Item Q08 Qg
BOARD OF COUNTY COMMISSIONERS
COUNTY of MONROE Mayor Craig Cates,District 1
The Florida Keys Mayor Pro Tern Holly Merrill Raschein,District 5
Michelle Lincoln,District 2
James K.Scholl,District 3
m' David Rice,District 4
Board of County Commissioners Meeting
November 8, 2023
Agenda Item Number: Q8
2023-1729
BULK ITEM: Yes DEPARTMENT: Sustainability
TIME APPROXIMATE: STAFF CONTACT: Rhonda Haag
N/A
AGENDA ITEM WORDING: SUSTAINABILITY: Approval to enter into Task Order#3 for
$12,500 to develop an assessment for the Countys special assessment program to fund the operations
and maintenance costs of the Twin Lakes road adaptation project, under the on-call contract with Anser
Advisory for professional consulting services to develop non-ad valorem special assessments;
retroactive to October 1, 2023.
ITEM BACKGROUND:
This item approves entering into Task Order#3 for the development of a Municipal Services Benefit
Unit "MSBU" assessment to fund the operation and maintenance of the Twin Lakes road adaptation
project. The Task Order covers work from 10/1/2023 to 9/30/2024. The MSBU is anticipated to
become effective in November 2024. Anser Advisory was selected as the vendor for an on-call contract
for professional services to develop special assessments for the County's various programs.
PREVIOUS RELEVANT BOCC ACTION:
December 7, 2022: Approval to solicit for professional consulting services to develop non-ad valorem
special assessment programs as needed for County projects and programs including but not limited to
canals, roads, storm water and other existing or new programs.
May 17, 2023: Approval to enter into a $0 on-call contract with Anser Advisory for professional
consulting services to develop non-ad valorem special assessments for County projects including
canals, road adaptation, stormwater, flood mitigation, wastewater and other existing or new programs
and services.
[SUBMITTED] November 8, 2023: Approval to enter into Task Order#2 for $6500/year($26,000
through the year 2028) to provide maintenance services for the County's special assessment program for
Canals 266, 105, and 82-83-84, under the on-call contract with Anser Advisory for professional
consulting services to develop non-ad valorem special assessments; retroactive to October 1, 2023.
CONTRACT/AGREEMENT CHANGES:
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N/A - Task Order
STAFF RECOMMENDATION: Approval.
DOCUMENTATION:
Anser Advisory Task Order# 3 sea level rise Twin Lakes - signed by vendor.pdf
FINANCIAL IMPACT:
Effective Date: October 1, 2023 Expiration Date: September 30, 2024
Dollar Value of Task Order#3: $12,500
Total Cost to County: $12,500.
Current Year Portion: $0 Budgeted: Yes
Source of Funds: 102-2500-SC00038 CPI: No
Indirect Costs:
Estimated Ongoing Costs Not Included in above dollar amounts:
Revenue Producing: No If yes, amount: N/A
Grant: No
County Match:
Insurance Required: Yes
Additional Details:
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TASK ORDER# 3
By and between
ANSER ADVISORY CONSULTING, LLC D/B/A ANSER ADVISORY
and
MONROE COUNTY, FLORIDA
FOR PROFESSIONAL CONSULTING SERVICES FOR THE ANNUAL
MAINTENANCE AND CERTIFICATION OF NON-AD VALOREM
SPECIAL ASSESSMENT ROLLS FOR MONROE COUNTY
(SEA LEVEL RISE / ROAD ADAPTATION PROJECTS, TWIN LAKES)
This Task Order No 3 is entered into on November 8, 2023, by and between Monroe
County, hereinafter referred to as the "County" and Anser Advisory Consulting, LLC
d/b/a Anser Advisory hereinafter referred to as "Consultant," for professional
consulting services for a sea level rise/road mitigation special assessment program
for the Twin Lakes subdivision.
WHEREAS, in January 2023, Monroe County issued a Request for Proposals
("RFP") for Professional Services for Special Assessments, seeking vendors capable
of providing professional services for collection of non-ad valorem special assessment
programs for canals, sea level rise/road adaptation, wastewater programs, and solid
waste; and
WHEREAS, Consultant submitted a proposal in response to the RFP; and
WHEREAS, Consultant was selected as a vendor pursuant to the RFP, and on May
277 2023, the County entered into an Agreement for Professional Services for Special
Assessments ("Agreement") with Consultant to provide professional consulting
services for the County's special assessment programs; and
WHEREAS, paragraph 2.1 of the Agreement states that when Consultant's services
are required, the County shall issue a Task Order for the required services in
accordance with the terms and conditions outlined in this Agreement and the specific
Task Order;
WHEREAS, the County now desires to engage the services of Anser Advisory to
provide professional consulting services for a sea level rise/road adaptation special
assessment project for the Twin Lakes subdivision area.
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NOW, THEREFORE, in consideration of the mutual promises, covenants, and
agreements stated herein, and for other good and valuable consideration, the
sufficiency of which is hereby acknowledged, County and Consultant agree to
the following task:
1. Scope of Services.
The scope of services for this Task Order shall consist of the services described
in Appendix A to this Task Order, attached hereto and incorporated by reference.
2. Compensation
Monroe County agrees to pay a lump sum fee of twelve thousand five hundred
dollars ($12,500.00) for the services as described in Appendix A. The fee is
payable on the schedule as set forth in Appendix A.
The fee for professional services does not include any on-site visits by Consultant.
Any requested on-site meetings by Anser staff may be arranged at our standard
hourly rates provided below. All expenses related to these requested meetings
will be billed in accordance with Section 112.061, Florida Statutes. If necessary,
in lieu of on-site visits, periodic telephone conference calls may be scheduled to
discuss project status.
The standard hourly rates for Anser are as follows:
Anser Advisory
Senior Advisor $285
Vice President/Managing Director $285
Assistant Director/Senior Project Manager $235
Project Manager/Project Coordinator $185
Database Analyst/Technical Services $150
Project Analyst $ 90
Program and Administrative Support $ 75
The lump sum fee does not include the cost of producing and mailing first class
notices, if required. Mailing and production costs depend on the number of
assessable parcels of property within the assessment program area, but average
approximately $1.53 per parcel. Payment of mailing and production costs is due
at the time of adoption of the initial assessment resolution or like document. For
non-domestic notices, mailing charges will include the actual amount of postage
beyond the domestic rates. Should U.S. postage rates increase prior to mailing,
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the additional postage per notice will be charged.
All other terms including the Payment Schedule are as set forth in Appendix A.
3. Term of Task Order
This Task Order shall be effective as of October 1, 2023 and shall expire on
September 30, 2024.
In all other respects, the terms and conditions of the Agreement remain unchanged
and shall apply.
IN WITNESS WHEREOF, each party has caused Task Order #3 to be executed
by its duly authorized representative as set forth below.
MONROE COUNTY, FLORIDA ANSER ADVISORY
By: By:
Craig Cates, Mayor Ian Alderson, Senior Vice President
Date: Date: 10/20/23
Approved as to form and legal sufficiency:
Monroe County Attorney's Office
10-19-2023
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Appendix A
TWIN LAKES NEIGHBORHOOD
SEA LEVEL RISE ROADWAY MITIGATION MAINTENANCE SERVICES
WORK TO BE CONDUCTED DURING FISCAL YEAR 2023-24
ANSER ADVISORY CONSULTING, LLC (ANSER)
SCOPE OF SERVICES
Task 1: Evaluate Sea Level Rise Roadway Maintenance Project Determine and obtain the necessary
data to develop apportionment methodology. Locate the proposed maintenance services and
determine the benefited properties. Evaluate the proposed project to determine and obtain
the data and information necessary to develop an assessment methodology approach. Such
data may include the GIS database, tax roll information and existing and future land-use data.
Usingthe data, determine the preliminary location of the proposed services to serve as a basis
for identifying geographic areas benefited by the improvements.
Task 2: Develop a Preliminary Apportionment Methodology Using the data and criteria established
by County staff and officials, Anser will develop a preliminary apportionment methodology
based on the proposed services, their location and properties benefited.
Task 3: Create a Preliminary Database Using the most current ad valorem tax roll, create a
preliminary database.Augment the database with other pertinent data determined to support
the apportionment methodology.
Task 4: Determine the Assessment Revenue Requirements Review the funding requirements of the
proposed services. Advise the County in determining the total sea level rise roadway
maintenance services revenue requirements to ensure the County recovers the costs of: (a)
net revenue requirements, (b) implementing the program, and (c) collecting the assessments.
Task 5: Apply Apportionment Methodology to Preliminary Database Apply the preliminary
apportionment methodology to the preliminary database to test the data validity and
sufficiency. Modify the database and/or revise the apportionment methodology as necessary.
Task 6: Calculate a Proforma Schedule of Rates Calculate a proforma schedule of rates based on
the apportionment methodology and revenue requirements for the assessment program.
Provide alternative revenue scenarios, if required.
Task 7: Prepare Assessment Memorandum Prepare an Assessment Memorandum which documents
proposed apportionment methodology and proforma assessment rates.
Task 8: Assist with Legal Documents Advise and assist the County's legal counsel in drafting of the
implementing legal documents.
Task 9: Advise and Assist with Implementation Requirements Advise and assist with the legal
requirements for adoption of the maximum annual rates and certification of the assessment
roll in accordance with the Uniform Method including: (a) the development of the first-class
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notice and its distribution, (b) publication of the public hearing, (c) attendance via Zoom at the
public hearing and (d) certification of the assessment roll to the Monroe County Tax Collector.
Task 10: Delivery of the Assessment Roll to the Tax Collector Assist the County with the delivery of
the assessment roll to the Monroe County Tax Collector for collection using the uniform
method.
FEES AND COSTS
For the professional services and specialized assistance described in the provided and proposed Scope of
Services,Anser will work under a "lump sum"fee arrangement of$12,500. The lump sum fee for professional
services does not include any on-site visits to the County by Anser staff. Any on-site meeting can be arranged
at our standard hourly rates. Expenses related to any meetings will be billed in accordance with section
112.061, Florida Statutes. If necessary, in lieu of on-site visits, periodic telephone conference calls or Zoom
meetings may be scheduled to discuss project status.
The standard hourly rates for Anser are as follows:
ANSER ADVISORY CONSULTING, LLC
SeniorAdvisor............................................................................................ $285
Vice President/Managing Director........................................................... $285
Assistant Director ..................................................................................... $235
Project Manager/Project Coordinator...................................................... $185
Database Analyst/Technical Services...................................................... $150
Lead Project Analyst.................................................................................. $100
ProjectAnalyst........................................................................................... $ 90
Administrative Support.............................................................................. $ 75
The lump sum fee does not include the costs of producing and mailing first class notices, if required.
Mailing and production costs depend on the number of assessable parcels of property within the assessment
program area, but average approximately $1.53 per parcel. Payment of mailing and production costs is due
at the time of adoption of the initial assessment resolution or like document. For non-domestic notices, mailing
charges will include the actual amount of postage beyond the domestic rate. Should U.S. postage rates
increase prior to mailing, the additional postage per notice will be charged.
The County is responsible for any costs incurred to obtain information from the property appraiser or other
public officials that is necessary for the assessment program.
The County is responsible for working with the Property Appraiser to obtain the necessary information for
properties with exempt "home addresses" pursuant to Section 119.071, Florida Statutes.
The County is responsible for any and all newspaper publications, including, but not limited to, making
arrangements for publications and any costs associated therewith.
Please note that Anser works with the premise of developing and implementing assessment programs with an
eye on potential legal challenges in an attempt to maximize both the efficiency and the effectiveness of any
defense. Nonetheless, the fees outlined above for professional services do not include any provision for
litigation defense. Accordingly, in the event there is a legal challenge, Anser would be available, on an hourly
basis, to assist the County in its defense.
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DELIVERABLES SCHEDULE
Deliverable Schedule
Notice to Proceed October- November 2023
Develop Assessment Methodology October - December 2023
Proforma Assessment Rates December 2023 - March 2024
Assessment Memorandum March - May 2024
Implementation April - September 2024
PAYMENT SCHEDULE
The lump sum fee for professional services and specialized assistance will be due and payable on the following
basis. Payment will be based on the following schedule, assuming that notice to proceed is received in
November 2023. If notice to proceed occurs after this date, payment will be adjusted on the basis of a
condensing of the anticipated number of months remaining to complete the project.
Schedule Payment Amount
December 2023 25% of lump sum fee $3,125.00
January 2024 25% of lump sum fee $3,125.00
April 2024 25% of lump sum fee $3,125.00
August 2024 25% of lump sum fee $3,125.00
Total $12,500.00
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