Item M09County of Monroe
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BOARD OF COUNTY COMMISSIONERS
Mayor George Neugent, District 2
The Florida. Key
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Mayor Pro Tem David Rice, District 4
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Danny L. Kolhage, District I
Heather Carruthers, District 3
Sylvia J. Murphy, District 5
County Commission Meeting
January 18, 2017
Agenda Item Number: M.9
Agenda Item Summary #2515
BULK ITEM: No DEPARTMENT: Sustainability
TIME APPROXIMATE: STAFF CONTACT: Rhonda Haag (305) 453 -8774
N/A
AGENDA ITEM WORDING: Approval of a $28,000 base contract with Government Services
Group, Inc., plus two 1 -year options for $5,000 each year, to provide professional services to assist
the County in setting up the special assessment program to fund operations and maintenance of the
Canal Restoration Demonstration Project Canals in Big Pine Key, Geiger Key and Key Largo, with
the work to be performed in FY 2017 for special assessments to be collected beginning in FY 2018.
ITEM BACKGROUND: Under F.S. 197.3632(4) and (5) and Monroe County Code sections 20-
157 through -163, if the County wishes to collect non -ad valorem special assessments in the
upcoming fiscal year using the Uniform Method for the levy, collection and enforcement of non -ad
valorem assessments, the County must adopt an initial assessment resolution and final assessment
resolution. The resolutions must list the properties to be assessed, the amounts of the assessments,
and the purpose for the assessments. The resolutions will be considered at public hearings in spring
and summer 2017.
Government Services Group, Inc. ( "GSG') currently serves as the County's advisor for special
assessment programs for solid waste and wastewater. The County requires assistance in formulating
the initial and final assessment resolutions, which will include formulation of the methodology for
imposition of the assessments, and preparation of the lists of properties to be assessed. GSG has the
history with the County and expertise to assist in these areas. Chapter 4 of the Purchasing Policy
states that the purchase of professional services may be exempted from competitive solicitation. The
definition of "professional services" includes management consultants.
The Monroe County Board of County Commissioners has previously approved restoration work
totaling approximately $7 million to improve the water quality on the following seven (7) canals as
part of a pilot program to test the efficacy of the technologies: canals 29 (Key Largo); 83 (Rock
Harbor, Key Largo); 266, 277, 287 and 290 (Big Pine Key); and 470/472 (Geiger Key). The
objective of the pilot program was to test the efficacy of four different types of technologies (or
combinations thereof) on the canals (backfilling, organic removal, air curtains, and culverts) and use
the improved canals as a predictor for the cost and water quality gains to be achieved. All of the
canals, with the exception of the one canal that used only the backfilling technology (canal 29 in Key
Largo), will require future expenditure of funds to cover operations and maintenance costs. The
property owners on the canals where work was performed have already and will continue to realize
benefits as a result of the restoration work, including but not limited to gains in overall appearance of
their property, increase in property values, and improved use of the canals for fishing, swimming
and other recreational uses. It is therefore appropriate for the County to collect funds to cover the
cost of O &M from the property owners who realize the special benefits of the restoration work in the
form of special assessments, provided the cost is distributed so that they are fairly and reasonably
apportioned to the subject properties.
PREVIOUS RELEVANT BOCC ACTION:
11/16/16: Approval of a resolution directing staff to continue with development of a program to
collect special assessments and the creation of municipal service benefit units (MSBUs) to collect
funds to pay for ongoing operation and maintenance (O &M) costs for existing canal water quality
restoration projects.
12/14/16: Public hearing to consider approval of a resolution of Monroe County, Florida electing to
use the uniform method of collecting non -ad valorem special assessments levied within the County
toward the cost of providing Operations and Maintenance costs for canal restoration demonstration
projects on Big Pine Key, Geiger Key and Key Largo; stating a need for such levy; providing for the
mailing of this resolution; and providing for an effective date.
CONTRACT /AGREEMENT CHANGES:
Not Applicable
STAFF RECOMMENDATION: Approval
DOCUMENTATION:
GSG Canal Special Assessment signed Agreement
Appendix A Scope of Services
Appendix B - Annual Proposal
FINANCIAL IMPACT:
Effective Date: January 18, 2017 Expiration Date: January 17, 2020
Total Dollar Value of Contract: $38,000 Total Cost to County: $38,000
Current Year Portion: $28,000 Year l; $5,000 Year 2; $5,000 Year 3
Budgeted: Yes
Source of Funds: Sustainability Funds CPI: N/A
Indirect Costs: N/A
Estimated Ongoing Costs Not Included in above dollar amounts: TBD
Revenue Producing: No If yes, amount:
Grant: N/A County Match: N/A
Insurance Required: Yes
Additional Details: Funds are budgeted under Sustainability — for Environmental Engineering
services. Budget is setting up a cost center to fund this contract. The cost center will be reimbursed
when the canal MSBUs begin to collect funds, anticipated to start November 2017.
01/18/17 001 -05008 - SUSTAINABILITY
$28,000.00
REVIEWED BY:
Rhonda Haag
Completed
12/20/2016 7:35 AM
Cynthia Hall
Completed
12/22/2016 11:24 AM
Budget and Finance
Completed
12/29/2016 3:52 PM
Maria Slavik
Completed
12/30/2016 7:26 AM
Kathy Peters
Completed
12/30/2016 9:06 AM
Board of County Commissioners
Completed
01/18/2017 9:00 AM
Professional Services Agreement by and between
Monroe County, Florida, and Government Services Group, Inc.
This Professional Services Agreement (the "Agreement ") is entered into this day of
January, 2017, by and between Monroe County (the "County "), and Government Services
Group, Inc. ( "GSG "), a Florida corporation.
WITNESSETH
WHEREAS, Monroe County is in the process of developing a special assessment program
to fund a canal restoration program beginning in FY 2018, which will require the preparation
of initial and final assessment resolutions and development of the methodology for the
assessments as well as all other services described in the Scope of Services attached
hereto as Appendix A, as well as the services required for the ongoing annual canal
maintenance assessment program attached hereto as Appendix B; and
WHEREAS, GSG is well qualified and experienced in assisting local government with the
development and implementation of non -ad valorem assessments and GSG has provided
assistance to Monroe County in running both its Canal and solid waste special assessment
program; and
WHEREAS, GSG personnel have agreed to make themselves available to provide
professional services to assist the County in setting up the special assessment program to
fund operations and maintenance of the Canal Restoration Demonstration Project canals;
and
WHEREAS, the parties desire to enter into an agreement for the services necessary to set
up the special assessment program.
NOW, THEREFORE, the parties hereto agree as follows:
TERMS
1. Recitals. The recitals and all statements contained herein are hereby incorporated
into and made a part of this Agreement.
2. Services to be Performed by GSG. GSG shall, in conjunction with the general
direction of the office of the County Administrator, County Attorney or their
representative designees, provide the professional services described in the Scope
of Services attached hereto as Appendix A in order to assist the County in the
development of the assessment program to fund the operations and maintenance
of the initial six (6) Canal Restoration Demonstration Project canals ( "Canal
Assessment Project" or "Project "). The services described in Appendix A will be
performed in FY 17, for assessments to be collected in FY 18.
In addition, after adoption of the assessment program and beginning on October 1,
2017, GSG shall provide the professional services required for the ongoing annual
canal maintenance assessment program described in Appendix B, attached hereto.
3. Term of the Agreement and Time Requirements. This Agreement shall become
effective upon the signature by the duly authorized representative of the County and
GSG Canal Assessment Project, and shall remain in effect until terminated by the
parties.
Upon approval of this Agreement by both parties, GSG shall promptly begin and
diligently provide the professional services contemplated herein generally in
accordance with the Project Schedule attached hereto as Appendix A so that the
County may achieve its objective. Accordingly, time is of the essence.
After adoption of the assessment program, and beginning on October 1, 2017, GSG
shall provide the professional services described in Appendix B in accordance with
the Schedule of Project Deliverables listed therein.
In the event of termination prior to the completion of the Canal Assessment Project
provided for by this Agreement, such termination shall in no way prejudice the
payments due to GSG for services rendered, provided that the termination is not due
to a default on the part of GSG. The County, at its sole option, may decide not to
move forward at any time, with only the professional fees and expenses actually
incurred through the date GSG is notified of termination then being due and payable.
In the event the County terminates this Agreement for any reason other than default
by GSG prior to completion of the FY 2018 assessment roll and the County
continues to proceed with a canal special assessment, the County shall provide a
written general release to GSG, which is unqualified and absolute, concerning all
advice, work product, responsibility and liability arising under this Agreement relating
to such assessment roll.
a. Schedule of Fees. For services to be provided hereunder by GSG and its
subcontractors for the services described in the Scope of Services in Appendix A,
GSG shall work under a lump sum professional fee arrangement described in the
Scope of Services in Appendix A on the payment basis described in the Critical
Events Schedule.
The lump sum fee includes reimbursement for all actual costs incurred, including by
way of example and not limitation, photocopies, long distance telephone charges,
overnight delivery services, and travel expenses except for the reimbursement for
the costs of producing, stuffing and mailing the required first class notices or
information obtained from the Property Appraiser, or like public official, which shall
be considered a Canal Assessment Project cost and will depend on the number of
assessable parcels for Fiscal Year 2018. Such costs will be due and payable upon
the adoption of the preliminary assessment resolution.
In the event that additional services are required to complete the Canal
Assessment Project prior to 10/1/2017, GSG will provide a proposal for the
additional services at the standard hourly rates of GSG, provided in Appendix A.
Additional services up to five thousand dollars ($5000.00) may be performed under
this Professional Services Agreement.
The fees and costs described in Appendix A includes a total of two (2) on -site visits
to the County. Hourly time for additional meetings will be billed using the standard
hourly rates listed in Appendix A. Expenses related to additional meetings will be
billed in conformance with section 112.061, Florida Statutes.
For the services to be provided by GSG and its subcontractors for the services
described in the Scope of Services in Appendix B, GSG shall work under the lump
sum professional fee arrangement described in Appendix B, on the payment basis
described in the Critical Events Schedule. This fee does not include any on -site
visits by GSG staff. Any on -site visits may be arranged at the hourly rates shown
on Appendix B. All travel expenses for such visit shall be billed in accordance with
section 112.061, Fla. Stat.
5. Cooperation of the County. It shall be the obligation of the County to timely provide
GSG with all reasonably required information, data and records necessary to
complete the Canal Assessment.
The scope of services contemplated herein contemplates that the County will timely
provide the necessary budget background, apportionment information, the
Equivalent Dwelling Unit ( "EDU ") allocation, impervious area data and any other
data required to develop the Canal Assessment Project; will timely provide staff to
conduct any field research (e.g., activities necessary to supplement incomplete data
on the ad valorem tax roll); and will provide swift policy direction regarding various
components of the methodology.
s. Documents. All documents, electronic media, and other data developed by GSG in
connection with the Canal Assessment Project shall be reproduced and made
available to the County by GSG at any time upon request of the County. When any
work contemplated under this Agreement is completed or for any reason is
terminated prior to completion, all of the above data shall be timely reproduced and
delivered to the County upon written request.
7. Termination. The County reserves the right to terminate this Agreement at any time,
by written notice. In the event of such termination GSG shall be entitled to the
professional fees on an hourly basis from the last percentage of the project
completed and expenses for actual costs incurred for work performed hereunder
through the date GSG is notified of termination.
s. Default Provision. In the event that GSG shall fail to comply with each and every
term and condition of this Agreement or fail to perform any of the terms and
conditions contained herein, then the County, in addition to all other remedies
available by law, at its sole option and upon written notice to GSG, may cancel and
terminate this Agreement.
s. Conflict of Interest. GSG covenants that no person under their employ who
presently exercises any functions or responsibilities in connection with this
Agreement has any personal financial interest. direct or indirect, with the County.
GSG covenant that, in the performance of this Agreement, no person having such
conflicting interests shall be employed. Any such interests on the part of GSG or its
employees, subcontractors or employees of its subcontractors must be disclosed in
3
writing to the County. Also, GSG is aware of the conflict of interest laws of the State
of Florida, and agrees that it shall fully comply in all respects with the terms of said
laws. GSG further warrants that it has not employed, retainer or otherwise had act
on its behalf, any current or former County officer or employee, in violation of Section
2 or 3 of Monroe County Ordinance No. 10 -1990. For breach or violation of this
provision the County may, in its discretion, terminate this Agreement without liability
and may also, in its discretion, deduct from the Agreement the full amount of any
fee, commission, percentage, gift or consideration paid to the current or former
County officer or employee.
10. Award of Agreement. GSG warrants that it has neither employed nor retained any
company or person to solicit or secure this Agreement. that it has not paid or agreed
to pay any company or person any fee, commission, percentage, brokerage fee, or
gifts or any other consideration contingent upon or resulting from the award or
making of this Agreement.
GSG also warrants that to the best of its knowledge and belief no office holder or
employee of the County is interested directly or indirectly in the profits or
emoluments of this Agreement.
11. Entire Agreement. This Agreement represents the entire and integrated agreement
between the County and GSG and supersedes all prior negotiations, representations
or agreements, either written or oral. This Agreement may be amended only by
written instrument executed by the County and GSG. The parties hereto agree that
this Agreement shall be construed and enforced according to the laws, statutes and
case law of the State of Florida.
12. Successors and Assigns. This Agreement shall be binding upon the parties hereto
and their respective heirs, executors, legal representatives, successors and assigns.
13. Insurance. GSG shall maintain during the terms of this Agreement professional
liability insurance in a minimum amount of $500,000; general liability insurance in a
minimum amount of $300,000; and vehicle liability in a minimum amount of $100,000
covering all liability arising out of the terms of this Agreement. GSG shall provide
original insurance certificates listing the Monroe County Board of County
Commissioners as certificate holder and additional insured within ten (10) days
following approval of this agreement by the Monroe County Board of County
Commissioners.
14. Nondiscrimination In Employment. GSG shall not discriminate against any
employee or applicant for employment because of race, color, religion, sex, sexual
orientation, age, pregnancy status, disability, national origin, or marital status. GSG
shall take affirmative action to ensure that applicants are employed, without regard
to their race, color, religion, sex, sexual orientation, age, pregnancy status, disability,
national origin, or marital status. Such action shall include, but not be limited to the
following: employment, upgrading, demotion, or transfer, recruitment or recruitment
advertising, layoff or termination, rates of pay or other forms of compensation, and
selection for training, including apprenticeship. GSG agrees to post in conspicuous
places, available to employees and applicants for employment, notices to be
provided by its personnel officer setting forth the provisions of this equal opportunity
M
clause.
15. Independent Contractor. GSG and its employees and agents and any sub -
consultants and their employees and agents, shall be deemed to be independent
contractors and not agents or employees of the County; and shall not attain any
rights or benefits generally afforded classified or unclassified employees; further
they shall not be deemed to be entitled to Florida Workers' Compensation benefits
as employees of the County.
16. Non- Delegablllty. It is understood and agreed that the obligations undertaken by
GSG pursuant to this Agreement shall not be delegated or assigned to any other
person or firm without the County's prior written consent, which may be withheld at
County's sole discretion.
17. Best Efforts. GSG covenants and agrees to use its best efforts to assist in
accomplishing the County's objectives. The use of special assessments is often
politically contentious and can be subject to challenge. Because the state of the law
is always subject to change, GSG cannot provide any indemnification or guarantee
relative to any challenge to the validity of the Canal assessment. GSG's obligation
is to share their experience and provide their best efforts providing a reasonable
analysis and approach to the development of a non -ad valorem assessment
program. Errors or omissions in the development of any assessment roll will be
addressed, with the permission of the County, by developing remedies and
procedures for the County within any implementation documents that are developed
for or adopted by the County. Reassessment or the development and reassessment
of any remedy or cure resulting from an administrative error or omission by GSG
and its subcontractors and the direct costs related thereto shall be provided by GSG
and its subcontractors at no additional charge to the County.
18. Notices. All notices or other communications which shall or may be given pursuant
to this Agreement shall be in writing and shall be delivered by personal service, or
by registered mail addressed to the other party at the address indicated herein or as
the same may be changed from time to time. Such notice shall be deemed given on
the day on which personally served; or, if by mail, on the fifth day after being posted
(return receipt requested) or the date of actual receipt, whichever is earlier.
MONROE COUNTY: GOVERNMENT SERVICES GROUP, INC.:
Roman Gastesi Camille P. Tharpe Senior Vice President
County Administrator Government Services Group, Inc.
Monroe County 1500 Mahan Drive, Suite 250
1100 Simonton St., Tallahassee, Florida 32308
Key West, FL 33040 (850) 681 -3717
(305) 292 -4525 (850) 224 - 7206 /fax
(305) 295-4321/fax
With copy to:
Monroe County Attorney's Office
1111 12th St., Suite 408
Key West, FL 33040
(305) 292 -3470
(305) 292- 3516/fax
19. Amendments. No amendments to this Agreement shall be binding on either party
unless in writing and signed by both parties.
20. Miscellaneous Provisions.
A. Title and paragraph headings are for convenient reference and are not a part of
this Agreement.
B. In the event of conflict between the terms of this Agreement and any terms or
conditions contained in any other documents, the terms in this Agreement shall
rule.
C. No waiver or breach of any provision of this Agreement shall constitute a waiver
of any subsequent breach of the same or any other provision hereof, and no
waiver shall be effective unless made in writing.
D. Should any provision, paragraph, sentence, word or phrase contained in this
Agreement be determined by a court of competent jurisdiction to be invalid, illegal
or otherwise unenforceable under the laws of the State of Florida or Monroe
County, such provision, paragraph, sentence, word or phrase shall be deemed
modified to the extent necessary in order to conform with such laws, or if not
modifiable to conform with such laws, then same shall be deemed severable, and
in either event, the remaining terms and provisions of this Agreement shall remain
unmodified and in full force and effect.
E. A person or affiliate who has been placed on the convicted vendor list following
a conviction for public entity crime may not submit a bid, proposal, or reply on a
contract to provide any goods or services to a public entity, may not submit a
bid, proposal, or reply on a contract with a public entity for the construction or
repair of a public building or public work, may not submit bids on leases of real
property to public entity, may not be awarded or perform work as a contractor,
supplier, subcontractor, or consultant under a contract with any public entity, and
may not transact business with any public entity in excess of the threshold
amount provided in Section 287.017, for CATEGORY TWO for a period of 36
months from the date of being placed on the convicted vendor list.
F. Each of the signatories to this Agreement represents and warrants that he or
she has the requisite corporate authority to execute this Agreement and bind his
or her respective entity to the terms and conditions of the Agreement.
21. Public Records — Access and Audits.
Pursuant to F.S. 119.0701, Contractor and its subcontractors shall comply with all
public records laws of the State of Florida, including but not limited to:
a. Keep and maintain public records required by Monroe County in order to
perform the service.
b. Upon request from the public agency's custodian of public records, provide the
public agency with a copy of the requested records or allow the records to be inspected or
copied within a reasonable time at a cost that does not exceed the cost provided in Florida
Statutes, Chapter 119 or as otherwise provided by law.
c. Ensure that public records that are exempt or confidential and exempt from
public records disclosure requirements are not disclosed except as authorized by law for
the duration of the contract term and following completion of the contract if the contractor
does not transfer the records to the public agency.
d. Upon completion of the contract, transfer, at no cost, to Monroe County all
public records in possession of the contractor or keep and maintain public records required
by the public agency to perform the service. If the contractor transfers all public records
to the public agency upon completion of the contract, the contractor shall destroy any
duplicate public records that are exempt or confidential and exempt from public records
disclosure requirements. If the contractor keeps and maintains public records upon
completion of the contract, the contractor shall meet all applicable requirements for
retaining public records. All records stored electronically must be provided to Monroe
County, upon request from the public agency's custodian of records, in a format that is
compatible with the information technology systems of Monroe County.
IF THE CONTRACTOR HAS QUESTIONS REGARDING THE
APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE
CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO
THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS,
BRIAN BRADLEY, AT (305) 292 -3470, brad ley-brian @ monroecount�f1.gov
c/o Monroe County Attorney's Office, 1111 12th St., Suite 408, Key West FL
33040.
IN WITNESS WHEREOF, the parties hereto have, through their proper and duly authorized
officials, executed this Agreement, as of the day and year first above set forth.
(SEAL)
Attest: KEVIN MADOK, CLERK
IS
BOARD OF COUNTY COMMISSIONERS
OF MONROE COUNTY, FLORIDA
By:
Deputy Clerk Mayor George Neugent
GOVERNMENT SERVICES GROUP, INC
By:
Camille P. Tharpe, Senior Vice President
E:3
I irl ri "m I RAW
WORK PLAN TO DEVELOP AN ASSESSMENT PROGRAM
TO FUND THE MAINTENANCE OF THE DEMONSTRATION PROJECT CANALS
Scope of Services
Task 1: Evaluate Canal Demonstration Projects Determine and obtain the necessary data to
develop the apportionment methodology; such data will include the GIS database and
tax roll information. Locate the Canal Demonstration Projects and determine the
benefited properties.
Task 2: Develop the Apportionment Methodology Using the current ad valorem tax roll,
project cost data and defined project benefit areas, develop the method of
apportionment, classification of properties and the use of the data on the assessment
roll. Review the assessment methodology for legal sufficiency and compatibility with all
methods of collection.
Task 3: Determine Preliminary Revenue Requirements Advise the County in determining the
total canal improvement revenue requirements to ensure the County recovers the costs
of: (a) net revenue requirements, (b) implementing the program, and (c) collecting the
assessments.
Task 4: Develop Preliminary Assessment Roll Database Using the current ad valorem tax roll,
create a preliminary assessment roll database. Test the sufficiency of the database by
developing reports to access property information.
Task 5: Apply Apportionment Methodology to Database Apply the apportionment
methodology to the preliminary assessment roll database to test the data validity and
legal sufficiency. Revise the apportionment methodology as necessary.
Task 6: Calculate a Preliminary Proforma Schedule of Rates Using the developed
assessment roll, calculate a proforma schedule of rates based on the developed
apportionment methodology and revenue requirements for the assessment program.
Task 7: Prepare and Present Assessment Memorandum Prepare and present an Assessment
Memorandum, which documents proposed apportionment methodology and proforma
assessment rates.
Task 8: Advise and assist with drafting of assessment ordnance. Provide advice, assistance
and review of the assessment ordinance required to impose the assessment program.
Task 9: Advise and assist with drafting of assessment resolutions. Provide advice,
assistance and review of the initial and final assessment resolutions that conform to
the assessment ordinance to impose assessments, describe the apportionment
methodology and adopt final assessment rates.
Task 10: Assist with Rate Adoption Process Advise and assist with fulfilling the legal
requirements for the adoption of the final assessment rate resolution including: (a) the
development of the first class notice and its distribution, (b) publication of the public
hearing, and (c) attendance at the public hearing.
Task 11: Delivery of the Assessment Roll to the Tax Collector Assist the County with the
delivery of the assessment roll to the Monroe County Tax Collector for collection using
the Uniform Method.
Government Services Group, Inc. I A -1
FEES AND COSTS
For the professional services and specialized assistance described in the provided and proposed
Scope of Services, GSG will work under a "lump sum" fee arrangement of $28,000. The lump sum
fee for professional services includes a total of two (2) on -site visits to the County by GSG staff. While
the purpose of these trips is negotiable, the intent of these meetings is to (1) present the
Assessment Memorandum and (2) attend meetings related to the adoption of the assessment
resolutions. Meetings in excess of these two (2) on -site visits may be arranged at our standard hourly
rates. Expenses related to additional 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 lump sum fee does not include the costs of producing and mailing the statutorily required first
class notices or prepayment notices, if required. 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, 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.
Please note that GSG works with the premise of developing and implementing assessment programs
with an eye on potential legal challenges in an attempt to maximize both the efficiency and the
effectiveness of any defense. Nonetheless, the fees outlined above for professional services do not
include any provision for litigation defense. Accordingly, in the event there is a legal challenge, GSG
would be available, on an hourly basis, to assist the County in its defense.
DELIVERABLES SCHEDULE
Deliverable Schedule
Notice to Proceed By February 1, 2017
Develop Assessment Methodology February 2017
Proforma Assessment Rates February 2017
Assessment Memorandum February- March 2017
Implementation March - September 2017
Government Services Group, Inc. A -2
PAYMENT SCHEDULE
The lump sum fee for professional services and specialized assistance will be due and payable on
the following basis. Payment will be based on the following schedule, assuming that notice to
proceed is received by February 1, 2017. If notice to proceed occurs after this date, payment will be
adjusted on the basis of a condensing of the anticipated number of months remaining to complete
the project.
Schedule Payment Amount
March 2017 25% of lump sum fee $7,000.00
May 2017 25% of lump sum fee $7,000.00
July 2017 25% of lump sum fee $7,000.00
September 2017 25% of lump sum fee $7,000.00
Total $28,000.00
ACCEPTED AND AGREED T0:
By:
Monroe County Date
Government Services Group, Inc. A -3
Appendix B
ANNUAL CANAL MAINTENANCE ASSESSMENT PROGRAM
Scope of Services
Task 1: Base Retainer Services for Current Fiscal Year Assessment Program Upon notice to proceed,
GSG will be retained to administer the current fiscal year assessment program and maintain the
assessment roll database. Such retainer services will include GSG's availability to respond to
requests for information or assistance from County staff regarding all aspects of the current
assessment program. In addition, GSG will prepare the critical events schedule for the upcoming
fiscal year to ensure adherence to statutory deadlines and will maintain the current fiscal year
database in a mannerthat ensures data availabilityto specific requests.
Task 2: Update the Preliminary Assessment Roll GSG will import updated Property Appraiser data to
construct the preliminary annual assessment roll for the assessment program. Corrections from
the County will be applied to the updated data. GSG will then create the assessment roll by
programmatically applying the business rules to the data, extending the rates to the affected tax
parcels according to the methodology.
Task 3: Pro -Forma Rate Scenarios At the request of the County, GSG will provide rate - scenarios to assist
in budget analyses and assessment program planning.
Task 4: Final Rates GSG will calculate /confirm the proforma schedule of rates based on the
apportionment methodology and revenue requirements for the assessment program.
Task 5: Review Preliminary and Annual Assessment Resolutions GSG will review the implementing
assessment resolutions prepared by the County attorney.
Task 6: Implementation Advise and assist with the requirements for the adoption of the annual
assessment rate resolution and certification of the assessment roll in accordance with section
3.97.3632, Florida Statutes, including:
(a) Produce Notice Roll After verification of final rates for the assessment program, GSG will
create the notice roll by applying the rates to the assessment roll.
(b) Development and Distribution of First Class Notices Assist the County in developing the
first class notice and its distribution to any affected property owners.
Task 7: Create Final Assessment Roll GSG will update the assessment roll with any corrections received
from the County. Final rates will be verified and extended to the updated data in order to create
the final assessment roll. The final roll will be provided to the County.
Task 8: Certify, Export and Transmit the Final Assessment Roll in Conformance with Uniform Method
Using the final assessment roll, GSG will prepare export files on compatible electronic medium
capable of merger with the ad valorem tax roll files and will transmit the file to the Tax Collector
in the prescribed format.
Government Services Group, Inc. I B -i
FEES AND COSTS
The annual fee for GSG to provide the professional services described in the proposed Scope of Services will be
s5,000. This fee includes reimbursement for all out -of- pocket expenses except as noted below.
The fee for professional services does not include any on -site visits by GSG staff to the County. Any on -site
visits may be arranged at the hourly rates provided below. All expenses related to additional meetings will be
billed in accordance with section 3.3.2.o6i, Florida Statutes. If necessary, in lieu of on -site visits, periodic
telephone conference calls may be scheduled to discuss project status.
The reduced standard hourly rates for GSG are as follows
GOVERNMENT SERVICES GROUP, INC.
Chief Executive Officer .................. ............................... ...........................$225
Senior Vice President ............................................... ...............................
$ 1 75
VicePresident .......................................................... ...............................
s3.6o
Senior Project Manager /Consultant /Project Coordinator ........................si6o
Consultant /Database Analyst /Technical Services ..... ...............................
si3o
Administrative Support ............................................. ..............................$
50
The professional services fee does not include the costs of producing and mailing the statutorily required first
class 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 so.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 forthe assessment program.
SCHEDULE OF PROJECT DELIVERABLES
Event Schedule
Notice to Proceed
County Determines Net Revenue Requirements
Update Assessment Roll
Calculate /Confirm Annual Assessment Rates
Preliminary Rate Resolution
First Class Notices
Annual Rate Resolution
Certify Assessment Roll
By January
April
May - June
June —July
June —July
July — August
July — August
By September 3 .5
Government Services Group, Inc. I B -2
PAYMENT SCHEDULE
The annual fee for professional services will be due and payable, based on the following schedule:
Payment Due Percent of Total Amount Due
March 50% of professional services fee $2,500.00
September 50% of professional services fee $2,500.00
Total $5,000.00
Government Services Group, Inc. I B -3