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Item L4 BOARD OF COUNTY COMMISSIONERS AGENDA ITEM SUMMARY Meeting Date: 2/18/03 - KL Division: Commissioner McCoy Bulk Item: Yes No X Department: BOCC-3 AGENDA ITEM WORDING: Resolution establishing the Assessment Interest Amount necessary for implementation of the provisions of Ordinance 027-2003 relating to, among other things, the provision of wastewater services procedures for collection of wastewater assessments. ITEM BACKGROUND: .J PREVIOUS RELEVANT BOCC ACTION: Ordinance No. 027-2003 passed by the BOCC on July 15,2003. CONTRACT/AGREEMENT CHANGES: STAFF RECOMMENDATION: TOTAL COST: BUDGETED: Yes No COST TO COUNTY: REVENUE PRODUCING: yes _ No_AMOUNT PER J<~~ APPROVED BY: County Attomet~ OMB/Purchasin _ DIVISION DIRECTOR APPROVAL: Commissione H_YEAR DOCUMENTATION: Included:_ To Follow: _ Not Required: L;} DISPOSITION: AGENDA ITEM# Revised 2/27/01 Commissioner McCoy y 0 \J--~ A RESOLUTION OF THE BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA, TO ESTABLISH AN INTEREST RATE OF NI~ PER CENT AS THE INTEREST RATE TO BE USED FOR PURPOSES OF ORDINA~C-E 027-2003. RESOLUTION NO. -2004 WHEREAS, on July 15, 2003, the Board of County Commissioners adopted Ordinance 027- 2003 (the Ordinance) relating to, among other things, the provision of wastewater services procedures for collection of wastewater assessments; and WHEREAS, Section 2.02(B)(7) of the Ordinance refers to "the applicable Assessment Interest amount"; and WHEREAS, the BOCC has engaged the services of Public Financial Management to provide the financial analyses required to implement certain provisions of the Ordinance; and WHEREAS, Public Financial Management has recommended that the BOCC establish the Assessment Interest Amount at a rate of ~e per cent ~/o); and WHEREAS, the BOCC has determiri~:~hat this in~rest rate is fair, equitable, and necessary for the implementation of the provisions of the Ordinance and for future debt or bonding activities; NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA: Section 1. The "applicable Assessment Interest Amount" referred to in Section 2.02(B)(7) of the Ordinance is hereby established to be njri'e per cent ~/o). ~ouJ 4 Section 2. This interest rate shall be used, as applicable, in implementing the appropriate proviSions of the Ordinance. Section 3. Any prior actions of the BOCC establishing an interest rate different from the rate established in this Resolution are declared to be null and void and of no effect. PASSED AND ADOPTED by the Board of County Commissioners of Monroe County, Florida, at a regular meeting of said Board held on the 18th day of February, 2004. Mayor Nelson Mayor Pro Tem Rice Commissioner McCoy Commissioner Neugent Commissioner Spehar (SEAL) Attest: DANNY L.KOLHAGE, Clerk By Deputy Clerk BOARD OF COUNTY COMMISSIONERS OF MONROE COUNTY, FLORIDA By Mayor/Chairperson Jreswwin% f+H~ ~ T. i4~ ~. q.o~~ o'1-\I\loY GSG Government Services Group, Inc. Dedicated to solving funding and service delivery issues in the public sector (.,/\ l'f 111111 It....., 1\ hi' ("., JII 11\ 1500 Mahan Onve, Suite 250 . Tallahassee, FL 32308. Phone (850) 681-3717 . Fax (850) 224-7206. E.mail gsg@govserv.com February 16, 2004 VIA ELECTRONIC TRANSFER REf" 'I ~~1~ 1004 I ., I I ":--::--~nn I I Mr. Jim Roberts County Administrator Monroe County 5100 College Road Key West, FL 33040 Re: Monroe County Scope of Services: Stock Island Utility Assessment Program Dear Mr. Roberts: 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 Stock Island Utility Assessments using the tax bill collection method for Fiscal Year 2004-05 based on the County's existing assessment methodology and assessment rates. This scope of services assumes that GSG will use the financial information and calculations developed by PFM for the proposed assessment rates and will depend on the County for the proper allocation of EDUs for each parcel of property within the assessment area. Also, the County will obtain legal assistance regarding the necessary implementation documents for the proposed assessment program. Accordingly, Appendix A is a scope of services that focuses on the creation of a Fiscal Year 2004-05 assessment roll and certification to the Monroe County Tax Collector by September 15, 2004. In addition, first class notices must be prepared and mailed for the assessment area in conformance with section 197.3632, Florida Statutes. We have attached as Appendix S, 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. For services provided 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 11-/ Mr. Jim Roberts February 16, 2004 Page 2 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 project. If you have any questions, please feel free to telephone me. Sincerely, ~~ (?~ Camille P. Tharpe /cpt 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: Prepare Fiscal Year 2004-05 Assessment Roll GSG will obtain information from at least two sources of data to prepare the Fiscal Year 2004-05 Stock Island Utility Assessment roll as follows: . Monroe County assessment database for the Stock Island assessment area . 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 by the Property Appraiser. . Merge the requisite databases into a preliminary electronic database of properties to comport with the requirements of the assessment methodology. . Use a series of queries and selection criteria to identify properties 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: Assist with rate adoption process in conformance with the Uniform Assessment Collection Act GSG will advise and assist with the legal requirements for the adoption of the final assessment rate(s) and certification of the assessment roll(s) in accordance with section 197.3632, Florida Statutes, including: (a) the development of the first class notice and its distribution (if required), (b) publication of the public hearing, and (c) the certification of the assessment roll to the Monroe County Tax Collector. Task 4: Certify assessment roll Prior to the certification of the assessment roll, GSG will provide a test file of the assessment roll to the Monroe County Tax Collector to ensure electronic compatibility. A-1 Once the County has approved the assessment roll, GSG will certify the assessment roll in conformance with section 197.3632, Florida Statutes. 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 Stock Island Utility 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 Stock Island 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 $20,000. 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. These costs depend on the number of assessable parcels of property within the County. However, mailing and production costs are $1.25 per parcel and are due and payable upon adoption of the preliminary assessment resolution. Including one on-site visit 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 to meet with elected officials or property owners, if required. Meetings in excess of those contemplated may be arranged at our standard hourly rates. 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, or by separate agreement based on the following standard hourly rates. A-2 STANDARD HOURLY RATES Position Rate Chief Executive Officer Consultants System Analyst Data Base Analyst $225 $150 $135 $125 GSG has used reduced hourly rates for pricing this work plan. A-3 APPENDIX B DELlVERABLES AND PAYMENT SCHEDULES DELlVERABLES AND PAYMENT SCHEDULES Deliverable Schedule Notice to Proceed February 2004 Create FY 2004-05 Assessment Roll March - August 2004 Certify FY 2004-05 Assessment Roll September 15, 2004 The lump sum fee will be due and payable on the following basis (assuming notice to proceed occurs by March 1, 2004) as follows: Payment 25% of lump sum fee 25% of lump sum fee 25% of lump sum fee 25% of lump sum fee Schedule March 2004 May 2004 July 2004 September 2004 B-1