Project Information

Bid Title

Non-Ad Valorem Fire Assessment Rate Study

Issuing Agency

City of DeBary

Location

Florida

Published Date

Apr 12, 2026

Closing Date

May 11, 2026

Government Level

State & Local

Status

Closed

Ref. #

17-26

Original Source

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Bid Documents

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Project Description

Bid Number:	17-26
Bid Title:	Non-Ad Valorem Fire Assessment Rate Study
Category:	2026 Bid Postings
Status:	Open

Publication Date/Time: 4/12/2026 8:00 AM Closing Date/Time: Open Until Contracted Bid Opening Information: May 11, 2026 @ 2:00PM Contact Person: PURCHASING CONTACT & EMAIL: Susan Perry, Purchasing Coordinator sperry@debary.org Related Documents: 17-26 - Non-Ad Valorem Fire Assessment Rate Study

Attachment Preview

REQUEST FOR PROPOSAL AND CONTRACTOR ACKNOWLEDGEMENT FORM

REQUEST FOR PROPOSAL AND CONTRACTOR

ACKNOWLEDGEMENT FORM

POSTING DATE: April 12, 2026

PURCHASING CONTACT & EMAIL:

Susan Perry, Purchasing Coordinator

sperry@debary.org

RFP NUMBER AND TITLE:

17-26 - Non-Ad Valorem Fire Assessment Rate Study

RFP DUE DATE & TIME:

May 11, 2026 at 2:00 PM EST

NOTE: RESPONSES RECEIVED AFTER THE DUE DATE AND TIME WILL NOT BE ACCEPTED

QUESTION DEADLINE:

April 22, 2026 at 2:00 PM EST

The City will respond to written inquiries emailed to: sperry@debary.org

PRE-PROPOSAL MEETING DATE & TIME: N/A

THE FOLLOWING MUST BE COMPLETED, SIGNED, AND RETURNED AS PART OF YOUR RESPONSE.

YOUR RESPONSE WILL NOT BE ACCEPTED WITHOUT THIS FORM, SIGNED BY AN AUTHORIZED

AGENT OF THE PROVIDER.

COMPANY NAME: __________________________________________________________________________

MAILING ADDRESS: ________________________________________________________________________

CITY, STATE, ZIP: __________________________________________________________________________

FEDERAL EMPLOYERS IDENTIFICATION NUMBER (FEIN): ________________________________________

TELEPHONE NUMBER:___________________________

EMAIL: ______________________________________________________________________________

AUTHORIZED SIGNATURE:

___________________________________________

TITLE: _______________________________

TYPE OR

PRINTED NAME:

__________________________________________

DATE: _____________________

NOTICE: Failure to file a protest within the time prescribed in Section 120.57(3) Florida Statutes will constitute

a waiver of proceedings under Chapter 120, Florida Statutes.

17-26 - Non-Ad Valorem Fire Assessment Rate Study

OVERVIEW AND INTENT

1. Purpose

This RFP intends to solicit sealed proposals from qualified Contractor(s) to provide a comprehensive

Non-Ad Valorem Fire Assessment Rate Study.

The City is currently seeking proposals from persons or business entities (“Proposers”) that (1) can

provide analysis and advice to City officials concerning funding of non-ad valorem assessments,

including annual fire service availability funding (2) offer specific strategies and alternatives for

consideration by City management and staff (3) if requested, either implement or cause funding such

strategies or advice to be implemented swiftly. In this context, “swiftly” would be considered within

approximately 1 to 4 months upon contracting.

2. Overview

Among other things, the City is faced with the prospect of reduced ad valorem revenue based on

possible decisions of the Florida legislature. Revenue sources need to be developed to cover costs

for its fire department, to better serve properties within the City.

A quality and successful response to the RFP should articulate qualifications and readiness to (1)

succinctly offer a comprehensive means to legally fund additional and supplemental costs toward

looking to accomplish the existing and expanded funding of the City’s fire department budget in

ensuing fiscal years. Such services may be expanded to additional work orders for the contemplated

special assessment or other special assessments subsequently, (2) offer practical and immediate

alternatives or funding strategies (which at the discretion of the proposer may or may not be shared in

detail in the response to the RFP), and (3) outline a detailed path, timeline or other means to

implement any funding approach, or to cause any alternatives or strategies described or suggested to

be implemented. In this context, “implemented” means undertaking reasonable and necessary legal,

analytical, administrative and practical steps or prerequisites necessary to be in a position to

collectively bill or charge all assessable property owners.

The City is aware of and will be responsible for timely compliance with section 197.3632 (3), Florida

Statutes, if it uses the uniform method of collection. The Proposer can assume the City will

cooperatively share relative but preliminary budget information upon request if selected.

A quality and successful response should outline how the Proposer expects and proposes to be paid

and compensated beyond the nominal initial hourly or negotiated fee advice budget. The City is not

and shall not be liable to pay for any work to respond or prepare a response to this RFP. A selected

Proposer assumes the risk of not being selected or if selected undertaking any work where the value

exceeds or extends beyond the limited not to exceed nominal advice budget hereof. However, the

Proposer should contemplate, but is not guaranteed, a subsequent mutually agreeable work order or

orders, if the City requests and so directs in writing based on a work order developed as a result of a

response to this RFP.

3. Scope of Services

Proposers shall provide a statement in the affirmative, in Tab #3 of their Proposal, answering

the Information Requested questions as described below. Proposers shall not alter the

Information Requested questions in any way. Failure to comply shall result in the responses

to the questions as being incomplete/nonresponsive.

The Proposers shall perform the following related professional services for the City. Responsibilities

of the selected Proposer shall include but are not limited to the following:

Page 2 of 29

17-26 - Non-Ad Valorem Fire Assessment Rate Study

Phase I

A. Evaluate Data Pertaining to Fire Rescue Services: Evaluate existing City documents, ad

valorem tax roll information, fire call data, agreements, reports, levels of service, five-year budget

requests, projected long- term capital needs and other data pertaining to the provision of the fire

services.

B. Review and Evaluate Outstanding Issues: Research, identify and evaluate outstanding funding

issues that need to be addressed during the development of the fire services funding options and

apportionment methodology and assist the City in identifying policy decisions necessary to

implement a City assessment program for Fiscal Year 2027/2028.

C. Determine Full Costs of Service: Evaluate the full cost of fire service delivery, using the City’s

most current financial information including direct and indirect costs.

D. Analyze Call Data and Correlate with Property Data: Evaluate a minimum of two years of the

City’s fire incident reports, correlate the fixed property uses on the reports to comparable property

uses on the tax roll. Analyze all property use categories within the City to determine which

parcels receive a special benefit from the provision of Fire Rescue Services.

E. Develop Apportionment Methodology (the City would like to see a minimum of three (3)

Methodologies): Develop a fair and reasonable method of apportionment and accurate

classification of parcels using the current ad valorem roll and fire incident data reports. Review

the assessment methodology for legal sufficiency and compatibility with the tax bill method of

collection. Create a preliminary assessment roll database using the current tax roll and apply the

apportionment methodology to the database to test validity and legal sufficiency.

F. Identify Service Delivery Issues: Identify and analyze any potential service delivery issues that

may affect the apportionment methodology.

G. Determine Assessment Rates: Calculate a pro forma schedule of rates based on the developed

apportionment methodology and revenue requirements for the 2027/2028 assessment program

using the developed assessment roll. Additionally, provide a five-year schedule of fees per the

rate structure to support the anticipated financial requirement.

H. Identify Revenue Requirements and Alternative Revenue Sources: Advise the City in

determining the total fire department service assessment revenue requirements to ensure

recovery of the costs of net fire service delivery revenue requirement, implementing the program

and collecting the assessment. Identify alternative sources of revenue to fund the service delivery

costs.

I. Review Legal Sufficiency of Assessment Methodology: Review the assessment methodology

for legal sufficiency and compatibility with the tax bill method of collection. Ensure that the data

approach used is the data needed for the tax bill collection method in recurring years.

J. Present Results to City: Prepare a draft Assessment Report that identifies the apportionment

methodology, benefited properties, pro forma assessment rates, and alternatives for funding fire

services. The report will also include a cost analysis, revenue generation options, and the steps

and timetable for implementing the fire assessment for the Fiscal Year 2027/2028. Present the

draft report to City staff for input, revise as necessary, produce a final report, and present the

report to the City of DeBary City Council.

Page 3 of 29

17-26 - Non-Ad Valorem Fire Assessment Rate Study

K. Disclosure and Ownership of Documents: The Contractor shall deliver to the City for approval

and acceptance, and before being eligible for final payment of any amounts due, all documents

and materials, in both hard copy and electronic mail. All written and oral information not in the

public domain or not previously known, and all information and data obtained, developed, or

supplied by the City or at its expense will be kept confidential by the Contractor and will not be

disclosed to any other party directly or indirectly, without the City’s prior written consent, unless

required by a lawful order. All drawings, maps, sketches, programs, database, reports and other

data developed or purchased under this Contract for or at the City’s expense shall be and remain

the City’s property and may be reproduced and reused at the discretion of the City.

All documents resulting from this project will become the sole property of the City.

Phase 2

L. Assist with Ordinance Development: Advise and assist with the legal requirements for the

calculation, development and adoption of the final assessment rate ordinance and certification of

the tax roll in accord with Florida Statutes.

M. Produce Accurate Inventory and Tax Roll: After verification of the final rates for the

assessment program, create the notice roll by applying the rates to the assessment roll. Develop

the first class notice and assist in its distribution to affected property owners. Alternatively,

produce the data exports needed for the production of TRIM notices by the Property Appraiser

and provide to Property Appraiser based on their specifications.

N. Certify, Export and Transmit Final Assessment Roll: Update the tax roll and submit to the

Volusia County Tax Collector for Fiscal Year 2027/2028. The tax roll data will be provided in the

electronic medium and format required by the County Tax Collector and be suitable for merger

into the ad valorem tax roll files.

O. Provide City with Source Files: Provide all source files to the City in Microsoft Word and Excel.

P. City Staff Training: The City will require that selected City staff receive comprehensive

documented guidance and training on the selected methodology used in the Fire Assessment

Rate Study. This training will ensure that staff are fully equipped to understand, apply, and

maintain the methodology for future use. As a result, City personnel will be able to independently

update the fire assessment rates on an annual basis, ensuring consistency, accuracy, and

alignment with the original study framework while adapting to any changes in service demands or

cost factors.

Q. Additional Services: The successful consultant may be required to provide additional services to

the City on public education workshops, informational brochures, challenges, public protests,

administrative hearings or similar matters. At a separate hourly fee (submitted in proposal), the

consultant shall be available to represent the City, serve as an expert witness and provide

supporting documentation as necessary.

4. RFP Schedule: The following is a tentative schedule for the RFP process and all dates are subject to

change.

Solicitation Posting

Request for Information Cut-off

Proposals Due

Proposal Evaluation

Presentations/Interview (if required)

City Council Approval Date

April 12, 2026

April 22, 2026

May 11, 2026

May 13, 2026

May 20, 2026

June 17, 2026

Page 4 of 29

17-26 - Non-Ad Valorem Fire Assessment Rate Study

PROPOSAL FORMAT AND CONTENTS

While there is no intent to limit the contents of any proposal, proposals shall conform to the tab format

outlined below to ensure that all pertinent information necessary for evaluation is included and to facilitate

review.

Addenda, if any, must be signed and dated by a representative authorized to sign the proposal on behalf

of his/her company and included in the proposal response.

Tab 1 – Contractor’s Profile and Submittal Letter

A brief profile of the Contractor, including:

A. A brief history of the business

B. Organizational structure of the business

C. Ownership interests

D. Active business venues (counties, states, etc.)

E. Present status and projected direction of the business

F. Designation of the legal entity by which the business operates and documentation

from the appropriate state’s agency confirming the Contractor’s legal entity type (i.e.

sole proprietorship, partnership, limited liability partnership, corporation, Limited

Liability Corporation, etc.). Contractors who are required to be registered with the

Florida Department of State, Division of Corporations, or who are incorporated within

the State of Florida must furnish their Florida document number and a screenshot of

their “active” status. All registered Contractors must have an active status to be

eligible to do business with the City of DeBary. Contractors doing business under a

fictitious name, on page 1, must submit their offer using the company’s complete

registered legal name; for example, ABC, Inc. d/b/a XYZ Company. To register with

the State of Florida, visit www.Sunbiz.org.

G. For non-Florida businesses, submit documentation from the state in which the

business was formed, including their state’s document number and a screenshot of

their “active” status.

H. The following documents must be submitted:

 Request for Proposal and Contractor Acknowledgement – page #1

 Exhibit A - Drug-free Workplace Certification

 Exhibit B - Certification Regarding Debarment, Suspension Ineligibility, and Voluntary

Exclusion – Lower Tier Covered Transactions

 Exhibit C - Byrd Anti-Lobbying Amendment Certification

 Exhibit D - Contractor Statutory Compliance Affidavit

 Exhibit E - Confidential Information Itemization Log (If Applicable)

 Certificate of Insurance and Local Business Tax Receipt

 IRS Form W-9

 If a Florida Corporation, a screenshot of “ACTIVE” status through www.sunbiz.org

 If a Non-Florida Corporation, a screenshot of “ACTIVE” status from the state in which the

business was formed

Page 5 of 29

Commodity Codes

• NAICS 541330Engineering Services
• NAICS 541620Environmental Consulting Services
• NAICS 541690Other Scientific and Technical Consulting Services

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