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2014-28775 Reso RESOLUTION NO. 2014-28775 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, APPROVING AND AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AMENDMENT NO. 3 TO THE PROFESSIONAL SERVICES AGREEMENT WITH INDUSTRIAL/ ORGANIZATIONAL SOLUTIONS, INC., DATED JULY 185 20129 SAID AMENDMENT TO PROVIDE ADDITIONAL TESTING SERVICES DURING THE THIRD CONTRACT YEAR FOR CLASSIFIED PROMOTIONAL CLASSIFICATIONS IN THE FIRE DEPARTMENT; AND REQUESTING ADDITIONAL FUNDING, IN AN AMOUNT NOT TO EXCEED $71,000. WHEREAS, on July 18, 2012, the Mayor and City Commission adopted Resolution No. 2012-27941, approving and authorizing the City Manager to execute a Professional Services Agreement with Industrial/Organizational Solutions, Inc., for testing services programs to determine qualified applicants for police and fire entry level positions and classified promotional classifications, and to provide consultation services for sworn and non-sworn positions in order to develop job analysis, entry level and promotional tests, scoring, and minimum requirements for jobs background test requirements (the Agreement).; and WHEREAS, on April 12, 2013, the City entered into the Agreement with Industrial/Organizational Solutions, Inc., which pertained to the first contract year only, in an amount not to exceed $75,400, and authorized Industrial/Organizational Solutions to provide testing services pertinent to the police promotional process; and WHEREAS, on April 22, 2013, the City Commission adopted Resolution No. 2013-28182, approving Amendment No. 1 to the Agreement to provide additional testing services for police and fire entry level positions, in an amount not to exceed $70,000; and WHEREAS, on October 16, 2013, the City Commission adopted Resolution No. 2013-28396, approving Amendment No. 2 to the Agreement to conduct promotional testing for the classified ranks within the Ocean Rescue Division of the Fire Department, in an amount not to exceed $38,000; and WHEREAS, the City has a need for Industrial/Organizational Solutions to review, develop, validate, administer and score a promotional exam to determine qualified candidates for the ranks if Fire Lieutenant and Fire Captain; and WHEREAS, the Administration recommends approving and authorizing Industrial/Organization Solutions, Inc., to provide testing services for the Fire Department, and requests additional funding, in an amount not to exceed $71,000. NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby approve and authorize the Mayor and the City Clerk to execute Amendment No. 3 to the Agreement with Industrial/Organizational Solutions, Inc., dated July 18, 2012, said amendment to provide additional testing services during the third contract year; and requesting additional funding for classified promotional classification in the Fire Department, in an amount not to exceed $71,000. PASSED AND ADOPTED this day of O6104� Y , 2014. ATTEST: P t ip ine, Mayor Raf el E. Granado, City Clerk r .�rya, f: APPROVED AS TO = �; FORM &LANGUAGE I �CORP ORATED' &FOR EXECUTION V7 7 8 j ° f rr rr»((vvii 1 Date City AttoMOY T:\AGENDA\2014\0ctober\l0 Solutions\Reso-10 Solutions Additional Testing Services Reso 10-22-2014.docx COMMISSION ITEM SUMMARY Condensed Title: A Resolution of the Mayor and Commission of the City of Miami Beach, Florida, Approving and Authorizing the Mayor and City Clerk to Execute an Amendment to the Professional Services Agreement with Industrial/Organization Solutions, Inc., approved by the City Commission on July 18, 2012, Said Amendment to Provide Additional Testing Services During the First Contract Year for promotional testing in the classified ranks within the Fire Department; and Requesting Additional Funding, in an Amount not to Exceed $71,000. Key Intended Outcome Supported: Improve City's Managerial Leadership to Reward Innovation and Performance. Item Summa /Recommendation: On May 25, 2011, the City issued RFP #34-10/11, for testing services programs to determine qualified applicants for police and fire entry level positions and classified promotional classifications, and to provide consultation services for sworn and non-sworn positions in order to develop job analyses, entry level and promotional tests, scoring, and minimum requirements for jobs background test requirements. At its regular meeting on July 18, 2012, the Mayor and City Commission adopted Resolution No. 2012-27941, approving and authorizing the City Manager to execute a professional services agreement with Industrial/Organizational Solutions, Inc. (consultant). Pursuant to directions from the City Attorney's Office, the agreement was executed for the services pertaining to the police promotional process and general consultation services for the Human Resources Department, in an amount not to exceed $75,400. The contract was first amended on April 22, 2013, through Resolution No. 2013-28182 to provide funding for testing services for police and fire entry level positions, in an amount not to exceed $70,000. The second amendment was on October 16, 2013, through Resolution No. 2013-28396 to provide funding for testing services for classified ranks in the Ocean Rescue Division of the Fire Department, in an amount not exceed $38,000. The City is seeking Commission approval to amend the agreement with the consultant in order to develop, validate, administer, and score promotional examinations for the ranks of Fire Lieutenant and Fire Captain in the Fire Department, and is requesting additional funding in an amount not to exceed $71,000. As the Administration continues to evaluate and identify areas for which the consultant's services are ap ro riate, The City will seek Commission approval for additional funding. Advisory Board Recommendation: N/A Financial Information: Source of Amount Account Funds: 1 $71,000.00 Professional Services Account#011-1210-000312 2 OBPI Total $71,000.00 Financial Impact Summary: City Clerk's Office Legislative Tracking: Sylvia Crespo-Tabak, Human Resources Director Sign-Offs: De artment itector ACM/ O city em SC-T KGB JLM T:\AGENDA\2014\0ctober\I0 Solutions\Summary-10 Solutions Additional Testing Services Summary 10-22-2014.docx AGENDA ITEM C76-- I BEAC H �o-PV- J1/11�M I DATE MIAMSEACH City of Miami Beath, 1700 Convention Center Drive,Miami Beach, Florida 33139,www.miamibeachfl.gov COMMISSION MEMORANDUM TO: Mayor Philip Levine and Members of t e City Com ission FROM: Jimmy L. Morales, City Manager DATE: October 22, 2014 SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, APPROVING AND AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH INDUSTRIAL/ORGANIZATIONAL SOLUTIONS, INC., APPROVED BY THE CITY COMMISSION ON JULY 18, 2012, SAID AMENDMENT TO PROVIDE ADDITIONAL TESTING SERVICES DURING THE THIRD CONTRACT YEAR FOR CLASSIED PROMOTIONAL CLASSIFICATIONS IN THE FIRE DEPARTMENT; AND REQUESTING ADDITIONAL FUNDING, IN AN AMOUNT NOT TO EXCEED $71,000. RECOMMENDATION The Administration recommends adoption of the resolution. BACKGROUND FUNDING $71,000.00 Funding is available from Professional Services Account#011-1210-000312 BACKGROUND On May 25, 2011, the City issued RFP #34-10/11, for testing services programs to determine qualified applicants for police and fire entry level positions and classified promotional classifications, and to provide consultation services for sworn and non-sworn positions in order to develop job analysis, entry level and promotional tests, scoring, and minimum requirements for jobs background test requirements. At its regular meeting on July 18, 2012, the Mayor and City Commission adopted Resolution No. 2012-27941, approving and authorizing the City Manager to execute a professional services agreement with Industrial/Organizational Solutions, Inc. (Consultant). 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 City Commission Memorandum October 22,2014 10 Additional Testing Page 2 of 3 psychometricians and experts in the industrial and organizational psychology field, and puts a strong emphasis on developing assessment tools to identify the best candidates whether entry- level or promoting existing personnel, through a valid, reliable, fair, and defensible selection process. 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 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 1/0 Solutions 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 1/0 Solutions as having the best firefighter selection tool in the nation. The City entered into an agreement with the consultant for an initial term of one (1) year, with four (4) additional one (1) year renewal options, exercised at the City Manager's sole option and discretion. Pursuant to the direction from the City Attorney's Office, the agreement was executed for the services pertaining to only testing services pertinent to the police promotional process and general consultation services for the Human Resources department. The contract was first amended on April 22, 2013, through Resolution No. 2013 —28182 to provide funding for testing services for police and fire entry level positions, in an amount not to exceed $70,000. A second amendment to the contact was approved on October 16, 2013, through Resolution No. 2013-28396 to provide funding for testing services pertinent to the ocean rescue promotional process, in an amount not to exceed $38,000. The City now has a need to conduct promotional testing in the Fire Department, to fill vacancies in the ranks of Fire Lieutenant and Fire Captain. To provide the most valid, reliable, fair, and defensible promotional process, the City needs services from the consultant to develop, validate, administer, and score a written promotional examination and review, and to develop and validate live interview questions for the promotional process. Part of this process will also incorporate the use of subject matter experts that are located out-of-state to provide the most neutral and impartial assessments possible of the candidates behavioral assessment component. The subject matter experts will be from the Chicago, Illinois area and review of the behavioral assessment center video recordings will happen at a venue in Chicago. Using subject matter experts located in the area from which the consultant is located also provides the City with a substantial cost savings for travel of said subject matter experts coming to Miami Beach. The City is seeking to amend the agreement with the consultant, to develop, validate, administer, and score a promotional examination and review, and to develop and validate live interview questions for the promotional process for the Fire Department, and is requesting additional funding in an amount not to exceed $71,000. A copy of the proposal from 1/0 Solutions is attached. City Commission Memorandum October 22,2014 10 Additional Testing Page 3 of 3 As the Administration continues to evaluate and identify areas for which the consultant's services are appropriate, the City will seek Commission approval for additional funding. CONCLUSION The Administration recommends that the Mayor and City Commission approve the attached resolution, approving and authorizing Industrial/Organizational Solutions, Inc., to provide additional testing services for Fire Department classified promotional classifications, and requesting additional funding, in an amount not to exceed $71,000. A copy of the proposal from 1/0 Solutions is attached. Attach nt JLM/K B/SC-T \\miamibeach.gov\files\T_Drive\AGENDA\2014\October\I0 Solutions\Memo-10 Additional Testing Memo 10-22-2014.docx y �� a►' Az Proposal to Provide ,Promotio"naJ, Testi n Servic-esforiami M B e�ach � � ...... .... . Fire ' De' partment i Industrial/Organizational Solutions, Inc. r September .2014 Presented to: 7R City of M�am,� Beach , . Statement of Wor4 -:f The purpose of this document is to describe the components of the project that will be performed and to document the associated costs. Project Title: Miami Beach Fire Department Captain and Lieutenant Promotional Assessment Approximate Commencement: August 2014 The following table presents the project components and the associated cost of those components. Project • Cost Project Kick-off and Planning: Phone conference or face-to-face meeting to review project details, finalize project timeline, discuss expectations, and $700 Week I assign roles and responsibilities Job analysis: Job observations and interviews and development, coordination and distribution and analysis of JAQ to identify critical knowledge, skills, $8,500 Weeks 1-7 abilities, job performance dimensions, or competencies to be assessed. Candidate orientation: Delivery of candidate preparation presentation for $1,500 Week 6 both ranks (department may choose to do this via online video). Written Examination Development: Develop 175 draft items for the multiple-choice job knowledge examinations. Review of examination $10,800 Weeks 2-10 questions with SMEs to conduct CVRs and Angoff ratings; and to select final 150 questions for the Captain examination and the Lieutenant examination. Written Examination Administration: Administer written exams, scoring and response to candidate appeals/challenges. Assumes one administration. $1,500 Week 12 (additional days needed for on-site appeal sessions would be billed at the rate of$1,000/day) Written Examination Appeal Session Administration: 1 1/0 Staff member on- site to administer appeal session and collect appeal responses. Two days on- $2,000 Week 12 site at the rate of$1,000 per day. Oral Assessment Development: Design and development of two oral $14,000 Weeks 8-15 exercises each for the Captain and Lieutenant assessments. Oral Assessment Administration: Includes assessor training, administration and oversight of the assessment, scoring, and preparation of results, appeal $11,200 Week 17 responses, and feedback to candidates. Copyright©2014,Industrial/Organizational Solutions,Inc. 2 CONFIDENTIAL—TRADE SECRET Oral Examination Appeal Session Administration: 1 1/0 Staff member on-site to administer appeal session and collect appeal responses. Two days on-site $2,000 Week 17 at the rate of$1,000 per day. Project technical report to document job analysis, validation, outcomes, $2,000 Week 20 recommendations for the future, etc. Assessor Recruitment for 8 assessors $750 Assessor costs (per diems, sites, meals, travel etc.). OFF-SITE cost = $8, 980, Paid by the ON-SITE cost = $12,360. (breakdown is presented below) City Paid by the Facility procurement costs for exams, assessments and appeal sessions City Administrative expenses (printing, shipping) $250 Consultant travel expenses, estimated at 5 trips: • 1 consultant, 2 days for orientation Billed • 1 consultant I day for exam admin • directly to I analyst 2 days for exam appeals City • 1 consultant and I analyst for 2 days for oral admin • 1 analyst for 2 days of oral appeals) TOTAL Project Investment/Cost $559200 Assessor Arrangement Options OFF-SITE IN CHICAGO (8 assessors, 2 days + I day training) Item Unit Cost Compensation for 3 days, 8 assessors (training + assessing videos) $400/day per assessor $7,200 Space for assessor to work (4 rooms, 2 days) $125/day per room $1,000 Lunches for 3 days $10/assessor per day $240 Mileage reimbursement for assessor driving (estimated 60 miles roundtrip/days) $0.56/mile $540 TOTAL $8,980 ON-SITE IN MIAMI BEACH (8 assessors, 2 days + I day training) Item Unit Cost Flights (8 assessors) $500/assessor $4,000 Assessor transportation 8 assessors (roundtrip airport transit) $70/assessor $560 Space for training assessor to work (4 rooms, 2 days) $125/day per room $1,000 Per diem for meals $60/day $960 Hotel accommodations for assessors (8 assessors, 3 nights) $200/night $4,800 Additional 1/0 travel expenses (I night for consultant, 3 nights $200/night, $60/day for admin, meals) meals $1,040 r— TOTAL 1 $12,360 Copyright©2014,Industrial/Organizational Solutions,Inc. 3 CONFIDENTIAL—TRADE SECRET *1/0 assumes that the city will be responsible for securing assessors, providing all accommodations for assessors, securing facilities (test administration facility, assessment center site). 1/0 can provide a revised SOW or a change order if the city desires for 1/0 to manage the coordination of other aspects of the process, such as job analysis interview locations, assessment sites, assessor recruitment and accommodations, etc. The above table identifies all facets of the project for which 1/0 Solutions is being engaged. Should any of the project components need to be modified or additional components/facets added, the proposed hourly rates ($175/hr. for consultants; $65/hr. for item writers; $25/hour for administrative) will be applied and appropriate price adjustments will be made. 1/0 Solutions will submit invoices according to the following schedule: 1/3 upon project commencement, 1/3 after development of the assessment center, and 1/3 upon completion (the technical report will be billed as a separate item). The proposed price is fixed-firm and will be invoiced according to the above schedule. The line item detail is presented for reference. Client Acceptance: I acknowledge that I have reviewed this Statement of Work and hereby authorize I/O Solutions and its representatives to commence work on the project components as described herein. Signature of Authorized Agent Title of Authorized Agent Date Copyright©1014,Industrial/Organizational Solutions,Inc. 4 CONFIDENTIAL—TRADE SECRET S0LUTI0NS The Public Safety Selection SpecialiStSTM Copyright©2014,Industrial/Organizational Solutions,Inc. 5 CONFIDENTIAL—TRADE SECRET