Non-Ad Valorem Fire Assessment Rate Study

The City of DeBary, Florida, is issuing a Request for Proposal (RFP) to procure comprehensive Non-Ad Valorem Fire Assessment Rate Study services. The procurement seeks qualified contractors capable of analyzing and advising city officials on non-ad valorem assessment funding mechanisms, including fire service availability funding, while developing strategic alternatives for implementation within one to four months of contract award. The scope of services encompasses two phases: Phase I requires evaluating fire rescue service data, researching funding issues, determining full costs of service, analyzing call data, developing a minimum of three apportionment methodologies, identifying service delivery issues, calculating pro forma assessment rates with five-year projections, identifying alternative revenue sources, reviewing legal sufficiency, and presenting findings to City Council; Phase II involves assisting with ordinance development, producing accurate inventory and tax rolls, certifying and exporting final assessment rolls to the Volusia County Tax Collector, delivering source files in Microsoft Word and Excel formats, conducting staff training on the selected methodology, and providing additional support for public education, protests, and administrative hearings as needed. Required qualifications include proof of active business registration status, drug-free workplace certification, debarment certification, Byrd Anti-Lobbying Amendment certification, statutory compliance affidavit, IRS Form W-9, certificates of insurance, and local business tax receipts. The evaluation committee will score proposals on responsiveness and completeness (10 points), qualifications and experience (30 points), response to scope of services (45 points), and proposal price (15 points), totaling 100 possible points. Critical deadlines include a question deadline of April 22, 2026, proposal submission due May 11, 2026, at 2:00 PM EST, anticipated evaluation on May 13, 2026, potential presentations on May 20, 2026, and City Council approval targeted for June 17, 2026.

The RFP does not specify set-aside designations or restrictions limiting participation to disadvantaged enterprises or particular organizational types, and no incumbent vendors or current contractors are identified in the procurement documents. Contractors must maintain comprehensive insurance coverage, including Commercial General Liability ($1,000,000 each occurrence/$2,000,000 aggregate), Business Auto Liability ($1,000,000 each accident), Commercial Umbrella ($1,000,000), Workers' Compensation per Florida statute, and Professional Liability Insurance ($1,000,000 per occurrence/$2,000,000 aggregate). The contract term is established for one year from award with four optional one-year renewals available upon mutual agreement. Pricing is structured with a nominal initial hourly or negotiated fee for the advisory phase, with the City responsible only for costs associated with selected work and bearing no liability for proposal preparation expenses; the contractor assumes financial risk if work exceeds the limited initial advice budget but may request subsequent work orders if authorized by the City in writing. The City reserves the right to award a single contract, multiple contracts, or no award if deemed in its best interest, and will negotiate with the highest-ranked firm, proceeding down the ranked list as necessary. No specific budget range or award value is provided in the procurement documentation.