Item N2Meeting Date:
07-15-2015
Department:
Wastewater
Bulk Item: Yes
X_ No
Staff Contact /Phone #:
—Kevin Wilson /ext. 8797
AGENDA ITEM WORDING: Approval to execute Amendment 6 with Government Services
Group, Inc. (GSG) for the development and administration of the Non -Ad valorem Assessment
program for No Name Key and Middle/Big Torch and 35 expanded parcels within Cudjoc Regional
Wastewater Assessment. This amendment also delagLs task 1-7 outlined in Amendment 5 for the Sto�].'
Island 2 Service area. I
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ITEM BACKGROUND: On June 10"' 2015 BOCC approved expanding the Cudjoc Regional
Wastewater Service Area to include Middle/Big Torch, No Name Key and 35 properties within the
existing Cudjoc Wastewater area. Stock Island 2 will be delayed until FY 15-16 for reconciliation of
payments and construction with KWRU.
PREVIOUS RELEVANT BOCC ACTION: On April 15, 2015 the BOCC adopted Amendment 5 to
the GSG contract which added additional services for Long Key and Stock Island 2 program. On June
10, 2015 BOCC approved expanding the Cudjoe Regional. Wastewater service area to include No
Name Key, Middle/Big Torch and 35 parcels within Cudjoe Regional Wastewater service area but
which were excluded prior due to cost. (Item Jl)
CONTRACT/AGREEMENT CHANGES: This amendment provides for the developinent and
implementation of the non -ad valorem special assessment program for No Name Key and Middle/Big
Torch and 35 expanded parcels within Cudjoe Regional Wastewater program for the 2015 tax bill. This
will increase the contract by $1500.00 per year.
STAFF RECOMMENDATIONS: Approval as stated,
TOTAL COST: 118,500.00 INDIRECT COST: BUDGETED: Yes X No
DIFFERENTIAL OF LOCAL PREFERENCE:
APPROVED BY: County Attorney OMB/Purchasing Risk Management
DOCUMENTATION: Included Not Rcquire,�l
DISPOSITION: AGENDA ITEM #
Revised 6/15
CONTRACT SUMMARY
Contract with: Government Services Gr. I Contract #
Effective Date: 07-15-2015
Expiration Date: FY 18-19
Contract Purpose/Description:
Development and administration oft non -ad valorem assessment program for No
Name Key, Middle/Big Torch and 35 parcels within the Cudjoe Regional Wastewater
Service Area
Contract Manager: Tina oSacco 4426 Wasew-titer 41
(Name) (Ext.) (Department/Stop
Total Dollar Value of Contract: $ 11 8 500 Current Year Portion: $
Budgeted? Yes M No 0 Account Codes: 175- 55009 - 530430-
Grant: $ - ----
County Match: $
26,500.00
ADDITIONAL COSTS
Estimated Ongoing Costs- $-/yr For:
(Not included in dollar value above) (e.g. maintenance, utilities, janitorial, salaries, etc.
N MONT-1711013wim
Changes
Date In Needed
Yes[:] Noo
Risk Management Yes[:] NoZ'
O.M.B./Purchasing (AA,56j)5ycsE1No3�
County Attorney (-Tl-sots YcsEjNoM
K4- in 10, r"T4- M
OMB Form Revised 2/27/01 MCP #2
Date Out
Reviewer
FOR • FOR
• �, • • • • PROGRAM -
This Amendment is made and entered into this ` day of July, 2015, by and between
Monroe County and Government Services Group, Inc. (GSG), in order to amend the Agreement
between the parties dated April 15, 2009 and the First Amendment between the parties dated
January 19, 2011, and the Second Amendment dated April 18, 2012, and the Third Amendment
dated August 15, 2012, and the Fourth Amendment dated May 15, 2013, and the Fifth
Amendment dated April 15, 2015, for non -ad valorem assessment services.
WITNESSETH:
WHEREAS, on April 15, 2009 the parties entered into the AGREEMENT FOR
CONSULTING SERVICES for Development and Administration of Non -Ad Valorem
Assessment Programs herein referred to as GSG Agreement; and
WHEREAS, the County has executed First, Second, Third, Fourth and Fifth
Amendments for Consulting Services for Development and Administration of Non -Ad Valorem
Wastewater Assessment Programs; and
WHEREAS, additional consulting work needs to be completed for the Non -Ad Valorem
Wastewater Assessment Programs; and
IN CONSIDERATION of the mutual promises contained herein, the parties hereby agree
as follows:
1. Monroe County has requested that GSG delay the completion of Tasks 1-7 outlined in
the Fifth Amendment necessary for the development and implementation of the non -ad
valorem assessment program for the Stock Island 2 Service Area on the 2015 tax bill;
and
2. Monroe County has requested that GSG complete Tasks 1-7 necessary for the
development and implementation of the non -ad valorem assessment program for the No
Name Key Service Area, the Torches Service Area and the Expanded Area within the
Cudjoe Regional Wastewater System that includes 35 additional tax parcels on the 2015
tax bill in accordance with the Scope of Services, fees and payment schedule provided
in Attachment B attached hereto; and
3. Monroe County has requested that GSG complete the annual services as outlined in
Task 6 on the Second Amendment to certify and deliver the tax rolls for Fiscal Year
2015-16 through Fiscal Year 2018-19 in accordance with the Scope of Services, fees
and payment schedule provided in Attachment B; and
4. All other provisions of the GSG Agreement entered into April 15, 2009 as amended by
the First, Second, Third, Fourth and Fifth Amendments dated January 19, 2011, April 18,
2012, August 15, 2012, May 15, 2013, and April 15, 2015, respectively for non -ad
valorem assessment services which are not inconsistent herewith shall remain in full
force and effect.
IN WITNESS WHEREOF, each party has caused this Agreement to be executed by its duly
2.uthorized representative on the day and year first above written.
(SEAL)
Attest: Amy Heavilin, Clerk
By:
Deputy Clerk
Date:
(S 1)
Attest:
BY:
Title: Ac"S—i
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•
Rv-
Mayor/Chairman
MONROE COUNTY ATTORNEY
AP VOV E �Ag TC) �R'
L T
'N HIA L HAI-L
'T� 'C
ASSISTA T COUNTY AORNEi FORNEY
Date—
_
• • i
AMENDMENTFIFTH CONTRACT
FOR CONSULTING SERVICES FOR'
•
•. .• August1 • the Fourth• - dated May 15, 2013for .• valorerr
assessment services.
W ITNESSETN:
on April 15, 2009 the parties entered into the AGREEMENT FOR
CONSULTING• Development an• Administration of • ' • Valorem
WHEREAS,Assessment Programs herein referred to as GSG Agreement; and
County• First, Second, Third and Fourth Amendmentsfor
Consulting Services for Development and Administration of Non -Ad Valorem Wastewater
Assessment Programs; and
WHEREAS, additional consulting work needs to be completed for the Non -Ad Valorem
Wastewater Assessment •r and
follows:IN CONSIDERATION of the mutual promises contained herein, the parties hereby agree
as
Monroe County has determined that Additional • - -, • to $15,000.00 may •-_
performed under the Agreement upon approval of a proposal by GSG to conduct su
Additional - - and
amount2. Monroe County has requested that GSG provide Additional Services to assist t
County Clerk's Office in the audit support for preparation of the -County Comprehensi
Annual Financial Report for Fiscal Year 2013-14 on an hourly basis with a not-to-exce
of ", 1 1 1' 11
3. GSG has provided Additional Services to assist the County Clerk's Office in the au
support for preparation of the County Comprehensive Annual Financial Report for Fisc
Year 2013-14 by expending the hours indicated on the Invoice provided as Appendix
and
4. Monroe County has requested that GSG complete Tasks 1-7 necessary for t
development and implementation of the non -ad valorem assessment program for t
Long Key Service Area and the Stock Island 2 Service Area on the 2015 tax bill
accordance with the Scope of Services, fees and payment schedule provided
Attachment and
5. Monroe County has requested that GSG complete the Second Amendment Task 6
annual services to certify and deliver the tax rolis for Fiscal Year 2015-16 through Fiscal
Year 2018-19 in accordance with the Scope of Services, fees and payment schedule
provided in Attachment B; and
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IN WITNESS WHEREOF, each party has caused this Agreement to be executed by its duly
authorl.zled representative on the day and year first above written.
(SEAL)
Attest: Amy Heavilin, Clerk
By: X-)Lk
Deputy Clerk
Date:- /12 -)V ],I ISTI-s' .� „ 1!;7
By7
(Seal) CONSULTANT
Attost-
BY:(11M)V/A. By:owsb Alyark-
U
Title:— Offi)ce Nliwager Title. Selli(ff VjCC Pj.eSj&jj(
po;,, TAMMY PETERS
Commission 4 FF 020546
ENO OF AGREEMENT
.4 Expires August 31, 2017
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f )NI`1 E COUNTY ATTORNEY
AP �OVT
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(WINITHIA 1---HALL
ASSIST ^1 COUNTY ATTORNEY
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Attachment B
GSG Fifth Amendment
e-inces. Fees aTd Pav-rreTt Sc�edul(-,
Task 1: Evaluate project data and review apportionment methodology Evaluate till"
project information obtained from County staff. Such data may include the G1
database, information developed by Monroe County staff, tax roll informatio
and maps depicting the location of proposed improvements.
Task 2: Create preliminary assessment roll Using the tax roll files and the assessment
database, GSG will create a preliminary assessment roll.
• Determine geographic areas to be included within the assessment program
and the parcels within each project's geographic area.
• Apply apportionment methodology to assessment database to test the data
validity and legal sufficiency.
• Determine the total number of billing units based on the apportionment
methodology and determine revenue requirements.
• Develop and apply the schedule of rates using the apportionmenl
methodology and revenue requirements for the assessment program.
Task 3: Review of legal documents Review of the implementing resolutions an.rel
docunentation associated wit"t tWe creation of the indicated z - - "I
programs.
Task 4: Assist with Rate Adoption Assist the County with the final rate adoption
process for the assessment program including (a) the legal requirements for any
public hearings and (b) the development of appropriate published notice and/or
printing, stuffing and mailing of any notices or bills.
Task 6: Assist with Prepayment Process Assist the County with the prepayment
process for the assessment program including the printing, stuffing and mailing of
the prepayment notices.
Task 6: Prepare final assessment roll Based on the prepayments collected by the
County, GSG will prepare the adjusted final assessment roll that will implement
the assessment program and will interface with the Monroe County Tax
Collector.
Task 7: Certify final assessment roll in conformance with uniform method Using the
final assessment roll and updating any changes or modcations, GSG will
prepare a file on compatible electronic medium capable of merger with the ad
valorem tax roll files. GSG will develop test files and conduct test merger
procedures to minimize errors.
Fees and Costs for Work Performed during Fiscal Year 2014-16 for Fiscal Year 2015-16
for Long Key and Stock Island
The fees for• provide professional s- - described proposed ri •
Services are $2,500 for the Long Key Assessment Program and $3,000 for the Stock Island 2
Assessment Program. These fees include reimbursement for all out-of-pocket expenses,
except as notedbelow.
The professional services fee does not include any on -site visits to the County. Any requested
• - meetings by GSG staff may •- arranged at our _ r • hourly ratesprovided be
I• •. .Rail.ies. N neces5arjr,- • • - •- if - -• r - • be -• -• '• discuss project
The standard hourly rates for GSG are as follows:
GOVERNMENT SERVICES GROUP,
Chief Executive Officer
• - President
PresidentVice ", •1
Senior Project Manager/Consultant/Project Coordinator ............ __ $160
• ! ' f
Administrative Support
The professional services fee does not include the costs of producing and mailing the statutorily
required first class notices or the prepayment notices. • _ • production c• depend •'
ihe 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- • ■ or like document. For• ••' • - i
charges •_ -actual amount•. postage beyond domestic -and postage
rates increase prior to mailing (currently $0.49), the additional postage per notice will be
charged.
The County is responsible for any and all newspaper publications, including, but not limited to,
making arrangements for publications and any costs associated therewith.
The County is also responsible for any costs incurred to obtain information from the property
appraiser or other public officials that is necessary for the assessment program.
Annual Assessments Scope of Services and Fees for Work Performed during Fiscal Year
2014-16 for Fiscal Year 2016-16
Summary of Fees and Payment Schedule for'14ork Pertormea aunng-Fi3W1Wff7z7Ai for the Fiscal Year 2015-16:
Professional Fees
January 2015
April 2015
July 2015
September 2015
Annual work
$43,000
$ 10,750
$10,750
$10,750
$
10,750
Audit Support
$11,775
$11,775
Long Key
$ 2,500
$ 1,250
$
1,250
Stock Island 2
$ 3,000
$ 1,500
$
1,500
S u btota 1
$60,275
$ 10,750
$25,275
$10,750
$
13,500
Estimates —Mailing
costs
All First Class Notices
$ 405
$ 405
All Prepayment Notices
$ 405
$
405
Subtotal
$ 810
$
$
$ 405
$
405
Grand Total
$61,085
$ 10,750
$25,275
$11,155
$
13,905
Scope of Services, Fees and Payment Schedule for Work Performed during Fiscal Years
2015-16 through 2017-18 for Fiscal Years 2016-17 through 2018-19
Monroe County agrees to pay $45,000 each year for completion of the Second Amendment
Task 6 necessary for the annual certification, maintenance, on-line databases and certification
of Stock Island, Big Coppitt, Duck Key, Cudjoe Regional Inner Islands, Cudjoe Regional Outer
Islands, Long Key and Stock Island 2 Non -Ad Valorem Assessment Rolls (including all
vrkk_�'P__t
Fees and Payment Schedule for Work Performed during Fiscal Years 2015-16 throuwl
2017-18 for Fiscal Years 2016-17 through 2018-19: 11
Payment Due Each
Year
Professional Fees January April July September
Annual work $45,000 $ 11,250 $11,250 $11,250 $ 11,250
for the Fiscal Year 2015-16: 1
2015
Scope of Services, Fees and Payment Schedule for Work Performed during Fiscal Years
Monroe County agrees to pay $46,000 each year for completion of the Second Amendment
Task 6 necessary for the annual certification, maintenance, on-line databases and certification
of Stock Island, Big Coppitt, Duck Key, Cudjoe Regional Inner Islands, Cudjoe Regional Outer
Islands, Long Key, No Name Key Service Area, the Torches Service Area and the Expanded
Area within Cudjoe Key that includes 35 additional tax parcels Non -Ad Valorem Assessment
Rolls (including all supplemental assessment rolls) for work performed during Fiscal Years
Fees and Payment Schedule for Work Performed during Fiscal Years 2015-16 throuo�"
Payment Due Each Year
Professional Fees January April July September