2008-26871 ResoRESOLUTION NO. 2008-26871
A RESOLUTION OF THE MAYOR AND THE CITY COMMISSION
OF THE CITY OF MIAMI BEACH, FLORIDA, APPROVING AND
AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE A
PROFESSIONAL SERVICES AGREEMENT WITH INFLUENS, TO
PROVIDE CITYWIDE TRAINING SERVICES ON AN `AS NEEDED'
BASIS FOR SEXUAL HARASSMENT AND FOCUS GROUP
SESSIONS, FOR THE FISCAL YEAR 2008/2009, IN THE AMOUNT
OF $30,000, WITH THE OPTION, AT THE CITY'S SOLE
DISCRETION, TO EXTEND SAID AGREEMENT FOR ONE
ADDITIONAL YEAR, CONTINGENT UPON FUNDING
AVAILABILITY.
WHEREAS, funding for such a training program was appropriated in the Fiscal Year 08/09
Parking Department budget, in an amount up to $40,000, for the purpose of providing Citywide
training services for the FY 2008/2009; and
WHEREAS, these training workshop programs will provide Citywide staff learning
opportunities that will support the achievement of Citywide goals; and
WHEREAS, the Administration finds it in the best interest of the City to enter into a
Professional Services Agreement with Influens to deliver the aforestated Citywide training workshop
program; and
WHEREAS, pursuant to Section 287.057 of the Florida Statutes the aforementioned
educational services are exempt from competitive bidding requirements; the selection of Influens is
being recommended because it is an effective provider of Sexual Harassment and Focus Group
Sessions training.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION
OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby approve
and authorize the Mayor and City Clerk to execute a Professional Services Agreement with Influens
to provide Citywide training for Sexual Harassment and Focus Group Sessions training, on an as
needed basis (as shall be determined by the City Administration) for the Fiscal Year 2008/2009, in
the amount of $40,000 per year, with the option, at the City Manager's sole discretion, to extend said
Agreement for one additional year, contingent upon funding availability.
PASSED and ADOPTED this 10th day of September, 2008.
AT ST:
~~-~~ /
CITY CLERK MAY
Robert Parcher Matti Herrera Bower
JMG\KGB/LDR
F:\obpi\$ORG DEV & PERF IMP\Organizational Development\Citywide Training Team\Professional Service Agreement\Commission
2009\Influens RES 2009.doc APPROVED AS TO
FORM 8~ LANGUAGE
t~ FOR EXECUTION
City Attorney ~ Date
COMMISSION ITEM SUMMARY
r..nrlnncorl Ti+la•
Four (4) resolutions of the Mayor and the City Commission of the City of Miami Beach, Florida, approving
and authorizing the Mayor and City Clerk to execute the following four (4) professional services
agreements to provide citywide training services for Teambuilding, Customer Service, Ethics, Diversity,
Sexual Harassment, and Team/Focus group facilitation on an 'as needed' basis, for fiscal year 2008/2009:
1) Guardian Quest, in the amount of $40,000; 2) NuGrowth, in the amount of $40,000; 3) Barry University,
in the amount of $30,000; and, 4) Influens, in the amount of $30,000; with the option, at the City's sole
discretion to extend said agreements for one additional year, contingent upon funding availability.
Key Intended Outcomes Supported:
Increase resident satisfaction with employee contact
Attract and maintain a quality workforce
Issue•
Shall The City Support The Above Funding Requests?
Item SummarylRecommenaauon:
The Administration recommends approving four (4) professional services agreements with 1) Guardian
Quest 2) NuGrowth 3) Barry University and 4) Influens; for Citywide Training on an as needed basis for
fiscal .year 2008/2009: 1) Guardian Quest, in the amount of $40,000; 2) NuGrowth, in the amount of
$40,000; 3) Barry University, in the amount of $30,000; and, 4) Influens, in the amount of $30,000; with
the option at the City Manager's sole discretion, to extend said professional services agreements for
additional years contingent upon funds appropriations and program performance evaluations. Programs
to be offered include, but are not limited to Ethics, Diversity, Sexual Harassment, Customer Service,
Teambuilding, and Focus Group Sessions. Each workshop will be customized to meet specific Citywide
needs and linked to the City's Strategic Plan. While pursuant to Section 287.057 of the Florida Statutes,
the aforementioned services are exempt from competitive bidding requirements, Commission approval of
Guardian Quest., NuGrowth Partners, Barry University, and Influens, is being recommended because these
organizations have provided numerous training programs throughout the City during the 2004/2005 and
2005/2006 and 2006/2007 and 2007/2008 fiscal years with employee satisfaction through evaluations
rating well resulting in increased training participation by employees. While the agreements in total sum to
$140,000 to allow for maximum flexibility in consultant selection, it is the intent that approximately $ 80,000
in ci ide trainin will be s ent consistent with FY08/09 bud et.
Adviso Board Recommendation:
N/A
Financial Information:
Source Of # Amount
Funds:
1 $80,000.00
OBPI Total $80,000.00
Financial Impact Summary:
Account ~ Approved
Parking Dept.
4800461000367
Ci Clerk's Office Le islative Trackin
Leslie Rosenfeld, Organizational Development, Office Of Budget And Performance Improvement
~~
Department Director ~ Assistant City Manager I City Manager
AGENDA ITEM ~•' 7~
~ r~ (~~ ~ ~ ~~~ ~ DATE - d~
m MIAMIBEACH
City of Miami Beath, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
COMMISSION MEMORANDUM
To: Mayor Matti Herrera Bower and Members of the City Commission
FROM: Jorge M. Gonzalez, City Manager
DATE: September 10, 2008
SUBJECT: FOUR (4) RESOLUTIONS OF THE MAYOR AND THE CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA,
APPROVING AND AUTHORIZING THE MAYOR AND CITY
CLERK TO EXECUTE THE FOLLOWING FOUR (4)
PROFESSIONAL SERVICES AGREEMENTS TO PROVIDE
CITYWIDE TRAINING SERVICES FOR TEAMBUILDING,
CUSTOMER SERVICE, ETHICS, DIVERSITY, SEXUAL
HARASSMENT, AND TEAM/FOCUS GROUP FACILITATION ON
AN `AS NEEDED' BASIS, FOR FISCAL YEAR 2008/Z009: 1)
GUARDIAN QUEST, IN THE AMOUNT OF $40,000; 2)
NUGROWTH, IN THE AMOUNT OF $40,000; 3) BARRY
UNIVERSITY, IN THE AMOUNT OF $30,000; AND, 4)
INFLUENS, IN THE AMOUNT OF $30,000; WITH THE OPTION,
AT THE CITY'S SOLE DISCRETION, TO EXTEND SAID
AGREEMENTS FOR ONE ADDITIONAL YEAR, CONTINGENT
UPON FUNDING AVAILABILITY.
ADMINISTRATION RECOMMENDATION
Adopt the Resolutions.
FUNDING
$80,000 in funding is available within the Parking Department account #480.0461.000367.
ANALYSIS
The Office of Budget and Performance Improvement (OBPI) facilitates maximization and
allocation of resources to achieve measurable results responsive to community needs. A
vital effort of the office is to effectuate implementation of results-oriented government,
efficiency and customer service-orientation by providing training programs to City
employees. As part of this effort, OBPI provides citywide training programs in collaboration
with the Parking Department, some of which have been provided by private consulting firms.
As part of the City's ongoing organizational development efforts and enhanced Service
PROFESSIONAL SERVICES AGREEMENTS TO PROVIDE CITYWIDE TRAINING
SERVICES
Page 2
Excellence initiatives, our Citywide Training Team, in conjunction with Executive staff
developed a comprehensive citywide training plan. The plan includes curriculum and
deployment strategies for each of the priority trainings that have been defined citywide,
including frequency of refresher training and required versus optional courses. Required
courses for all employees are Orientation, Diversity, Sexual Harassment, Team Building,
Customer Service Standards, Ethics, and Understanding Each Employee's Piece of the
City's Strategic Plan -Essential Piece,
These management-consulting firms and University specialize in training programs that are
rooted in the growth of both individuals and organizations, helping people to clarify vision,
discern passion, and take action to achieve their purpose and goals. Training offerings are
customized to meet the specific needs of each client. Using adult/experiential learning
principles, these organizations facilitate a training environment that is fun, exciting,
engaging, dynamic, impactive and for many, life changing.
From August 2005 to the present, the City collaborated with these organizations to provide
various training for employees. During the training sessions, employees had the opportunity
to refine their knowledge and improve their skills. Funding for these training sessions was
provided through the Parking Department. Through feedback on training evaluations, staff
expressed their interest in having their peers also participate in these training sessions.
These organizations have provided training workshops for:
• Life Matters,
• Ethics,
• Sexual Harassment,
• Diversity,
• Customer Service,
• Leadership at the Speed of Trust,
• Teambuilding,
• Accountability, and
• Seven Habits of Highly Effective People.
In addition, these trainers have been used to facilitate a range of focus groups with various
departments, including Building, Planning, Public Works, Fire, Parking; and Code
Compliance.
While pursuant to Section 287.057 of the Florida Statutes the aforementioned services are
exempt from competitive bidding requirements, Commission approval of Guardian Quest,
NuGrowth Partners, Barry University, and Influens, is being recommended because these
organizations have provided numerous training programs throughout the City during the
2004/2005, 2005/2006, 2006/2007, and 2007/2008 fiscal year. Employee satisfaction
through evaluations has been high, with a rating of 93% in 2007/08 responding that they
agree/strongly agree that training participation met expectation. In addition, use of the
outside entities has allowed for increased training of employees tracked through
Organizational Development as follows:
PROFESSIONAL SERVICES AGREEMENTS TO PROVIDE CITYWIDE TRAINING
SERVICES
Page 3
•CITYV111DE T~At~ING ;F.~X 7;ER~IAL ~GO:NS U~:TAMTS - .
Fiscal Year 04/05 05/06 06/07 07/08 Total
Customer
Service 290 141 182 613
Diversit 182 206 336 144 868
Ethics 91 356 319 766
Sexual
Harassment 67 250 365 836 1518
Team
Buildin 107 265 494 380 1246
Life Matters 51 115 166
7 Habits 150 30 180
Grand Total 356 1303 1807 1891 535
While the agreements in total sum to $140,000 to allow for maximum flexibility in consultant
selection, it is the intent that approximately $ 80,000 in citywide training will be spent
consistent with FY08/09 budget.
SCOPE OF SERVICES
Customization Process for City Needs
Each workshop is linked to the relevant Key Intended Outcomes (KIOs), mission, vision, and
values contained within the City's Strategic Plan. These required elements are contained in
presentation slides and handouts as appropriate.
Each workshop has the following process to customize them for the City's needs:
1. Pre-workshop teleconference: the consultant assigned to deliver the workshop
participates with a member of the OBPI team to review the course curriculum and its
connection to City needs.
2. Workshop delivery: An OBPI staff member introduces sessions and connections
are made to the City's Strategic Plan. A consultant delivers the workshop with course
evaluations administered and collected for all participants.
3. Post-workshop review: Course evaluations are reviewed post-course in aface-to-
face or telephone meeting with the consultant and an OBPI team member and
suggestions and improvements are incorporated in future sessions. Sponsoring
department management participates in these reviews as available.
Potential Workshops to be offered
Team Building is a highly participatory and fun process for intact work teams that guides
teams in understanding what it means for them to win as a team and how their individual
roles working together produce better results. Key outcomes include greaterteam alignment,
personal responsibility, and empowered action.
Customer Service helps people understand the importance and practicality of providing
excellent customer service. Participants interact and practice customized scenarios that help
them develop the desired behaviors. Topics include 1) identifying your key customers, 2)
understanding their expectations and needs, and 3) creating positive customer interactions.
Ethics topics to be covered during these sessions are the County's and City's Code of
Ethics and Conflict of Interest Ordinance. Participants learn through "real life" scenarios
PROFESSIONAL SERVICES AGREEMENTS TO PROVIDE CITYWIDE TRAINING
SERVICES
Page 4
how to deal with situations they are faced on a daily basis while performing their duties. The
goal of these sessions is to familiarize each participant with the proper way to deal with
ethical dilemmas during their day and how to lead with ethical and moral courage.
Diversity sessions include topics such as embracing the diversity in our community and
workplace; valuing and celebrating our differences and challenging our personal beliefs and
behaviors so that we can move beyond judgments and bias will be explored. The goal of
this program is to breakthrough the current belief system of each participant and break
diversity barriers. These sessions will explore the concept that diversity is about inclusion,
and engagement -leaving no one behind and how success is the ability for us all to work
together. Participants learn how prejudice is eliminated by developing high performance
teams and true diversity is ensuring diversity of thought at all levels of the organization.
Sexual Harassment sessions include topics as what is the Equal Employment Opportunity
Commission's (EEOC) definition of Sexual Harassment, the history of Sexual Harassment
and the impact of Sexual Harassment on an organization will be discussed. Participants
also discuss and learn about the three types of Sexual Harassment such as Quid Pro
Quo; Retaliation; and Hostile Work Environment. The goal of these sessions is to make
participants aware of acceptable and unacceptable behavior (unaware, uncontrollable and
deliberate). Myths and facts about Sexual Harassment will be discussed, what a victim
should do if in this situation and what the organization should do and finally participants will
walk away with proactive strategies to eliminate Sexual Harassment from the workplace.
Team/FocusGroup Facilitation services. Group facilitation processes are used with work
teams and other department groups. This includes departmental retreats, organizational
visioning, team building, facilitation skills, and planning/workout sessions. These sessions
can include debriefing feedback instruments, such as customer satisfaction surveys,
Franklin Covey's xQ tool, and other 360 instruments. Each of these sessions is fully
customized to achieve the goals, meet the needs, and engage the participants involved.
Delivery Format, Costs, and Scheduling
The workshops are delivered to City of Miami Beach staff in 3-4 hour sessions with 30-50
employees attending each session, depending upon the topic and availability of staff.
Facilitation services are usually in one-day sessions, depending on the needs of the
department or team.
Workshops are scheduled on mutually agreed upon dates that are most convenient for the
City and consultants.
CONCLUSION
The Administration recommends approving a professional services agreement with
Guardian Quest, NuGrowth Partners, Barry University, and Influens, for Citywide Training on
an as needed basis for fiscal year 2008/2009 in the amount specified for each per year, with
the option at the City Manager's sole discretion, to extend said professional services
agreement for additional years contingent upon funds appropriations and program
performance evaluations.
JMG/KGB/LDR
F:\obpi\$ORG DEV & PERF IMP\Organizational Development\Citywide Training Team\Professional Service Agreement\Commission 2009/2009 MEMO.doc