Item K1BOARD OF COUNTY COMNIISSIONERS
AGENDA ITEM SUMMARY
Meeting Date:
8/15/12
Division:
Public Works/Engineering_
Bulk Item: Yes
X No _
Department:
Wastewater
Staff Contact Person/Phone #: Elizabeth Wood/453-8795
AGENDA ITEM WORDING: Approval to execute Amendment 3 with Government Services Group,
Inc. for the development and administration of Non -Ad Valorem Assessment Program.
ITEM BACKGROUND: Previous assessment programs utilized utility staff to respond to telephone
inquiries and evaluate/correct appeals. The assessment program schedule for levy on the 2012 tax bill
required that the first class notices be mailed on June 23, 2012. The first class notices provide direction
to property owners to appeal the Equivalent Dwelling Unit allocation. Due to the size of the mailing at
over 7,000 notices and the timing of the notification that appeals would not be a utility function, it was
necessary to task GSG with these additional services.
PREVIOUS RELEVANT BOCC ACTION: On April 18, 2012, the BOCC approved Amendment 2 to
the GSG contract for wastewater assessment services. On December 14, 2011 the BOCC adopted
Resolution No. 440b-2011 establishing the BOCC's intent to use the uniform method of collecting non -
ad valorem special assessments for the provision of wastewater utility services. The BOCC previously
adopted the following notice of intent resolutions: 568-2007, 515-2008, 463-2009 and 469-2010. The
BOCC entered into the Agreement and First Amendment for Consulting Services for Development and
Administration of Non -Ad Valorem Assessment Program in 2009 and 2011 respectively. The non -ad
valorem tax rolls were developed both years but were not implemented based on a funding gap estimated
at $100 million.
CONTRACT/AGREEMENT CHANGES: Amendment 3 includes Task 8 — Appeals Processing for
the establishment of a customer service phone bank and logging, review, and correction
recommendations for appeals. The not to exceed estimate is $15,290.
STAFF RECOMMENDATIONS: Approval as stated.
TOTAL COST: up to $95,940 FY2012 INDIRECT COST: BUDGETED: Yes X No _
(up to $40,750 in FYI under Second Amendment and FY14 through FYI with subsequent amendment)
DIFFERENTIAL OF LOCAL PREFERENCE:
COST TO COUNTY: up to $95,940.00 SOURCE OF FUNDS: non -ad valorem revenue
REVENUE PRODUCING: Yes X No AMOUNT PER MONTH Year
APPROVED BY: County Atty _ . OMB/Purchasing Risk Management
DOCUMENTATION: Included X Not Required
DISPOSITION: AGENDA ITEM #
Revised 7/09
THIRD AMENDMENT TO CONTRACT
FOR CONSULTING SERVICES
for
Development and Administration of Non Ad -Valorem Assessment Program
This Amendment is made and entered into this 15th day of August, 2012, 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 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 Program herein referred to as GSG Agreement; and
WHEREAS, the GSG Agreement Scope of Basic Services included Tasks 1-5
necessary to certify the Cudjoe Regional Non Ad -Valorem Wastewater Assessment Roll
on the 2009 tax bill and Task 6 necessary to annually certify the Stock Island, Big
Coppitt, and Duck Key Non Ad -Valorem Wastewater Assessment Rolls through the 2013
tax bill; and
WHEREAS, the funding plan for the Cudjoe Regional Wastewater System was
incomplete in 2009 and the implementation of the assessment program was delayed;
and
WHEREAS, on January 19, 2011, the First Amendment for Consulting Services
for Development and Administration of Non Ad -Valorem Wastewater Assessment
Program herein referred to as First Amendment was approved to cover additional
services in connection with the delay and to certify the Cudjoe Regional Non Ad -Valorem
Assessment Roll on the 2011 tax bill; and
WHEREAS, on April 18, 2012, the Second Amendment for Consulting Services
for Development and Administration of Non Ad -Valorem Assessment Program herein
referred to as Second Amendment was approved to cover additional services to update
the assessment roll previously developed; and
WHEREAS, the Second Amendment added services to certify the Inner Island
(Upper Sugarloaf, Cudjoe, and Summerland) roll on the 2012 tax bill and the Outer
Island (Lower Sugarloaf and Ramrod north to Big Pine Key) roll on the 2013 tax bill; and
WHEREAS, the Second Amendment added Task 7 services for the development
and implementation of the Supplemental Big Coppitt and Duck Key tax roll; and
WHEREAS, additional services for appeals processing were required due to
Florida Keys Aqueduct Authority relinquishing the appeals process immediately prior to
the mailing of the first class notices; and
WHEREAS, Task 8 — Appeals Processing, which includes establishment of a
customer service phone bank and appeals logging, review and recommended
corrections, is hereby added to the scope of non -ad valorem assessment program
services; and
WHEREAS, GSG's not to exceed estimate for Task 8 in the amount of $15,290 is
included as Attachment A; and
IN CONSIDERATION of the mutual promises contained herein, the parties
hereby agree as follows:
1. Monroe County agrees to pay up to $15,290 on a time and material basis for
Task 8 services when invoiced by GSG for work beginning on June 23, 2012;
and
2. All other provisions of the GSG Agreement entered into April 15, 2009 as
amended by the First and Second Amendments dated January 19, 2011 and
April 18, 2012, 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 authorized representative on the day and year first above written.
(SEAL) BOARD OF COUNTY
COMMISSIONERS
Attest: DANNY L. KOLHAGE, Clerk OF MONROE COUNTY, FLORIDA
By:
By:
Deputy Clerk Mayor/Chairman
Date:
(Seal) CONSULTANT
Attest:
BY: By:
Title: Title:
END OF AGREEMENT
ATTACHMENT A
GSG Not to Exceed Estimate for Task 8 — Appeals Processing
GSG Pricing Assumptions Task 8 _ Appeals Processing:
Proposed Phone Staffing
Dates
Hours
# Clerks
Hours/Day
6/29/12
8
2
16
712/12
8
3
24
713112
8
3
24
7/4/12
Holiday
o
-
7l5/12
8
3
24
7/6/12
8
3
24
7/9/12
8
2
16
7/20/22
8
2
16
7/21/22
8
2
16
7/12/12
8
2
16
7/23/22
8
2
16
7/26/12
8
1
8
7/17/12
8
1
8
7/28/22
8
1
8
7/29/12
8
1
8
Total Hours
224
Estimated Appeals
# Processed Time/Appeal Total Time
Appeals 200 30 minutes 5o hours
Not -to -Exceed Fees:
Phone Bank
Cost Basis Rate # Hours Total Cost
800 Phone Number
Monthly $ Soo
1 month $
500
Telephone Clerk
Hourly $ 25
224 $
5,600
Assessment Specialist
Hourly $ 85
14 $
1,290
Supervisor
Hourly $ 150
0 $
-
Subtotal Phone Bank
$
7,290
Appeals
Cost Basis Rate # Hours Total Cost
Assessment Specialist Hourly $ 85 50 $ 41250
Supervisor Hourly $ 150 25 $ 1750
Subtotal Appeals $ 8,000
Not -to -Exceed Estimate $ 15,290