Item H1BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date; Januga
16,2013
Division:
Groh Manaurnent
Bulk Item: Yes X
No
Department:
Buildin
Staff Contact Person/Phone #: Jem SmithSr. Director/Building Official 4 3-872
AGENDA ITEM WORDING: Approval of a contract with MAXIMUS Consulting Services, Inc. in the
amount of $ 3 9, 5 o to analyze Monroe o unty"s existing fee structure for Building Department
permitting, p l an review, inspections, including consideration of current revenue, and provide a report and
recommended building permit, plan review, and inspection fee schedule resolution for processing
approval.
ITEM BACKGROUND:
The current Building Fee Schedule is a very complex, outdated and time consuming methodology for
staff and the public for computing permit tees. Moreover, this current fee resolution creates opportunity
for inconsistency in fee deternnination and prevents the public from knowing standard fees required for a
construction job. The current Fee Schedule contains sections detailing application tee, building permit
fees, other department permit review fees, building plan review fees, miscellaneous administrative fees,
private provider fees and after the fact penalty fees. The structure of the fees require building plan review
staff to count and charge each component listed (detailed down to the number of electric sockets or sq. it.
of lattice) listed in our current tee schedule. This causes delays in approving permit applications.
Staff` conducted a Request for Quotes and obtained 2 submittals for this project. Maximus was the lowest
bidder and was selected by staff. The fee analysis from this project will determine cost allocation
methodology to capture the full cost of providing services within recommended tees, and develop a
service deliverer cost -based tee schedule resolution (based on square footage or contract price) for
development related functions. Additionally consideration of flat fees for several permit tvpes will be
reviewed. See attached "Expected Timeline" outline.
PREVIOUS RELEVANT BOCC ACTION:
:
CONTRACT/AGREEMENT CHANGES:
STAFF RECOMMENDATIONS: Approval
TOTAL COST: $39,250 INDIRECT COST:
DIFFERENTIAL of LOCAL PREFERENCE:
BUDGETED: Yes X No
COST TO OUNTY: 3 .2 o SOURCE of FUNDS:.148- coo l-53o310�
REVENUE PRODUCING: No AMOUNT PER MONTH Year
APPROVED BY: County Atty Oil Purchasing Risk management
DOCUMENTATION. Included
Not Required-,., -
DI PO ITION.
Revised T09
AGENDA ITEM ##
MONROE COUNTY BOARD OF COUNTY COMMISSIONERS
CONTRACT SUMMARY
Contract with: Maximus Consulting, Inc. Contract 4N/A
Effective Date: January 16, 2013
Expiration Date: N/A
Contract Purpose/Description: -- .
MAXIMUS Consulting Services, Inc. contract to analyze Monroe County' s existing fee
structure for Building Department permitting, plan review, inspections, including consideration
of current revenue, and provide a report and recommended building permit, plan review, and
inspection fee schedule resolution for processing approval
LManager: Jerome A. Smith, Jr. 87 Growth Mann emeName) E t.) (Department/ top 4)
meeting on 0 I / I / 13 Agenda Deadline:
CONTRACT COSTS
Total Dollar Value of Contract: $ 39,250
Budgeted` esZ No ❑ Account Codes:
Grant: N/A
County Match:
Estimated Ongoing Costs: $ Q/yr
LINot.included in dollar value above)
Current Year Portion: 91)50
148- 0001- 30 10
ADDITIONAL COSTS
For: N/A
(eg. maintenance, utilities, janitorial, salaries, etc.
CONTRACT REVIEW
Changes Date Out
Date In Needed reviewer
Division Director � Yes[] Nu❑
Risk Management " Ic Y/_n,■ 4kfyll
�s N�
O.M.B./Purchasing MOW Yes NoE?' f
f
County Attorney 12:� I t Yes❑ N ( 2----
Comments:
ITI 1 1 I � � I IR ii. -11 ■�1■1.�n--" ■�q�
OM13 Form Revised 2/27/01 MCP #2
Expected Timeline
MAXIMUS Contract for Growth Management Fee Analysis
January 2013:
0 Contract awarded
Kick off' meeting (MAXIMUS work Breakdown Structure item 1.2)
Data gathering strategy discussed and implemented
Fehruary2013:
Project status meeting ( I of )
Develop direct and indirect cost rates (MAXINWS work Breakdown Structure item )
March 2013:
Project status meeting (2 of )
Develop rates (review with County finance) (MAXIMUS Work Breakdown Structure item
2)
April 2013:
Project status meeting (3 of )
Determine cost based fee findings reflecting service and delivery methods (MAXIMUS
Work Breakdown Structure item 3 )
Meet with supervisors (use permit type plan review matrix for this exercise)
May 2013:
Project status meeting (4 of )
Review county demand data by permit type and determine how to express costs per permit
(flat rates, sq. ft. contract price); estimate impact on county budget (MAXIMUS work
Breakdown Structure item 4)
Prepare report and draft fee schedule
June2013:
Project status meeting (5 of 6)- present staff (including finance/budget) proposed report
and gaff fee schedule MAXIMUS Work Breakdown Structure item 5)
Present to Construction Industry ( I of ) proposed report and draft fee schedule
MAXIMUS Work Breakdown Structure item )
July 2013:
Project status meeting (6 of )
County to assemble comments on fee schedule and submit requested amendments
Maximus to submit final draft (MAXIMUS Work Breakdown Structure item 5)
August 2013*
County holds scheduled workshop with Construction industry (2 of 2 if required) on final
draft
t
September 2013:
BOCC Discussion meeting (1 of ) ( if needed as could adopt if there are not a lot of
comments)
October 2013:
0 BOCC Adoption (2 of )
AGREEMENT FOR PROFESSIONAL SERVICES
THIS AGREEMENT ("Contract/Agreemenf') is made and entered into this day of
o by MONROE COUNTY ("COUNTY"), a political subdivision of the state of
Florida, whose address is the Marathon Government Center, 2798 Overseas Highway,
Marathon, Florida, 33050, and Maximus Consulting Services, Inc., ("CONTRACTOR") whose
address is 3689 Coolidge Court, suite 7, Tallahassee, FL 32311.
Section 1. SCOPE of SERVICES
The CONTRACTOR shall do, perform and carry out in a professional and proper manner certain
duties as described in the Scope of services — Exhibit A — which is attached hereto and made a
part of this Agreement.
Section 2. COUNTY'S RESPONSIBILITIES
.1 Provide all best available data requested by CONTRACTOR - as to the O NTY'S
requirements for work products required in Exhibit A. Desigate in writing a person
("Contract Manager') with authority to act on the COUNTY'S behalf on all matters
concerning the work product.
2.2 Furnish to the CONTRACTOR all existing plans, studies, reports, and other available
data pertinent to the work, and obtain or provide additional reports and data as required
by the CONTRACTOR. The CONTRACTOR shall be entitled to use and rely upon such
information and services provided by the COUNTY or ethers in performing the
CONTRACTOR'S services.
2.3 Arrange for access to and make all provisions for the CONTRACTOR to enter upon
public and private property as reasonably required, and legally allowed, for the
CONTRACTOR to perform services hereunder. Any obstruction to such access by
private property owners shall not constitute a basis for waiver of any other required
entries on to public and private property, nor small it provide a basis for termination of the
contract. In the event that such access is so obstructed, CONTRACTOR and COUNTY
shall work together to resolve the difficulty in a timely manner.
.4 Coordinate with CONTRACTOR as necessary for CONTRACTOR'S performance of the
tasks in Exhibit A.
Section 3. TIME of COMPLETION
The services to be rendered by the CONTRACTOR shall be commenced upon written notice
from the COUNTY and the work shall be completed in accordance with the schedule mutually
agreed to by the COUNTY and CONTRACTOR as shorn in Exhibit B, unless it shall be
modified in a signed document, by the mutual consent of the COUNTY and CONTRACTOR.
Subsequent services shall be perforated in accordance with schedules of performance which
shall be mutually agreed to by COUNTY and CONTRACTOR.
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Section 4. COMPENSATION
4.1 The maximum compensation available to the CONTRACTOR under this Agreement is
g, 50.00. The COUNTY agrees to pay the CONTRACTOR based on completion of
work within the Scope of Services according to progress reports and other
documentation to show the tasks completed by Contractor.
4.2 compensation shall be paid by task completed and deemed satisfactory by the Project
Manager. The schedule for payment is attached as Exhibit E .
Section 5. PAYMENT To CONTRACTOR
5.1 Payment will be made according to the Local Government Prompt Payment Act. Any
request for payment must be in a form satisfactory to the counter clerk (clerk). The
request must describe in detail the services performed and the payment amount
requested. The CONTRACTOR must submit to the COUNTY Project Manager, who will
review the request. The Project Manager shall note his/her approval on the request and
forward it to the clerk for payment. If request for payment is not approved, the Project
Manager must inform the CONTRACTOR in writing that must include an explanation of
the deficiency that caused the disapproval of the request.
5.2 CONTRACTOR TOR shall submit invoices with progress report of activities on a weekly or
otherwise regular basis until the work under this Agreement is completed.
5.3 Continuation of this contract is contingent upon annual appropriation by Monroe counter.
Section 6. CONTRACT TERMINATION
Either party may terminate this contract because of the failure of the other party to perform its
material obligations under the contract. COUNTY may terminate this contract for any reason
upon thirty (30) days written notice to the CONTRACTOR. COUNTY shall pair CONTRACTOR
for work performed through the date of termination.
Section 7. AUTHORIZATION of WORK ASSIGNMENTS
7.1 All work assignments beyond or in addition to EXHIBIT "N' shall be authorized in a
signed document (Work order) in accordance with the OUNTY's policy prior to any
work being conducted by the CONTRACTOR.
7.2 Additional authorizations may contain additional instructions or provisions specific to the
authorized work for the purpose of clarifying certain aspects of this Agreement pertinent
to the work to be undertaken. Such supplemental instruction or provisions shall not be
construed as a modification of this Agreement. Authorizations shall be dated and serially
numbered.
7.3 The CONTRACTOR shall not assign, sublet or transfer any rights under or interest in
(including, but not without limitations, moneys that may become due or moneys that are
due) this Agreement or subsequent Work Assignment without the written consent of the
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COUNTY, except to the extent that any assignment, subletting, or transfer is mandated
by law or the effect of this limitation may be restricted by law. Unless specifically stated
to the contrary in any written consent to any assignment, no assignment will release or
discharge the assignor from any duty or responsibility under this Agreement.
Section 8. NOTICES
All notices, requests and authorizations provided for herein shall be in a signed document and
shall be hand delivered, or mailed, certified l registered / return receipt requested, or sent by
courier service with a signed receipt, to the addresses as follows:
To the COUNTY: Christine Hurley, Division Director
Monroe county Growth [Management Division
798 overseas Highway, Suite 410
Marathon, Florida 33050
To the CONTRACTOR:
Roman Gastesi, county Administrator
1 100 Simonton street, suite 205
Key west: Florida 33040
Maximus consulting services, Inc.
689 Coolidge court, suite 7
Tallahassee, FL 32311
or addressed to either party at such other addresses as such party shall hereinafter furnish to
the other party in writing. Each such notice, request, or authorization shall be deemed to have
been duly given when so delivered by courier service, or, if mailed, when deposited in the mails,
registered, postage paid.
Section 9. RECORDS
CONTRACTOR shall maintain all boobs, records, and documents directly pertinent to
performance under this Agreement in accordance with generally accepted accounting principles
consistently applied. Upon ten (10) business days written notice and during normal business
hours, each party to this Agreement or their authorized representatives shall have reasonable
and timely access to such records of each other party to this Agreement for public records
purposes during the term of the Agreement and for four years following the termination of this
Agreement. If an auditor employed by the COUNTY or Clerk determines that moneys paid to
CONTRACTOR pursuant to this Agreement were spent for purposes not authorized by this
Agreement, the CONTRACTOR shall repay the funds. Any employee* consultant, subcontractor
or agent of COUNTY granted access to such records shall execute a non -disclosure Agreement
prior to being granted such access. The preceding sentence shall not apply to the
CONTRACTO 's records to the extent such records are deemed Public Records pursuant to
Chapter 119 of the Florida Statutes.
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Section 10. EMPLOYEES SUBJECT To COUNTY ORDINANCE Nos. 010 AND 020,1990
The CONTRACTOR warrants that it has not employed, retained or otherwise had act on its
behalf, any former county officer or employee subject to the prohibition of section 2 of
Ordinance No. 010-1990 or any County officer or employee in violation of section 3 of
Ordinance No. 020-1990. 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 or purchase price, or otherwise recover the full amount of any fee, commission,
percentage, gift, or consideration paid to the former county officer or employee.
Section 1 '1. CONVICTED VENDOR
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 on a contract with a public entity for the construction or
repair of a public building or public work, may not perform work as a CONTRACTOR, supplier,
subcontractor, or CONTRACTOR under 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 of
the Florida statutes, for category 2 for a period of 36 months from the date of being placed on
the convicted vendor list.
Section 12. GOVERNING LAW, VENUE, INTERPRETATION, COSTS AND FEES
This Agreement shall be governed by and construed in accordance with the laws of the state of
Florida applicable to contracts made and to be performed entirely in the state.
In the event that any cause of action or administrative proceeding is instituted for the
enforcement or interpretation of this Agreement, the COUNTY and CONTRACTOR agree that
venue shall lie in the appropriate court or before the appropriate administrative body in Monroe
County, Florida.
Section 13. SEVERABI LI TY
If any term, covenant, condition or provision of this Agreement (or the application thereof to any
circumstance or person) shall be declared invalid or unenforceable to any extent by a court of
competent jurisdiction, the remaining terms, covenants, conditions and provisions of this
Agreement, shall not be affected thereby; and each remaining term, covenant, condition and
provision of this Agreement shall be valid and shall be enforceable to the fullest extent permitted
by law unless the enforcement of the remaining terms, covenants, conditions and provisions of
this Agreement would prevent the accomplishment of the original intent of this Agreement. The
COUNTY and CONTRACTOR agree to reform the Agreement to replace any stricken provision
with a valid provision that comes as close as possible to the intent of the stricken provision.
Section 14. ATTORNEY'S FEES AND COSTS
The COUNTY and CONTRACTOR agree that in the event any cause of action or administrative
proceeding is initiated or defended by any party relative to the enforcement or interpretation of
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this Agreement, the prevailing party shall be entitled to reasonable attorney's fees, court costs,
investigative, and out-of-pocket expenses, as an award against the non -prevailing party, and
shall include attorney's fees, courts costs, investigative, and out-of-pocket expenses in appellate
proceedings. Mediation proceedings initiated and conducted pursuant to this Agreement shall
be in accordance with the Florida Rules of civil Procedure and usual and customary procedures
required by the circuit court of Monroe County. This Agreement is not subject to arbitration.
Section 1. BINDING EFFECT
The terms, covenants, conditions, and provisions of this Agreement shall bird and inure to the
benefit of the COUNTY and CONTRACTOR and their respective legal representatives,
successors, and assigns.
Section 16. AUTHORITY
Each party represents and warrants to the other that the execution, delivery and performance of
this Agreement have been duly authorized by all necessary County and corporate action, as
required by law.
Section 17. ADJUDICATION of DISPUTES OR DISAGREEMENTS
COUNTY and CONTRACTOR agree that all disputes and disagreements shall be attempted to
be resolved by meet and confer sessions between representatives of each of the parties. If no
resolution can be agreed upon within 30 days after the first meet and confer session, the issue
or issues shall be discussed at a public meeting of the Board of County Commissioners. If the
issue or issues are still not resolved to the satisfaction of the parties, then any party shall have
the right to seek such relief or remedy as may be provided by this Agreement or by Florida law.
Section 18. COOPERATION
In the event any administrative or legal proceeding is instituted against either party relating to
the formation, execution, performance, or breach of this Agreement, COUNTY and
CONTRACTOR agree to participate, to the extent required by the other party, in all
proceedings, hearings, processes, meetings, and other activities related to the substance of this
Agreement or provision of the services under this Agreement. COUNTY and CONTRACTOR
specifically agree that no party to this Agreement shall be required to enter into any arbitration
proceedings related to this Agreement.
Section 19, NONDISCRIMINATIOiV
COUNTY and CONTRACTOR agree that there will be no discrimination against any person,
and it is expressly understood that upon a determination by a court of competent jurisdiction that
discrimination has occurred, this Agreement automatically terminates without any further action
on the part of any party, effective the date of the court order. COUNTY or CONTRACTOR
agree to comply with all Federal and Florida statutes, and all local ordinances, as applicable,
relating to nondiscrimination. These include but are not limited to: Title VII of the Civil Rights
Act of 1964 (PL 88- ) which prohibits discrimination on the basis of race, color or national
origin- Title IX of the Education Amendment of 1972, as amended (20 USC ss . 1 81-168 , and
168-1686), which prohibits discrimination on the basis of sex; Section 504 of the Rehabilitation
Act of 1973, as amended (20 USC s. 794), which prohibits discrimination on the basis of
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handicaps; The Age Discrimination Act of 1975, as amended (42 USC ss. 6101-6107) which
prohibits discrimination on the basis of age; The Drug Abuse office and Treatment Act of 1972
(PL 92- 55), as amended, relating to nondiscrimination on the basis of drug abuse; The
Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of
1970 (PL 91-61 b), as amended, relating to nondiscrimination on the basis of alcohol abuse or
alcoholism; The Public Health service Act of 1912, ss. 52 and 527 (42 U c ss. 690dd- and
2 goee- ), as amended, relating to confidentiality of alcohol and drug abuse patent records; Title
11 l of the civil Fights Act of 1968 (42 Usc s. et seq.), as amended, relating to
nondiscrimination in the sale, rental or financing of housing; The Americans with Disabilities Act
of 1990 (42 Usc s. 1201 Note), as may be amended from time to time, relating to
nondiscrimination on the basis of disability; Any other nondiscrimination provisions in any
Federal or state statutes which may apply to the parties to, or the subject matter of, this
Agreement.
Section 20. COVENANT of No INTEREST
COUNTY and CONTRACTOR covenant that neither presently has any interest, and shall not
acquire any interest, which would conflict in any manner or degree with its performance under
this Agreement, and that only interest of each is to perform and receive benefits as recited in
this Agreement.
Section 21. CODE of ETHICS
COUNTY agrees that officers and employees of the COUNTY recognize and will be required to
comply with the standards of conduct for public officers and employees as delineated in section
112.313, Florida statutes, regarding, but not limited to, solicitation or acceptance of gifts; doing
business with one's agency; unauthorized compensation; misuse of public position, conflicting
employment or contractual relationship; and disclosure or use of certain information.
Section 22. No SOLICITATION/PAYMENT
The COUNTY and CONTRACTOR warrant that, i n respect to itself, it has neither employed nor
retained any company or person, other than a bona fide employee working solely for it, to solicit
or secure this Agreement and that it has not paid or agreed to pay any person, company,
corporation, individual, or firm, other than a bona fide employee working solely for it, any fee,
commission, percentage, gift, or other consideration contingent upon or resulting from the award
or making of this Agreement. For the breach or violation of the provision, the CONTRACTOR
agrees that the COUNTY shall have the right to terminate this Agreement without liability and, at
its discretion, to offset from monies owed, or otherwise recover, the full amount of such fee,
commission, percentage, gift, or consideration.
Section 23. PUBLIC ACCESS
The COUNTY and CONTRACTOR shall allow and permit reasonable access to, and inspection
of, all documents, papers, letters or other materials in its possession or under its control subject
to the provisions of chapter 119, Florida statutes, and made or received by the COUNTY and
CONTRACTOR in conjunction with this Agreement; and the COUNTY shall have the right to
unilaterally cancel this Agreement upon violation of this provision by CONTRACTOR.
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Section 24. NON -WAIVER of IMMUNITY
Notwithstanding the provisions of sec. 768. 8, Florida statutes, the participation of the
COUNTY and the CONTRACTOR in this Agreement and the acquisition of any commercial
liability insurance coverage, self-insurance coverage, or local government liability insurance
pool coverage shall not be deemed a waiver of immunity to the extent of liability coverage, nor
shall any contract entered into by the COUNTY be required to contain any provision for waiver.
Section 25. PRIVILEGES AND IMMUNITIES
All of the privileges and immunities from liability, exemptions from laws, ordinances, and rules
and pensions and relief, disability, workers' compensation, and other benefits which apply to the
activity of officers, agents, or employees of any public agents or employees of the COUNTY,
when performing their respective functions under this Agreement within the territorial limits of
the COUNTY shall apply to the sage degree and extent to the performance of such functions
and duties of such officers, agents, volunteers, or employees outside the territorial limits of the
COUNTY.
Section 26. LEGAL OBLIGATIONS AND RESPONSIBILITIES
Non -Delegation of Constitutional or Statutory Duties. This Agreement is not intended to, nor
shall it be construed as, relieving any participating entity from any obligation or responsibility
imposed upon the entity by law except to the extent of actual and timely performance thereof by
any participating entity, in which case the performance may be offered in satisfaction of the
obligation or responsibility. Further, this Agreement is not intended to, nor shall it be construed
as, authorizing the delegation of the constitutional or statutory duties of the COUNTY, except to
the extent permitted by the Florida constitution, state statute, and case law.
Section 27, NON&RELIANCE BY NON-PARTIES
No person or entity shall be entitled to rely upon the terms, or any of them, of this Agreement to
enforce or attempt to enforce any third -party claim or entitlement to or benefit of any service or
program contemplated hereunder, and the COUNTY and the CONTRACTOR agree that neither
the COUNTY nor the CONTRACTOR or any agent., officer, or employee of either shall have the
authority to inform, counsel, or otherwise indicate that any particular individual or group of
individuals, entity or entities, have entitlements or benefits under this Agreement separate and
apart, inferior to, or superior to the community in general or for the purposes contemplated in
this Agreement,
Section 28. ATTESTATIONS
CONTRACTOR agrees to execute such documents as the COUNTY may reasonably require, to
include a Public Entity Crime statement, an Ethics Statement, and a Drug -Free Workplace
Statement.
Section 29. No PERSONAL LIABILITY
No covenant or Agreement contained herein shall be deemed to be a covenant or Agreement of
any member, officer, agent or employee of Monroe County in his or her individual capacity, and
no member, officer, agent or employee of Monroe County shall be liable personally on this
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Agreement or be subject to any personal liability or accountability by reason of the execution of
this Agreement.
Section 30. EXECUTION IN COUNTERPARTS
This Agreement may be executed in any number of counterparts, each of which shall be
regarded as an original, all of which taken together shall constitute one and the same instrument
and any of the parties hereto may execute this Agreement by signing any such counterpart.
Section 31, SECTION HEADINGS
Section headings have been inserted in this Agreement as a matter of convenience of reference
only, and it is agreed that such section headings are not a part of this Agreement and will not be
used in the interpretation of any provision of this Agreement.
Section 32. INSURANCE POLICIES
32.1 General Insurance Requirements for contractors and Subcontractors
As a pre -requisite of the work governed, or the goods supplied under this contract (including the
pre -staging of personnel and material), the CONTRACTOR shall obtain, at his/her own
expense, insurance as specified in any attached schedules, which are made part of this
contract. The CONTRACTOR will ensure that the insurance obtained will extend protection to
all Subcontractors engaged by the CONTRACTOR. As an alternative, the CONTRACTOR may
require all subcontractors to obtain insurance consistent with the attached schedules.
The CONTRACTOR will not be permitted to commence work governed by this contract until
satisfactory evidence of the required insurance has been furnished to the COUNTY as specified
below. Delays in the commencement of work, resulting from the failure of the CONTRACTOR
to provide satisfactory evidence of the required insurance, shall not extend deadlines specified
in this contract and any penalties and failure to perform assessments shall be imposed as if the
work commenced on the specified date and time, except for the ONTIACTOR's failure to
provide satisfactory evidence.
The CONTRACTOR shall maintain the required insurance throughout the entire terra of this
contract and any extensions specified in the attached schedules. Failure to comply with this
provision may result in the immediate suspension of all work until the required insurance has
been reinstated or replaced. Delays in the completion of work resulting from the failure of the
CONTRACTOR to maintain the required insurance shall not extend deadlines specified in this
contract and any penalties and failure to perform assessments shall be imposed as if the work
had not been suspended, except for the CONTRATOR's failure to maintain the required
insurance.
The CONTRACTOR shall provide, to the COUNTY, as satisfactory evidence of the required
insurance, either:
0 Certificate of Insurance
or
a A Certified copy of the actual insurance policy.
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The county, at its sole option, has the right to request a certified copy of any or all insurance
policies required by this contract.
All insurance policies must specify that they are not subject to cancellation, non -renewal,
material change, or reduction in coverage unless a minimum of thirty (30) days prior notification
is given to the County by the insurer.
The acceptance and/or approval of the contractors insurance shall not be construed as
relieving the contractor from any liability or obligation assumed under this contract or imposed -
by law.
The Monroe county Board of county commissioners, Its employees and officials will be
I
ncluded as "Additional Insured" on all policies, except for Workers' compensation and
Professional Liar bl ity.
32.2 INSURANCE REQUIREMENTS FOR CONTRACT BETWEEN COUNTY AND
CONTRACTOR
Prior to the commencement of work governed by this contract, the CONTRACTOR shall obtain
General Liability Insurance. coverage shall be maintained throughout the life of the contract
and include, as a minimUM4.
• Premises operations
• Personal Injury Liability
• Expanded Definition of Property Damage
• Products and completed Operations
• Blanket contractual Liability
The minimum limits acceptable shall be:
$300,000 combined Single Limit (CSL)
If split limits are provided, the minimum limits acceptable shell be:
$200,000 per Person
$300,000 per Occurrence
$200,000 Property Damage
An occurrence Form policy is preferred. If coverage is provided on a claims Made policy, its
provisions should include coverage for claims filed on or after the effective dote of this contract.
In addition, the period for which claims may be reported should extend for a minimum of twelve
(112) months following the acceptance of work by the county.
The Monroe county Board of county commissioners shell be named as Additional Insured on
all policies issued to satisfy the above requirements.
32.3 VEHICLE LIABILITY INSURANCE REQUIREMENTS
Recognizing that the work governed by this contract req ul res the use of vehicles, the
CONTRACTOR, prior to the commencement of work, shall obtain vehicle Liability Insurance.
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Coverage shall be maintained throughout the life of the contract and include, as a minimum,
liability coverage for:
# owned, Non -owned, and Hired vehicles
The minimum limits acceptable shall be:
$300,000 Combined Single Limit (CSL)
If split limits are provided, the minimum limits acceptable shall be:
$200,000 per Person
$300,000 per Occurrence
$200,000 Property Damage
The Monroe county Board of county commissioners shall be named as Additional Insured on
all policies issued to satisfy the above requirements.
.4 WORI EI ' COMPEN ATIoN INSURANCE REQUIREMENT
Prior to commencement of work governed by this contract, the CONTRACTOR TOR shall obtain
Workers' Compensation Insurance with limits sufficient to respond to the applicable state
statutes.
In addition, the CONTRACTOR shall obtain Employers' Liability Insurance with limits of net less
than:
$100,000 Bodily Injury by Accident
$500,000 Bodily Injury by Disease, policy limits
$100,000 Bodily Injury by Disease, each employee
Coverage shall be maintained throughout the entire terra of the contract.
Coverage shall be provided by a company or companies authorized to transact business in the
state of Florida.
If the CONTRACTOR has been approved by the Florida's Department of Labor as an
authorized self -insurer, the COUNTY shall recognize and honor the CONTRATOR's status.
The CONTRACTOR ACTOR may be required to submit a Letter of Authorization issued by the
Department of Labor and a Certificate of Insurance, providing details on the CONTF ACTOR's
Excess Insurance Program.
If the CONTRACTOR participates in a self-insurance fund, a certificate of Insurance will be
required. In addition, the CONTRACTOR may be required to submit updated financial
statements from the fund upon request from the County.
Section 33. INDEMNIFICATION
Notwithstanding any minimum insurance requirements prescribed elsewhere in this Agreement,
the contractor covenants and agrees that he shall defend, indemnify and hold the COUNTY and
the COUNTY's elected and appointed officers and employees harmless from and against i) any
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claims, actions or causes of action, (ii) any litigation, administrative proceedings, appellate
proceedings, or other proceedings relating to any type of injury (including death), loss: damage,
fine, penalty or business interruption, and {iir} any costs or expenses that may be asserted
against, initiated with respect to, or sustained by, any indemnified party by reason of, or in
connection with, (A) any activity of Contractor or any of its employees, agents, contractors in
any tier or ether invitees during the terra of this Agreement, (B) the negligence or willful
misconduct of Contractor or any of its employees, agents, contractors in any tier or other
invitees, or (C) Contractor's default in respect of any of the obligations that it undertakes under
the terms of this Agreement, except to the extent the claims, actions, causes of action, litigation:
proceedings, costs or expenses arise from the intentional or sole negligent acts or negligent
acts in part or omissions of the COUNTY or any of its employees, agents, contractors or invitees
(other than CONTRACTOR). insofar as the claims, actions, causes of action, litigation,
proceedings, costs or expenses relate to events or circumstances that occur during the term of
this Agreement, this section will survive the expiration of the term of this Agreement or any
earlier termination of this Agreement.
In the event the completion of the project (including the work of others) is delayed or suspended
as a result of the Contractor's failure to purchase or maintain the required insurance, the
Contractor shall indemnify the county from any and all increased expenses resulting from such
delay.
The first ten dollars ($10.00) of remuneration paid to the contractor is for the indemnification
provided for move.
The extent of liability is in no way limited to, reduced, or lessened by the insurance requirements
contained elsewhere within this Agreement.
Notwithstanding anything in this contract to the contrary, the COUNTY agrees that
CONTRALTOR's total IisbiIity to the COUNTY for any and all damages whatsoever arising out
of or in any way related to this Agreement from any cause, including but not limited to gross
negligence, errors, omissions, strict liability, breach of contract or breach of warranty shall not,
in the aggregate, exceed fees paid to CONTRACTOR. The foregoing limitation shall not apply
to (1) claims of infringement, or (2) claims of personal injury or damage to tangible property
arising out of CONTRA TOR's negligence or willful misconduct.
In no event shall CONTRACTOR be liable for special, indirect, incidental, economic,
consequential or punitive damages, including but not limited to lost revenue, lost profits,
replacement goods: loss of technology rights or services, loss of data, or interruption or loss of
use of software or any portion thereof regardless of the legal theory under which such damages
are sought even if CONTRACTOR has been advised of the likelihood of such damages, and
notwithstanding any failure of essential purpose of any limited remedy.
Section 34. INDEPENDENT CONTRACTOR
At all times and for all purposes hereunder, the CONTRACTOR is an independent contractor
and not an employee of the Board of County commissioners. No statement contained in this
Agreement shall be construed so as to find the CONTRACTOR or any of his/her employees:
contractors, servants or agents to be employees of the Board of County Commissioners for
Monroe County. As an independent contractor the CONTRACTOR shall provide independent,
12192012
professional judgment and comply with all federal: state, and local statutes, ordinances, rules
and regulations applicable to the services to be provided.
The CONTRACTOR shall be responsible for the completeness and accuracy of its work, plan,
supporting data, and other documents prepared or compiled under its obligation for this project,
and shall correct at its oven expense all significant errors or emissions therein which may be
disclosed. The cost of the work necessary to correct those errors attributable to the
CONTRACTOR and any damage incurred by the COUNTY as a result of additional costs
caused by such errors shall be chargeable to the CONTRACTOR. This provision shall net
apply to any maps: official records, contracts, or other data that may be provided by the
COUNTY or other public or semi-public agencies.
section 35, DELAY
The CONTRACTOR agrees that no charges or claims for damages shall be made by it for any
delays or hindrances attributable to the COUNTY during the progress of any portion of the
services specified in this contract. If possible, such delays or hindrances, if any, shall be
compensated for by the COUNTY by an extension of time for a reasonable period for the
CONTRACTOR to complete the work schedule. such an Agreement shall be made between
the parties based on funding availability.
IN WITNESS WHEREOF, the parties hereto have caused these presents to be executed on the
day of 20
(SEAL)
Attest: AMY H EAVI LIN, CLERK
OF MONROE COUNTY, FLORIDA
By
Deputy Cleric
Witness
Print Name
'. ■ ICY
Fitness
�.q_�_rry 1 ■1ii
Print Name
BOARD OF COUNTY COMMISSIONERS
By
Mayor/Chairman
MAXIMUS CONSULTING SERVICES, INC.
Signature
Print Name and Title
MON OUNTY ATTORNEY
AP ROVED AS To oPM
12192012
STATE OF
COUNTY OF
On this - - day of , 0 f before me, the undersigned notary public, personally appeared
-- -- of Maximus Consulting Services, Inc.,
known to ma to be the person whose name Is subscribed above or who produced
as identification, and acknowledged that he is the parson who executed the
document above for the purposes therein contained.
Notary Public
Print Name
My commission expires:
Seal
12192012
COUNTY OF MONRO E
AUGUs-r 10, 2012 PAGES 8 THRU 1$ of MAXIMUS QUOTE PROPOSAL
We Will Work as Partners with the County
EXHIBIT A: Scope of Services
Page 1
We believe that a collaborative work environment is a key ingredient for success. As such, we work
cooperatively with all stakeholders to ensure that all perspectives and issues are addressed, mutual
agreement reached, and successful programs implemented. Establishing an environment that
fosters collaboration among project participants is a critical success factor. Information sharing
collaboration, and )pint problem solving is a cornerstone of our approach to this effort.
Our staff members' strengths are their ability to develop effective partnerships with our clients. we
understand than we are your consultants and that you are in control of the programs. we will
consult with you on what we believe is the most effective strategy to meet your goals and
objectives. Many of our staff members are former government employees. Thus, we know and
understand how public agencies operate and how decisions are made. we will work as your partner
so that together we can design projects to best fit with how the County operates and best meets the
Counti/s goals and objectives.
In our WBS contained above in Section 1 of this proposal, we provide a detailed work plan for how
we plan to conduct this user fee initiative for Monroe County. The work plan provides the following:
■ A clear description of the tasks proposed to carry out the various aspects of the work and to
fulfill the objectives identified within the scope of this RFF
m A schedule of activities indicating the start and completion date of each task and any
interdependence of activities
■ An indication of timing of meetings that would be required with County staff
■ An indication of the timing of draft reports. Use a period of five (5) working days as an
estimate for the County's review period of any draft reports or submissions provided
■ An indication of deliverables corresponding with the detailed activities/tasks
■ An indication of approvals required by the County at each stage of the assignment
• A clear outline of ley communication tasks
We elaborate on each task required to meet the County's goals through this solicitation, in greater
detail below:
Task 1. Conducf Kickoff Meeting
Successful projects do not happen without planning and communication, we propose to begin the
project by meeting with staff committee members to review and refine the project methodology.
We will lead a kick-off meeting with staff from each Department,, the County Growth Management
and Budget Department, and Finance to discuss any current problems or issues with the existing
fee resolution.
It is our intent to request and review data prior to arriving onsite, which we have found makes for a
more efficient study and is less intrusive to the client.
EXHIBIT A: Scope of Services
Page 2
Among the kickoff meeting topics are:
a How will the County judge the completeness and correctness of the work? we need to agree
on this before the work starts, instead of using the deliverable review process to define
expectations for deliverables. This is vital to keeping the project on schedule, within budget
and to meeting your expectations.
■ Your need for information during the project and your expectations for who may direct our
work and ask us to provide information
■ Protocol for whom to contact if things do not proceed as planned and who you should
approach from our firm, so that any misunderstandings can be resolved promptly and to
everyone's satisfaction
a Expectations of the parties that will be involved in or affected by this work
■ Frisks to project success and tentative means of overcoming them
■ County expectations for discounts, fee waivers and sliding scale or bulk discount pricing.
■ Establish a steering committee to oversee the project and make policy decisions on how the
user fees project should proceed
■ Establish, verify, and confirm the scope of the project.
■ Confirm dates for Project Status meetings in Marathon and Key Largo
■ Determine timetable for Building Industry meetings in Marathon and Key Largo
It is our understanding that the County seeks to enact a new fee resolution based on service
delivery that is cost -based and satisfies Florida statutes. we will also discuss with the project
stakeholders and Department personnel the need to simplify their current fee schedule. As the
industry leader in determining user fee service costs, we have developed several proprietary user
fee models to calculate service casts. Our NEXUS model for Building and safety fees addresses the
very specific nature of building fees and the requirement to accommodate a wide range of
structures and structure sizes. Our NEXUS model will provide Monroe County with a fee structure
than conforms to the Florida Building Code (which is derived from the International Building Code).
In our experience, developers prefer this structure and client staff find it easier to administer.
NEXUS produces three types of fee price schedules:
■ Prices based on the International Building Code occupancy types, with detail and scaling by
project size
■ Mechanical, Plumbing and Electrical permits when required outside separate from structural
work
■ Miscellaneous permits, such as contractor licenses, fences, decks, signs and the like — the list is
customizable to each client
EXHIBIT A: Scope of Services
Page 3
Task 2. Review and Develop Indirect Cost Rates
Indirect costs are those that have been incurred for common or joint purposes. These costs benefit
more than one cost objective and cannot be readily identified with a particular final cost objective
such as a user fee or licensing permit without effort disproportionate to the results achieved. After
direct costs have been determined and assigned directly to specific fee activities and other activities
as appropriate, indirect costs are those remaining to be allocated to benefitted cost objectives or in
this case Monroe County's Fee Schedule,
Indirect costs include (a) the indirect costs originating in each department or agency of the
governmental unit carrying out the directly identifiable work effort or service and (b) the costs of
central governmental services distributed through the central service cost allocation plan or other
means of accurate cost accounting distribution. Indirect costs are normally charged to cost
objectives by the use of an indirect cost rate. A separate indirect cost rate(s) is usually necessary for
each department or agency of the governmental unit claiming indirect costs. MA IMUS will employ
the guidelines set forth in OMB A-87 to prepare are indirect cost rate specific to the CountVs
Building Department and subsequently apply this rate to appropriate costs that flow through our
user fee models. This insures the County that the full cost of operations have been calculated and
applied to each user fee, license, permit or inspection administered by the Building Department.
Because of the diverse characteristics and accounting practices of governmental units, the types of
costs which may be classified as indirect costs cannot be specified in all situations. However,
MAXIMUS has been preparing indirect cost allocation plans and indirect cost rates for over 30 years
and performs over 2,000 of these engagements each year for all 50 states. More than all other firms
combined. Typical examples of indirect costs that our Project Team will analyze will include your
central service costs, such as general administration of the Building Department, accounting and
personnel services provided to the Building Department, depreciation or use allowances on
buildings and equipment that house Building Department fee activities including operations in both
Largo and Marathon, the costs of operating and maintaining facilities, to name a few.
Task 3. Determine Cost -Basal Fee Findings Reflecting Service and Delivery Methods
MAXIMUS has broad and recent experience in this field, both across Florida and in large county
operations nationally. our project team expertise allows us to not only to anticipate the County's
needs, but also allows us to share solutions that have worked successfully elsewhere. we will
review and discuss fee structures from other comparable municipalities. Based on these results, we
will tailor our model to meet the needs of Monroe County,
We will work with the Department to identify all of the functional units and service types for which
a different fee will be established and the appropriate basis for fees. This phase includes accumulate
all of the relevant costs for a full -cost recovery target,, including support costs from other
Departments. MAXIMUS ensures that all applicable costs are included in this fee study.
We will provide complete documentation of all of our findings, and will remain available by
telephone to answer questions about how to interpret or use these findings.
EXHIBIT A: Scope of Services
Page 4
Ivey features of our model include:
■ Revenue Analysis - Multiplying building fee prices by quantity of fees issued will not
produce a revenue estimate that reconciles to County financial records. Building revenues
may be received in one fiscal year, but the services not be performed until the following year.
We correlate net revenues based on identical unit volume data under both the current fee
schedule and the new NEXUS schedule. The figures should be reasonably close, but not
necessarily identical.
■ Time to Perform Services -- Some user fee models ask for clients to describe the time
required to provide a service in the aggregate (i.e., how much time does it take to do all of the
work related to a single-family new residence?) NEXUS breaks the service down to its
components, which we feel leads to more accurate time estimates. we apply this time to an
average departmental hourly rate to derive cost by service. we use scaling assumptions that
we will discuss with the County, and the County may accept them or discuss an alternative
scaling method with us.
■ Staffing Requirements - By varying forecast unit volumes, the County will be in a position to
understand its future staffing requirements better. Typically, we expect a percentage
difference in productive hours available versus consumed of + -10%. Anything significantly
above or below that amount suggests an over- or under -allocation of staff at current workload
levels. we discuss how workload may be changing so that the implications of this finding are
appropriate to local circumstances.
We can say with justification that the MA III US NEXUS application for building fees is the best such
application available to local governments. A few of our former employees - who used to tell clients
that DELIS was the best available solution - have departed to competitor firms, and are now in the
uncomfortable position of trying to deny their previous comments.
Some of these firms have developed spreadsheet -based "knock -offs" of our NEXUS application, but
these imitators lack the functionality and proven track record that only NEXUS provides. only the
MA IMUS NEXUS application has been in broad use in Florida and nationally and only this
application has sustained court review.
Our purpose is to delve into how the Department performs each of the fee services. This process
involves several steps. we will begin by review the ounty's current fee schedules and support
costs charged by all Departments involved in the process. we will review all relevant prior studies,
existing cost allocation studies and historical revenues.
While we will be sensitive to the interruptions our work will cause, we need access to supervisors
in the Department who can explain work processes and estimate the time required for these steps.
We do not need to meet with all of the Department's employees. Supervisors capable of explaining
the steps in intake, plan review, and inspection should plan to attend, but typically, a client would
send only a handful of people to these meetings. we would meet separately with plan review staff,
inspectors, and intake staff'. The Department should also assign a liaison familiar with the
IAl /_V.11M1
EXHIBIT A: Scope of Services
Page 5
Department's finances and who is capable of extracting data from the Department's financial
records or systems.
We need to gain an understanding of labor efforts for each service. we will ask County staff in
Marathon and Largo to decompose their work into steps and will estimate the time required for
each step. The Department will need to provide data for the amount of staff time spent on plans
review, inspections and other fee related tasks. we will use this data to develop our model.
We may net obtain all of the data we need in the first visit, Inevitably, some of the Department's
staff will be unavailable when we wish to meet with them, or will need to research the answers to
our questions. Our schedule assumes that the Department's starff will be available and able to
provide reasonably prompt responses to our data requests. If exceptions arise, we will discuss the
options with the Counts project liaison.
This is also our opportunity to ask you questions that will help us to identify all of the sources of
cost, whether the County ultimately chooses to seek recovery of all of those costs required to serge
a citizen. Cost includes:
■ The direct staff involved in providing the service
■ The supervisors and support staff on which they rely
■ Consumable items in the annual appropriation
■ Direct support from other departments
■ City full overhead indirect cost
■ Allocations of fixed assets
x Age and features of technology and facilities
To the extent that each billed activity has unique characteristics, we will seek to understand the
unique cost of that activity.
Part of the cost of these services is in the administrative and overhead support they receive from
other areas of the County government -- payroll, human services, finance, purchasing, and so forth.
It is also important to capture the costs or overhead of those departments/divisions responsible for
collecting and recording County license, permit and fee revenues. we will also identify pooled costs
to be allocated indirectly to each activity (e.g., registration for activities requiring it), along with
useful proxy measures to help us associate the indirect cost with billable activities. we will compile
non -labor costs that support staff efforts (budgeted non -labor expenditures, internal administrative
support, County overhead, fixed assets) and address whether these need to be directly assigned to
specific activities, allocated to indicate benefit to multiple activities, or excluded for not being
relevant to particular services.
To help the County understand what we offer., we provide some examples of tables and reports. The
system is table-driven, and many of the nearly two dozen tables are background working papers or
inputs to other tables that we would review with the County, but not include in a final report.
AAAXIMUS
EXHIBIT A: Scope of Services
Page 6
Productive Hours
Staff are paid more hours than they have available for assignment. Paid leave and administrative
assignments are important considerations. Federal rules for cost studies related to Federal grants
and contracts sanction these adjustments. while the County is not under an obligation to follow
Federal costing rules, the use of these rules imposes an additional level of credibility to the findings.
Here is an example of the productive hours form:
upervising
Building
Senior
Building
STAFF HOURS & ADJUSTMENTS
SOURCE & STANDARD
AVERAGE
TOTAL
Official
Secretary
Inspector
R- Me . q viva end s
.00
.0
.
Regular Workday Hours
FDIi��V ou
Grose Annual Hours Available
Oaloulation
208
085
15.4343
2 Ggd
5
5
Annual
Annual
Full ash Reductions for.
Da
Hours
Flours
Annual lours
Annual Hours
Annual hours
Flofidav (including Flaatrn+gL
Pol G�! da
14.
116
8, 584
116
118
116
Vacation � �
Annual ccrual tde
T
33
2. 440
120
0
200
lick Lead and Wellness
�U �rlays�
1
95
, 104
96
$
-_ 95
_ Adr inistrative Leave
lbl� O da )
2
160
0
80
.Seminars, Conferences, TralnkV
Varies -
-
25
1.872
40
ld
24
Other
Annual Accrual da ys
Total Full DaReductionsHours
•
A
o 16
4�2
228
516
SubtotalA fable Flours
lo$ f3
1344183
f,
11558
115T0
Subtotal,A�llable Da
227
f TT3
20
�333
� 195
Annual
Annual
_
Annual Hour Reductions for:
�
burs
Tours
_ _Hours
Annual Flours
Annual Flours
Annual flours
Training OlassewSessibns
f�oliry
f
24
1808
40
24
40
City Manager Meetih s
Department Heads
7
4
312
t�
� 4 _
12
Departmental Meet ngs
Pqpart�menfio ide
�'
S
444
6 �
_
6
6
Division AUJanay&r Meefin s
sors Only
f
52
52
0
0
Staff Meem.gs
All Staff
t�
12
888
12
f�
� 12
One on One Meefings
Annual Time (hours _
T
?
50
�
�
_
0
Other
Annual Time ho�Lrs
0
0
0
0
0
Total Annual hour uc�o
km= M
.Hours
W
3 5
t T2
46
70
Dal Ftedu�ions for:
Hours
Hours per
a
Hours per
L)a
Flours per
Oa
Hours per
fe
fours per
e
Break Time
_
FLSA
d.
0.50
37.00
0.
0.50
0.50
Other '
SuA y to AN Aotivrlies
0,
0.
0.00
0.00
_ .��.5d
f 1V
0. 00
(0-50) �.
�
Tom/ Do&Reder rr Hours _ (0.50) (37. (0.50
A► malted Tel Da Reduce Hours L14 83$7 103
Annual
Annual
Annual Hour Additions for;
Flours
Flours
Annual Hours
Annual Hours
Annual Hours
C-am rrsated Overtime
pion-Mult red (hours'
0.3
24, o
0.0
0.0
0.0
U►compensated Overtime
-Annual Time lours
0.0
0.0
0.0
0.0
0.0
Outer
Annual Time (hours)
0.0
0,0
0.0
0.0
0
0.0
0
Total Annual Flour Addft o0 24 0
Subtata Available Flours
11652
_
13 25�...
f
3
Annual
Annual
Annual Hour Reductions for:
t
Hours
Hours
Annual Tours
Annual Hours
Annual Tours
Su r vision om �hoursa
Annual Time (hoc n
0
00
Supervrsio G A roeri
Anrwal Time roert
50.0%
0.0
40.0%
Total S e►vls nA J�ederotlo .
Hours
i,4l
NMI LL
35i,
71TO .
*
�
a.p
s
A&WMUS
EXHIBIT A: Scope of Services
Page 7
Productive Hourly Rate
While it is possible to develop individual employee rates and extend those rates to times for each
individual, this approach greatly complicates the study without materially affecting the resultant
fee structure. we will discuss with the Department options t0 use either individual hourly rates or a
loaded hourly rate for each Department. The fallowing table is an example of the format we use to
develop a Department loaded rate,
BUD ET UM R
N-6ductive
Total
Hourly
Rate
Percent of
Item
Source
Budget
Per hem
Ease Bud et
Salaries
SubtoftINSalarfes
1651641
$
62.22
67.04%
Bane%
SubtotelN8eneffts
7t5 20
$
22.62
24.71%
74.84
81.76%
Non -Personnel Costs
Field & Office Maintenance
Budget
$
0.02
0.02%
Portable Oommunica ion Equip
Budget
$
61000
$
0.19
0.21%
Offloe Supplies
lAdvertising
Budget
7,182
0.23
0.26%
Budget
_$
^
500
_5
$
0.02
0.D2
Printing__
Budgel $
3,000
$
0.09
0.10%
Printing Supplles
Budget
$
300
$
0.01
0.01%
Field Supplies
Budget
300
$
0.01
0.01 %
UnNOrrns - Allowances
Budges
_$
$
1,675
$
0.05
0.05%
Dues, Pu blicatio n s, Books
Budget
$
4,000
0. t3
0.14%
_Meals MOU
_-
Budget
$
100
_$
$
0.00
0.00%
Special Services- Oleims
Sudgel
$
129,778
$
4.10
4.48%
11ehia Msint Oper Rate
Budget
93.61
$
2.96
R 3.23%
Local Mileage, Perkin & Toll
Bud et
$
S00
$
0.02
0.02%
Truing, Educ,Trul,Meetng,Meals
Budgel
$
S150D
$
0.17
0.19§b
Credit Oer+d Sep/ice Charge
Budget
�
2,000
$
0.06
0.07
.._.
Facility Services
Budget
$
123.523
$
3.91
4 27
Tw.hnol es Servic
Budgel .
5
150, 220
$
4,7S
5.18%
SubtoalNNon-person nal Oo*U
528496
$
16.71
18.25%
TOTA BUDGET (A
21896,657
.55
1
e ea s
9-�
ide rheed ° OAPi
DAP
$
237,119
$
7 50
Departmental Overhead
OAP
$
117 011
$
370
.04%
SubtotalN erheads
$
354130
$
11.20
12.23%
Off -Budget items
InteracWe Voice Response {5-yfear}
Est
$
9,600
3
D.3D
0.33
Permit System Upgrade s-peer
Est
$
102.000
$
3.22
3.52
MAXIMUS Fee Study (5-peaO
Est
$
1,540
$
0.05
0.05%
Reserve for 27th Pay Period
Calculation
$
5,277
$
0.26
0.29
SubtcUINOfF-Budget rns
$
121,417
$
3.84
4.19%
Support from Other Departments
_
_
OED-Planning
Est
$
483.750
$
1630
16.71 %
Finance -Revenue
Est
$
47.793
$
1.51
1.65%
Fire Prevention
Esi
$
62,370
$
1 97 .
2.15
Public warts Engineering
Est
$
108.267
$
3.42
3.74%
- SubtaftlNOthsr Departments
$
702181
$
22.20
24.25%
TED BUDGET
4t073406
138.79
1401 .67
Ado d ud at
3 806 667
91.55
00.00
Excluded Oos#eNNotFunded by Foss
$
-
$
-
0.00%
-Bud el Adjustments
$
1,177 728
$
37.24
40.67%
ET ADJUSTED B
4,073,386
$
128.79.1
140.601%1
EXHIBIT A: Scope of Services
Page 8
Process Tasks
If we were to ask how long the County spends with intake, plan review, and inspection for each
occupancy type and each size project within each occupancy type, interviews would never finish.
We make some simplifying assumptions.
■ There are certain permit types for which we will ask questions about effort level differences
for projects of different sizes in a single occupancy type. For example, how long does it take to
provide a group of services for a single family residence of 2,000 square feet, 4,000 square
feet, 6,000 square feet, 8,000 square feet, and so on, The County's answers to how much
longer it tapes to serve a larger -sized project within these key occupancy types represent a
percentage difference that we can apply to related occupancy types.
The graph below shows a sampling of those Labor data comparisons for Building plan check and
inspection times.
Total Time Estimates
POPU
.ATIOW.- <25K
EUBC1
A CIS
Building .Ise: (UBCn Occupancy Type)
Average
. l+L
Rla" Check
dean
In�p�tienTail
Ian
Mean
A-1
A-1 i
heater
1 '
_
46.5
,
105.E
48.1
75.2
16.2
53.2
52,6
62,0
59A
Theater
Banks
20roomo
50000
59.1
31.7
B
16.4
29.8
0
B
Banks
10,000
45.3
Laundromat
Laundmmal
Medical Office
1,000
5,000
5,000
10,000
10,000
3.2
13.1
31.4
32.5
38.0
35.2
46.3
39.6
32.2
36,0
14.9
29.8
B _
B
21 A
20.1
24.0
24.3
29.5
21.8
MedialOffice
B
B
Ofkft
0WIN _
20,000
75.8
61.4
54.1
53.8
25.6
56.6
28.5
49.9
50.5
M
�epar wt Store
MarkeYStore
MarketlSlore
100000
M
50000
21.8
M
1000
16.9
10.7
R-3
R-3
PJling ustom, Models
loans-C stom, Models
2,000,
2,500
00
. O00
R-3
Dwellings-- ustom, Models
11.7
16.8
.0�
R-3
R- _
llm "ustom, Models . _ 1-4.
21.9
�t llings--Custom, Models
5,040
.7
MA IMUS compares the County's costing inputs (typically, time estimates) against a universe of
comparable jurisdictions. Should the County's time inputs vary significantly from those of other
jurisdictions; MAC IMUS will work with the County to help identify possible explanations, we extend
time estimates by demand quantities to estimate the total time spent per activity. There is virtually
no chance that the first round estimates will sum to the amount of time available. Once we quantify
the variance, we work with your staff to refine the estimates.
There are a few checks and balances to validate the estimates.
■ Estimates have to sum to not more than the amount of time available
a If a person overestimates the time for activity " ," it will deplete the remaining available time
for services "Y" and "Z," creating a reality check on estimates
I►�il_� ►1T�ilTf.7
EXHIBIT A: Scope of Services
Page 9
■ County department heads will review the estimates to confirm that they appear reasonable
(not perfect, but reasonable, since it is not possible to use history to predict the future
perfectly)
n we review the estimates to benchmark them for reasonableness against answers from other
clients providing comparable services. we find that the time required to perform these
activities varies little by jurisdiction.
For mechanical, electrical, and plumbing permits on a stand-alone basis, the process is simpler.
Provided below is an example of the simplified form we use for this table.
��rssaar1
r I V9-
-
Intake and
Tlme
07
FY08-07
Annual
Annual
Issuance
(Includes
Volume
Average
Surpluel
Actual
Revenue
General
Time
travel)
Total Time
{# of
Actual
Current
(Subsidy)
Annual
@ Current
Fund
PEE TYPES
(Mina)
(mine)
(mins)
Units.)
Unit Cost
Fee
Per Unit
Cost
Pee
Subsidy
1.70
duct work o2hf 10 4e 5e 9 98.8e 32.06- $ 2,888 928 1,94
olar ear `eat Recovery .
Sy stem 10 48 5e 0 $ 98.88 k } $ - $ - $ -
AC Cha 0-0Ut3 10 4e 5e 1,546 f 98.88 $ 32.00 $ 66.e8. $ 152.e7 $ 4e,47$103,4.02
PLUMUROWGA3 frERWT-
Pool or Spa installation
10
10
174
174
63
58
1841F
184
73
68
473
Pool and Spa repair
10
13
4.922
Solar Heating stem
10
Al other Plumbing and
Gas work
10
Medical Gas (includes
rough -in and final)
10
156
166
Li uiied Petroleum/ HaturAl
Gas
Per Tank Installation
10
63
73
Piping Rough - In in
101
126
136
ri[el_1111;J4:J"IIA dA 4�-
8 313.70
$ 313.70
$ 124.46
$ 115.93
8 65.55
$ 41.33
$ 41.33
(248.16)
$(272.37)
S (83.13)
33.28
82.65
$ 283.01
283.51
124.46
12+t.46
$ 231.
231.85
_$ 148,380
$ 3,137
$ 1,618
$ 570.620
$ 31,005
413
$ 537
$ 406Pe03
117,375j
$ - (2,724)
$ (1,081 )
153le15
$ -
$ -
$ -
$ -
8 -
$ -
...w.
Ouse Meter r meter
1
.$_(15,82
over Polel onstrucion
Pale 70 AMPS or ova
10
3e
4e
138
S 81.83
$ 41.33
$140.60),�
11,293
5,704
$ 6,690
Pool/Sps
10
95
105
525
3 179.01
$ 50.60
128.41
$ 93,852
26,565
8 67,417
Pool/Spa Repair
10
66
75
1
8 129.57
$ 50.60
7&97
$ 130
51
79j
Smoke Detector Circuit
10
5e
88
2
8 115,93
$ 31.90
84.03
232
s4
$ 16e
erw ang ul
(CMO, per two meter
increments)10
10
53
33
63
43
568
8 107.41
3 73.31
_$ 50.75
$ 50.75
(66.66)
22.66j
$ 61,008
S 9,384
$ 28,826
$ 6,496
(32,182)
3 (2,888)
Electrical Sign
128
R"re
10
78
8e
168
3 150.03
180.03
$ 25,205
$ R
i 26,206
Electrical Remodels
10
152
162
2,278
S 278.19
1
$ e0.50
195.89
S 628,166
$183,379
i 445F787
Site Lighting
10
66.
76
144
$ 129.57
$ 50.60
S 79.97
$ 181658
6 7.286
$ 11 �372
Modular/Mobile Home con
10
3e
48
20
81.83
$ 31.9
48.93
$ 1,637
$ 838
999
lnspftwns outslae ot
normal business hrs (min
cha a one hr
10
60
70
$ 119.34
11 4
$ -
$ -
$
a eques
Inspedons (min charge
one hr)
ao E[bi i rd of ppo s
10
60
70
$ 118.34
$(119.34)
S �
$ -
8 -
h�pe
e
request for hearing for
alternate methods and
materials
10 1
60
70 1
$ 119.34
119,34
$ -
$ -
$
Contractors Registration
30 1
01
30
1:$ 51,15
51,18
Minutes Consumed
Hours Consumed
Productive Hours per FTE
FTE Consumed
112,820
917,236
1r f
1, 880
15,287
17.168
1,05$
1,056
1,058
1.8
4.5
1 16.2
I A,l_�i�
EXHIBIT A: Scope of Services
Page 10
Miscellaneous permits represent all activities that we do not address in the construction tables and
the stand-alone mechanical/electrical/plumbing tables. The table below shows the appearance of
the table for two services From a clientrs miscellaneous permits report.
Intake and
Plan
Inspection
Total FY 06-07
Check
Total
Process
Check
Process
Time Volume
Actual
Inspection
Actual
Work item
Hours
Hours
Hours
(hours) (# of Units)
Cost
Actual Cost
Cost
a a cu Rate
S .2
Eb- Wise se�tas�nt�aY
Poch a
0.33
1.50
8.48
1032 415
3 .10
867.7
$ 901.89
Masonry Perimeter Wall
0.33
1.00
2.32
4.1.5 63
10
$ 238.13
$ �2� 2i
The new construction costs (plan check and inspection) erne together
in a table as we show
below,
using one occupancy type;
Construction Type
IAp IB
Construction Type
IIA, IIB, 111A9 I11B, IV
Construction Type
IAA, VB
CBC
Class CBC Occupancy Type
Project size
Threshold
Base Coat
Threshold
size
Cost for
Each
Additional
100 sf *
Base Cost
@
Threshold
size
Cost for
Each,
Additional
100 of *
Base Cost
@
Threshold
size
Cost for
Each
Additional
100 sf
A-1 AswmblyWixed Seafing
- Theater, Concert Hall
- -
- -
11500
$20,317
$211326
_$26,865
$30,251
$18.811
$16,931
$17,771
$22 385
$25,234
$14,0094
$61.5500
$13,545
$14,217
_ $1�,910
$0,187
$11207
$49.2400
7,500
15,000
$73.5500
$22.7700
$10.9750
$12,4455
$i s,1800
30,000
75,000
15
$14.9350
$9-9587
$6,3500
$19.62nol
' -
- -
$371001
$�44,145
$9.5250
$30, 834
$7.9375
$24.5255
$24F668
$ 9.4300
$35, 7 5
$29,430
The City will want to understand the unit costs and budget impact of cost -based fees. That table
appears as follows:
Revenue Annual
Annual Average Surplus/ Aclual @ General
SF Voluma of Cost par Actual Currant (Subsidy) Annual Current Fund
Class I Occupancy Type I Standard Actiylty SF Unit Cost Fee Each Fee Cost Fee subsidy Subtotal
S-2
Storage ---Low HazaM
14,500
19
-
-
72,500
4
-
-
145,000
1
-
-
2 0,000
0
-
-
725,000
0
-
-
1.450.000
0
0,8962
$ 10,095
$ 1,124
$ (8,970)
0,1792
$ 12,992
$ 8,010
$ (4,982)
$ 3,782
0,1107
$ 18,052
S 19,834
0.0894
$ 20,128
$
$ (20,126)
0.0441
$ 29,073
$
$ (29,073)
0.032114
48,545
$
$ (46,545)
$ 191,803
$ 21,364
#(170,439)
$ 51,988
$ 18,052
3 32,041
$ (19,927)
$ 3,782
$ 19,834
$ -
$(188,584j
Task 4. Review County -Provided Demand Data by Permit Type and Determine how to
Express the Costs per Permit
We will prepare a summary table showing the name of each billed activity, the annual quantity
billed (provided by the County) , the current price, the calculated actual cost per customer and the
total budgetary impact at current price and actual cost. we can test if there are any "red flag" issues
for discussion with you. We will work with the County to identify which fees should be set at full
cost and which fees should be set at below cost. we will prepare estimates for the revenue that will
be generated once the new fees are implemented, we will identify the revenue that will be
generated under different options for cost recovery.
&MIMUS
EXHIBIT A: Scope of Services
Page 11
Task 5. Prepare for Presentation at Industry and County Commission Meetings
At this phase of the project it is imperative to identify impediments to implementation of the user
fees. As part of this process we will work with key stakeholders, community organizations and local
res 'dents to identify any issues or concerns with the proposed user fees. This process will also help
create a public awareness of the purposes for the cost of services analysis and gain community
support for the user fees.
We will meet with the County in person and in both Marathon and ley Largo locations to review
the first draft. Some of this material is technical. It helps to have the entire MAXIMUS Project Team
onsite to explain it, to confirm the facts and assumptions, and to direct the County's attention to
items that need more review.
The County should expect to meet with MAXIMUS in groups. Just as the initial meetings divide into
teams (i.e., plan review, inspection, and intake), so will the review. The same staff who attended the
initial meetings should attend the first review.
It takes a few drafts to confirm the facts and reconcile the labor and financial data to appropriate
levels. once we have met with the County's team in person to review the first draft of the study,
there is no need to be onsite for additional edits. we will perform those reviews by Internet
meetings and by phone.
Experience tells us that in any organization, some staff ,,will be require more time than anticipated,
will be unavailable, or will be unable to commit to decisions. we stress that our goal is to be
reasonable and defensible, but not perfect. To the extent that we are using recent data to predict the
future, no one should expect complete precision. If we believe that we are facing such an obstacle,
we will discuss the situation with the Department's liaison and develop a plan for closure. our work
plan shows "dependencies' - tasks that cannot proceed until prior tasks finish.
Task 6. Final Presentations
Builders are sensitive about fee prices. Elected officials
do not increase fee prices without justification. Many
local governments have found that setting prices that
recover the cost of providing services is fair and
efficient. we will present our recommendations to the
project staff committee, County management, and the
industry,
We assume that our entire project team should attend
each presentation. Not knowing the nature of the
presentations, we are not sure of the level of detail
Recommend modifications to the fee
schedule resolution for each of the
departments involved in the ounty's
Building Development Process.
Recommend updates to the fees for the
next fiscal year, and provide a ,methodology
for recommending updates in subsequent
years.
Provide w6tten guidelines (process and
procedures) for the implementation of the
recommended fee ordinance.
that these presentations will involve. Therefore, we felt it necessary for the authors of the study to
be present If there are presentations that will not involve all of the project team, we would be
pleased to revise our quote to reflect ect the change.
EXHIBIT B
The hours for each task are noted in the workplan. Onsite
services requiring 8 hours or less are one -day meetings.
Task I Project Task
1 Project Management Tasks
1.1 Arrange interview schedules
1.2 Kickoff meeting to address:
Acceptance criteria for deliverables
Status reporting and communications protocols
Issue escalation protocol
Raster of stakeholders and their interests
Risks to project success and mitigation plan
Confirm the work plan milestones and deliverables. process
change order(s) as appropriate.
Conf i rm project cha nge o rder protocol.
Confi rm quality control process
Three project status meetings monthly at each office
1.3 location in Marathon and Key Largo. Remainder of
me
etin s will occur by phone.
1.4 One day each building industry meetings in Marathon or Key
Largo
2 Develop indirect cast rate(s) for building permits as permitted
by Florida Statutes
2.1 Classify county units as direct service to public or indirect
22 Develop proxy measures to express how indirect costs are
. shared between benefitting departments
Determine whether to use a single rate applicable to all County
2.3 departments, or rates unique to each relevant department
2.4 Develop rate(s)
2.5 Review with County Finance and Building staff
2.6 Finalize rate(s)
Month
1 I Z I 3 I 4 I 5 I 6 I 7 I 8 Onsite
ask?
Yes
Yes
Yes
Yes
Rate As 1 qq 7r
Hours
Extension
0.50
100
3.00
599
8.00
1,S98
16.00
3P196
1.00
200
1.00
200
0.50
100
16.00
3,196
2.00
399
r_-0.50
100
PAData Ana kysis\Fees\Requestfor8ids\Cagy of Workplan for Monroe County FL review of development permit ree schedule_o (2).x1sx Pa gk? 7
EXHIBIT B
The hours for each task are noted in the workplan. Onsite
services requiring S hears or less are one -day meetings.
Task I Project Task
Determine cost -based fee findings reflecting service and
delivery methods
Create worksheets for 1) structural plan review and 2)
3.1 structural inspections 3) mechanical, electrical and plumbing
permits separate from structural work and 4) miscellaneous
permits not categorized above
Meet with supervisors in Marathon and Ivey cargo who will
3.2 describe the steps required to perform each fee service, using
either estimates or aictua I time records
3.3 Determine paid leave and other deductions from assignable
time
3.4 Determine relationship of non -salary operating expenses to fee
services
. Apply indirect cost rate(s) to direct service costs
3.6 Develop cost -based findings
3.7 Th ree rounds of d raft review, usi ng a pu nc h list, to final ize data
on effort per activ ity and cost of activity
4 Review County -provided demand data by permit type and
determine how to express the cost$ per permit
4.1 Explore flat rates as discussed in RFP
4.2 Develop costs per square foot where currently used
4.3 Develop costs per contract price where currently used
4.4 Review draft with County staff. provide a punch list for County
to indicate desired changes
4.5 Make the punch list changes, or indicate why particular
changes m2 not be desirable.
4.6 Finalize cost -based fee findings
4.7 Estimate growth patterns as they may affect demand for and
cost of services
4.8 Estimate impact on County budget
Month
11 2 I 31 41 51 6 I 7 I 8 I 4 I Onsite
ask?
1
Yes
Yes
Yes
Yes
Yes
Rate � 1 qq_7c;
Hours
Extension
2.00
399
60.00
1 L9g5
1.00
200
3.QO
599
0.50
100
12.00
2, 397
24.00
4,794
2.00
399
2.00
399
2.o0
399
4.00
799
5.00
999
5.00
999
1.00
200
1.C)0
2001
P®\Date AnatVsis\Fees\RequestforE4ds\ropy of workplerr for Monroe County FL review of development permit fee schedule_v4 (z),xlsx Page 2
EXHIBIT B
The hours for each task are noted in the workplan. Onsite
services requiring 8 hours or less are one -day meetings.
Month
Task Pra)ect Task 1 3 4 5 5 7 8 9 Onsite
Task?
5 Prepare for presentation at industry riveting
Prepare a draft Summary Report and submit the draft for
5.1 County Growth Management and Budget Department review
2 Prepare based on County staff comments up to two (2)
5' revisions to the Summary Report and submit a final report
5.3 Prepare a draft Fee Schedule Resolution based on:
County Permit Types with review disciplines (per RFP Fxhibi
5.4 Q and Inspection types per RFP Exhibit D
5.5 Prepare based on County staff comments, a revised draft Fee
Resolution up to two tunes and submit final
r.
6 Presentation to BoCC -
BOCC meetings in Marathon, Kerb Largo, or Key Kest, Mote: who- Yes
'1 This may occur after the initial project work concludes.
.A e .
_ Deliverable task Tatal�
Communications when project team is not onsite will be by phone, email, fax
Invoicing milestones
Amount
Covers tasks
1 Completion of indirect cost rate
8,289
1, 2 *
2 Meet with supervisors to discuss effort by service type
12,784
3.10 3.2
3 Draft cast findings
$,090
3.3 - 3.7
4 Determine costs per foot
4,394
4 *
5 Final presentation
51693
5, 5
39*25
* Monthly status reports are included in milestones as completed
Rate � l qq.7 r,
Hours
Extension
2.00
399
2,Do
399
2.001399
1.SO
300
15.00
3,196
196.501$
39,251
P•\Data Ana lysts\FeesXRequestfOrBidsNCopy of Workplan for Monroe County FL rewlew of development permit fee schedule v# (2).xlsx Page
-0
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5 -}D UMB-12-13
INSURED
`,� y,� �+ ' 1 �i ' * p �+
fYll'1�'ll��+�F INC. AND ALL SUBSIDIARIES
1891 METRO CENTER DRIVE
INSURER e : T+�nr� City l=i� Insurance 29459
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CLAMS MADE Lx I OCCUR I IVIED EX_P (Any we perm] 10.000
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1 . *000
PERSONAL & J" D INJURY ; S
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� GENERAL AGGREGATE $ 2.OM.000
e 2, ,ODO
GEN'L AGGREGATE LIMIT APPLIES PER: i PRODUCTS - COMPIOP AGG $
J PRO.
I POLICY # LOC ! I
:.
AUTOCOMBINED SINGLE LIMIT 1
AUTOMOBILE La}AeIUTY �T I ,�8112 .,1f�13
: � E� �� ,0�
ANY AUTO i BODILY INJURY (Per per5w) �
ALL OWNEDSCHEDULED
I BODILY INJURY (Per secklent l
$AUTOS AUTOS
!
fI1
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