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HomeMy WebLinkAboutR-2001-112 RESOLUTION NO. 2001-112 A RESOLUTION OF THE CITY OF DANIA BEACH, FLORIDA, EXTENDING THE PROFESSIONAL SERVICES AGREEMENT WITH GOVERNMENT SERVICES GROUP, INC. AND THE CITY OF DANIA BEACH TO INCLUDE SERVICES TO CONDUCT A CITYWIDE USER FEE STUDY; AUTHORIZING THE ADDITIONAL COST OF $31,360.00 COVERING THE SCOPE OF SERVICES AS OUTLINED IN EXHIBIT "A"; PROVIDING FOR CONFLICTS; FURTHER, PROVIDING FOR AN EFFECTIVE DATE. BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF DANIA BEACH, FLORIDA; Section 1. That that certain Professional Services Agreement with Government Services Group, Inc. and the City of Dania Beach is extended to include services to conduct a Citywide User Fee Study, as outlined in the Scope of Services in substantial form as Exhibit "A". Section 2. That the City Manager and City Attorney are authorized to make minor revisions to such Scope of Services as are deemed necessary and proper for the best interests of the City. Section 3. That all resolutions or parts of resolutions in conflict with this resolution are repealed to the extent of such conflict. Section 4. That this resolution shall be in force and take effect immediately upon its passage and adoption. PASSED AND ADOPTED on the 26th day of JUNE, 2001. PATRICIAL FLURY MAYOR— COMMISSIONER 1 RESOLUTION NO. 2001-112 ATTEST: ROLL CALL: COMMISSIONER BERTINO - YES 44W COMMISSIONER MCELYEA - YES ARLENE J NSON COMMISSIONER MIKES - YES ACTING CITY CLERK VICE-MAYOR CHUNN - YES MAYOR FLURY - YES APPROVED AS TO FORM AN CORRECTNESS: BY: �, l THOMAS J ANSBIkO CITY ATTORNEY i� 2 RESOLUTION NO. 2001-112 Government Services Group, Inc. Dedicated to solving funding and service delivery issues in the public sector ' 1500 Mahan Drive,Suite 250•Tallahassee,FL 32308•Phone(850)681-3717•Fax(850)224-7206•Email:gsgcdgovserv.com June 13, 2001 VIA FEDERAL EXPRESS Mr. David Keller Director of Finance City of Dania Beach Post Office Box 1708 Dania Beach, Florida 33004 Re: Proposed Scope of Services for Conducting Citywide (Except Building) User Fee Study for the City of Dania Beach (the "City") Dear David: This correspondence is written to present a proposal for Government Services Group, Inc. ("GSG") to provide specialized assistance to the City of Dania Beach and its staff in the preparation of a citywide fee study. It is our understanding that the City is interested in identifying the current costs attributable to each City fee area except for building fees. Accordingly, we have provided a scope of services and fee that would allow GSG to prepare such a plan. Attached as Appendix A is a work plan that articulates the scope of services required to assist the City in performing the study. We have also attached in Appendix B an hours and fees matrix for the scope of services to assist the City in understanding the magnitude of the work effort required to perform such as study. Appendix C is a list of the project deliverables and a delivery schedule, as well as a payment schedule. For services provided by GSG, we will work under a fixed fee professional fee arrangement described in the attached scope of services on a percent-completed basis. A fixed fee method of compensation eliminates any uncertainty in the total fee. Mr. David Keller June 13, 2001 Page 2 • We look forward to working with the City of Dania Beach on this very important project. If you or any other City official has any questions, please feel free to telephone either Skip Burnside or me. Sincerely, Robert E. Sheets RES/sob cc: Bob Nabors • • APPENDIX A SCOPE OF SERVICES • • CITY OFbk'kIA► 6 GH �y �f l R CITYWI®E Except�Bu�lds`ng) USER FEES�TNEW !®�YE E VS E - € € E Y �. f f/ vs \ E Si yam .,'C/tFE QFSERU(ICE$ y The following scope of services provides the major tasks required to prepare a citywide fee study for the City of Dania Beach: Task 1. Prepare data request and schedule project Prepare written request to the City to provide necessary information required for background for consultant and to effectively plan site visit. Prepare project activities schedule. Task 2. Review data provided by City and prepare for site visit Data provided by the City in response to Task 1 will be reviewed for background, interviews will be scheduled with key City staff in fee departments, and interview instruments will be prepared for each interview. Task 3. Conduct site visit An entrance meeting will be conducted with the City Manager and City executive staff, interviews will be conducted with key fee department staff, cost data will be compiled, and an exit meeting will be conducted with the City Manager and City executive staff. Task 4. Document site visit data and prepare fee task time and effort worksheets Appropriate schedules will be prepared documenting City central service costs, direct and indirect fee-related costs and any other costs incurred by the City in performance of services funded from user fees. Individual time and effort worksheets will'be prepared for each fee area. Task 5. Perform cost analysis and prepare actual costs worksheets for each fee area City direct and indirect costs will be analyzed and allocated to fee areas documenting the basis for allocation and preliminary costs for each fee area will be determined. A schedule of projected cost-based fees will be prepared and the revenues that would • result from implementation of cost-based fees will be compared to revenues resulting from existing City fees. A-1 • Task 6. Review results of analysis with City staff Individual fee area time and effort worksheets, cost schedules, and cost-based fee schedules will be provided to the City for review and comment. Task 7. Prepare draft report and provide to City for review and comment Required revisions to time and effort worksheets, cost schedules and cost-based fee schedules will be made following receipt of City comments and draft report documenting the study process, analysis and findings will be prepared and 9 bound copies and 1 unbound copy, suitable for reproducing, provided to the City for review and comment. Task 8. Prepare final report and provide to City Upon receipt of City comments, publish final report and transmit 15 bound copies and 1 unbound copy, suitable for reproducing, to the City. Task 9. Prepare report presentation (Optional) The major issues addressed in the report with appropriate summary schedules will be • compiled into an MS PowerPoint presentation for the City Commission.;. Task 10. Present report (Optional) Present report to City Commission at a time and date to be determined by the City. Fees and Costs For professional consulting services provided, travel, printing and other related expenses of the conducting the citywide fee study pursuant to the proposed scope of services, a fixed fee professional services fee of $28,000 is proposed if a presentation of the report to the City Commission by GSG is not required and $31,360 if a presentation of the report by GSG is required. A fixed fee method of compensation eliminates uncertainty in the total fee. The hours and fees matrix on the following pages describes the level of work effort for each task. Travel related expenses are projected at 12 percent of the professional service fee amount for this project. • A-2 • APPENDIX B HOURS AND FEES MATRIX • < �..., Q CITI( t3FODANI BEACH �� � y a T �CITY�lII©E�(EXCEPTBUILD,NGg) USERFEE S�'TUDY�E` � Q ,�n� C91� O�F 1�ARGPATE �ys f, a�N C6 \ �i AN FE E'!iS AT \U ✓ ) t 1 r , Total Hours Total Fees r Via , ,. J..,», Task 1 - Prepare data request and schedule project 8 $1,000 Task 2 - Review data provided by the city and prepare for site visit 16 $2,000 Task 3 -Conduct site visit 32 $4,000 Task 4- Document site visit data & prepare fee task time& effort worksheets 32 $4,000 Task 5-Perform cost analysis& prepare actual costs worksheets for each fee area 40 $5,000 Task 6 - Review results of analysis with City staff 8 $1,000 ask 7 - Prepare draft report and provide to City for review& comment 36 $4,500 Task 8 - Revise draft report and publish final reports and distribute to the City 28 $3,500 TOTAL-WITHOfJT PRESENTATION'fOC©ViiVIISSION ` ,. .' y 200 . $25;000MI As N R C l r �r� 3 p Ex erases _: .�...... ,0 00 r EI P�.�. W,,, .., GRiAND L,7 WITHOUT PRESENTATION TO COMI►AIS 510•NE p E.,.. $28;OQ0 Task 9 - Prepare Report Presentation for City Commission 16 $2,000 Task 10 - Present Report to City Commission 8 $1,000 TµOTAL 1NIPRESENTATIQNTOCOMIIA#SSIQN. ... l ° Expenses '. „ .. G „ EN % �� 'TA T :i. •''.,.. ,. x,..:. 0AD,TOTLWITN Note: 01) Lump sum professional fees are based upon the $125 hourly rate. 2) Expenses have been projected at 12% of the cost of the professional fees on the project. B-1 APPENDIX C DELIVERABLES AND PAYMENT SCHEDULE • • E C111f OF DANIf�►� BEACH. �E • � � ' 'CITY'1NIDE (EXCEPT BU LDIN�G} USER FEE S�TUDYj �' R , � £� Ilt �ax�i � ��� }ELIYERABLES AIyD PAYIiENTASCHEDULE y & Deliverable Schedule Payment Schedule Notice to Proceed by City By June18, 2001 Status Report on Tasks 1 - 3 By July 9, 2001 $9,800 (35% of fixed fee without presentation) Tasks 4 — 7 and Draft Report By July 31, 2001 $14,560 (52% of fixed fee without presentation) Task 8 Final Report By August 20, 2001 $3,640 (13% of fixed fee without presentation) If optional Tasks 9 and 10 are elected • Tasks 9 — 10 and Final Report By September 30, 2001 $2,665.60 (8.5% of Fixed Fee with presentation) • C-1 AGENDA REQUEST FORM CITY OF DANIA BEACH To Ad:mmisfrafi4 Servlces Department Prepared By: David E. Keller . Date: 6/22101 --------------------------------------------------------------------------------------------------------------------------------- Please complete the following items related to your agenda request. 1. Date of Commission meeting: 6112/01 2. Title: Extending the Professional Services Agreement with Government Services Group, Inc., and the City of Dania Beach to include services to conduct a Citywide User Fee Study. 3. Commission action requested: Adopt Resolution or Ordinance N Expenditure N Award Bid/RFP ❑ Presentation ❑ General approval of item N Continued from meeting ❑ Other(please explain) ❑ 4. Summary explanation & background: Members of the City Commission have requested that a user fee study be undertaken for the City of • Dania Beach, so that we may determine if the cost of the various fees and permits the City charges for are reasonable as compared with the cost of providing service, and also to determine how the cost of our fees and permits compares with surrounding and/or similar jurisdictions. This agenda item would extend the current contract with Government Services Group, Inc., (GSG) for the provision of said services. 5. Attached Exhibits (please list): 1. Proposed Scope of Services 2. Memo from Finance Director David E. Keller 6. List Additional Backup Materials Provided: 7. For purchasing requests only: Fund: General Dept. Multiple . Account name: To be identified by Finance Department. Account#: TBD by Finance Dept . Finance Director Approval 1�a I I )I 8. Reviewed and approved: a�c�I Department Directo Date r"-- �/-z City Man Date • CITY OF DANIA BEACH DEPARTMENT OF FINANCE MEMORANDUM TO: Jason Nunemaker Memo: DF-01-009 Acting City Manager FROM: David E. Keller, CGFM 01-1 Director of Finance DATE: June 22, 2001 SUBJECT: Agenda Item for a User Fee Study Issue The issue is the inclusion of an agenda item to provide for a user fee study for the City of Dania Beach. • Explanation Members of the City Commission have requested that a user fee study be undertaken for the City of Dania Beach, so that we may determine if the cost of the various fees and permits the City charges for are reasonable as compared with the cost of providing service, and also to determine how the cost of our fees and permits compares with surrounding and/or similar jurisdictions. The City currently has a contract for professional services with the firm of Government Services Group, Inc., to evaluate the non ad valorem assessments the City charges for fire-rescue, stormwater, and sanitation. This firm also provides user fee study services, and a user fee study is similar enough to the evaluation of non ad valorem assessment charges that in my professional opinion the contract can be expanded to include the provision of these similar services. Since it would be efficient to have this data and the recommendations for the City Commission to be able to evaluate as part of the FY 2002 budget process, this item is included on the upcoming Commission meeting. If the Commission approves the extension of the contract for this purpose, we will be able to commence with the user fee study as soon as the following week (the week of July 2nd). The proposed not-to- exceed fee of $31,360 is very reasonable for a study of this scope, especially • considering that the firm will undertake a partial indirect cost study to be able to capture C\DKellerWy DocumentsNemos\01-009.doc the full costs of providing services and ensure that the City Commission has the opportunity to establish rates that will reflect the full costs of service provision. The costs of a presentation to the City Commission of the results of the study by the firm is included in the proposed fee. Recommendation Please include the above referenced item on the agenda for City Commission consideration at the City Commission meeting scheduled for June 29, 2001. C: Mayor & Commission 1:\DKeller\My Documents\Memos\01-009.doc