Item M2
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: 11/17/04
Di vision:
Management Services
Bulk Item: Yes ~
No
Department: Administrative Services
AGENDA ITEM WORDING:
Approval for County Administrator to proceed with Stock Island Utility Assessment program
continuation of services to provide specialized assistance to Monroe County and its staff in the billing
and collection of Stock Island Utility Assessments for FY 2004-2005.
ITEM BACKGROUND:
County Administrator previously given authority to proceed with the scope of services at the February
2003 BOCC meeting for the FY 2003-2004 assessments.
PREVIOUS RELEVANT BOCC ACTION:
Approval of scope of services per GSG letter/agreement for 2003-2004 tax year.
CONTRACT/AGREEMENT CHANGES:
None
STAFF RECOMMENDATIONS:
Approval
TOTAL COST:$7,000.00
BUDGETED: Yes ~ No
COST TO COUNTY:$7.000.00
SOURCE OF FUNDS: Infrastructure Sales Tax
REVENUE PRODUCING: Yes
No
AMOUNTPERMONTH_ Year
APPROVED BY: County Atty _ OMB/Purchasing ----X- Risk Management _
DIVISION DIRECTOR APPROVAL:
~tI~
(Sheila A. Barker)
DOCUMENTATION:
Included -X To Follow_
Not Required_
DISPOSITION:
AGENDA ITEM # 1\1 .-' J.......
G
s
G
public sector
solutions
GOVERNMENT SERVICES GROUP, INC.
October 5, 2004
VIA U.S. MAIL
Mr. Sal Zapulla
Budget Director
Monroe County
5100 College Road
Key West, FL 33040
OCT 1 3 2004
Re: Monroe County: Stock Island Utility Assessment Program
Continuation of services
Dear Mr. Zapulla:
Government Services Group, Inc. (GSG) in conjunction with Nabors, Giblin, &
Nickerson, P.A. (NG&N) recently completed its engagement with Monroe County to
provide specialized assistance to Monroe 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 letter is intended to offer annual services from GSG, Inc for Fiscal Year 2005-06.
Accordingly, Appendix A is a scope of services that focuses on the creation of a Fiscal
Year 2005-06 assessment roll and certification to the Monroe County Tax Collector by
September 15, 2005.
We have attached as Appendix B, 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 all legal work performed by NG&N will be a separate agreement.
Mr. Sal Zapulla
October 5,2004
Page 2
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,
(Jpt& (?~
Camille P. Tharpe
/cpt
Enclosures
APPENDIX A
SCOPE OF SERVICES
APPENDIX A
PROPOSED SCOPE OF SERVICES
Task 1:
Prepare Fiscal Year 2005-06 Assessment Roll
GSG will obtain information from at least two sources of data to prepare the Fiscal Year
2005-06 Stock Island Utility Assessment roll as follows:
· Monroe County Fiscal Year 2004-05 assessment roll for the Stock Island
assessment area
· Most current working files from the ad valorem tax roll from Monroe County Property
Appraiser
Task 2:
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 3:
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.
Once the County has approved the assessment roll, GSG will certify the assessment
roll in conformance with section 197.3632, Florida Statutes.
Proposed Fees
The lump sum fee for the proposed scope of services is $7,000. 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.
A-1
The lump sum fee for professional services includes no on-site visits to the County by
GSG staff. Meetings in excess of those contemplated may be arranged at our standard
hourly rates.
Additional Services
If requested, GSG will provide a scope of services and fee for providing 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 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.
STANDARD HOURLY RATES
Position
Rate
Chief Executive Officer
Senior Vice President
Consultants
Information Services
$175
$150
$125
$125
GSG has used reduced hourly rates for pricing this work plan.
A-2
APPENDIX B
DELlVERABLES AND PAYMENT SCHEDULES
DELlVERABLES AND PAYMENT SCHEDULES
Deliverable
Schedule
Notice to Proceed
November 2004
Create FY 2005-06
Assessment Roll
March - August 2005
Certify FY 2005-06
Assessment Roll
September 15, 2005
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
November 2004
May 2005
July 2005
September 2005
B-1