5th Amendment 04/15/2015 i
/ `
S �
/ pM,'{,tr. ,, `4 AMY HEAVILIN, CPA
K.,,.....
„,, , COMPTROLLER
, C OF CIRCUIT COURT & CO
�', MONROE COUNTY, FLORIDA
s �'
DATE: April 29, 2015
TO: Kevin Wilson
Director of Engineering
ATTN: Pamela Hancock
FROM: Lindsey Ballard, D. C
At the April 15, 2015 Board of County Commissioner's meeting the Board granted approval and
authorized execution of Item C24 Amendment 5 with Government Services Group, Inc. for additional
services required to support preparation of the County's CAFR, and to develop and implement the non-
ad valorem special assessment program for the Long Key and Stock Island phase II. Funding of these
increases ($17,275 this year and $2,000 /year in future years), comes from assessment revenues.
Enclosed is a duplicate original executed on behalf of Monroe County, for your handling. Should you
have any questions, please feel free to contact me.
CC: County Attorney
Finance
File N./
500 Whitehead Street Suite 101, PO Box 1980, Key West, FL 33040 Phone: 305 -295 -3130 Fax: 305 - 295 -3663
SCANNED 3117 Overseas Highway, Marathon, FL 33050 Phone: 305 - 289 -6027 Fax: 305- 289 -6025
88820 Overseas Highway, Plantation Key, FL 33070 Phone: 852 -7145 Fax: 305- 852 -7146
FIFTH AMENDMENT TO CONTRACT
FOR CONSULTING SERVICES FOR
DEVELOPMENT AND ADMINISTRATION OF NON AD- VALOREM ASSESSMENT
PROGRAM
This Amendment is made and entered into thislS4-1,day of April, 2015, by and between
Monroe County and Government Services Group, Inc. (GSG), in order to amend the Agreement
between the parties dated April 15, 2009 and the First Amendment between the parties dated
January 19, 2011, and the Second Amendment dated April 18, 2012, and the Third Amendment
dated August 15, 2012, and the Fourth Amendment dated May 15, 2013 for non -ad valorem
assessment services.
WITNESSETH:
WHEREAS, on April 15, 2009 the parties entered into the AGREEMENT FOR
CONSULTING SERVICES for Development and Administration of Non -Ad Valorem
Assessment Programs herein referred to as GSG Agreement; and
WHEREAS, the County has executed First, Second, Third and Fourth Amendments for
Consulting Services for Development and Administration of Non -Ad Valorem Wastewater
Assessment Programs; and
WHEREAS, additional consulting work needs to be completed for the Non -Ad Valorem
Wastewater Assessment Programs; and
IN CONSIDERATION of the mutual promises contained herein, the parties hereby agree
as follows:
1. Monroe County has determined that Additional Services up to $15,000.00 may be
performed under the Agreement upon approval of a proposal by GSG to conduct such
Additional Services; and
2. Monroe County has requested that GSG provide Additional Services to assist the
County Clerk's Office in the audit support for preparation of the County Comprehensive
Annual Financial Report for Fiscal Year 2013 -14 on an hourly basis with a not -to- exceed
amount of $15,000.00; and
3. GSG has provided Additional Services to assist the County Clerk's Office in the audit
support for preparation of the County Comprehensive Annual Financial Report for Fiscal
Year 2013 -14 by expending the hours indicated on the Invoice provided as Appendix A;
and
4. Monroe County has requested that GSG complete Tasks 1 -7 necessary for the
development and implementation of the non -ad valorem assessment program for the
Long Key Service Area and the Stock Island 2 Service Area on the 2015 tax bill in
accordance with the Scope of Services, fees and payment schedule provided in
Attachment B; and
5. Monroe County has requested that GSG complete the Second Amendment Task 6
annual services to certify and deliver the tax rolls for Fiscal Year 2015 -16 through Fiscal
Year 2018 -19 in accordance with the Scope of Services, fees and payment schedule
provided in Attachment B; and
6. All other provisions of the GSG Agreement entered into April 15, 2009 as amended by
the First, Second, Third and Fourth Amendments dated January 19, 2011, April 18,
2012, August 15, 2012, and May 15, 2013, respectively for non -ad valorem assessment
services which are not inconsistent herewith shall remain in full force and effect.
IN WITNESS WHEREOF, each party has caused this Agreement to be executed by its duly
authorized representative on the day and year first above written.
(SEAL) BOARD OF COUNTY COMMISSIONERS
Attest: Amy Heavilin, Clerk OF MONROE COUNTY, FLORIDA
// "a' / B
By: � -� _ y :
Deputy Clerk Mayor/ ai
Date: A N I 1 S* , ,'DI S
(Seal) CONSULTANT
Atte
By: e)41 (ffi 6
BY: .dUI A
Title: Office Man Title: Senior Vice President
�> " ' - TAMMY PETERS
'I~ ,. A Commission # FF 020546 END OF AGREEMENT
Expires August 31, 2017
;% Boded ihu Troy Fin Mmuma1100395.T019
MON E COUNTY ATTORNEY
AP S
OV AT Fjt ^ •
�YNT IA L. ALL
ASSISTANT COUNTY ATTORNEY
Date 4
Attachment B
GSG Fifth Amendment
Scope of Services, Fees and Payment Schedule
Work Performed during Fiscal Year 2014 -15 for Fiscal Year 2015 -16
Scope of Services for Long Key and Stock Island 2
Task 1: Evaluate project data and review apportionment methodology Evaluate the
project information obtained from County staff. Such data may include the GIS
database, information developed by Monroe County staff, tax roll information,
and maps depicting the location of proposed improvements.
Task 2: Create preliminary assessment roll Using the tax roll files and the assessment
database, GSG will create a preliminary assessment roll.
• Determine geographic areas to be included within the assessment program
and the parcels within each project's geographic area.
• Apply apportionment methodology to assessment database to test the data
validity and legal sufficiency.
• Determine the total number of billing units based on the apportionment
methodology and determine revenue requirements.
• Develop and apply the schedule of rates using the apportionment
methodology and revenue requirements for the assessment program.
Task 3: Review of legal documents Review of the implementing resolutions and
documentation associated with the creation of the indicated assessment
programs.
Task 4: Assist with Rate Adoption Assist the County with the final rate adoption
process for the assessment program including (a) the legal requirements for any
public hearings and (b) the development of appropriate published notice and /or
printing, stuffing and mailing of any notices or bills.
Task 5: Assist with Prepayment Process Assist the County with the prepayment
process for the assessment program including the printing, stuffing and mailing of
the prepayment notices.
Task 6: Prepare final assessment roll Based on the prepayments collected by the
County, GSG will prepare the adjusted final assessment roll that will implement
the assessment program and will interface with the Monroe County Tax
Collector.
Task 7: Certify final assessment roll in conformance with uniform method Using the
final assessment roll and updating any changes or modifications, GSG will
prepare a file on compatible electronic medium capable of merger with the ad
valorem tax roll files. GSG will develop test files and conduct test merger
procedures to minimize errors.
Fees and Costs for Work Performed during Fiscal Year 2014 -15 for Fiscal Year 2015 -16
for Long Key and Stock Island 2
The fees for GSG to provide the professional services described in the proposed Scope of
Services are $2,500 for the Long Key Assessment Program and $3,000 for the Stock Island 2
Assessment Program. These fees include reimbursement for all out -of- pocket expenses,
except as noted below.
The professional services fee does not include any on -site visits to the County. Any requested
on -site meetings by GSG staff may be arranged at our standard hourly rates provided below. All
expenses related to these requested 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
Senior Vice President $175
Vice President $160
Senior Project Manager /Consultant/Project Coordinator $160
Consultant/Database Analyst/Technical Services $130
Administrative Support $ 50
The professional services fee does not include the costs of producing and mailing the statutorily
required first class notices or the prepayment notices. Mailing and production costs depend on
the number of assessable parcels of property within the assessment program 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 County is responsible for any and all newspaper publications, including, but not limited to,
making arrangements for publications and any costs associated therewith.
The County 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.
Annual Assessments Scope of Services and Fees for Work Performed during Fiscal Year
2014 -15 for Fiscal Year 2015 -16
Monroe County agrees to pay $43,000 for work performed during Fiscal Year 2014 -15 for the
Fiscal Year 2015 -16 for completion of the Second Amendment Task 6 necessary for the annual
certification, maintenance, on -line databases and certification of Stock Island, Big Coppitt, Duck
Key, Cudjoe Regional Inner Islands and Cudjoe Regional Outer Islands Non -Ad Valorem
Assessment Rolls (including all supplemental assessment rolls) for Fiscal Year 2015 -16.
i
Summary of Fees and Payment Schedule for Work Performed during Fiscal Year 2014 -15
for the Fiscal Year 2015 -16:
Payment Due
Professional Fees January 2015 April 2015 July 2015 September 2015
Annual work $ 43,000 $ 10,750 $ 10,750 $ 10,750 $ 10,750
Audit Support $ 11,775 $ 11,775
Long Key $ 2,500 $ 1,250 $ 1,250
Stock Island 2 $ 3,000 $ 1,500 $ 1,500
Subtotal $ 60,275 $ 10,750 $ 25,275 $ 10,750 $ 13,500
Estimated Mailing
Costs
All First Class Notices $ 405 $ 405
All Prepayment Notices $ 405 $ 405
Subtotal $ 810 $ - $ - $ 405 $ 405
Grand Total $ 61,085 $ 10,750 $ 25,275 $ 11,155 $ 13,905
Scope of Services, Fees and Payment Schedule for Work Performed during Fiscal Years
2015 -16 through 2017 -18 for Fiscal Years 2016 -17 through 2018 -19
Monroe County agrees to pay $45,000 each year for completion of the Second Amendment
Task 6 necessary for the annual certification, maintenance, on -line databases and certification
of Stock Island, Big Coppitt, Duck Key, Cudjoe Regional Inner Islands, Cudjoe Regional Outer
Islands, Long Key and Stock Island 2 Non -Ad Valorem Assessment Rolls (including all
supplemental assessment rolls) for work performed during Fiscal Years 2015 -16 through 2017-
18 for Fiscal Years 2016 -17 through 2018 -19.
Fees and Payment Schedule for Work Performed during Fiscal Years 2015 -16 through
2017 -18 for Fiscal Years 2016 -17 through 2018 -19:
Payment Due Each
Year
Professional Fees January April July September
Annual work $ 45,000 $ 11,250 $ 11,250 $ 11,250 $ 11,250