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Item C37 BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY ,- Meeting Date: May 21, 2003 Division: Public Safety Bulk Item: Yes X No Department: Solid Waste Administration AGENDA ITEM WORDING: Acceptance of a proposal dated May 6, 2003 from Government Services Group, lnc.(GSG), as a sole source, to provide specialized assistance to update the solid waste assessment roll for the unincorporated area, update and reconcile data for the City of Marathon and create a Fiscal Year 2003-04 combined assessment roll and certify it to the Monroe County Tax Collector by September 15,2003, for a total lump sum fee of$19,642. ITEM BACKGROUND: The scope of service to be performed by GSG is necessary to ensure that the Fiscal Year 2003-04 solid waste assessment roll for the Monroe County Solid Waste Municipal ' Service Benefit Unit (MSBU) is produced without error in order to meet statutory deadlines to use the tax bill collection method. The City of Marathon is to be included in the MSBU beginning that fiscal year. A major issue is to update and reconcile data on the existing Marathon solid waste assessment roll to the information contained on the County's ad valorem tax roll to be consistent with the County's assessment methodology. The services of GSG have been used previously by Monroe County for Fiscal Year 2000-01 in restructuring of the County's database management system for solid waste assessments. Accordingly, GSG is familiar with the County's solid waste program and time constraints will not permit a delay resulting from competitive solicitations. PREVIOUS RELEVANT BOCC ACTION: September 18,2002, BOCC approved to advertise a resolution stating the intent of the BOCC as the Governing Board ofthe Monroe County Solid Waste MSBU to levy and collect through the uniform non-ad valorem assessment procedure of Sec. 197.3632, FS, assessments on residential real property within the City of Marathon for the purpose of collecting and disposing of residential solid waste. CONTRACT/AGREEMENT CHANGES: n/a STAFF RECOMMENDATIONS: Acceptance of Proposal TOTAL COST: $19,642.00 COST TO COUNTY: $19,642.00 BUDGETED: Yes X No SOURCE OF FUNDS:Solid Waste Admin. Professional Servo AMOUNT PER MONTH Year REVENUE PRODUCING: Yes No X APPROVED BY: County Arty n/a DOCUMENT A TION: lncl uded DIVISION DIRECTOR APPROVAL: DISPOSITION: AGENDA ITEM # Ce.f 7 GSG Government Services Group, Inc. ,,,Dedicated to solving funding and service delivery issues in the public sector C.o'll('rnm"nt R"""j('('s 11,'0"'" In". 1500 Mim~ sm 25'J . TaJti'assEe. R. 32nl .Rr:re(BflJ) 681..Jl17 .Fsc (BflJ) 224-72C6 . 5ma: ~a:m May 6, 2003 VIA ELECTRONIC TRANSFER Carol Cobb Monroe County 5100 College Road Key West, FL 33040 Re: Monroe County Scope of Services: Solid Waste Assessment Program -." Dear Carol: This correspondence is written to present a proposal for Government Services GroUP, Inc. (GSG) to provide specialized assistance to Monroe County (County) and its staff in the billing and collection of residential solid waste assessments in the unincorporated area of the County and the City of Marathon using the tax bill collection method based on the County's existing assessment methodology and solid waste assessment rates. It is our understanding that the most immediate concern to the County is to ensure that the Fiscal Year 2003-04 solid waste assessment roll for the unincorporated area is produced without error in order to meet the statutory deadlines to use the tax bill collection method. The other major issue is to update and reconcile data on the existing Marathon solid waste assessment roll to the information contained on the County's ad valorem tax roll to be consistent with the County's assessment methodology. Accordingly, Appendix A is a scope of services that focuses on the immediate concern of the County to have the ability to update the Fiscal Year 2002-03 assessment rolls for the unincorporated area and the City of Marathon and create a Fiscal Year 2003-04 combined assessment roll and certify it to the Monroe County Tax Collector by , September 15, 2003. In addition, first class notices must be prepared and mailed for the City of Marathon in conformance with section 197.3632, Florida Statutes. We have attached as Appendix B, an hours and fees matrix for the scope of services to assist the County in understanding the magnitude of the work effort required to develop and implement the proposed assessment program on a task-by-task basis. Appendix C is a list of the project deliverables and a delivery schedule, as well as a payment schedule. Upon notice to proceed, we will immediately develop, and update periodically, a detailed critical events schedule and a schedule for project deliverables tailored to the specific circumstances unique to the County. Carol Cobb May 6,2003 Page 2 For services 'Jffi)vided by GSG, we will work under a lump sum professional fee arrangement described in the attached scope of services on a percent-completed basis. A lump sum method of compensation eliminates any uncertainty in the total fee. This proposal assumes that the County will provide assistance in any fieldwork verification and that GSG will be responsible for oversight of the fieldwork. However, if the County determines that it cannot conduct the fieldwork, GSG will supply an additional proposal and fee to provide these services. We look forward to working with you and the County on this very important profect. If you have any questions, please feel free to telephone me. Sincerely, Camille P. Tharpe Camille P. Tharpe Icpt Enclosures ,- ... . - \,. APPENDIX A SCOPE OF SERVICES ,- APPENDIX A PROPOSED SCOPE OF SERVICES Task 1: Project Initiation GSG will meet with County staff to finalize the goals and objectives of the entire project. This may be accomplished by telephone conference. Task 2: Update Fiscal Year 2002-03 Assessment Roll GSG will obtain information from four sources of data to update the Fiscal Year 2002-03 solid waste assessment roll for Fiscal Year 2003-04 as follows: . Fiscal Year 2003-04 assessment roll certified to the Monroe County Tax Collector for the unincorporated area and the City of Marathon . Monroe County solid waste assessment database for the unincorporated area . Monroe County solid waste assessment database for the City of Marathon from Fiscal Year from 2000-01 (Le., the last database maintained by the County Solid Waste Department) . Most current working 'files from the ad valorem tax roll from Monroe County Property Appraiser GSG will use these files to perform the following tasks: . Download the files from the ad valorem tax roll to develop a preliminary electronic database of properties based on their assignments of use by the Property Appraiser. . Merge the requisite databases into a preliminary electronic database of property uses to comport with the requirements of the assessment methodology. . Use a series of queries and selection criteria to validate the common characteristics among the categories or classes and identify properties or buildings requiring further evaluation and fieldwork analysis. . Determine geographic areas to be included within the assessment program and the parcels within those geographic areas. . Determine the total number of billing units based on the apportionment methodology and determine revenue generation. Task 3: Update and Reconcile Data for the City of Marathon Specifically for the City of Marathon, GSG will concentrate on obtaining and updating the existing database to reconcile the billing unit information to the County's assessment methodology. This will include identification of properties requiring field inspections, generation of fieldwork forms and providing oversight on the fieldwork A-1 effort. GSG will data enter any fieldwork obtained by the County to the database. This task assumesJhat the County will provide the necessary staff to perform the fieldwork. Task 4: Certify Final Assessment Roll in Conformance with Uniform Method Using the final assessment roll and updating any changes or modifications, GSG will prepare a file on compatible electronic medium capable of merger with the ad valorem tax roll files. GSG will develop test files and conduct test merger procedures to minimize errors. Task 5: Provide Scope of Services for Annual Maintenance of Database GSG will provide a scope of services and fee for providing annual services to the County in the daily maintenance of the solid waste assessment roll. Such services could include off-site maintenance and administration of the database by which the County will have browser-based access. The maintenance services would include the preparation of enhanced ability for maintenance and calculations for the County's solid waste assessment program along with proforma analysis to determine the impact of future rate increases. In addition, GSG could provide GSG could also develop a web site for inquiry by the community regarding assessment amounts. Proposed Fees The lump sum fee for the proposed scope of services is $19,642. The lump sum fee includes expenses related to actual costs associated with photocopies, long distance telephone charges, overnight delivery services and travel-related expenses. A lump sum method of compensation eliminates any uncertainty in the total fee. Special Note: The lump sum fee does not include the costs of producing and mailing the first class notices for the City of Marathon. These costs depend on the number of assessable parcels of property within the City. However, mailing and production costs are $1.25 per parcel. Assuming that approximately 4,500 notices will be required, the estimated amount for the notices is $5,625. Including two on-site visits by GSG to conduct data collection, the lump sum fee for professional services includes an aggregate of four total on-site visits to the County by GSG staff. Meetings in excess of those contemplated may be arranged at our standard hourly rates. A-2 Additional Services - In recognition that GSG is an organization dedicated to providing specialized assistance to local governments in developing innovative and efficient solutions to public sector issues, we shall, on an hourly or negotiated fee basis, also be available to provide additional services to the County on finance, revenue or other local governmental matters. Such services may be provided under a written change order, extension to this scope of services I or by separate agreement based on the following standard hourly rates. STANDARD HOURLY RATES Position Rate<D ...... -... Chief Executive Officer Consultants System Analyst Data Base Analyst $225 $150 $135 $125 <DGSG has used reduced hourly rates for pricing this work plan. A-3 ,- .......- ... APPENDIX 8 HOURS AND FEES MATRIX APPENDIX 8 HOURS AND FEES MATRIX Tasks Total Hours Total Fees , <',I,. ',.',,' , ," ,." ,,', ,"I ,>, '/;"'''' ,',; :..: .... , SOLID WASTE ASSESSMENT PROGRAM Task 1 Project Initiation I " ' " " ',II, , ",-,-' ----c - :,.., ," " GSG 8 $ 1 , 1 20 Task Total 8 $ 1 ,1 20 Task 2 - Update Assessment Roll '" '/;': "I' , .. .. , GSG 48 $ 6,720 Task Total 48 $ 6,720 Task, 3 - Reconcile Marathon data , ", , GSG 40 $ 5,600 Task Total 40 $ 5,600 Task 4 - Certify assessment roll GSG 24 $ 3,360 Task Total 24 $ 3,360 Task 5 - Provide scope of services for annual maintenance '.. GSG 2 $ 280 Task Total 2 $ 280 GSG FEES FOR SOLlD..WASTE PROGRAM;:..;' ;' '::,:,::t:~h!{!~:~.;~::~;I~:::lJi:l:i~0: ~ ';",::.,t.,";'" -{~:<<>:':' >$1;..17,080 '<- _:'3;~" " >,k:t.;,;:~::,.':i':'~'~" "- "v._,'''' Plus travel and ,..'..$7:'......2,562 TOTAL LUMP SUM FEE:FOR SOLID WASTE PROGRAMj;f#.:<';':;~~ii?:ff:~);;. ,", , '$;<;,;19,642 FIRST CLASS NOTICE COSTS FOR MARA THON (estimated);::; .... :;~:;'.\3~{ft..LL1tf:-~jL " ': <""'''I: $ -' .' '5,625 ", TOTAL COSTS FOR SOLID WASTE PROGRAM ",1 >::W~rl~i~g::r::r " .. <-;\~~\:,:,~::~ $ ;:< .,25,267 .;'y-' .. B-1 -- APPENDIX C DELlVERABLES AND PAYMENT SCHEDULES DELlVERABLES AND PAYMENT SCHEDULES -- Deliverable Schedule Notice to Proceed June 2003 Complete Marathon Reconciliation July 2003 Create FY 2003-04 Assessment Roll August 2003 Certify FY 2003-04 Assessment Roll September 15, 2003 The lump sum fee will be due and payable on the following basis (assuming notice to proceed occurs by June 1, 2003) as follows: Payment 25% of lump sum fee 25% of lump sum fee 25% of lump sum fee 25% of lump sum fee Schedule July 2003 August 2003 September 2003 October 2003 C-1