Item N05
BOARD OF COUNTY COMMISSIONERS
AGENDAITEMS~ARY
Meeting Date: April 19. 2006
Division: Commissioner Dixie Spehar
Bulk Item: Yes
No~
Department: BOCCI
Staff Contact Person: J ana J ohnson- Willi
AGENDA ITEM WORDING: Approval to accept (2) proposals from GSG, Govemment Services
Group, Inc. dated March 24, 2006. The proposals encompass a retainer agreement to provide special
services by number of parcels within each future project area, i.e., Big Coppitt, Summerland, Geiger,
Cudjoe Keys, etc. and an agreement to provide assistance to the County and its staff in the billing and
collection of Stock Island utility Assessments for the Phase Two area for Fiscal 2006 - 2007 based on
the county's existing methodology and assessment rates.
ITEM BACKGROUND: On February 18, 2004, The Board of County Commissioners gave the
County Administrator authority to proceed with Scope of Services provided by GSG (Government
Services Group) to develop the special assessment roll for the South Stock island utility project.
PREVIOUS RELEVANT BOCC ACTION: On July 14, 2004, The Board of County
Commissioners adopted the Stock Island Wastewater Assessment Program Initial Assessment
Resolution; describing the property electing to pay annual wastewater assessments to fund the deferred
wastewater capacity fee and related costs; determining the deferred capacity fee, interest rate and other
costs to be assessed. Establishing the amount and term of the annual wastewater assessment of each
parcel of property to be assessed; directing preparation of the initial non-ad valorem assessment roll;
establishing a public hearing to consider imposition of the proposed wastewater assessments and the
method of their collection; directing the provision of notice in connection therewith; and providing an
effective date. Despite the above described action taken, there are a number of propelties that did not
get included in the initial resolution.
CONTRACT/AGREEMENT CHANGES:
STAFF RECOMMENDATIONS: Approval
Other areas based on # of parcels
TOTAL COST: Stock Island $13.000 BUDGETED: Yes ---1L No~'
COST TO COUNTY: $13.000 SOURCE OF FUNDS: 304
;a;:,.
REVENUE PRODUCING: Yes
No-X AMOUNTPERMONTH_ Year
APPROVED BY: County Atty _ OMB/Purchasing _ Risk Management_
DIVISION DIRECTOR APPROVAL:
(j)i;de./ll. &tud'aJ(
Dixie M. Spehar, Mayor
Not Required_
DOCUMENT ATION:
Included
x
DISPOSITION:
Revised 2/05
AGENDA ITEM #
G S G
pubfl.c sector
funclin:; &: service
solutions
GOVeRNMENT seRVices GROUP, INC.
March 24, 2006
Via Electronic Transfer
Mr. Tom Willi
County Administrator
Monroe County
5100 College Road
Key West, FL 33040
Re: Monroe County Scope of Services: Stock Island Utility Assessment Program Phase
Two Area
Dear Mr. Willi,
This correspondence is written pursuant to the proposed retainer agreement between Government Services
Group, Inc. (GSG) and Monroe County (County) to provide assistance to the County and its staff in the billing
and collection of Stock Island Utility Assessments for the Phase Two area for Fiscal Year 2006-07 based on
the County's existing assessment methodology and assessment rates. Because the County did not adopt the
resolution of intent to use the tax bill collection method for Fiscal Year 2006-07 for this area, the County will
need to collect the special assessments using a separate bill for Fiscal Year 2006-07 to be mailed in
November 2006 and will transition to the tax bill collection method for Fiscal Year 2007-08.
Accordingly, Appendix A is Work Order 2006-01 under the proposed retainer agreement which includes a
scope of services that focuses on the creation of a Stock Island Phase Two Area assessment program. A
separate proposal will be provided by Nabors, Giblin & Nickerson, P.A. for the legal services necessary to
develop this assessment program. This scope of services assumes that GSG will use the financial
information and calculations originally developed by Public Financial Management for the proposed
assessment rates and will depend on the County for the proper allocation of equivalent dwelliog_u nits (ED Us)
for each parcel of property within the assessment area.
This project will require three separate mailings by the County. The first mailing will survey the property
owners regarding their intent to enter the assessment program. The second mailing will provide notice to the
affected property owners of their proposed Fiscal Year 2006-07 assessment. The third mailing will be the
actual bills for Fiscal Year 2006-07.
Also included 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.
-"'&li'
Mr. Tom Willi
March 24, 2006
Page 2
For services provided by GSG, we will work under a Jump sum professional fee arrangement described in the
attached scope of services and pursuant to the proposed retainer agreement. 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 project. If you have any questions,
please feel free to telephone me.
Sincerely,
(}p~ (y~
Camille P. Tharpe
/cpt
Enclosures
cc: Chris Traber
Sal Zapulla
.""",..
Appendix A
SCOPE OF SERVICES
.~"":-"- >^-..~c
Work Order 2006-01
Proposed Scope of Services
Task 1:
Task 2:
Task 3:
Task 4:
Task 5:
Project initiation GSG will meet with County staff to finalize the goals and objectives of the
project. This may be accomplished by telephone conference.
Assist the County in the determination of property owner participation GSG and County
staff will develop preliminary information regarding potential property owner participation by
using at least two sources of data 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 develop and mail a survey to determine interest in participating in
the assessment program.
Once the surveys have been delivered, County staff will be responsible for determining the
completeness of the surveys including all pertinent information.
Prepare preliminary assessment roll Once the property owner participation has been
determined, GSG will prepare a preliminary assessment roll by performing 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 ciiteria 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.
Develop a preliminary assessment methodology Using the data and criteria...established by
the legal advisors, GSG will develop a preliminary assessment methodology based on the
proposed projects, their location and properties benefited by the projects.
Assign assessment amounts for each property owner GSG will work with the County's
financial and legal advisors to determine the total number of billing units and assign the
assessment amounts based on the assessment methodology and determine revenue
generation.
..""",".
Government Services Group, Inc. I A.l
Task 6:
Prepare final assessment roll GSG will prepare the final assessment roll that will
implement the assessment program and will be used to prepare the separate bills for
Fiscal Year 2006-07.
Advise and assist with implementation requirements GSG will advise and assist with the
legal requirements for adoption of the final rates and certification of the assessment roll
including: a) the development of the first class notice and its distribution, b) publication of
the public hearing, and c) attendance at the public hearing.
Assist with Billing Process Assist in mailing the separate bills to the affected property
owners. Advise the County on finance and accounting procedures to monitor the separate
billing process.
Task 7:
Task 8:
PROPOSED FEES
Pursuant to the proposed retainer agreement, the lump sum fee for the proposed scope of services for GSG
is $7,500. 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. It is estimated that the fee for the Fiscal Year
2007-08 annual assessment program to transition the program to the tax bill will be approximately $5,000.
The lump sum fee will be due and payable on the following basis (assuming notice to proceed occurs by April
1, 2006) as follows:
Payment
25% of lump sum fee
25% of lump sum fee
Schedule
25% of lump sum fee
25% of lump sum fee
May 2006
July 2006
September 2006
November 2006
The lump sum fee does not include the costs of producing and mailing the property owner surveys,
first class notices and separate bills. 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 one week prior to the survey, upon the adoption of the preliminary
assessment resolution and on November :1, 2006 for the separate bills.
Including one on-site visit by GSG to conduct data collection, the lump sum fee for professional services .~..
includes an aggregate of one additional on-site visit 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.
Government ServIces Group, Inc. I A-2
Critical Events Schedule
Deliverable
Notice to Proceed
Determine Property Owner Participation
Develop Assessment Methodology
Create Preliminary Assessment Roll
First Class Notices
Public Hearing to Adopt Rates
Send Separate Bills
Schedule
April 1, 2006
May 1, 2006
June 1, 2006
July 2006
July 2006
August - September 2006
November 2006
The lump sum fee will be due and payable on the following basis (assuming notice to proceed occurs by April
1, 2006) as follows:
Payment
25% of lump sum fee
Schedule
25% of lump sum fee
25% of lump sum fee
May 2006
July 2006
September 2006
November 2006
25% of lump sum fee
.~"
Government Services Group, Inc. I A.3
G
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pub}ic sector
fundi113 ~ servioe
solutions
GOVERNMENT SERVICES GROUP. lNC.
March 24, 2006
Via Electronic Transfer
Mr. Tom Willi
County Administrator
Monroe County
5100 College Road
Key West, FL 33040
Re: Monroe County Scope of Services: Utility Assessment Programs
Dear Mr. Willi,
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 development and implementation of
the proposed special assessment programs to fund wastewater services within the unincorporated areas of
the County. It is our understanding that the County intends to construct wastewater improvements in several
areas of the County over the next several years to be funded by the imposition of special assessments; the
assessments will be collected using the tax bill collection method. Further, the County would like to retain
GSG to assist the County in the development and implementation of each of these assessment projects. In
that regard, GSG proposes that the County and GSG enter into a retainer agreement to provide these
assessment services and develop each area's assessment program on a work order basis under the terms
of the retainer agreement. This proposal would allow for some efficiency in the development of the
assessment programs and cost-effectiveness for GSG's services.
Accordingly, Appendix A provides a proforma scope of services for these work orders. A separate proposal
will be provided by Nabors, Giblin & Nickerson, P.A. for the legal services necessary to--CIevelop these
assessment programs. For services provided by GSG, we will work under a lump sum professional fee
arrangement described in the attached scope of services. 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.
-~;,
Mr. Tom Willi
March 24, 2006
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,
Cbrn~ (?~
Camille P. Tharpe
/cpt
Enclosures
cc: Chris Traber
.-~~~,
Appendix A
SCOPE OF SERVICES
.;$;,
Proforma Scope of Services
Task 1:
Task 2:
Task 3:
Task 4:
Task 5:
Task 6:
Task 7:
Project initiation GSG will meet with County staff to finalize the goals and objectives of the
project. This may be accomplished by telephone conference.
Evaluate project data and review apportionment methodology Evaluate the project
information obtained from County staff. Such data may include the GIS database,
information developed by Monroe County staff, tax roll information, and maps depicting the
location of proposed improvements. An analysis of the proposed improvements will be
performed and the benefited properties will be identified.
Develop database GSG will obtain files regarding the tax roll and assessment program data
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 used by the Property Appraiser.
· Obtain necessary information from County staff and other sources related to the
methodology and apportionment of costs to be used for the assessment program.
· Merge the requisite database into a preliminary electronic database of property uses to
comport with the requirements of the preliminary 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.
Create preliminary assessment roll Using the tax roll files and the assessment database
created in the previous task, 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 apportionment methodology and
revenue requirements for the assessment program.
.. "!$S.
Determine the assessment revenue requirements Review the funding requirements of the
proposed improvements, including debt service requirements (if applicable). Based on these
funding requirements, determine the total assessment revenue requirements for the
proposed projects including program implementation costs and annual costs.
Review of legal documents Review of the implementing resolutions and documentation
associated with the creation of the indicated assessment programs.
Preparation of final assessment rates Assist the County with the final rate adoption process
for the assessment program including (a) the legal requirements for any publiC hearings, (b)
the development of appropriate published notice and/or printing, stuffing and mailing of any
Government Services GfI;lUp, Inc. I A-l
Task 8:
Task 9:
Task 10:
Task 11:
notices or bills and (c) the development of a public information sheet to be mailed with the
bills or notices (if necessary).
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.
Establish collection and payment procedures Coordinate with the Monroe County Tax
Collector's Office and appropriate County staff to establish the system and procedures for
collection of assessment payments.
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.
Develop a plan to provide ongoing annual maintenance of the assessment program
Provide the County with a plan for ongoing assessment administration services to maintain
the assessment program and database foundations, and annual implementation services to
ensure adherence to statutory timeframes. If requested, the plan will outline the process for
the County to maintain the database.
PROPOSED FEES
The lump sum fee for the proforma scope of services for GSG is as follows:
Project areas with less than 50 parcels
Project areas with 50 - 250 parcels
Project areas with 250 - 500 parcels
Project areas with> 500 parcels
$7,500 lump sum fee
$12,500 lump sum fee
$17,500 lump sum fee
$22,500 lump sum fee
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.
The lump sum fee does not include the costs of producing and mailing the property owner surveys,
first class notices and separate bills. 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 one week prior to mailing.
Including one on-site visit by GSG to conduct data collection, the lump sum fee for professional services
includes an aggregate of one additional on-site visit 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.
Government Services Group, Inc. I A-2
ONLINE ASSESSMENT MANAGEMENT SERVICES
GSG's Technical Services Division offers data management tools to facilitate the maintenance and customer
service components of special assessment programs. Our online service allows Internet-based data look-
ups, payoff entry and reports in a user friendly web browser interface. Because only a web browser and
Internet connection are need, implementation overhead is eliminated. GSG handles the databases, archiving
and program code.
For more information please contact Mark Brown at 866-896-4747 or email mbrown@govserv.com.
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 our standard hourly rates.
.""",.
Government Services Group, Inc. I A.3