2012-27941 Reso RESOLUTION NO. 2012 -27941
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI
BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER
RELATIVE TO THE RANKING OF PROPOSERS, PURSUANT TO REQUEST FOR
PROPOSALS (RFP) NO. 34 -10/11 TO PROVIDE TESTING SERVICES FOR POLICE
AND FIRE ENTRY LEVEL POSITIONS AND CLASSIFIED PROMOTIONAL
CLASSIFICATIONS; AND /OR TO PROVIDE CONSULTATION SERVICES FORSWORN
AND NON -SWORN POSITIONS IN ORDER TO DEVELOP JOB ANALYSIS, ENTRY
LEVEL AND PROMOTIONAL TESTS, SCORING, MINIMUM REQUIREMENTS FOR JOB
BACKGROUND TEST REQUIREMENTS; AUTHORIZING'THE ADMINISTRATION TO
ENTER INTO NEGOTIATIONS WITH INDUSTRIAL /ORGANIZATIONAL SOLUTIONS,
INC.; AND FURTHER AUTHORIZING THE MAYOR AND CITY CLERK TO
EXECUTE AN AGREEMENT UPON THE COMPLETION OF
SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION.
WHEREAS, the City has a need to establish an agreement with a qualified provider of
services to develop, validate, administer, score, report and review testing programs to determine
qualified applicants for police and fire entry level positions and classified promotional classifications;
and /or to provide consultation services in order to develop job analysis, entry level and promotional
.tests, scoring, minimum requirements for jobs, and background tests requirements forsworn and
non -sworn positions; and
WHEREAS, the City had an Agreement for these services that would have expired on
December 6, 2011, with no further options for renewal; and
WHEREAS, the Mayor. and City Commission at its May 11, 2011 meeting authorized the
Administration to issue an RFP to provide these testing services; and
WHEREAS, on May 25, .2011, RFP No. 34 -10/11 was issued and notices were sent to over
75 firms or individuals; and
WHEREAS, on the specified due date, the Procurement Division received responses from
..Booth Research Group, Inc.; Employment Technologies Corporation; Ergometrics & Applied
Personnel Research, Inc.; Industrial /Organizational Solutions, Inc. (1/0 Solutions, Inc.); and David
Santisteban, Ph. D.; and
WHEREAS, on August 24, 2011, the City Manager via Letterto Commission No. 209 -2011
appointed an Evaluation Committee (the "Committee "), consisting of the following individuals:
Hernan Cardeno - Division Commander, CMB Police Department;
Averill Lynne Dorsett - Director of Human Resources, City Fort Lauderdale;
.Barbara Knaub - Resident and Graduate of Leadership Academy;
Dio Sanchez- Human Resources Manager, City of Wilton Manors;
Yamileth Slate - McCloud - Human Resources Director, Town of Surfside;
Eric Yuhr - Fire Chief, CMB Fire Department; and
WHEREAS, the Committee convened on September 12, 2011, and was provided with an
overview of the project, information relative to the City's Cone of Silence Ordinance and the
Government in the Sunshine Law. The Committee listened to a brief overview and participated in a
question and answer session with each of the (5) Proposers; and
WHEREAS, the Committee scored and ranked each proposal based on the following
evaluation criteria, as outlined in the RFP:
• Qualifications and Experience of the Proposer /Subcontractors - 30 %;
Methodology and Approach - 25 %;
Proposed Fee /Compensation - 35 %;
• References - 10 %; and
WHEREAS, the Committee ranked David Santisteban, Ph. D. as the top- ranked proposer;
and
WHEREAS, the Committee ranked Industrial /Organizational Solutions, Inc. (1 /0 Solutions)
as.the second- ranked proposer; and
WHEREAS, the Administration exercised its due diligence in reviewing the proposals to
determine the most beneficial solution for the City's.testing and consulting services, and believed it
to be in the best interest of the City to extend the Agreement with David Santisteban, Ph.D. on a
month -to -month basis for a period not to exceed six (6) months, expiring no later than June 30,
.2012, or until such time as a new Agreement is executed pursuant to RFP No. 34- 10/11; and
WHEREAS, the Mayor and City Commission at its December 14, 2011, meeting approved
the extension, and an amendment to the Agreement was subsequently executed; and
WHEREAS, upon expiration of the Dr. Santisteban's Agreement extension period on June
'30,"2012, the Administration recommends executing a new agreement with the 1/0 Solutions to
provide testing and consulting services to the City based on the premise that the Administration
must identify the most economical, yet effective solution for the City; and
WHEREAS, the City Manager concurs with the recommendation.
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 accept the recommendation of the City Manager pertaining to the ranking of firms pursuant
to Request for Proposals (RFP) No. 34- 10/11, to provide testing services for Police and Fire entry
level positions and classified promotional classifications; and /or to provide consultation services for
sworn and non -sworn positions in order to develop job analysis, entry level and promotional tests,
scoring, minimum requirements for job background test requirements; authorize the Administration
to enter into negotiations with Industrial /Organizational Solutions, Inc.; and further authorize the
Mayor and City Clerk to execute an agreement upon conclusion of successful negotiations by the
Administration.
PASSED AND ADOPTED this g�� day of l� ; 2012.
ATTEST: \ PN .............
/ . INCORP ORATED
Rafael E. Granado, City Clerk �=•. ti Herrera ower,
• � � `iOVED AS TO
C � FORM & LANGUAGE
TAAGENDA\2012 \6 -6 -12 \Testing Services Reso.doc y +�
.J z� �Z
ity ttorney
COMMISSION ITEM SUMMARY
Condensed .Title:
A Resolution Accepting The City Manager's Recommendation Pertaining To The Ranking of Firms For
Testing Services, Authorizing The Administration To Enter.lnto Negotiations, And Authorizing, The Mayor
And City Clerk To Execute An Agreement.
Key Intended Outcome Supported:
Control costs of payroll, including salary. and fringes; minimize taxes; and ensure expenditure trends are
sustainable over the long term.
Supporting Data (Surveys, Environmental Scan, etc: in the 2009 Community Satisfaction Survey,
among the four (4) areas of customer service measured, 85.5% of respondents agreed that "The,
emplo ees that assisted me were courteous and professional."
Issue:
Shall the Ma or,and -City Commission adopt the resolution?
Item Summa /Recommendation:
The City has a need to establish an agreement with a qualified provider of services .to develop, validate,
administer, score, report and review testing programs to determine qualified applicants for police and fire
entry level positions and classified promotional classifications; and /or to provide consultation services in
order to develop job analysis, entry level and promotional .tests, scoring, minimum requirements for jobs,
and test requirements for sworn and non- sworn positions.
The Mayor and City Commission at its May 11, 2011 meeting authorized the Administration to issue an
RFP to provide testing services. RFP No. 34 -10/11 was issued on May .25, .2011 which resulted in
proposals being received from the following:. (1) Booth Research Group, Inc.; (2) Employment
Technologies .Corporation; (3) Ergometrics & Applied Personnel Research, Inc.; (4)
Industrial /Organizational Solutions, Inc. (1 /0 Solutions, Inc.); and (5) David Santisteban, Ph. D.
An Evaluation Committee appointed by the City Manager reviewed, and participated in question - and
answer sessions with each of the proposers, and .scored and ranked the proposals. Based .on _ the
published evaluation criteria, the Committee ranked David Santisteban, Ph.D. as the top - ranked proposer,
followed by Industrial /Organizational Solutions, Inca (I /O Solutions) as the second - ranked proposer.
After reviewing the Committee's recommendation and analyzing the overall benefits to the City, the
_Administration is recommending to the Mayor and City Commission that the Administration enter into
negotiations with the proposer deemed to'be in the best interest and best value to'the City, 1/0 Solutions,
nc.
1/0 Solutions, Inc. is a public- safety human resources consulting firm that :specializes in personnel
selection, development, validation and administration of police, ,corrections, and 'fire services entrance,
physical ability and - promotional examinations. In addition to providing .third -party recruitment services, the
firm is also a national test publishing organization offering over 30 published entry-level and .promotional
exams and assessments.
IT IS RECOMMENDED THAT THE MAYOR AND COMMISSION. ADOPT THE:RESOLUTION
Advisory Board Recommendation:
N/A
Financial Information:
Source of�',. "Amount Account
Fun 1 $65,400 _ Professional Services Acct No. .011- 1'130 00031.2
P 2,r.' $10,000 Professional Services Acct No.'011- 0370 - 000312
.rTotal - :$75;400
ncial Impact Summary: N/A
Cit Clerk's .Office Legislative Tracking:
Raul Aguila
Sign-Offs:
t °rector / Cit" Man
RI I PD KGB
T:\AGENDA\2012 \7 -18 -12 \Testing Services Summary.docx /+
` EACH AGENDA ITEM
V AA I DATE
MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139,.www:miamibeachfl.9ov
COMMISSION MEMORANDUM
To: Mayor Matti Herrera Bower and Members of the ity ommission
FROM: Kathie G. Brooks, City Manager /
DATE: July 18, 2012
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF
THE CITY MANAGER RELATIVE TO THE RANKING OF PROPOSERS,
PURSUANT TO REQUEST FOR PROPOSALS (RFP) NO. 34 -10/11 TO
PROVIDE TESTING SERVICES FOR POLICE AND FIRE ENTRY LEVEL
POSITIONS AND CLASSIFIED PROMOTIONAL CLASSIFICATIONS;
AND /OR TO PROVIDE CONSULTATION SERVICES FOR SWORN AND
NON- SWORN POSITIONS IN ORDER' TO DEVELOP JOB ANALYSIS,
ENTRY LEVEL AND PROMOTIONAL TESTS, SCORING, MINIMUM
REQUIREMENTS FOR JOB BACKGROUND TEST REQUIREMENTS;
AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS
WITH INDUSTRIAL /ORGANIZATIONAL SOLUTIONS, INC.; AND FURTHER
AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN
AGREEMENT UPON THE COMPLETION- OF
SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
FUNDING
$65,400 Funding is available from Professional Services Account #011 -1130- 000312
$ 1Q , 000 Funding is available from Professional Services Account #011 - 0370- 000312
$75,400
BACKGROUND
The City has a need to establish an agreement with a qualified provider of services to
develop, validate, administer, score, report and review testing programs to determine
qualified applicants for police and fire entry level positions and classified promotional
classifications; and /or to provide consultation services in order to develop job analysis;.
entry level. and promotional tests, scoring, minimum requirements for jobs, and
background tests requirements for sworn and non -sworn positions. The City had a
month -to -month Agreement for these services that expired on June 30 2012, with no
further options for renewal.
..The Mayor and City Commission at its May 11, 2011 meeting authorized the
Administration to issue an RFP to provide testing services for Police and Fire entry level
positions and' classified promotional classifications; and /or to provide consultation
services for sworn and non -sworn positions in order to develop job analysis, entry level
Commission Memorandum
July 18, 2012
Testing Services
Page 2 of 5
and promotional tests, scoring, minimum requirements for jobs, and test requirements.
The term of the Agreement with the selected Provider will be for a one (1) year term
>' with four (4) additional one (1) year renewal options, at the discretion of the City
Manager.
The RFP provided for an option to submit a proposal on any or all of the Base and /or
Alternate Proposal. The Base Proposal was for Police and Fire Classifications for entry
level and promotional testing, and the Alternate Proposal was for consultation services in
order for the City to develop job analysis, entry level and promotional tests, scoring,
minimum requirements for jobs, and' test requirements for sworn and non -sworn
positions.
Proposers for the Base Proposal must have a minimum of five (5) years experience in
developing, validating,. administering and scoring testing programs to determine qualified .
applicants for sworn and non -sworn positions.
Proposers for the Alternate 'Proposal must have a minimum of five (5) years experience
in developing, validating, administering and scoring testing programs to determine
qualified applicants for sworn and non -sworn positions or consulting services in these
same areas.
All proposers shall possess a' master's or doctorate degree from an accredited college or
university in Ind_ ustrial Organizational Psychology; or a master's degree in Business
Administration, from an accredited college or university, with concentration in
Organizational Psychology, Applied Psychology or other closely related field.
RFP PROCESS
RFP No. 34 -10/11 was issued on May 25, 2011, and the Procurement Division
( "Procurement ") e- mailed, as well as uploaded the RFP to BidSync.com and BidNet,
sending notification to over 75 firms or individuals. This outreach resulted in the receipt
of proposals on the due date of June 29, 2011, from the following five.(5) firms or -
individuals: (1) Booth Research Group, Inc.; (2) Employment Technologies Corporation;
(3) Ergometrics & Applied Personnel Research, Inc.; (4) Industrial /Organizational
Solutions, Inc.'(1 /0 Solutions, Inc.); and (5) David Santisteban, Ph. D.
On August 24, 2011, the City Manager via Letter to Commission No. 209 -201.1
appointed an Evaluation Committee (the "Committee "), consisting of the following
individuals:
Hernan Cardeno Division Commander, CMB Police Department
Averill Lynne Dorsett Director of Human Resources, City of Fort Lauderdale
Barbara Knaub Resident and Graduate of Leadership Academy
Dio Sanchez Human Resources Manager, City of Wilton Manors
Yamileth Slate - McCloud Human Resources Director, Town of Surfside
Eric Yuhr Fire Chief, CMB Fire Department
Alternate:.
Audrea Hinds Interim Director of Human. Resources, City of North Miami
Beach
Commission Memorandum
July 18, 2012
Testing Services
Page 3 of 5
The Committee convened on September 12, 2011, and was provided with an overview
of the project, information relative to the City's of Silence Ordinance and the
Government in the Sunshine Law. The Committee listened to a brief overview and
participated in a question and answer session with each of'the five (5) Proposers.
The Committee was instructed to score and rank each proposal pursuant' to the
evaluation criteria established in the RFP, which was as follows:
• Qualifications and Experience of the Proposer /Subcontractors 30%
• Methodology and Approach 25%
• Proposed Fee /Compensation - .35%
• References 10%
Total Possible 100%
The Committee discussed the proposals and proceeded to score and rank as follows:
Slate- Total
Dorsett Knaub Sanchez McCloud Yuhr Ranking
of Firm
` David
Santisteban, 1 (93) 1 (100) 1.(94) 1 (92) 2 (90) 6
Ph. D.
I/O Solutions 2 (92) 2 95 2 (88) 2 (91) 1 91 9
Ergornetrics . 3 (75) 4 85 3 74 3 (90) 3 85 16
Employment 4 (65) 3 (90) 4(7,3) 4 (82) 4 (85) 19
Technologies
Booth
Research 5 (55) 5 (80) 5 (70) 5 (79) 5 (83) 25
Group f
The majority of the Committee' ranked David Santisteban, Ph. D. as the top- ranked
proposer. Dr. Santisteban has been providing testing and consulting service for over 21
years, and has been responsible for the entire entry level and promotional testing
program for the City of Miami Beach Fire and Police Departments.
Industrial /Organizational Solutions, Inc. (1 /0 Solutions) was the Committee's overall
second- ranked proposer. 1/0 Solutions is a public safety human resources consulting
firm that specializes in personnel selection and the development, validation and
administration of police corrections and fire 'service entrance, physical ability and
promotional examinations. 1/0 Solutions has been providing personnel selection
consulting services since 1997.
ADMINISTRATION'S DUE DILIGENCE
The Administration exercised its due diligence in reviewing the proposals to determine
the most beneficial solution for the City's testing and consulting services. The
Administration believed it to be in the best interest of the City to extend the current
Agreement with David Santisteban, Ph.D., which expired December 6, 2011, on a
month -to -month basis for a period not to exceed six (6) months, expiring no later than
June 30, 2012, or until such time as a new Agreement was executed pursuant to RFP
Commission Memorandum
July 18, 2012
Testing Services
Page 4 of 5
No. 34- 10/11. The Mayor and City Commission at its December 14, 2011 approved the .,
extension, and an amendment to the Agreement was subsequently executed.
During the Agreement extension period, Dr. .Santisteban had been. tasked with
developing, validating, administering, and scoring, the Fire Captain and Fire Lieutenant'
promotional examinations, which are required to be conducted every three (3) years
pursuant to Section 6.13 (a) of the Collective Bargaining Agreement (CBA) with the
International Association of Fire Fighters (Local 1510). This Section of the CBA further
requires the City to ' begin the Fire promotional process no later than nine (9) months
prior to the expiration of the promotional lists. The current promotional lists for Fire
Captain and Fire Lieutenant expire on October 21, 2012, requiring the City to have
commenced the promotional process by January 21, 2012. The written exams took
place on March 6, 2012, followed by the Behavioral Assessment Phase (BAP) which took
place on May 22 and 23, 2012. Due to the relatively short test development and
validation window, January 2012 through March 2012, as well as the complexity, and
voluminous nature of the reading materials to be reviewed by the test developer, the
Administration deemed it in the best interest of the City to allow Dr. Santisteban to
undertake the 2012 Fire promotional examinations based on his knowledge of the City's
Fire promotional procedures and his familiarity with the reading materials.
The City is in the process of completing the current promotional examination process for
the Fire Department. . The next promotional process in the Fire Department is not
scheduled to take place until 2015 (per current IAFF Collective Bargaining Agreement).
The next promotional process for the Police Department is scheduled to commence in
early 2013 per the current FOP Collective Bargaining Agreement. It is important to have
a standing contract for testing services to ensure timely and efficient development and
progression through these future processes.
ADMINISTRATION'S RECOMMENDATION
The Administration recommends executing a new agreement with the 1/0 Solutions to
provide testing and consulting services to the City. This recommendation is based. on the
premise" that the Administration must identify the most economical yet effective solution
for the City as well as the due diligence analysis that was conducted. For example, the .
rates for 1/0 Solutions for the development of promotional examinations (written exam
and assessment center) for the classifications of Police Sergeant and Police Lieutenant,
which is the most important component of the work required during the next fiscal year,
is more competitive than that of Dr. Santisteban. The cost for 1/0 Solutions would be
approximately $43,130 versus $57,650 for.Dr. Santisteban, yielding a savings of nearly
$15,000 to the City by having 1/0 Solutions provide the work.
1/0 Solutions is a public safety human resources consulting firm that specializes in
personnel selection, development, validation and administration of police, corrections
and fire services entrance, physical ability and promotional examinations. In addition'to
providing third -party recruitment services, the firm is also a national test publishing
organization, offering over 30 published entry-level and promotional . exams and
assessments. The firm employs a team of psychometricians and experts on the
Industrial /Organization Psychology field, and puts a strong emphasis on developing
assessment tools that identify the best employees, whether hiring entry-level 'employee
or promoting existing personnel, through a valid,: reliable, fair, and defensible selection
process.
Commission Memorandum
July 1.8, 2012
Testing Ser0ces
Page 5 of 5
1/0 Solutions has worked with over 1,000 public safety agencies throughout the United
States and Canada, such as . the Florida Department of Law Enforcement (FDLE),
Jacksonville, FL Sheriff's /Police Department, Washington, D.C. Fire and EMS,
Washington, D.C. Metropolitan Police Department, New York State Police Department,
and the City of Chicago. 1/0 Solutions is one of the few major public safety consulting
firms with an unblemished litigation history. In 2009, the U.S. Supreme Court, in Ricci v.
DeStefano, ruled that the City of New Haven, CT was required to use the examinations
developed by 1/0 Solutions in order to resolve a lawsuit brought against the City by
twenty city .firefighters alleging that the city discriminated against them with regard to
promotions. In addition, in 2007, the entry-level police officer examination developed for
the City of Buffalo, NY, satisfied the scrutiny of the U.S. Department of Justice. further,
an independent firm hired by the City of Chicago to evaluate all commercially available
entry-level firefighter, examinations, identified the 1/0 Solutions as having the best
firefighter selection tool in the nation. Based on its expertise, the availability of both
customized and off- the -shelf exams, and its track record,- the Administration
recommends that the. Mayor ' and City Commission approve the recommendation of
contracting with 1/0 Solutions.
The 'RFP requires that proposal submissions are irrevocable until contract award unless
withdrawn in writing prior to the proposal due date, or after expiration of 120 calendar
days from the opening of proposals without a contract award. As more than 120
calendar days have passed since the opening, the Procurement Division secured a letter
from the Chief Executive Officer. of 1/0 Solutions on. March 21, 2012, confirming the
firm's willingness to hold the proposal submitted valid for a minimum of 90 days, or until
such time as a contract is awarded, whichever occurs first.
CONCLUSION
The Administration recommends that the Mayor and City Commission approve the
attached- resolution, which recommends the acceptance, of the ranking of the firms and
authorizes the Administration to enter into negotiations with, Industrial /Organizational
Solutions, Inc.; and further authorizes the Mayor and City Clerk to execute an agreement
upon the completion of successful negotiations by the Administration.
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