2009-27253 ResoRESOLUTION NO. 2009-27253
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH,
FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER PERTAINING TO
THE RANKING OF PROPOSALS PURSUANT TO REQUEST FOR PROPOSALS (RFP) NO. 12-
09/10, FOR GENERAL FUND REVENUE ENHANCEMENT STUDY; AUTHORIZING THE
ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH THE TOP-RANKED PROPOSERS,
WILLDAN FINANCIAL SERVICES; AND SHOULD THE ADMINISTRATION NOT BE
SUCCESSFUL IN NEGOTIATING AN AGREEMENT WITH THE TOP-RANKED PROPOSER,
AUTHORIZING NEGOTIATIONS WITH THE SECOND-RANKED PROPOSER, MATRIX
CONSULTING GROUP; AND FURTHER AUTHORIZING THE MAYOR AND CITY CLERK TO
EXECUTE AN AGREEMENT UPON CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE
ADMINISTRATION, IN THE ESTIMATED AMOUNT OF $100,000.
WHEREAS, Request for Proposals (RFP) No. 12-09/10 for General Fund Revenue
Enhancement Study, was issued on October 27, 2009, with an opening date of November 24,
2009; and
WHEREAS, apre-proposal conference to provide information to the consultants submitting
a response was held on November 6, 2009; .and
WHEREAS, BidNet issued bid notices to 219 prospective proposers, BidSync (formerly
known as RFP Depot) issued bid notices to 35 prospective proposers, and 17 proposers were
notified via mail, a-mail, and fax circulation, which resulted in the receipt of five (5) proposals; and
WHEREAS, the City Manager, via Letter to Commission (LTC) No. 319-2009, appointed an
Evaluation Committee ("the Committee") consisting of the following individuals:
• Henry Castillo, Resident and Leadership Academy Graduate;
• Jose Cruz, Budget Officer, OBPI Department;
• Kamil Kelpetin, Resident and Leadership Academy Graduate;
• Kevin Crowder, Economic Development Division Director, City Manager's Office;
• Marc Gidney, Chair of the Budget Advisory Committee;
• Rachel Zuckerman, Business Owner and Leadership Academy Graduate;
• Ramon Suarez, Finance Manager, Finance Department; and
WHEREAS, Kathie Brooks, Director of the Budget and Performance Improvement
Department, addressed the Committee and provided general information on the scope of services;
the Committee members were also provided with Performance Evaluation Surveys and
presentations from all responsive proposers; and
WHEREAS, the Committee members discussed their individual perceptions of the
proposers' qualifications, experience, price, and competence, and ranked the proposers; and
WHEREAS, the Committee recommended Willdan Financial Services and Matrix
Consulting Group, if negotiation are not successful with Willdan Financial Services, for award of
contract to perform the General Fund Revenue Enhancement Study; and
WHEREAS, funds in the amount of $100,000 are available from the FY 2009/10 General
Fund Operating Contingency Account# 011-9322-000312; and
WHEREAS, the City Manager concurs with the Committee's rankings and
recommendation.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF
THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby accept the
recommendation of the City Manager pertaining to the ranking of proposals pursuant to Request
for Proposals (RFP) No. 12-09/10, for General Fund Revenue Enhancement Study; authorizing the
Administration to enter into negotiations with the top-ranked proposer, WiNdan Financial Services;
and should the Administration not be successful in negotiating an Agreement with the top-ranked
proposers, authorizing negotiations with the second-ranked proposer, Matrix Consulting Group;
and further authorizing the Mayor and City Clerk to execute an agreement upon conclusion of
successful negotiations by the Administration, in the estimated amount of $100,000.
PASSED AND ADOPTED THIS 9th DAY OFDecember 2009.
ATTEST:
ITY CLERK MA OR
Robert Parcher Matti Herrera Bower
T:\AGENDA\2009\December 9\Consent\RFP-12-09-10 Revenue Enhancement Study Resolution.doc
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COMMISSION ITEM SUMMARY
Condensed Title:
Accept the City's Managers Recommendation Pertaining To The Ranking of Proposals Pursuant To
Request for Proposals (RFP) No. 12-09/10, For General Fund Revenue Enhancement Study; Authorizing
the Administration to Enter Into Negotiations With The Top-Ranked Proposer, Willdan Financial Services ;
And Should The Administration Not Be Successful In Negotiating An Agreement With Te Top-Ranked
Proposer, Authorizing Negotiations With The Second-Ranked Proposer, Matrix Consulting Group; And
Further Authorizing The Mayor and City Clerk To Execute An Agreement Upon Conclusion Of Successful
Ne otiation B The Administration In The Estimated Amount of $100,000..
Key Intended Outcome Supported:
Ensure Expenditure Trends Are Sustainable Over The Long Term.
Supporting Data (Surveys, Environmental Scan, etc.): N/A
Issue:
Shall the City Commission approve the City Manager's recommendation?
Item Summary/Recommendation:
The purpose of this RFP is to select a qualified consulting firm to conduct a revenue enhancement study
that includes, but it is not limited to: an inventory of City General Fund revenue sources (with the exception
of property taxes and building development process related fees); a comparison with other national and
local entities; identification of areas where the City is below market; recommended areas where there is
the potential to generate additional revenues; and cost analyses for any recommended increases to cost-
based fees. Results of the inventory and recommendations would be presented by the consultant to City
Manager, Commission Committees, and Commission. Further the consultant will be required to provide
written guidelines (process and procedures) for the implementation of the accepted revenue
enhancements. To allow a reasonable timeframe for incorporation of the results in the FY 2010/11
proposed city budget, it is desirous to have results by mid calendar year 2010.
RFP No. 12-09/10 was issued on October 27, 2009, with an opening date of November 24, 2009. Apre-
proposal conference to provide information to the consultants submitting a response was held on
November 6, 2009.BidNet issued bid notices to 219 prospective proposers, BidSync (formerly known as
RFP Depot) issued bid notices to 35 prospective proposers, and 17 proposers were notified via mail, e-
mail, and fax circulation, which resulted in the receipt of five (5) proposals.
During the review process performed by the Procurement Office and with the approval of the City's legal
department, the proposal submitted by The Mercer Group, Inc., was deemed non-responsive since it failed
to provide the requested cost related information. Therefore, only four (4) proposals were presented to the
Evaluation Committee members for further review.
The City Manager via Letter to Commission (LTC) No. 319-2009, appointed an Evaluation Committee ("the
Committee"). On December 1, 2009, the Committee convened and a quorum was attained. The
Committee discussed their individual perceptions of the contractor's qualifications, experience, price, and
competence, and ranked the proposers. The Committee recommended for Willdan Financial Services to
be recommended for potential award of contract to perform the General Fund Revenue Enhancement
Study.
ACCEPT THE CITY MANAGER'S RECOMMENDATION.
Adviso Board Recommendation:
N/A
Financial Information:
Source of Amount Account Approved
Fu dS: ~ $100 000 From the FY 2009/10 General Fund Operating
Contin enc Account # 011-9322-000312
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City of Miami Beach, 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: December 9, 2009
SUBJECT: A RESOLUTION OF THE MAYOR D CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY
MANAGER PERTAINING TO THE RANKING OF PROPOSALS PURSUANT TO
REQUEST FOR PROPOSALS (RFP) NO. 12-09/10, FOR GENERAL FUND
REVENUE ENHANCEMENT STUDY; AUTHORIZING THE ADMINISTRATION TO
ENTER INTO NEGOTIATIONS WITH THE TOP-RANKED PROPOSER, WILLDAN
FINANCIAL SERVICES; AND SHOULD THE ADMINISTRATION NOT BE
SUCCESSFUL IN NEGOTIATING AN AGREEMENT WITH THE TOP-RANKED
PROPOSER, AUTHORIZING NEGOTIATIONS WITH THE SECOND-RANKED
PROPOSER, MATRIX CONSULTING GROUP; AND FURTHER AUTHORIZING
THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT UPON
CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION IN
THE ESTIMATED AMOUNT OF $100,000.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
FUNDING
Funds in the amount of $ 100,000 are available from the FY 2009/10 General Fund Operating
Contingency Account # 011-9322-000312.
KEY INTENDED OUTCOME SUPPORTED
Ensure Expenditure Trends Are Sustainable Over The Long Term.
ANALYSIS
Over the last several years, the City of Miami Beach has adopted budgets that provided tax
and fee relief, while at the same time providing improved services that addressed needs and
priorities identified by our community (primarily in public safety, cleanliness, landscaping and
beautification, recreation and cultural arts programming, renewal and replacement funding for
our facilities, and building/development functions); and providing structural changes that
enhanced capital funding and reserves. However, these objectives have become increasingly
more challenging in the last three years. Between FY 2007/08 and FY 2009/10, the General
Fund absorbed almost $44 million in reductions, and almost $50 million across all funds, in a
General Fund budget that today is $226 million.
Commission Memorandum -RFP#12-09-010 For General Fund Revenue Enhancement
Study
December 9, 2009
Page 2
FY 2010/11 is expected to present even more challenges. The basis of FY 2009/10 property
taxes are the certified values from the Miami-Dade County property appraiser's office as of
January 1, 2009, while the basis of property taxes for FY 2010/11 will be the certified values
as of January 1, 2010. Declines in values of existing properties between January 1 2009 and
January 1, 2010 are anticipated, although the degree of the decline in unknown at this time,
and the offset experienced by new construction as of January 1, 2009 is not anticipated to be
there for this year. A decline in total values similar to the past year, results in an additional
property loss of approximately $10 million. In addition, based on preliminary analysis by the
City's pension actuary, it is anticipated that pension costs could increase by approximately $6
million just due to the investment declines for the last two years, of which approximately $5
million would be attributable to the General Fund.
Together, the impact of property value declines and increased pension costs could result in an
impact of $15 million, which could be greater depending on actual certified values as of
January 1, 2010; final actuarial valuations as of October 1, 2009, and the impacts of other
potential expenditure increases.
On October 14, 2009, the Mayor and City Commission approved the issuance of Request for
proposals (RFP) No. 12-09/10, for General Fund Revenue Enhancement Study.
The purpose of this RFP is to select a qualified consulting firm to conduct a revenue
enhancement study that includes, but it is not limited to: an inventory of City General Fund
revenue sources (with the exception of property taxes and building development process
related fees); a comparison with other national and local entities; identification of areas where
the City is below market; recommended areas where there is the potential to generate
additional revenues; and cost analyses for any recommended increases to cost-based fees.
Results of the inventory and recommendations would be presented by the consultant to City
Manager, Commission Committees, and Commission. Further the consultant will be required
to provide written guidelines (process and procedures) for the implementation of the accepted
revenue enhancements.
To allow a reasonable timeframe for incorporation of the results in the FY 2010/11 proposed
city budget, it is desirous to have results by mid calendar year 2010.
Scope of Services
The scope of services will include the following:
Phase 1 -Pre-planning and project kick-off
1. Meet with staff committee members to review and refine the project methodology
and project timelines
2. Review the City's current General Fund revenue sources as summarized in
Attachment A (General Fund Revenues) and Attachment B (Note to Revenues).
3. Review relevant current city fee ordinances as applicable, as provided by the City.
Commission Memorandum -RFP#12-09-010 For General Fund Revenue Enhancement
Study
December 9, 2009
Page 3
Phase 2 -Inventory of Potential Revenue Sources and Structures
1. Develop an inventory of revenue sources and associated fee levels, rental rates,
etc. from other municipalities and applicable jurisdictions.
2. Meet with Departments to identify applicable functional units and service types that
could be supported by cost based fee or market based rates such as rents, leases,
etc. as identified through the inventory above.
3. Provide a comparison to current city revenue sources and structures for each of the
functional units defined.
Phase 3 -Recommend Potential Areas for Revenue Enhancement
1. Based on the work conducted in phase 2, identify areas for potential revenue
enhancement
2. Prepare supporting analyses for cost based fee enhancements and market based
rate enhancements.
3. Project estimated revenue increases by year for 5 years based on the
recommended revenue enhancement structures.
Phase 4 -Recommendations
1. Recommend revenue enhancements which are understandable, implementable,
and easily updated in response to change.
2. Present recommendations to City staff and attend any Commission Committee
workshops or Commission meetings where the proposed revenue enhancements
or related matters are discussed. At a minimum, the Consultant is expected to
participate in at least one (1) Committee Meeting and one (1) Commission Meeting.
3. Provide the City with the model and methodologies to update the recommended
fees or rental rates on an annual basis and train the City staff in the application
thereof.
4. Provide legal requirements for the implementation of the recommended revenue
enhancements.
RFP No. 12-09/10 was issued on October 27, 2009, with an opening date of November 24,
2009. Apre-proposal conference to provide information to the consultants submitting a
response was held on November 6, 2009.
Commission Memorandum -RFP#12-09-010 For General Fund Revenue Enhancement
Study
December 9, 2009
Page 4
BidNet issued bid notices to 219 prospective proposers, BidSync (formerly known as RFP
Depot) issued bid notices to 35 prospective proposers, and 17 proposers were notified via
mail, a-mail, and fax circulation, which resulted in the receipt of following five (5) proposals:
1. Willdan Financial Services
2. MGT of America, Inc.
3. The Mercer Group, Inc.
4. Marcum Rachlin
5. Matrix Consulting Group
During the review process performed by the Procurement Office and with the approval of the
City's legal department, the proposal submitted by The Mercer Group, Inc., was deemed non-
responsive since it failed to provide the requested cost related information. Therefore, only
four (4) proposals were presented to the Evaluation Committee members for further review.
The City Manager via Letter to Commission (LTC) No. 319-2009, appointed an Evaluation
Committee ("the Committee") consisting of the following individuals:
• Henry Castillo, Resident and Leadership Academy Graduate;
• Jose Cruz, Budget Officer, OBPI Department;
• Kamil Kelpetin, Resident and Leadership Academy Graduate;
• Kevin Crowder, Economic Development Division Director, City Manager's Office;
• Marc Gidney, Chair of the Budget Advisory Committee;
• Rachel Zuckerman, Business Owner and Leadership Academy Graduate; and
• Ramon Suarez, Finance Manager, Finance Department
On December 1, 2009, the Committee convened and a quorum was attained. Resident and
Leadership Academy Graduate Kamil Kelpetin was unable to participate.
Kathie Brooks, Director of the Budget and Performance Improvement Department, addressed
the Committee and provided general information on the scope of services. The Committee
members were also provided with Performance Evaluation Surveys and presentations from all
responsive proposers.
The following Evaluation Criteria was used to evaluate and rank the groups or individuals:
o Qualifications of Individuals assigned to work with the City 35 points
o Consultant(s) experience and past performance with similar projects 20 points
o Proposed Fees 35 points
o Methodology and Approach 10 points
The Committee discussed their individual perceptions of the contractor's qualifications,
experience, price, and competence, and ranked the proposers being evaluated accordingly.
A motion was presented by Marc Gidney, seconded by Ramon Suarez, and unanimously
approved by all Committee members for Willdan Financial Services to be recommended for
award of contract to perform the General Fund Revenue Enhancement Study.
Commission Memorandum - RFP#12-09-010 For General Fund Revenue Enhancement
Study
December 9, 2009
Page 5
R
ENHANCEMENT
STUDY Henry
Castillo Jose
Cruz Kevin
Crowder Marc
Gidne Rachael
Zuckerman Ramon
Suarez AGGREGATE
TOTALS
MATRIX
CONSULTING GROUP
88 2
94 2
88 2
95 2
90 1
82 2
12
WILLDAN FINANCIAL
SERVICES
90 1
97 1
92 1
97 1
70 2
92 1
7
MGT OF AMERICA 55 3 65 3 76 3 70 3 65 3 60 3 18
MARCUM RACHLIN 50 4 55 4 52 4 32 4 20 4 55 4 24
RFP No. 12-09-10 ' #'s 1 #'s 2 #'s 3 #'s 4
MATRIX CONSUL"rING
GROUP
1
5
-
-
WILLDAN FINANCIAL
SERVICES
5
1
-
-
MGT OF AMERICA - - 6 -
MARCUM RACHLIN - - - 6
RANKING ORDER
WILLDAN FINANCIAL
SERVICES
MATRIX CONSULTING
GROUP
MGT OF AMERICA
MARCUM RACHLIN
1
2
3
4
Willdan Financial Services
Founded in 1964 and headquartered in Anaheim, California, Willdan Financial Services
("Willdan") provides comprehensive and integrated solutions to cities, counties, special
districts in more than 35 states. Willdan has currently offices in Florida, California, Arizona,
Texas, Maryland, and New York.
The following identifies a selection of the municipal clients of Willdan, for which similar
services have been performed:
o City of Bartow, FL
o County of Martin, FL
o County of Okeechobee, FL
o Town of Palm Beach, FL
o Town of Riviera Beach, FL
o City of Fort Worth, TX
o City of Burlingame, CA
o City of Burbank, CA
o City of Laguna Hills, CA
o County of Sacramento, CA
o City of Reno, NV
o City of Palm Springs, CA
Commission Memorandum - RFP#12-09-010 For General Fund Revenue Enhancement
Study
December 9, 2009
Page 6
The proposed Project Team and consultants is formed by experienced and capable personnel
to deliver the product on time and within budget.
The Project Manager for the City's General Fund Revenue Enhancement Study will be Mr. Lee
Evett, Vice President and lead consultant in the Orlando office. Mr. Evett has more than 34
years of public experience as a City Manager with extensive experience managing cities in 5
states with 11 years of Florida management experience.
Katie Wilson will serve a phase leader of the fee structure comparison due to her
comprehensive understanding of governmental agency operations and experience in finance,
budgeting, and legislative analysis. Ms. Wilson has 20 years of experience of management
level experience and has held executive and senior level position including City Manager,
Deputy Director, and Division Manager.
Eric J. Nickell will oversee the identification of potential new City revenues and the
benchmarking of City fiscal performance against comparable cities. Mr. Nickell has extensive
public and private sector experience in fiscal comparative analysis, fiscal impact analysis,
development impact fee studies, and real state market analysis.
In addition, Willdan will collaborate and utilize the service of the Rose Institute. With more than
25 years of extensive survey experience, the Rose Institute conducts all aspect of the survey
process, including background research, sampling size, collection of date, analysis of results,
and conclusions regarding gathered data. In partnership with Kosmonth Companies, the
Kosmont-Rose Institute Cost of Doing Business Survey provides an analysis of municipal tax
rate, collects information regarding business license fees, utilities fees, impact fees, incentives,
property taxes, and sales tax rates.
Willdan is proposing the following not to exceed fees and estimated hours to complete each
phase:
Pro osed Fees Hours Fee
Phase 1: Pre- tannin and Project Kick-of 81 $ 13,780
Phase 2: Inventory of Potential Revenue Sources and
Structures 402 $ 39,770
Phase 3: Recommend Potential Areas for Revenue
Enhancement 84 $13, 050
Recommendations 43 $ 7,640
Travel Expenses $ 4,835
TOTAL 610 $ 79,075
**** User Fee Cost Study -Given the unknowns as to complexity and number, we suggest
undertaking these on a per hour basis or for $2,350 each.
Commission Memorandum -RFP#12-09-010 For General Fund Revenue Enhancement
Study
December 9, 2009
Page 7
CONCLUSION
The Administration recommends that the Mayor and City Commission of the City of Miami
Beach, Florida accepting the recommendation of the City Manager pertaining to the ranking of
proposals pursuant to Request for Proposals (RFP) No. 12-09/010, for General Fund Revenue
Enhancement Study; Authorize the Administration to enter into negotiations with the top-
ranked proposer, Willdan Financial Services; and should the Administration not be successful
in negotiating an Agreement with the top-ranked proposers, authorize negotiations with the
second-ranked proposer, Matrix Consulting Group; and further authorize the Mayor and City
Clerk to execute an agreement upon the conclusion of successful negotiations by the
Administration in the estimated amount of $100,000.
T:\AGENDA\20091December 9\Consent\RFP-12-09-10 Revenue Enhancement Study Memo.doc