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2015-29061 Reso RESOLUTION NO. 2015-29061 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. 4 TO THE PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY AND INDUSTRIAL/ORGANIZATIONAL SOLUTIONS, INC., DATED APRIL 12, 2013; SAID AMENDMENT INCREASING THE SCOPE OF THE AGREEMENT TO PROVIDE ADDITIONAL TESTING SERVICES DURING THE THIRD CONTRACT YEAR FOR ENTRY LEVEL NON-CERTIFIED POLICE OFFICER APPLICANTS AND CLASSIFIED PROMOTIONAL OPPORTUNITIES IN THE POLICE DEPARTMENT, FOR A TOTAL ADDITIONAL FUNDING AMOUNT NOT TO EXCEED $120,000. WHEREAS, on July 18, 2012, the Mayor and City Commission adopted Resolution No. 2012-27941, approving and authorizing the Mayor and City Clerk 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, on October 22, 2014, the City Commission adopted Resolution No. 2014-28775, approving Amendment No. 3 to the Agreement, to provide funding not to exceed $71,000 to develop and administer promotional examinations for the Fire Department; and WHEREAS, the City has a need to conduct promotional testing in the Police Department, to fill vacancies in the ranks of Police Sergeant and Lieutenant as the current eligible list will more than likely be exhausted prior to their expiration date in 1 • h 1 December 2015; and WHEREAS, the City also needs to develop non-certified police officer candidate assessment tools to deploy a pilot program through which it will guarantee a limited number of candidates employment opportunities after they successfully complete all hiring requirements and Police Academy training, with the City of Miami Beach Police Department establishing what successful completion for the purposes of this program means; and WHEREAS, the Administration recommends approving and authorizing Industrial/Organization Solutions, Inc., to provide testing services for the Police Department, and requests additional funding, in an amount not to exceed $120,000. 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. 4 to the Professional Services Agreement between the City and Industrial/Organizational Solutions, Inc., dated April 12, 2013; said amendment increasing the scope of the Agreement to provide additional testing services during the third contract year for entry level non-certified police officer applicants and classified promotional opportunities in the Police Department, for a total additional funding amount not to exceed $120,000. PASSED AND ADOPTED this I day of ✓•r , 2015. ATTEST: � /� / JA.-,// ,/ P ' p L:4 r=f ayor i 7 0J" •afael Aill E. Granado, ity C'4;,1 ..B��,,44.: fo, APPROVED AS TO • �� •• � * % FORM & LANGUAGE • .IRCORP ORATED: ./401- & FOR EXECUTION • .71 26 _$ City Attorney Dote C:\Users\attotorg\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\QJ40N021\Reso-10 Solutions Additional Testing Services Reso July 8 2015.docx COMMISSION ITEM SUMMARY Condensed Title: A resolution of the Mayor and City Commission of the City of Miami Beach, Florida, approving and authorizing the Mayor and the City Clerk to execute Amendment No. 4 to the professional services agreement between the City and Industrial/Organizational Solutions, Inc., dated April 12, 2013; said amendment increasing the scope of the Agreement to provide additional testing services during the third contract year for entry level non-certified police officer applicants and classified promotional opportunities in the Police Department, for a total additional funding amount not to exceed $120,000. Key Intended Outcome Supported: Improve City's Managerial Leadership to Reward Innovation and Performance. Item Summary/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 contract was further amended October 22, 2014, when the City Commission approved via Resolution No. 2014-28775 to provide funding not to exceed $71,000 to develop and administer promotional examinations for the Fire Department. The City now has a need to conduct promotional testing in the Police Department, to fill vacancies in the ranks of Police Sergeant and Lieutenant as the current eligible list will more than likely be exhausted prior to their expiration date in December 2015. The City also needs to develop non-certified police officer candidate assessment tools as in Fiscal Year 2015/16, the department is planning to deploy a pilot program through which it will guarantee a limited number of candidates employment opportunities after they successfully complete all hiring requirements and Police Academy training, with the City of Miami Beach Police Department establishing what successful completion for the purposes of this program means. 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. Advisory Board Recommendation: N/A Financial Information: Source of Amount Account Funds: 1 $120,000.00 Professional Services Account#011-1130-000312 rearkeD) 2 � Total $120,000.00 Financial Impact Summary: City Clerk's Office Legislative Tracking: Sylvia Crespo-Tabak, Human Resources Director Sign-Offs: Department Director ACM/CFO City 1:n •er SC-T 66/r KGB JL T:\AGENDA\2015\July\Human Resources\Summary-IO Solutions Additional Testing Services Summary 7-: S 5.docx MIAMOBEACH AGENDA.OTEIIA 6 78 DATE 7- MIAMIBEACH City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139,www.miamibeachfl.gov COMM SION MEMORANDUM TO: Mayor Philip Levine and Members of thi City Com ssion FROM: Jimmy L. Morales, City Manager — DATE: July 8, 2015 SUBJECT: A RESOLUTION OF THE MAYOR A 'D CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, APPROVIN. AND AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AMENDMENT NO. 4 TO THE PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY AND INDUSTRIAL/ORGANIZATIONAL SOLUTIONS, INC., DATED APRIL 12, 2013; SAID AMENDMENT INCREASING THE SCOPE OF THE AGREEMENT TO PROVIDE ADDITIONAL TESTING SERVICES DURING THE THIRD CONTRACT YEAR FOR ENTRY LEVEL NON-CERTIFIED POLICE OFFICER APPLICANTS AND CLASSIFIED PROMOTIONAL OPPORTUNITIES IN THE POLICE DEPARTMENT, FOR A TOTAL ADDITIONAL FUNDING AMOUNT NOT TO EXCEED $120,000. RECOMMENDATION The Administration recommends adoption of the resolution. BACKGROUND FUNDING $120,000.00 in funding is available from Professional Services Account#011-1130-000312. BACKGROUND On May 25, 2011, the City issued RFP #34-10/11, for testing services to identify qualified applicants for entry level positions and classified promotional opportunities in the police and fire departments, and to function as a consultant to the City for sworn and non-sworn positions, to develop job analyses, entry level and promotional tests, scoring, and minimum job requirements. At its regular meeting on July 18, 2012, the Mayor and City Commission adopted Resolution No. 2012-27941, approving and authorizing the Mayor and City Clerk to execute a professional services agreement with Industrial/Organizational (I/O) Solutions, Inc. (Consultant). I/O 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 entry-level and promotional exams and assessments. The firm employs a team of City Commission Memorandum July 8,2015 to Additional Testing Page 2of3 psychometricians and experts in the industrial and organizational psychology fields, and puts a strong emphasis on developing assessment tools to identify the best candidates through a valid, reliable, fair, and defensible selection process. I/O 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. I/O Solutions is one of the few major public safety consulting firms with an unblemished litigation history. It has also assisted the City of Miami Beach in developing and administering tests for promotional opportunities in police, fire and ocean rescue, as well as entry-level in fire. 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 I/O 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 I/O 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 I/O Solutions as having the best firefighter selection tool in the nation. In 2012, 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 contract was further amended October 22, 2014, when the City Commission approved via Resolution No. 2014-28775 to provide funding not to exceed $71,000 to develop and administer promotional examinations for the Fire Department. The City now has a need to conduct promotional testing in the Police Department, to fill vacancies in the ranks of Police Sergeant and Lieutenant as the current eligible list will more than likely be exhausted prior to their expiration date in December 2015. The City also needs to develop non-certified police officer candidate assessment tools. In Fiscal Year 2015/16, the Police Department is planning to deploy a pilot program through which it will guarantee a limited number of candidates employment opportunities after they successfully complete all hiring requirements and Police Academy training, with the City of Miami Beach Police Department establishing what successful completion for the purposes of this program means. The City is seeking to amend the agreement with the consultant, develop, validate, administer, and score promotional examinations, review, develop and validate the behavioral assessment City Commission Memorandum July 8,2015 10 Additional Testing Page 3 of 3 center called for in the collective bargaining agreement between the City and the Fraternal Order of Police. The City will also need to develop, validate, administer and score an entry level examination and develop and validate the interview questions for the selection process for the non-certified pilot program. Therefore, the Police Department is requesting additional funding in an amount not to exceed $120,000. A copy of the statements of work from I/O Solutions is attached. 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 the Police Department in an amount not to exceed $120,000. Attachment JLM/KGB/SC-T T:\AGENDA\2015\July\Human Resources\I0 Additional Testing Memo 7-8-2015.docx ATTACHMENT C7D INDUSTRIAL/ORGANIZATIONAL SOLUTIONS ---y.` EXPERTS IN THE SCIENCE OF PUBLIC SAFETY SELECTION 0i i ,I I i. I - II ..11=1. s ., _• - 6,---- , Statement of Work Client: City of Miami Beach - Police Department Project Title: Sergeant and Lieutenant Promotional Process The purpose of this document is to describe the components of the proposed project and to document the associated costs. The table on the following page will describe the anticipated project steps and associated costs. Should any component of the project need to be modified, IOS will contact the client and explain the required modification and any associated pricing change. Any future change in the proposed project must be mutually acceptable to the Client and IO5. Industrial/Organizational Solutions will submit invoices according to the following schedule: 1/3 at project commencement, 1/3 at the project midpoint, and 1/3 upon completion of the project. I The following table(s) contain a breakdown of the project steps and associated costs. Rate I O�Solutions Sta Staff Members Rate/ ate / Hour Brian Marentette, Ph.D. Consultants Linda Reynaud, M.A. $250 Maria Szczech M.A. Technical writer Karen Steiger, M.A. $85 Robert McMahon Administrative Carolyn Kalafut $35 Tami Marsiglio Am Kusec M.A. Tech Project Step Consult:,ni_ Wrtr. .Admin. Hrs. Hrs. Hrs,. Cost Timeline Project Kick-off and Planning: Phone conference or face-to-face meeting to review project details,finalize project timeline, 3 $750 Week 1 discuss expectations,and assign roles and responsibilities Job analysis update: review critical knowledge,skills,abilities,job performance 4 $1,000 Weeks 2- dimensions from 2012 job analysis with SMEs 3 to determine necessary updates. Candidate orientation: Delivery of two candidate preparation presentations which cover all test components and provide 8 $2,000 Week 5 general information about exercise format, exam administration,logistics,tips on how to prepare,etc. Written examinations:Development of questions,review of examination questions with SMEs to collect content validation evidence,CVRs and Angoff ratings;and to Weeks 6- select final questions for the exam. 30 84 4 $14,780 14 Formatting of final written examinations, development of scoring programs,and preparation of candidate appeals process, scoring and reporting of results. Copyright© 2015 IOS, Inc. Page 1 Tech Project Step Consultant Wrtr. Admin. Hrs. Hrs. Hrs. Cost Timeline Written exam:Administer exams to sergeant and lieutenant candidates. Conduct two days 24 $6,000 Week 15 of candidate appeals sessions. Assessment center:Development of exercises,rating protocols,review of content Weeks 5- with department SMEs. Formatting of final 38 16 $10,060 18 assessment materials, preparation and printing of materials. Assessment center:I/O Solutions will train assessors and role-players on day 1, administer the exercises on day 2 and day 3. Note:Assumes a maximum of 18 candidates 24 24 $6,840 Week 18 participate in the assessment center per rank.Additional days needed for rating videos will be billed at the rate of $1,500/day. Assessment center: Assessor scores will be aggregated,double-checked,combined into 5 12 $1,670 Week 19 final composite scores and formatted according to client specifications. Assessment center:Conduct assessment 16 $560 Week 21 center candidate review/appeals sessions. Assessment center:Review and respond to candidate appeals to assessment center 30 6 $7,710 Week 22 scores. Assessment center feedback: Individual candidate feedback reports will be prepared 3 12 20 $2,470 Week 24 to document quantitative performance and provide feedback comments from assessors. Challenge assistance(if required): Provide consulting services and assistance as Billed on an as-needed basis at the necessary during the process and to respond $0 Ongoing to candidate grievances or challenges related rate of$250/hour to the examination process or results. Project technical report to document job analysis,validation,outcomes, 4 16 $2,360 Week 30 recommendations for the future,etc. Copyright© 2015 IOS, Inc. Page 2 Tech Project Step Consultant Wrtr. Adrnin. Hrs. Hrs. Hrs. Cost Timeline Assessor costs(per diems,sites,meals,etc.) Paid by City Paid by Facility procurement costs City Consultant travel expenses Billed directly to the City(detail of $7,475 estimate is provided below) TOTAL Project investment/Cost $62,775 Travel Costs (detailed) Travel Expense Component Rate Airfare cost(per trip) $650 LodgingRate(daily) $200 Transportation,rental,parking fees(daily) $80 Daily meal allowance(daily) $45 Airfare Lodg. Trans. Meal Travel Days Staff Units Units Units Units Total Trip 1: Candidate Orientation 2 1 1 2 2 2 "$1,300 Trip 2:Written Exam administration and appeals 3 1 1 3 3 3 $1,625 Trip 3:Assessment Center administration 3 2 2 6 6 6 $3,250 Trip 4:Assessment Center appeals 2 1 1 2 2 2 $1,300 administration TOTAL $7,475 Copyright © 2015 IOS, Inc. Page 3 Acceptance by IOS: Industrial/Organizational Solutions, Inc. (d.b.a. I/O Solutions, Inc.; IOS, Inc.) agrees to conduct the work outlined herein according to a timeline that is mutually agreeable to both parties. C%ad c. Ze&e/ Signature of Authorized Agent President & CEO Title of Authorized Agent May 7, 2015 Date Copyright© 2015 IOS, Inc. Page 4 INDUSTRIAL/ORGANIZATIONAL SOLUTIONS --..\ ) EXPERTS IN THE SCIENCE OF PUBLIC SAFETY SELECTION 1 ri • - '\ I Statement of Work Client: City of Miami Beach - Police Department Project Title: Police Officer (non-certified) Testing Process The purpose of this document is to describe the components of the proposed project and to document the associated costs. The table on the following page will describe the anticipated project steps and associated costs. Should any component of the project need to be modified, IOS will contact the client and explain the required modification and any associated pricing change. Any future change in the proposed project must be mutually acceptable to the Client and IOS. Industrial/Organizational Solutions will submit invoices according to the following schedule: 1/3 at project commencement, 1/3 at the project midpoint, and 1/3 upon completion of the project. The following table(s) contain a breakdown of the project steps and associated costs. Rate Classihcatio;n/Sch.eclule. I/O Solutions Staff Members Rate/ Hour Brian Marentette, Ph.D. Consultants Linda Reynaud, M.A. $250 Maria Szczech M.A. Technical writer Karen Steiger, M.A. $85 Robert McMahon Carolyn Kalafut Administrative Tami Marsiglio $35 Am Ku•ec M.A. Consultant Tech Admin. Project Step Hrs. Wrtr. Hrs. Cost Timeline Hrs. Project Kick-off and Planning: Phone conference or face-to-face meeting to review project details,finalize project timeline,discuss 3 $750 Week 1 expectations,and assign roles and responsibilities Candidate orientation: Delivery of two candidate preparation presentations which cover all test components and provide general 24 $6,000 Week 5 information about exercise format,exam administration,logistics,tips on how to prepare,etc. Written exam:Administer exams across 16 $4,000 TBD several sessions spanning two days. Written exam: National Criminal Justice Officer Selection Inventory-Integrity(NCJOSIA2) @ Estimated 1,000 candidates $28,000 $18/candidate;Situationally Based Styles Assessment(SBSA) @$10/candidate Challenge assistance(if required): Provide consulting services and assistance as necessary during the process and to respond to $0 Ongoing candidate grievances or challenges related to the examination process or results. Copyright© 2015 IOS, Inc. Page 1 Project technical report to document job analysis,validation,outcomes, 4 16 $2,360 TBD recommendations for the future,etc. Paid by Assessor costs(per diems,sites,meals,etc.) City Paid by Facility procurement costs City Billed 2 Consultant travel expenses $2,925 directly TOTAL Project Investment/Cost $44,035 Travel Costs (detailed) Travel Expense Component Rate Airfare cost(per trip) $650 Lodging Rate(daily) $200 Transportation, rental,parking fees(daily) $80 Daily meal allowance(daily) $45 Airfare Lodg. Trans. Meal Travel Day, Staff Units Units Units Units Total Trip 1: Candidate Orientation 2 1 1 2 2 2 $1,300 Trip 2:Written Exam administration and appeals 3 1 1 3 3 3 $1,625 TOTAL $2,925 Copyright© 2015 IOS, Inc. Page 2 Acceptance by IOS: Industrial/Organizational Solutions, Inc. (d.b.a. I/O Solutions, Inc.; IOS, Inc.) agrees to conduct the work outlined herein according to a timeline that is mutually agreeable to both parties. C%ad C Lee/ Signature of Authorized Agent President & CEO Title of Authorized Agent May 7, 2015 Date Copyright© 2015 IOS, Inc. Page 3 i