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DATE: FEBRUARY 23, 2016
TO: MICHAEL R. COUZZO, VILLAGE MANAGER
FROM: JOANN FORSYTHE, FINANCE DIRECTOR
RE: MARCH AGENDA TTEM TO APPROVE INTERLOCAL AGREEMENT FOR
ISS SERVICES
Attached is an interlocal agreement between the Village of Tequesta and the Palm Beach County Board of
County Commissioners that staff is bringing before the Village Council for approval. This agreement replaces
an agreement signed January 2008.
This agreement allows Palm Beach County Information System Services (ISS), to receive electronic data
from the PBC Property Appraiser in arder to provide non-ad valorem assessment support services. Exhibit 1
of the agreement details the services provided and lists the fee schedule. Currently the Village of Tequesta falls
into Tier 4 with a corresponding annual fee of $770.00.
3/3/1611:13 AM
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„�� � �'ebruary 9, 2016
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.A� Ms. JoAnn Forsythe
Finance Director
Village of Tequesta
345 Tequesta Drive
'"'�'''�°� �'� �$�i� Tequesta, FL 33469-0273
3U1 FV. OEive Avenua 8th Floor
West Palm Beach, FL 3340I RE: Interlocal Agreement for Services Provided by Information
(561) 355-2823 S'ygtgm$ S@['VIC@S
FAX: {561) 355•3482 (Sth F1oor}
FAX: j561} 355-4120 (4th Floor)
Dear Ms. Farsythe:
wwH�.pk�cgov.com
Far many months, the Paim Beach County Informatian Systems
Services (ISS) Department has been working with representatives of
■ the Non Ad Valarem Districts and our County Attorney's �ffice to
establish an lnterlocal Agreem�nt tha# is acceptable to all parties.
�� �Q�r On February 9, 2016, the attached Interlocal Agreement document
�°P c°u"`s' was approved by the Board ofi County Commissioner�s. ISS services
� under this agreement are hereby offered as an option for your Non Ad
Mary l.au Berger, ivlayar Valorem Distr€ct
x� �. v��n�, v��e May�r Should yau choose to execute this service agreement with ISS, please
Pau[ette Burdick s.ign and retum the attached documents ta ISS priar to �ri[ 30, 2016.
Shelley Vana If yaur organiaation does not ha�e a Board af Director's meeting
scheduled before this da#e, please contact Andrea Lemer by e-maii
s�n �. r�� (alemer pbc�ov.ora� to advise her of this circumstance. Please be
�ei;� �n�c;�� assured that under sueh circumstances ISS wifl continue to wark with
your District while provisians are being made to present this
Pr3scitla A. Taylor agreement ta your Board of Directors for their review and approvai.
Sincereiy,
cou�►ty Aam�isa'�tar f;�M1�
Verdenia C. Baker
Steve Bordelon
, Direc#or, lnformation Systems Senrices
c: Verdenia Baker, County Administrator
Andrea Lemer, ISS Analyst Programmer
'� � �r��
f�'f'irmative e4cdon 6Ynployer•
� pdnde� on +�cS�edP�+pet '
Agreement wlth Palm Beach County and the Locai Goverrrment
Re: Palm Beach County /nformat/on Systems Servlces
Interlocal A�reement for Assi�tnrnent o# Propert�,Data and Development of
Annual Assessments for Palm Beach Countv Non-Ad Valorem Districts
THIS Agreement made and entered into this day of , 20_, by
and between {"Local Government") and Palm
Beach County Board of County Cammissioners ("County"), a palifiical subdivision of the State of
Flarida.
WITNESSETH THAT:
WHEREAS, the partiss desire to enter into this Agreement covering the provision af Information
Technolagy services by the County for the Local Govemment in order to certify its non-ad
valorem assessment rall to the Property Appraiser for the Notice of Proposed Property Taxes
and to the Tax Cotlector for the Actual Property Tax Natices;
IdOW, THEREFORE, in consideration of the mutuai promises and agreernents contained herein
the County and the Local Govemment agree as follows:
1. Ti�e above representations are true and corrsct.
2. The Local Government agrees that County, through its Informatian Systems Services
Department ("ISS"} will take compatible electronic medium from the Praperty
Appraiser on June 1 of each year pursuant #a the provisions of Secfion 197.3632 {3)
(b}, Florida Statues.
3. The term of this Agreement, uniess terminated as provided herein, is for a period of
one {1 } year. This Agreement shalt automaticalfy renew annually unless either party
gives wriHe� notice as provided in 9 below. The effective date of the Agreement is
the date of approval by County and filing with the Clerk of tt�e Circuit Court for Palm
Beach Caunty.
4, In addifion Local Government agrees that County wili take said compatible electronic
medium from the Property Appraiser, priar to September 15 of each year's
Page 1 of 6
. �
Agreement w►th Palm Beach County and the Local Gavernrr+ent
Re: Patm 8each County lnforma#ion Systems Services
certifica#ian date, which will include the same information as the June 9s` electronic
medium plus the changes made #hereta since June 1�'.
5. Local Government further agrees to provide County, with all the information and
assistance reasonably necessary to compiete the data processing required to certify
Local Government's non-ad valorem assessment roll to the Tax Collsctor and
provide the nan-ad valorern assessments to the Property Appraiser for the Notice of
Proposed Property Taxes on compatible electronic medium.
6. Local Government agrees ta provide final approval to County no later than July 28�'
for #he Notice of Praposed Property Taxes and September 12"' far the Actual
Property Tax Notices. Should the above date fall upon a holiday, Sa#urday or
Sunday, Local Government will agree to provide final approval by the last business
day prior ta the holiday, Saturday or Sunday. If the approval is not received by 5:00
p.m. on the appropriate date, locai Goverrtment agrees it will taka #he necessary
actians, at its sole expense, to natify its non-ad valorem parcel owners of the Notice
of Proposed Property Taxes 2�nd/or Actual Property �ax Notices for that year.
7. Tne Locai Government further agrees to reimburse County for all costs incurred in
producing the non-ad valarem assessment roll for Local Govemment described in
the attached Exhibit 1. Payment shall be made #o County within 45 days, following
receipt of its invaices.
8. The pa�ties recognize that County will be processing several non-ad valorem
assessment rolls for various lacal govemments at the same time and Local
Govemment agrees ta provide timely information and assistance as may be required
by County during the certification pracess; including, if necessary, personnel on
location in County affices to verify the calculations being made by the com{wter.
9. This Agreement shall be automatically e�ended hereafter, from year-to-ysar, unless
and until #erminated by either of the parties. This Agreement may be terminated at
any time by Local Go�emment upon 60 day written natice ta Countjr ar by County
upan wr�tten 60 day written nofice to Local Government; however, notice given by
Page 2 of 6
. 3
Agreement wlth Palm Beach County and the Loca/ Governmenf
Re: Palm Beach Counfy Informatfon Systems Servfces
either party after January 1� and prior to October 1�, shall be effective only following
completian of the certification of that year's non-ad vafarem tax roll.
10. This Agreement shali be govemed by the laws af the State af Fiurida. Any Isgal
action necessary #o enforce the Agreement will be heEd in Paim Beach County.
No remedy herein conferred upon any party is intended to be exclusive of any
Qther remedy, and each and every such remedy shail be cumulative and shall be
in addition to every otF►er remedy given hereunder or now or hereafter existing at
law or in equity, by s#atute or otherwise. No single or partial exercise by any party
of any right, power, or remedy hereunder shall preclude any other or further
exercise thereof.
11. No provision of this Agreement is intended to, or sha{I be consttued to, create
any third party beneficiary or to provide any rights #o any person or entity not a
party to this Agreement, including but not Eimited to any citizen or employees of
County andlor Loca) Gavernment.
12. Motice Any notice, request, instruction, demand, consent, or other
communicatian required ar permitted to be given under this Agreement shall be
in writing and shall be delivered by certified mail, postage prepaid, and certified
retum receipt requested to the following addresses or such other addresses as
the parties may provide to each ather in writing:
If sent to the Gounty:
Steve Bordelon, Information Systems Services Director
301 N. Oiive Avenue, 8�' floor
West Palm Beach, FL 33401
(Telephone: 561-355-2394)
With capy to:
County Attomey's Office
Palm Beach County Board of County Commissioners
301 N. alive Avenue, Suite 601
Page 3 of 6
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Agreement wlth Palm Beach Couniy and the Lacal Government
Re: Palm Beach County lnfarmatfort Systems Services
West Palm Beach, FL 334Q1
(Telephone: 561-355-2225}
If sent to the locai Govemment shall be sent to:
13. Coun#y and Loca1 Govemment agres each wiA do any and everything reasonably
necessary to accurately produce Locai Government's non-ad valorem
assessment roll. Local Government recognizes #hat problems may arise in spite
of efforts by Caunty, and County shali not be held liable as a �esult of its
processing of Local Gavernment's non-ad valorem assessment rolt.
14. Pafm Beach County has established the Office af the inspector General
in Pa1m Beach County Code, Section 2-421 - 2-440, as may be
amended. The Inspector General's authority includes but is no# limited
to the power to review past, present and praposed County contracts,
transactions and records, to require the production of recards, and to
audit, investigate, monitor, and inspect the activities of Lacal
Govemment, its officers, agents, ernpioyees, and Ic�bbyists in
campliance with contract requiremen#s and detect corruption and fraud in
connection with the perFormance of this agreement.
15. Failure #o cooperate with the Inspector Generai or intertering with or
impeding any investigation in c�nnection with the perFormance of this
agreernent shall be in violatian of Palm Beach Count�r Code, Section
Page 4 of 6
. 4
Agrreemenf with Palm Beach County and the Lacat Government
Re: Palm 8each Counly lnformadon Systems Services
2-421 - 2-440, and punished pursuant to Section 125.69, Florida
Statutes, in the same manner as a secand degree misdemeanor.
16. The County's performance and obligatian to pay under this Agreement
for subsequent fiscal years are contingent upon annual appropriations
for its purpose by the Baard of County Commissioners.
Page 5 of 6
- - __ _
Agreemenf with Palm Beach County snd the Local Government
Re: Palm Seach County Information Sysfems Services
fN WITNESS WHEREOF, the Board of County Commissioners of Palm Beach County,
Fiorida has made and executed th9s Agreement on behalf of County and Local Government
has hereunto set its hand the day and year above written.
PALM BEACH COUNTY
BOARD OF COUNTY Ct3MM1SSIC�MERS:
By:
Steve Bordelon, PBC ISS
Local Government:
Name
Signature
Typed Name
Title
WITNESS:
APPROVED AS TO FORM
AND LEGAL SUFFICIENCY
Signature
By
Cou nty Attorney
Typed Name
APPROVED AS TO
TERMS AND
CCINDITIONS
By
Steve Bordelon, Director, lnformation Systems Services
Page 6 of 6
EXHIBIT 1
PALM BEACH COUWTY INFORMATION SYSTEMS SERVICES
Non-Ad Valorem Assessment Support Services
The purpose of this Exhibit is to identify the rales and responsibilities of the Palm Beach County
("Caunty") and ("Local Government") in carrying out the terms of the
Agreement regarding Non-Ad Valarem (NAV) Assessment Support Services. This Exhibit
delineates the services to be provided by County through the In#ormation Systems Services
Department ("ISS"), and describes the associated costs and payment requirements.
Section A: Mnual Piannins� and Exhibit Revisw
There will be an annual review of this Exhibit to ensure all parties are satisfied with services
rendered to date and to determine whether any amendments are required.
Section B: Description of Services
Baseline services from the County for Non-Ad Vatorem Assessment Support Services
will incfude:
't. Loading of the Local Gavemmen�'s data {Property Control Numbers} pravided by the
Property Appraiser's office for the generation of the Notice of Proposed Property Taxes
in August.
2. Provide one {1 } set ef reports and/or data frkes based on the da#a recsived from the
Property Appraiser's Office in May utilizing the existing calculation rates on file from the
�rior year's Actual Property Taxes.
3. Provide additional set of repor�s andlor data files using the new and or approved
calculation rates provided by the Local Govemment for the Notice of Proposed Properly
Taxes.
4. Loading of the Local Government's data (Property Control Numbers} provided by the
Property Appraiser's Office for the generation of the Tax Collector's Actual Property
Taxes in October. �
5. Pravide one (1 } set of reports andlor data files based on the data received from the
Property Appraiser office in August utilizing the exis#ing calculation rates used on the
Notice of Proposed Property Taxes.
Page 1 of 2
6. Provide additional set of reports and/or data files using the new andior approved
caicula#ian rates provided by the Local Government for the Tax Collector's Actual
Property Taxes.
7. Each additional set of reports not listed abov� will be provided at the rate of $125.00 per
hour.
Section C: Fees for Non-Ad Valorem Assessment Services
Tiers Assessment Ranges Fee j
1 < <$50,000 $150 ;
2 � >$50,000 to <$15Q,OOQ $214 ;
3 � >$150,000 to <$300,000 I $420
4 >$304,000 to �$550,OQfl � $77Q
5 >$55Q,400 #a <$800,000 $1,120
6 >$8D0,000 #0,<$1,10�,000 $1,5�4�0
� 7 > $1,1Q0,000 to <$9,450�000 $2,030
� 8 > $1,450,000 fo <$1,850,000 $2,630
1 9 > $1,$5Q,000 ta <$2,300,OQQ $3,220 1
1U > $2,.3Q4,00 " $3,850 `
Section D: Billinu and Pavment
The County shall submit annual invoices to the Local Government which shall include a
reference to this Agreement and identify the amount due and payable to the County. Payment
will be made in accordance with the Local Govemment Prompt Payment Act, as amended,
which also estabkishes a process and remedies for nan-compliance.
Section E: Annaal Review of Fees
The County reserves the right to review the fees included in this Exhibit on an annual basis and
make appropriate rate adjustments. Should an adjustment be warranted, sixfy (60) days notics
will be provided. Any such rate adjustments shall be �educed to writing via an Amendment to be
executed by all parties.
Page 2 of 2