Item K4BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: August 15, 2007 Division Engineering _
Bulk Item: Yes No X Department: Wastewater
Staff Contact Person: Elizabeth Wood 292-4525
AGENDA ITEM WORDING:
Approval to execute the professional services agreement with
Government Services Group (GSG) to provide a web-based payment tracking system for the Big
Coppitt and Duck Key system development fee prepayments and non-ad valorem tax assessment
payoffs.
ITEM BACKGROUND:
The payment tracking system must be available to collect payments in
September. The prepayment method must be defined in the Final Assessment Resolution scheduled
for adoption on September 10, 2007.
PREVIOUS RELEVANT BOCC ACTION:
At the April 19, 2006 BOCC Meeting, the BOCC
granted approval to accept GSG’s proposal to provide special assessment services by number of
parcels within each project area.
CONTRACT/AGREEMENT CHANGES: NA
STAFF RECOMMENDATIONS:
Waive requirement to obtain additional cost proposals due to the
necessity to have the payment tracking system available by September 10, 2007. Additionally, this
data management tool will assist in developing future tax rolls. GSG is preparing proposal to be
distributed at August 15, 2007 meeting.
TOTAL COST: BUDGETED:
$18K Yes NA No
COST TO COUNTY:SOURCE OF FUNDS:
$9K MSTU
REVENUE PRODUCING:AMOUNT PER MONTHYear ____
Yes No _
APPROVED BY:
County Atty OMB/Purchasing Risk Management ____
DOCUMENTATION:
Included Not Required_____
DISPOSITION:AGENDA ITEM #
Engineering Division
MEMORANDUM
To:
Dave Koppel, County Engineer
From:
Elizabeth Wood, Sr. Administrator – Sewer Projects
Date:
8/9/2007
Re:
Necessity for Web-Based Payment Tracking Tool,
Big Coppitt and Duck Key
On July 17, 2007, a meeting was held to discuss collection of system development fee
prepayments and non-ad valorem tax assessments for Big Coppitt and Duck Key. The
WW Dept was under the impression that prepayments could be collected by the Monroe
County Clerk, but learned at the meeting that was not possible.
WW Dept. approached FKAA about accepting payments since they currently receive
payments from water customers. Since several clerks in different locations may receive
payments, a web-based tracking tool is recommended. GSG provided a demo for County
review and an estimated cost of $18K to develop. The annual cost to manage will be
negotiated as this tool will minimize manual corrections to the tax roll.
On August 8, 2007, a demo of the web-based tool was provided to Kerry Shelby at
FKAA. He was pleased with the data management tool and agreed to collect payments
on behalf of Monroe County provided that an ILA for service identifying approximately
$1 in collection costs per transactions was executed between County and FKAA.
WW Dept. will work with County Attorney to draft ILA.
G S G
GOVERNMENT SERVICES GROUP, fNC.
August 14, 2001'
Elizabeth Wood
Senior Administrator, Sewer Projects
1100 Simonton Street, Room 2-216
Key West, FL 33040
Re: Wastewater Assessment Programs: Online Data Management Service
Dear Elizabeth:
This correspondence is written to present a proposal for Government Services Group, Inc. (GSG) to continue
to provide specialized assistance to Monroe County (County) and its staff in the billing and collection of
wastewater assessments, specifically to provide an online service to assist in the management of
wastewater assessment data.
As we have discussed, the County is in need of a tool to reduce the overhead required for the management
of wastewater assessment program data. This need is magnified, as more programs are planned for
implementation in the near future. The Online Wastewater Assessment Database Management Service will
provide a tailored solution to the data management needs of Monroe County's programs and will allow for
the entry, storage and reporting of prepayment information and will provide detailed assessment information
lookups at the parcel level.
We have create(j a scope of work to fast-track a solution to be implemented within a month of notice to
proceed. Attached is Appendix A, which includes a proposed scope of services, fees and a payment
schedule to provide Monroe County with the use of the Online Wastewater Assessment Database
Management Service for Fiscal Year 2007-08.
We would appreciate your prompt reply. This will help us to accommodate your requests and provide you
with deliberate attention to ensure the development of a system that will meet the County's needs. The
execution of this letter agreement indicates acceptance of this proposal and notice to proceed. Upon
execution of this agreement, please provide us with one signed copy for our files.
If you have any questions about these proposals, please do not hesitate to contact me.
further work with Monroe County this year.
We look forward to <<.
'(-'
Sincerely,
Mark Brown
/mrb
Attachments
ACCEPTED AND AGREED TO
AS TO APPENDIX A:
BY
Monroe County
Date
Appendix A
MONROE COUNTY WASTEWATER
IMPLEMENTATION OF WEB-BASED ASSESSMENT DATA MANAGEMENT SERVICE
SCOp8 of S8rvic8s
Task 1:
Task 2:
Task 3:
Task 4:
Task 5:
Task 6:
Define the Online Wastewater Assessment Data Management Service
Using input from County staff, GSG will define the components, data requirements, user
interface and look of the Online Wastewater Assessment Data Management web site.
Create the Host Database
Using current wastewater assessment roll data, developed by GSG, and updated parcel-level
data from the Monroe County Property Appraiser, GSG will design and create the underlying
database to host the wastewater assessment and transaction data. The database will reside
in a MS SQL Server database on a server with redundant systems. Nightly archives will be
made of the database and ancillary support files, with copies of the data going to offsite,
secure storage.
Create the Host Web Site
Based on information gathered in Task 1, GSG will create a web site that will host the Online
Wastewater Assessment Data Management service. The web site will allow lookups of
assessment detail by parcel ID or owner name, and will provide for the recording of received
payoffs within the underlying database. Summary reports will be included. The website will
be hosted on a Microsoft liS 5.0 server with redundant systems. GSG will maintain two full-
time T1 Internet connections for web site hosting and the site will require MS Internet
Explorer 7.0 or higher for best functionality. Nightly archives will be made of the web site
files and systems, with copies of the data going to offsite, secure storage.
Test the Online Service
After development is complete, GSG will populate the Service with mock data, based on
actual County assessment data, and test and verify all functionality. Following successful in-
house testing, the service will be made available to key County wastewater personnel for
final approval and comments.
Implement the Online Service
After testing is complete and final approval made by the client, the database will be
populated with live assessment roll data and the web site URL will be given to County
wastewater personnel for their use and the use of their agents. The system is not intended
for public access, and will be password protected. GSG will conduct an oniine training
session with phone conferencing and will address questions regarding the service.
Ongoing Hosting and Maintenance
GSG will maintain the servers, systems, data storage and Internet connections required for
the Online Wastewater Assessment Data Management Service. Nightly archives of data and
required files will be made, with offsite, secure storage maintained.
Government Services Group, Inc. i;-J
FEES AND COSTS
For the services provided by GSG, the lump sum fee for professional services for the proposed scope of
services will be $20,000, based on a $4,000 development fee and $16,000 for annual hosting through
September 2008. Future years of service can be contracted for similar annual hosting fees. The annual fee
wiil cover up to tllree separate wastewater assessment program databases of 5,000 parcels or less, with an
additional one-time $1,500 setup charge for each program beyond the original. Projects having more than
5,000 parcels may increase the annual rate, and can be contracted on a per-project basis. The lump sum
will be due and payable on a quarterly basis, assuming notice to proceed occurs by August 21, 2007, as
follows:
Payment
40% of lump sum fee
20% of lump sum fee
20% of lump sum fee
20% of lump sum fee
Schedule
October 2007
January 2008
April 2008
July 2008
The lump sum fee for professional services does not include anyon-site visits by representatives of GSG.
On-site meetings (together with any actual costs associated therewith) may be arranged at our standard
hourly rates. Project status meetings may be arranged through scheduled telephone conferences in lieu of
on-site visits.
SCHEDULE
GSG is prepared to implement this service within one month after notice to proceed is given by the County.
Government Services Group. Inc. i A2
Overview:
Online Assessment Data Management Service
The Online Assessment Data Management Service is a web-based utility, tailored to the County's
Wastewater Assessment programs, which allows the remote management and viewing of assessment
program data. By using this service, County staff can readily access assessment information at the parcel
level and track prepayments, without the overhead of dedicated technical staff and data processing
hardware, storage and support.
Below are key points of the service:
. GSG hosts the data on behalf of the County and provides for data storage and archiving on a secure,
virus-protected network, behind monitored firewalls
. GSG provides the Web and database servers and their associated software and hardware
. GSG provides the Internet bandwidth and URL for the Web-based hosting
. GSG creates a Web-based interface for users of the service, customized for the County's program
. The interface uses secure, SSL encrypted and password-protected access to the data
. Users can have varying levels of access to the data, based on group-level security
. Only an Internet connection and Internet Explorer 7.0 or higher are necessary to use the service
. No proprietary software is needed on the client workstation or network
The Web-based interface will provide users the ability to:
. Look-up assessment information by parcellD, alternate key or owner name
. View assessment amounts, parcel use codes, notes and assessment units per parcel
. Enter and record prepayment information
. Enter notes and flag for customer service callback
. Generate reports on assessment totals and prepayments received by program
To provide this client-server service, a combination of back-end database and Web browser front-end will be
used. The data will be stored in a database on a multi-processor server with redundant disk, power and
network subsystems. The user interface for the application will be a Web site built and hosted by GSG that
uses ASP to interact with the back-end database. Benefits of this approach include reduction of
development time, transparency to the end-user of upgrades and enhancements, as well as ease of
implementation to the client. Only an Internet connection and compatible browser (IE7+) will be needed by
the client to operate the application. The following diagram illustrates the basic approach.
Government Services Group, Inc. ;1,-3
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GSG Web Server
GSG Database Server
Client Web Browser
Client Web Browser
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1<..............
[]
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Government Services Group, Inc. ! A4
DATA MANAGEMENT AND SUPPORT
Once the interface, programming and database are complete and in use, GSG will maintain the
infrastructure, data and code. The client will need nothing but Internet connectivity and a compatibie web
browser to access the service during the period GSG is contracted for hosting. The access and use of this
service will only be valid under the terms of this scope of services.
GSG will be responsible for maintaining the hardware, software and licensing used for the database
component of the application. Regularly scheduied archives of the data, database consistency and
performance checks will be performed on the back-end database. GSG will also maintain the hardware,
software and licensing used for the web-based component of the application. Any code changes will be
made on GSG's local servers, eliminating the need for intervention or upgrades at the client level. Nightly
archives of the application will be conducted. Web site registration, hosting and bandwidth will be provided
by GSG.
Application support will be provided by telephone Monday through Friday, between the hours of 9:00 a.m. &
5:00 p.m. Eastern Time, except for major holidays.
Government Services Group. Inc. l\S