Resolution 2018-30387RESOLUTION NO. 2018 -30387
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE
CITY MANAGER, TO AUTHORIZE NEGOTIATIONS RELATING TO REQUEST
FOR QUALIFICATIONS (RFQ) NO. 2018- 074 -KB, FOR CONSULTING
SERVICES TO REVIEW THE CITY'S REGULATIONS AND PROCESSES
RELATING TO PRIVATE DEVELOPMENT PROJECTS; AUTHORIZING THE
ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH MATRIX
CONSULTING GROUP, LTD.; IF THE ADMINISTRATION IS NOT
SUCCESSFUL IN NEGOTIATING AN AGREEMENT WITH MATRIX
CONSULTING GROUP, LTD., AUTHORIZING THE ADMINISTRATION TO
ENTER INTO NEGOTIATIONS WITH CALVIN, GIORDANO, AND
ASSOCIATES, INC.; IF THE ADMINISTRATION IS NOT SUCCESSFUL IN
NEGOTIATING AN AGREEMENT WITH CALVIN, GIORDANO, AND
ASSOCIATES, INC.; AUTHORIZING THE ADMINISTRATION TO ENTER INTO
NEGOTIATIONS WITH ZUCKER SYSTEMS; AND AUTHORIZING THE
MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT UPON
CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE
ADMINISTRATION.
WHEREAS, on January 17, 2018, . the City Commission approved the issuance of
Request for Qualifications (RFQ) No. 2018- 074 -KB for "Consulting Services to Review the City's
Regulations and processes relating to private development projects "; and
WHEREAS, the purpose of this RFQ is to select a consultant to ensure that the
City's municipal development process relating to the development of real property is fair,
balanced and efficient, the Administration requested proposals from qualified firms that can
provide the City with an analysis or business process review of the City's current development
process; and
WHEREAS, the City's Request for Qualifications No. 2018- 074 -KB (the "RFQ") was
released on January 19, 2018; and
WHEREAS, a voluntary pre - proposal meeting was held on February 6, 2018; and
WHEREAS, on March 19, 2018, the City received a total of four (4) responsive
proposals; and
WHEREAS, on May 15, 2018, an Evaluation Committee ( "Committee ") appointed by the
City Manager, via Letter to Commission (LTC) No. 236 -2018, convened to consider the
proposals; and
WHEREAS, the Committee was provided an overview of the project, information relative
to the City's Cone of Silence Ordinance, Government Sunshine Law, general information on the
scope of services, and a copy of each proposal; and
WHEREAS, the Committee's ranking was as follows: Matrix Consulting Group, Ltd., as
the top ranked proposer; Calvin, Giordano, & Associates, Inc., as the second ranked proposer;
Zucker Systems, as the third ranked proposer; and JRD & Associates, Inc., as the fourth ranked
proposer; and
WHEREAS, after reviewing the qualifications of each firm, and having considered the
Evaluation Committee's comments and rankings, the City Manager recommends that the Mayor
and the City Commission authorize the Administration to enter into negotiations with Matrix
Consulting Group, Ltd., the top ranked proposer; and if unsuccessful in negotiating an
agreement with Matrix Consulting Group, Ltd.; authorize the Administration to enter into
negotiations with Calvin, Giordano, & Associates, Inc., the second ranked proposer; and if
unsuccessful in negotiating an agreement with Calvin, Giordano, & Associates, Inc.; authorize
the Administration to enter into negotiations with Zucker Systems, the third ranked proposer;
and finally, authorize the Mayor and City Clerk to execute an agreement upon conclusion of
successful negotiations.
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 accept the recommendation of the City Manager, pursuant to Request for
Qualifications (RFQ) No. 2018- 074 -KB for Consulting Services for a Review of the City's
Regulations and Processes Relating to Private Development Projects; authorizing the
administration to enter into negotiations with Matrix Consulting Group, Ltd.; further, if the
administration is not successful in negotiating an agreement with Matrix Consulting Group, Ltd.,
authorizing the administration to enter into negotiations with Calvin, Giordano, & Associates;
further, if the administration is not successful in negotiating an agreement with Calvin, Giordano,
& Associates; authorizing the administration to enter into negotiations with Zucker Systems; and
further authorizing the Mayor and City Clerk to execute an agreement upon conclusion of
successful negotiations by the administration.
PASSED AND ADOPTED this day of
ATTEST:
.b// it
Rafael E. Granado, City Clerk
2018.
Dan Gelber, Mayor
T;\AGENDA \2018 \07 July \Procurement \RFP 2018- 074 -KB Review of the City's Regulations and Processes Related
to Private Development Projects \RFQ - 2017 - 300 -KB Business Case Analysis Stormwater- Resolution 01 25 18.doc
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
City Attorney
Date
MIAMI BEACH
Resolutions C7 C
COMMISSION MEMORANDUM
TO: Honorable Mayor and Members of the City Commission
FROM: Jimmy L. Morales, City Manager
DATE: July 25, 2018
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY
MANAGER, TO AUTHORIZE NEGOTIATIONS RELATING TO REQUEST FOR
QUALIFICATIONS (RFQ) NO. 2018- 074 -KB, FOR CONSULTING SERVICES TO
REVIEW THE CITY'S REGULATIONS AND PROCESSES RELATING TO PRIVATE
DEVELOPMENT PROJECTS; AUTHORIZING THE ADMINISTRATION TO ENTER
INTO NEGOTIATIONS WITH MATRIX CONSULTING GROUP, LTD.; IF THE
ADMINISTRATION IS NOT SUCCESSFUL IN NEGOTIATING AN AGREEMENT
WITH MATRIX CONSULTING GROUP, LTD., AUTHORIZING THE
ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH CALVIN, GIORDANO,
AND ASSOCIATES, INC.; IF THE ADMINISTRATION IS NOT SUCCESSFUL IN
NEGOTIATING AN AGREEMENT WITH CALVIN, GIORDANO, AND ASSOCIATES,
INC.; AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS
WITH ZUCKER SYSTEMS; AND AUTHORIZING THE MAYOR AND CITY CLERK
TO EXECUTE AN AGREEMENT UPON CONCLUSION OF SUCCESSFUL
NEGOTIATIONS BY THE ADMINISTRATION.
RECOMMENDATION
Adopt the Resolution.
ANALYSIS
The City wishes to ensure that its regulations and processes relating to private development projects
are fair, balanced and efficient. Accordingly, the Administration is solicited proposals from qualified
firms that can provide the City with regulatory and process reviews, and subsequent recommendation
for improvement (as applicable), of the City's current requirements for the approval of private
development projects. The Administration anticipates that the reviews will primarily focus on the
regulations and processes of the Planning and Building Department, and, to a lesser extent, of the
Fire, Public Works and Environmental Departments.
Ultimately, it is the City's goal that the regulations and processes affecting private development be
efficient and streamlined in an effort to: attract financially sustainable and resilient development;
safeguard quality of life within neighborhoods; and, promote historic preservation. Through this RFQ,
the City considered proposals from consultants with substantial experience in analyzing municipal
processes and regulations impacting private development, from initial planning stages through
certificate of occupancy.
Page 297 of 1464
RFQ PROCESS
On January 17, 2018, the City Commission approved the issuance of Request for Qualifications
(RFQ) No. 2018 - 074 -KB for Consulting Services to Review the City's Regulations and processes
relating to private development projects. On January 19, 2018, the RFQ was issued. The
Procurement Department issued solicitation notices to 441 firms utilizing www.publicpurchase.com.
76 prospective proposers accessed the advertised solicitation. A voluntary pre - proposal conference
to provide information to the proposers submitting a response was held on February 6, 2018. RFQ
responses were due and received on March 19, 2018. The City received a total of four (4) proposals.
The City received proposals from the following firms:
• Calvin, Giordano & Associates, Inc.
• JRD & Associates, Inc.
• Matrix Consulting Group, Ltd
• Zucker Systems
On April 26, 2018 the City Manager appointed the Evaluation Committee via LTC # 236 -2018. The
Evaluation Committee convened on December 19 and 20, 2017 to consider proposals received. The
committee was comprised of Natasha Diaz, Administrative Services Manager, Building Department;
Michelle Huttenhoff, Economic Development Manager, Tourism, Culture & Economic Development;
Amy Mehu, Redevelopment Specialist, City Manager's Office; Sarah Saunders, Code Manager,
Code Compliance; Daniel Veitia, Resident, City of Miami Beach. The Committee was provided an
overview of the project, information relative to the City's Cone of Silence Ordinance and the
Government Sunshine Law. The Committee was also provided with general information on the scope
of services, a copy of each proposal, and a presentation by each proposing firm. The Committee
was instructed to score and rank each proposal pursuant to the evaluation criteria established in the
RFQ. The evaluation process resulted in the ranking of proposers as indicated in Attachment A, in
the following order:
1. Matrix Consulting Group, Ltd
2. Calvin, Giordano & Associates, Inc.
3. Zucker Systems
4. J RD & Associates, Inc.
A summary of each of the three (3) top - ranked firms, as provided in their proposal submittals, follows:
Matrix Consulting Group, Ltd.
The Matrix Consulting Group specializes in providing analytical services to local governments, to
assist them in providing highly responsive, efficient, and effective services to their residents. Our
market and service focus is financial, management, staffing and operations analysis of local
government. Our firm's history and composition are summarized below:
• Matrix Consulting Group were founded in 2002. However, the principals and senior staff of our
firm have worked together in this and other consulting organizations as one team for between
10 and 30 years.
• Matrix Consulting Group only market and service focus is management, staffing and operations
analysis of local government.
• Since Matrix Consulting Group was founded they have worked with hundreds of municipalities
and counties, conducting management studies of their operations and recommending
improvements.
• Matrix Consulting Group maintains offices in Mountain View and Irvine, California (where we
are incorporated); Portland, Oregon; Illinois (St. Louis Metropolitan area); Massachusetts
(Boston metro); Charlotte, North Carolina; and Texas (Dallas Metro). It should also be noted
that we are also incorporated in Florida.
Page 298 of 1464
Matrix Consulting Group has extensive experience conducting development review studies,
both as part of city -wide organizational studies evaluating all departments, and in dedicated
studies focused entirely on the development review functions.
The firm's prior experience in conducting evaluations of private development processes
included components that included the assessment of the role of historic preservation and
sustainability in municipal processes. Recent specific projects that included these assessments
included: Blacksburg (VA), Coral Gables (FL), East Point (GA), Greenville (SC), and
Westminster (CO).
Matrix Consulting Group also worked with numerous communities in assessing their permitting
processes related to achieving efficient and expedited processes for solar permitting (as part of
its general permitting evaluation) — most specifically in California; but also in other communities,
such as Burlington (VT), who were attempting to achieve SolSmart designation
(www.solsmart.org) for reducing time and costs for solar permitting processes.
Calvin, Giordano, & Associates, Inc.
CGA is a multidisciplinary firm that has been in business in South Florida for 80 years. During
that time, we have grown to more than 350 employees, allowing the firm to provide a broad
range of services typical of a large consulting firm, but with the personalized attention of a
smaller company. For this project, CGA teamed up with Plusurbia Design's Megan McLaughlin,
AICP, who will provide expertise related to historic preservation. Under this contract the CGA
team will conduct an organizational and management audit of the City's development review
process including its existing operations, processes, service quality, codes, and staffing levels.
The audit will be fact -based and encompass the following elements:
• Organizational structure, including the decision authority and spans of control;
• Effectiveness of staffing and service levels including, but not be limited to staff assignments,
workload, training, technology, process, and service delivery; and
• Benchmarks and other objective indicators of program effectiveness.
To achieve these goals, CGA will apply the extensive knowledge and understanding of best
practices in municipal development review processes gained from our consulting services work
with numerous Florida municipalities. Many of these local governments have been repeat
clients for over 30 years. CGA's municipal Planning, Zoning and Building experience includes
services for the Cities of Pembroke Pines, Weston, Hallandale Beach, Fort Lauderdale,
Hialeah, Sunny Isles Beach, and Boca Raton, as well as the Towns of Surfside, Cutler Bay
and Davie. Municipal and development- related services provided by CGA include Department
Assessments and Process Audits, Building Reviews, Urban Design and Landscape
Architecture, Environmental and Sustainability Services, Traffic Engineering, Transportation
Planning, Civil Engineering and Roadway Design, Construction Engineering and Inspection,
Data Technology and Development, and Geographic Information Systems (GIS) and Mapping.
Zucker Systems
Zucker Systems was created in 1982 by its President, Paul Zucker, FAICP. The six person firm
is a sole proprietorship with a central office in San Diego, California. Zucker Systems line of
business is management, organization, and process reviews for planning and development
services and related departments. Zucker Systems has completed such work for over 170 cities
and counties in 33 states plus Barbados; Calgary, Alberta; Cayman Island; District of Columbia;
and. Markham, Ontario. Zucker Systems, is the only firm in the United States that solely
specializes in the evaluation and reform of government development processes. Zucker
Systems does not use any junior level staff and all staff have actually managed the types of
functions being evaluated in Miami Beach.
Page 299 of 1464
Zucker Systems has conducted national research on Best Practices, performance measures,
permitting and organizational methodology, and technology. Zucker Systems interacts with
2,500 public and private organization staff throughout the U.S. and Canada via an interactive
website on a weekly basis. Paul Zucker has published seven books relating to Best Practices
and has conducted national research on the planning programs for the 50 largest U.S. cities.
We have city experience for communities similar to Miami Beach's population as well as
both larger and smaller communities.
Zucker Systems has extensive experience with permitting software and have assisted
communities using or installing a variety of products including EnerGov (Kansas City MO,
Kirkland WA, and San Mateo CA).
Paul Zucker, Zucker Systems president, has written extensively about permitting and
automation in his seven books, with a major chapter (Chapter 22) on technology in the ABZs of
Planning Management Second Edition. Mac Birch, Zucker Systems Technology expert has a
software and programming background and wrote Chapter 9 on Technology in Customer
Service.Gov. He has also developed custom permitting systems for three communities.
CONCLUSION
After reviewing all of the submissions and the Evaluation Committee's rankings and commentary, I
concur with the Evaluation Committee and find Matrix Consulting Group, Ltd to be the best qualified
firm for the project. Matrix Consulting Group offered a Team that has first -hand knowledge of
permitting, planning, and regulations. The firm presented a strong global focus, municipal experience
with flood zone concerns, and an initiative for attracting private business and economic development.
Lastly, Matrix Consulting Group demonstrated its national experience in states like California which
have similar culture, environmental standards and processes as those of the City of Miami Beach.
For the reasons stated herein, I recommend that the Mayor and City Commission approve the
resolution authorizing the Administration to enter into negotiations with Matrix Consulting. Group, Ltd.;
further, if the Administration is not successful in negotiating an agreement with Matrix Consulting
Group, Ltd., authorizing the Administration to enter into negotiations with Calvin, Giordano, &
Associates; further, if the Administration is not successful in negotiating an agreement with Calvin,
Giordano, & Associates; authorizing the Administration to enter into negotiations with Zucker
Systems; and further authorizing the Mayor and City Clerk to execute an agreement upon conclusion
of successful negotiations by the Administration.
KEY INTENDED OUTCOMES SUPPORTED
Streamline The Delivery Of Services Through All Departments
FINANCIAL INFORMATION
The cost of the related services, determined upon successful negotiations, are subject to funds
availability approved through the City's budgeting process. Grant funding will not be utilized for this
project.
Legislative Tracking
Office of the City Manager /Procurement
Page 300 of 1464
ATTACHMENTS:
Description
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121 Resolution
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Veterans Preference
Maximum Total
Proposer Allowable Points
Points Awarded
Calvin, Giordano & Associates, Inc. 5 0
JRD & Associates, Inc. 5 0
Matrix Consulting Group, Ltd 5 0
Zucker Systems 5 0
'age 302 of 146'