retroactive to June 1, 2011, for property described as Mandalay PB 1 -194
Key Largo PT Square 3, Real Estate Numbers 00554720.000000 and 00554720.000100 for a
project known as Mandalay to be constructed by Habitat for Humanity of the Upper Keys.
Item K4 Resolution No. 171A -2012 for the waiver of building permit fees in the
amount of approximately $13,125 to construct 7 affordable housing units for project known as
Mandalay on RE: #00554720.000000 and 00554720.000100, Mandalay PB 1 -194, Key Largo
PT Square 3, for Habitat for Humanity of the Upper Keys (HHUK), requested by Director Jack
Niedbalski.
Item 03 Resolution No. 172 -2012 to amend Resolution #127 -2012, the Planning
& Environmental Resources Fee Schedule to: Clarify that applicants for Administrative Appeal,
who prevail after all appeals have been decided or where the appeal period(s) has expired, shall
have the Administrative Appeal application fee refunded, stating that a full refund does not
require approval by the BOCC unless the appellant prevails only on a portion of the appeal and
in those situations the BOCC shall determine the amount of the refund; repealing any other fee
schedules inconsistent herewith.
Item H4 Fifth Amendment to the Agreement for Professional Services with Keith
J and Schnars (K &S), P.A., for additional services concerning the Naval Air Station
Environmental Impact Study or other studies or activities connected with the National
Environmental Policy Act documents published by the Navy that potentially affect the County in
relation to state requirements for military installation compatibility and increasing compensation
by $46,000.
Item H5 Sixth Amendment to the agreement for professional services with Keith and
Schnars (K &S), P.A., for additional services concerning identifying any potential deficiencies in
the County Comprehensive Plan policies and land development code relative to State regulations
on mining operations, including minimum permitting requirements for mines and the minimum
legal requirements for remediation and restoration after a mine is officially abandoned and
increasing compensation by $7,500.00.
Item H7 Amendment Number two to the Contract between Monroe County and ACS
Government Systems, Inc., (Monroe County Property Appraiser's Software Vendor) to modify
the query tool designed to provide data for ground floor living area (potential downstairs
enclosures) increasing the cost by $3,000.
Enclosed are electronic copies of the above - mentioned resolutions. Duplicate originals of
the agreements are being sent via courier for your handling. Should you have any questions,
please feel free to contact our office.
cc: County Attorney
Finance
File ✓
MONROE COUNTY
AMENDMENT NUMBER TWO TO CONTRACT BETWEEN
MONROE COUNTY AND ACS GOVERNMENT SYSTEMS, INC.
This is Amendment Number Two to CONTRACT (Contract) made and entered into on December 14,
2011, by MONROE COUNTY ( "COUNTY "), a political subdivision of the State of Florida, whose address
is Marathon Govemment Center, 2798 Overseas Highway, Marathon, Florida, 33050, and ACS
Government Systems, Inc. ( "CONTRACTOR "), whose address is 130 Division Street, Waite Park, MN
56387.
WITNESSETH:
WHEREAS, the County entered into a Contract dated December 14, 2011 to design a new software
query tool for the Monroe County Property Appraiser's (Appraiser) office that will enable the Appraiser to
extract parcel data specifically indicating living area on the ground floor of each Monroe County parcel
and export this information to the Growth Management division for a lump sum of $16,500, for use with
the FEMA Floodplain Management; and
WHEREAS, the Contract between Monroe County and ACS Government Systems, Inc was amended to
move the Target Completion date to May 1, 2012; and
WHEREAS, the new software query tool was designed, installed and tested and by the specified
approved May 1, 2012 Target Complete date; and
WHEREAS, modifications must be made to the query tool to accommodate unforeseen complications
with the Property Appraiser's database;
NOW, THEREFORE, the parties agree as follows:
1. The CONTRACTOR shall perform the new tasks listed on Exhibit A to this Amendment to
supplement the tasks completed in the Contract, within the time prescribed so that the query tool
performs according to modified logic detailed on Exhibit A -1.
2. Additional compensation of $3,000 shall be paid according to Exhibit B.
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ACS Government Systems, Inc — BOCC December 14, 2011 Page 1 of 5
Last Modified: 6/4/2012
IN WIT ESS WHEREOF, the parties hereto have caused these presents to be executed on the 4
day of 20 /a .
MONROE COUNTY
(SEAL) BOARD OF COUNTY COMMISSIONERS
Attest: DANNY L. KOLHAGE, CLERK
OF MONROE COUNTY, FLORIDA
By *-AcLefrt. C . Q/Y By >-
Deputy Clerk Mayo vid Rice ., ,•, P 12- \
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ACS GOVER)4MENT SYSTEMS, INC. 82 li
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By 2
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� 1 MICHAEL T. BAUER ro
( /i . ., ./ /I II %. Al 1 / Vice President
Itness ACS Govemn nt Systems, Inc.
Pr ame• J . I. Jfle/i')/e
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(2) /w..:. ,�„
/ Itne
MONROE OUNTY TORNEY ,
1 `` APPRs ED AS • FORM
Print Name: L T.A. G c n %.._ %. .4 . ..,.� '
Date: 0 " ' - i a
STATE OF = s , atiV
COUNTY OF ■ kireen
AO The foregoing in f LA _ - 'as ment was acknowledged be re me is n day of !1. , / / , 2012
by i l�i`f p (insert title) iee_ .�NU( en' and for ACS
GOVERNMENT SYSTEMS, Inc. who is [ 'ersonally known to me, or who [ ] has produced a
drivers license as identification.
T 10 . ii 6/0/(e.._ ' ;' Julie A. Melville ry • ubiic
SEAL `�. Notary �/ Public- commission expires: / 20/5
7 '''' , . MY Comm. Exp. Jan.31, 2015
ACS Government Systems, Inc - BOCC December 14, 2011 Page 2 of 5
Last Modified: 6/4/2012
AMENDMENT NUMBER TWO
Exhibit A: Scope of Services
Title: Parcel Extract for Growth Management ID No: ( CR020
Originator: Monroe County, Florida Organization: ACS Government Systems,
Inc.
Purpose:
The CONTRACTOR will modify the developed new query tool accessing the Monroe County Property
Appraiser's (Appraiser) tax roll database to identify and extract three result sets:
• Parcels whose imagery does not follow the standard left to right pattern, thereby skewing the
query tool output extraction results.
• Parcels that have hidden imagery with section codes, thereby skewing the query tool output
extraction results.
• Parcels, that do not have any of the above flaws, and determined to have identified section codes
in the first drawing (far left hand corner) on a property record page. If one of these section codes
is found, then the query tool will add the parcel to a result set. This results set can then be
opened in a parcel viewer to extract the data to a defined output file.
Note: The list of section codes will be defined by Growth Management per requested run.
Query tool Functionality:
1. Select all COUNTY parcels.
2. Open the sketch file for each Parcel.
3. Determine if imagery pattern is not left to right, if so, extract parcel id into result set 1 (the
remaining pages would then not be processed any further).
4. Determine if hidden imagery exist on parcel, if so, extract parcel id into result set 2 (the tool will
process remaining pages).
5. Otherwise, scan through each Parcel's Sketch files to determine if the sketch has one of the
section codes. If one of the codes exists in the sketch, the query tool will process the buildings
on the sketch and determine which building is at the far left corner which would be the ground
level. It will then determine if one of the codes is in the ground level. If the Sketch file has more
than one page the query tool will search through all pages and determine if one of the pages has
one of the section codes in the ground level.
6. If the query tool determines that a parcel may have a living area in the ground level (identified
section code(s)), then that Parcel will be written to result set 3, the name of the result set can be
configured, but the default will be 'Growth Management Ground Living Area Report
Month/DD/YYYY' with the date being the date of generation.
7. The query tool will loop through all Parcels.
8. Once the query tool has completed, Appraiser staff will open a Parcel viewer, and load in the
result set that was created by the query tool.
9. Appraiser staff shall be able to run Parcel Record Card and extract the data for all the parcels.
This data file will be forwarded to the COUNTY.
Query tool Requirements:
1. Provide ability to modify and /or enter additional section codes into the query function.
2. Execution of job can be stopped and resumed to assist with long runtime issues that may prevent
it from running completely in one night.
3. Populate a Result set table, accessible to the PA through the Parcel Viewer, to contain list of all
the parcel ids to be reviewed. This table can be queried by Appraiser to determine parcels not
processed in result set 1.
ACS Government Systems, Inc — BOCC December 14, 2011 Page 3 of 5
Last Modified: 6/4/2012
4. Upon completion create a text file indicating the total number of parcels, total number of parcels
processed and number of parcels not processed due to error.
5. Create exportable data output in agreed format with Appraiser.
6. The data accurately reflects the parcels having section codes on the ground level.
Timeline Proposed:
Target completion date: September 28, 2012.
This project should begin upon receipt of written approval of contractual agreement with COUNTY.
Accordingly, time allotment for the completion of this project is estimated as follows:
Phase 1
• 2 Days for Coding, Vendor testing Code and Documentation
• 1 Day for Install on Appraiser's system and confirm application running (code entry for query
criteria, extract and export features)
• 20 Days for Property Appraiser to validate data.
Phase 2
• 10 Days for Growth Management to review output data to confirm output is accurate.(commence
30 day data review, reporting inaccuracies)
Phase 3
Additional Time as Needed within 30 Day Review:
• Support and bug fixing as required with response and proposed resolution from ACS within 2
working days of notification by COUNTY to ACS
• Provision of modification to COUNTY /Appraiser
• 2 Days for Appraiser and /or Growth Management approving modifications
Impact on Resources:
Work will be assigned and scheduled accordingly to meet the target completion date in the Timeline
Proposed Section above. CONTRACTOR is committed to completing all necessary work by the timeline
mutually agreed to by CONTRACTOR and COUNTY. However, CONTRACTOR and COUNTY both
understand that there are variables outside of the control of both COUNTY and CONTRACTOR that may
impact the schedule and target completion date. If extension of time is necessary agreement shall be
obtained according to section 7.1 in the Contract.
Assumptions:
o The first drawing displayed (on left hand side) of a property record page represents the ground level.
o Imagery patterns not following left to right flow can be identified and flagged.
o Hidden imagery/section codes can be identified and flagged.
o Appraiser will provide a test environment for testing data output.
o Appraiser will install the query tool and configure the query tool on its system using files and
instructions provided by CONTRACTOR.
o Appraiser and COUNTY Growth Management staff is responsible for full system testing prior to
promotion of the changes to the production environment.
o The Query Tool will be compatible with the Appraiser Computer Assisted Mass Appraisal Software,
and will meet the minimum standards set forth in Minimum Standards Contract between the
CONTRACTOR and Appraiser.
ACS Government Systems, Inc — BOCC December 14, 2011 Page 4 of 5
Last Modified: 6/4/2012
AMENDMENT NUMBER TWO
EXHIBIT A -1: QUERY LOGIC
Start
1
Get Ust of Acdvs Sketches
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Loop I Group Components
_ into their level
Nest
Component
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to file
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Find Left Most Level
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level Components for —Found-10K 'Ghost' bulklxK _ ActN y output file
coded: Using SQL Query 7 - .
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Flag u Ghost' and writ. to
Next Page an output hk
Neat Sketch 4
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End
AMENDMENT NUMBER TWO
Exhibit B: Cost of Services
An additional lump sum fee of $3,000 U.S. shall be paid to CONTRACTOR upon the successful
completion of the following services as identified in Exhibit A to this Contract: development, coding and
testing, instructional documentation for the Appraiser's office, debugging, support, and project
management.
o The cost is based on CONTRACTOR'S current understanding of the project as outlined in the
Purpose section in Exhibit A.
o Any change to the cost will be subject to the CONTRACTOR Change Control Process and COUNTY
contract; the impact on schedule and resources will be re- evaluated. Should an increase in cost be
required, approval from the Monroe County Board of County Commissioners must be obtained.
o COUNTY may be billed upon acceptance of the work.
o COUNTY has a maximum 30 days from the date of delivery of the work outlined in Exhibit A to
review and provide feedback. If after 30 days feedback has not been provided, or feedback provided
is not in scope of the current Amendment, then the deliverables are deemed to be accepted and the
County may be billed for the work.
o Invoice forwarded to COUNTY will specify the date of completion for each task specified in the
Timeline Section above and total fee amount due.
o The cost for travel and living expenses are not included and not required as all work will be done
remotely
ACS Government Systems, Inc - BOCC December 14, 2011 Page 5 of 5
Last Modified: 6/4/2012