Item O1BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: December 9, 2015 Department: Wastewater
Bulk Item: Yes No X Staff Contact /Phone #: Kevin Wilson
AGENDA ITEM WORDING: Approval to execute Amendment 7 with Government Services
Group, Inc. (GSG) to reinstate tasks 1-7 outlined in the Fifth Amendment necessary for the
development and implementation of the non -ad valorem assessment program for the Stock Island
Phase 2 Service Area on the 2016 tax bill. Contract increases $3,000.00 this year and $1,000.00 per
year through the end of the contract; funding will come from the assessment revenues.
ITEM BACKGROUND: In April 2015 Monroe County BOCC contracted with GSG to develop and
implement the non -ad valorem assessment program for the Stock Island 2 Service area. In July 2015
Monroe County BOCC postponed Stock Island phase 2 assessment until we could reconcile payments
and construction with KWRU.
PREVIOUS RELEVANT BOCC ACTION: The BOCC has approved contracts with GSG for:
Development and administration of non -ad valorem assessment program; April 15 2009, revising fee
and adding additional annual services for the delayed Cudjoe Regional Service area; January 19, 2011
revising fee schedule and adding additional services for supplemental tax rolls; April 18, 2012,
processing appeals; August 15, 2012, extending annual services to certify and deliver the tax roll for an
additional 5 years; May 15, 2013, additional services to assist the County Clerk's Office for CAFR;
April 15, 2015, additional annual services for Long Key, No Name Key and expanded parcels; July 15,
2015.
CONTRACT/AGREEMENT CHANGES: Amendment reinstates task 1-7 in Amendment 5 to
develop and implement the non -ad assessment program for Stock Island Phase 2 for the 2016 tax bill.
This reinstatement increases the contract by $3,000.00 this year for Stock Island 2 and $1,000.00
annually through the end of the contract for all service areas. The cost of the assessment program paid
for by the assessment revenues.
STAFF RECOMMENDATIONS: Approval as stated.
TOTAL COST: $143,270.00_ INDIRECT COST: _BUDGETED: Yes X No
(current FY: $49,270)
DIFFERENTIAL OF LOCAL PREFERENCE:
COST TO COUNTY: $143,270.00 SOURCE OF FUNDS: non -ad valorem assessments
REVENUE PRODUCING: Yes No X AMOUNT PER MONTH Year
APPROVED BY: County Attorney C/OMB/Purchasing Risk Managemen
DOCUMENTATION: Included
DISPOSITION:
Not Required_
AGENDA ITEM #
Revised 6'15
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT COSTS
Total Dollar Value of Contract: $ [l: Y, Current Year Portion: $ �
Budgeted? Yes® No ❑ Account Codes: - -
Grant: $ - - -
County Match: $ - -_ -
ADDITIONAL COSTS
Estimated Ongoing Costs: $ lyr For:
(Not included in dollar value above) (e,g, maintenance, utilities, janitorial, salaries, etc
CONTRACT REVIEW
Changes
Date In Ne d
Department Head 1` Yes❑ No
RiskManagement ■
O ■ .
County Attomey 11 -V--Ma i
a�
OMB Form Revised 2/27101 MCP #2
SEVENTH AMENDMENT TO CONTRACT
FOR CONSULTING SERVICES FOR
DEVELOPMENT AND ADMINISTRATION OF NON -AD VALOREM ASSESSMENT
PROGRAM
This Amendment is made and entered into this _ day of December, 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, and
the Fifth Amendment dated April 15, 2015, and the Sixth Amendment dated July 15, 2015, 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, Fourth, Fifth and Sixth
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 requested that GSG complete Tasks 1-7 outlined in the Fifth
Amendment necessary for the development and implementation of the non -ad valorem
assessment program for the Stock Island 2 Service Area on the 2016 tax bill; and
2. Monroe County has requested that GSG complete the annual services as outlined in
Task 6 on the Second Amendment to certify and deliver the tax rolls for Fiscal Year
2016-17 through Fiscal Year 2018-19 in accordance with the Scope of Services, fees
and payment schedule provided in Attachment B; and
3. All other provisions of the GSG Agreement entered into April 15, 2009 as amended by
the First, Second, Third, Fourth, Fifth and Sixth Amendments dated January 19, 2011,
April 18, 2012, August 15, 2012, May 15, 2013, April 15, 2015, and July 15, 2015
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)
Attest: Amy Heavilin, Clerk
By:
Deputy Clerk
Date:
(Seal)
Attest:
BY:®
Title:
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By:
Mayor/Chairman
CONSULTANT
By;
Title;
END OF AGREEMENT
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Attachment B
GSG Seventh Amendment
Scope of Services, Fees and Payment Schedule
I.
Scope of Services for the Stock Island 2 Service Area (Work Performed during Fiscal
Year 2015-16 for Fiscal Year 2016-17)
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 2015-16 for Fiscal Year 2016-17
for the Stock Island 2 Service Area
The fees for GSG to provide the professional services described in the proposed Scope of
Services are $ $3,000 for the Stock Island 2 Service Area. 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
VicePresident................................................................................ $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 mailing costs for the Stock Island 2 Service Area are estimated at $270.
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.
II.
Annual Assessments Scope of Services and Fees for Work Performed during Fiscal Year
2015-16 for Fiscal Year 2016-17
Monroe County agrees to pay $46,000 for work performed during Fiscal Year 2015-16 for the
Fiscal Year 2016-17 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, No Name Key
Service Area, the Torches Service Area and the Expanded Area within Cudjoe Key that includes
35 additional tax parcels Non -Ad Valorem Assessment Rolls (including all supplemental
assessment rolls)for Fiscal Year 2016-17.
Summary of Fees and Payment Schedule for Work Performed during Fiscal Year 2015-16
for the Fiscal Year 2016-17:
Professional Fees
January 2016
April 2016
July 2016
September 2016
Annual worm
$ 46,00o
$ 11,500
$11,500
$12,500
$
11,500
Stock Island 2
=
$ 3,000 _
1 $ ,500
$
1,500
Subtotal
$ 49,000
$ 11,500
$13,000
$ 1Z,500
$
13,000
Estimated Mailing Costs
All, First Class Notices
$ 135
s 135
All Prepayment Notices
$ 3-35
_
s
135
Subtotal
$ 270
$
$
$ 135
$
135
Grand Total
$ 49,270
_
$ 11,500
.......
$13,000
$ 11,635
$
13,135
Ill.
Scope of Services, Fees and Payment Schedule for Work Performed during Fiscal Years
2016-17 through 2017-18 for Fiscal Years 2017-18 through 2018-19
Monroe County agrees to pay $47,000 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, No Name Key Service Area, the Torches Service Area and the Expanded
Area within Cudjoe Key that includes 35 additional tax parcels, Stock Island 2 Non -Ad Valorem
Assessment Rolls (including all supplemental assessment rolls) for work performed during
Fiscal Years 2016-17 through 2017-18 for Fiscal Years 2017-18 through 2018-19.
Fees and Payment Schedule for Work Performed during Fiscal Years 2016-17 through
2017-18 for Fiscal Years 2017-18 through 2018-19:
Payment Due Each Year
Professional Fees January April July She tember
Annual work $ 47,000 $ 11,750 $11,750 $11,750 s 11,750