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Home My WebLink AboutR-98-0866J-98-909 8/28/98 R �j RESOLUTION NO. 9 8 `" `" A RESOLUTION, BY A FOUR -FIFTHS (4/5THS) AFFIRMATIVE VOTE OF THE MEMBERS OF THE CITY COMMISSION, RATIFYING, APPROVING, AND CONFIRMING THE CITY MANAGER'S FINDING OF AN EMERGENCY, WAIVING THE REQUIREMENTS FOR COMPETITIVE SEALED BIDS AND APPROVING A CONTRACT AWARD TO GOVERNMENT SERVICES GROUP, INC., FOR THE PRINTING, STUFFING AND MAILING OF FIRST CLASS NOTICES TO CITY OF MIAMI PROPERTY OWNERS REGARDING THE PROPOSED FIRE RESCUE SPECIAL ASSESSMENTS, AT A COST NOT TO EXCEED $70,000; ALLOCATING FUNDS THEREFOR FROM THE FIRE RESCUE SPECIAL ASSESSMENT, ACCOUNT CODE NO. 110093.280905.6.270. WHEREAS, the city has elected to collect the Fire Rescue Special Assessment by utilizing the uniform method for the collection of non ad valorem assessments as described in Section 197.3632, Florida Statues; and WHEREAS, a special City Commission meeting has been scheduled on September 14, 1998, for the purposes of imposing the Fire Rescue Special Assessment for Fiscal Year 1998-99; and WHEREAS, pursuant to Section 197.3632, Florida Statues, the city must notify each person owning property subject to the assessment via first class mail at least twenty (20) days prior to the public hearing of the purpose of the assessment, the total amount to be levied against each parcel, the unit of measurement cm Ci0MMCK WING or SEP0 8'M Resakdl= na. 98- 866 to be applied against each parcel to determine the assessment, the number of such units contained within each parcel, the total revenue the city will collect by the assessment, a statement that failure to pay the assessment will cause a tax certificate to be issued against the property which may result in the loss of title, a statement that all affected property owners have a right to appear at the hearing and to file written objections with the city within twenty (20) days of the notice, and the date, time and place of the hearing; and WHEREAS, failure to send notice in the above fashion would preclude the city from utilizing the uniform method of collection and would consequently require the city to collect the assessment in-house at a considerably greater expense to the city; and WHEREAS Government Services Group has the unique ability to assist the city in complying with the above requirements and were, therefore, chosen as the provider of this service due to their expertise in this field and because they were the only vendor who could reasonably guarantee compliance with the statute; NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE CITY OF MIAMI, FLORIDA: Section 1. The recitals and findings contained in the Preamble to this Resolution are hereby adopted by reference thereto and incorporated herein as if fully set forth in this Section. Section 2. By four -fifths (4/5ths) affirmative vote of the members of the City Commission, ratifying, approving, and 2 98-- 866 confirming the City Manager's finding of an emergency, waiving the requirements for competitive sealed bids and approving a contract award to Government Services Group, Inc. for the printing, stuffing and mailing of first class notices to City of Miami property owners regarding the proposed Fire Rescue special assessments, at a cost not to exceed $70,000, with funds therefor hereby allocated from the Fire Rescue Special Assessment, Account Code No. 110093.280905.6.270. Section 3. This Resolution shall become effective immediately upon its adoption and signature of the Mayor11. PASSED AND ADOPTED this 8th day of September , 1998. JOE CAROLLO, MAYOR In accordance with Miami Code Sec. 2.36, since the Mayor did not indicate approval of this legislation by signing it in the designated place provided, said legislation n.ow becomes effective with the elapse of ten (10) da s fr the date of Commissi action ATTEST: regarding same, without the Mayor a rcisi�fg a, WALTER J. FOEMAN Waiter J. man, City Clerk CITY CLERK APPROV AS T FO J CORRECTNESS: L I 0 859:GKW:CSK 1% If the Mayor does not sign this Resolution, it shall become effective at the end of ten calendar days from the date it was passed and adopted. If the Mayor vetoes this Resolution, it shall become effective immediately upon override of the veto by the City Commission. 3 98-- 866 CITY OF MIAMI, FLORIDA 32 INTER -OFFICE MEMORANDUM TO: Honorable Mayor and DATE AUG 2 5 1998 FILE Members of the City Commission SUBJECT: Emergency Approval of Expenditure - Government am - - Services Group, Inc. FROM: VondH. Warshaw REFERENCES: Final Fire Assessment Fee City Manager ENCLOSURES: Rates Notice RECOMMENDATION: It is respectfully recommended that the City Commission adopt the attached Resolution ratifying, approving, and confirming the City Manager's finding of an emergency, waiving the requirements for competitive sealed bids and authorizing the usage of Government Services Group, Inc. on an emergency basis, for an amount not to exceed $70,000, to print, stuff, and mail first class notices. Funds are available from the Department of Fire -Rescue's Fire Assessment Fee, Account Code 110093.280905.6.270. BACKGROUND: Because the City may modify the Assessment rates adopted on July 21, 1998, but has yet to reach a decision, the City was unable to comply with the deadline of July 31, 1998, required to use the truth-in-millage (TRIM) notice to be mailed in August 1998. Therefore, the City must use a separate first class notice required by Section 197.3632, Florida Statues, to notify the property owners of their proposed assessments. As the public hearing to adopt the final assessment rates for fiscal year 1998-99 is scheduled for September 14, 1998, the first class notices had to be mailed by August 24, 1998. It is estimated that the fee for printing and mailing the first class notices is $67,500, based on the number of assessable parcels (estimated at 90,000) and a cost per parcel of $0.75. GSG was chosen as the provider of this service due to their expertise in this field and because they were the only vendor who could guarantee a successful outcome. It is imperative that the deadlines be met in order to place the Fire Assessment on the property tax bills in November. Failure to do so will require the City to send individual bills to property owners, which could result in a decrease in revenue and increased costs to the City. The total cost of this expenditure will not exceed $70,000. Funds are available from the Fire Assessment Fee, Account Code 110093.280905.6.270. /-Z��_ DHW/CAG/MLK/pmk CoverEmergency-FinalFireAssessmentFeeRatesNotice. doe INTER -OFFICE MEMORANDUM Donald H. Warshaw August 14, 1998 City Manager JUHJF ; Emergency Expenditure �\ Approval GSG, Inc. V • •� tt C DUPLICATE Chief C.A. Gimenez, Directof SEFcaE"cES Fire Assessment Fee First Department of Fire -Rescue CNCLCbuAc3. Class Notices FILE The Department of Fire -Rescue is requesting authorization to utilize the services of Governments Services Group, Inc. dry an emergency basis, for an amount not to exceed $70,000, to print, stuff and mail first class notices. Because the City may modify the Assessment rates adopted on July 21, 1998, but has yet to reach a decision, the City was unable to comply with the deadline of July 31, 1998, required to use the truth-in-millage (TRIM) notice to be mailed in August, 1998. Therefore, the City must use a separate first class notice required by Section 197.3632, Florida Statutes, to notify the property owners of their proposed assessments. As the public hearing to adopt the final assessment rates for fiscal year 1998-99 is scheduled for September 14, 1998, the first class notices must be mailed by August 24, 1998. It is estimated that the fee for printing and mailing the first class notices is $67,500, based on the number of assessable parcels (estimated at 90,000) and a cost per parcel of $0.75. GSG was chosen as the provider of this service due to their expertise in this field and because they were the only vendor who could guarantee a successful outcome. It is imperative that the deadlines be met in order to place the Fire Assessment on the property tax bills in November. Failure to do so will require the City to send individual bills to property owners, which could result in a decrease in revenue and increased costs to the City. The total cost of this expenditure will not exceed $70,000. Funds are available from the Fire Assessment Fee, Project No. 110093. CAG/MLK/acp vtw� Budget Approval: Dipak ParVkh, Budget Director Date Approv i proval: onald H. Warshaw, City Manager Date 98- 866 - GO` ZNMENT 5ERVICES GROUP, '"C. provl(ll: � iolutront 3 Systems to t_ocal Govomment _ July 29, 1998 VIA FACSIMILE TRANSMISSION Chief Carlos A. Gimenez City of Miami Fire Rescue Department 444 SW 2nd Avenue Miami, Florida 33133 ss�o i f lCE Re: City of Miami (City) Fire Rescue Assessment Revised (TrA& 'Ee"nts Schedule and Project Tasks Dear Chief Gimenez: )IJ OF CHIE Based on our telephone discussion yesterday and in preparation for our telephone conference call tomorrow at 2:00 p.m., attached is a revised critical events schedule and outline of tasks necessary to impose the fire rescue assessments for Fiscal Year 1998-99 and collect the assessments on the tax bill to be mailed in November 1998.' Because the City intends to modify the assessment rates adopted on July 21, 1998, but has not yet adopted the revised assessment rates, the City will be unable to comply with the deadline of July 31, 1998 required to use the Truth•In-Millage (TRIM) notice to be mailed in August 1998. Therefore, the City must use a separate first class notice required by section 197.3632, Florida Statutes to notify the property owners of their proposed assessments. As the public hearing'to adopt the final assessment rates for Fiscal Year 1998-99 is scheduled for September 14, 1998, the first class notices must be mailed by August 24, 1998. As the outline of tasks indicates, there are several critical decisions to be made by the City to impose and collect the assessments on the tax bill this year. First, by July 31, 1998, the City must decide the party responsible for.printing and mailing of the first class notices. If the City intends to print the notices in-house, Government Services Group, Inc. (GSG) will provide a file for this purpose to the City on August 17, 199.8. Please note that under this scenario, GSG will not be responsible for any tasks related to the printing of the notices including the NCOA certification required to utilize a $0.29 postage rate rather than a $0.32 postage rate. Alternatively, GSG can print and mail the first notices on behalf of the City. As indicated in all previous correspondence to the City. the cost for providing this service will be in addition to the lump sum fee for professional services related to this work order. it is estimated that the fee for printing and mailing the first class notices is $67,500, based on the number of assessable parcels (estimated at 90,000) and a cost per parcel of 4 $0.75. The cost of postage for the mailing of the notices ($26,000) would be due and payable in advance of the mailing or by August 17, 1998. The balance would be due and payable on August 25, 1998. To expedite this process, attached is Change Order SUlIL 6f.0.15AXNL rr 11ANR 6UILDING - .fir_. 5. CALHOUN 51 KLLr - rALLA# 1A90CC. FLORIPA 32301 (D!XI) MI-3717 - FAX (8W) 224.7W6 M i'JL �: � 13 i 4 Chief Carlos A menez July >9, 1998 Page 2 98-3 for the City's execution. If direction regarding GSG's responsibility for the printing of -the notices is not provided by July 31, 1998, GSG cannot and will not ensure that the deadlines for the mailing of the notices will be met. The next critical task and corresponding date is the adoption of the revised fire rescue assessment rates by the City Commission. No matter which party is responsible for the printing of the first class notices, the assessment rates must be adopted by the City Commission no later than August 14, 1998. This date allows one week to print and stuff the first class notices and mail them by the August 24, 1998 deadline. The next critical task is the mailing of the notices by August 24, 1998. If the notices are not mailed by this date, 20 days will not have elapsed from the mailing of the notices and the public hearing to be halo on,$eptember 14, 1998. The final critical task is the certification of the assessment roll to the Miami -Dade County Tax Collector by September 15, 1998. Failure to provide the certification by this date will result in the inability for the City to use the tax bill collection method for Fiscal Year 1998-99. Again, we hope this list of talks is useful to the City as it embarks upon implementing the fire rescue assessment program fior Fiscal Year I998-99. However, we can not over emphasize how important it is that these deadlines be honored as there is lithe or no margin for error. If you have.any questions regarding this correspondence, please call me or Robert Sheets. S'ncerety, Camille S. Gianatasio CSGArw Attachment Cc: Frank Warshaw George Wysong Robert E. Sheets Mark G. Lawson Task Obtain download from Property Appraiser for FY 9 Run FY 98-99 update against FY 97-98 roil Print/mail delinquent notices Determine responsibility for first class notice prodt Cut-off date tar FY 97.98 payments for up rposi Determine delinquents FY 97-98 for inclusion in fit Draft form of notice fT COA FY 98-99 roll e-Draft Indial Assessment Resolution ransfer delinquents from FY 97-98 to FY 98-99 r Obtain City Commission direction regarding rates Re -Adopt Initial Assessment Resolution Set up phone bank Calculatelextend rates on FY 98-99 roll Print notices Stuff notices -T-. City of MINW Fire Rescue Ass*M ent Program' Intsmal Working Group Tasks (FY 97 98 Responsible Due (Completion) or 9849 Party Date Complete FY 97-98 City May 15, 1998 Yes �g FY 99-99 GSG June 1, 1998 Yes FY 98-99 GSG July 1, 1998 Yes FY 97-98 city July 5, 1998 Yes on ' FY 98-99 Fire Rescue .fury 31, 1998 of first class notices FY 9748 Clty August 1, 1998 class notices FY 97-98 City/GSG August 3, 1998 FY 98 99 _. GSGING&N August 7, 1998 IFY 98-99 _ ??? August 7, 1998 FY 98-99 NG&N August 7, 1998 for notices FY 97-96 ??? Au ust 10, 1998 r 98-99 FY 98-99 Fire Rescue August 14. 1998 FY 98-99 City August t4, 1998 FY 98-99 Fire Rescue August 14, 1998 FY 98-99 GSG August 17, 1998 FY 98-99 ??? August 17, 1998 FY 98-99 ??? August 20, 1998 FY 98-99 City Attorney August 24, 1998 ruuuan nvu%-c 11..�..�r.-.�-.. FY 98-99 ??? August 24.1998 Mail notices FY 98-99 FY 98-99 roll to include FY 97-98 payments since August 1cutoff FY 98-99 City/GSG September 1, 1998 Update assessment Cut—ff date for payments of FY 9798 for FY 98-99 roll FY 97-90 City September 1, 1998 Final disposition of fire rescue assessment roll for FY 97-98 In F&A FY 97-98 city September 1, 1998 Draft Final Assessment Resolution FY 98-99 FY 9899 NG&N CityCornmissio September 7, 1998 September 14, 1998 Adopt Final Assessment Resolution ,,,, _„ FY 98-99 C' /GSG September 15, 1998 i D ) ).i �•� )h JUL 28 12 '.i rig, . 00' F 3overnment Services Group, Inc. CHANGE ORDER 98-3 PRINT, STUFF AND MAIL OF FIRST CLASS NOTICES 1998-99 FIRE RESCUE ASSESSMENT PROGRAM The purpose of this change order is to outline the tasks and terms of payment related to the print, stuff and mailing of the first class notices required by section 197.3632, Florida Statutes for the City's FY 1998-99 fire rescue assessment program. Scope of Services TASK I. GSG provided authorization to proceed with printing of notices no later than July 31, 1998. TASK 2. GSG obtains NCdAi certification for the assessment roll. TASK 3. GSG merges billing file and prints notices. TASK 4. GSG stuffs and 'mails notices no later than August 24, 1998. Fees .. For services provided by GSG, the fee for the proposed 98-3 Change Order Is estimated to be $67,500. The actual fee will be based on the number of assessable parcels and a cost per parcel�of $0.75.. PsyMenjAchedgle' The cost of postage for the mailing of the notices ($26,000) is due by August 17, 1998. The balance due for mailing of the .notices, based on actual costs, will be billed on August 25, 1998 and payable immediately upon receipt. ACCEPTED AND AGREED TO: City of Miami DATE: Change Order 98-3 1 WON=