Amendment No. 2 to the PSA with Industrial/Organizational Solutions, Inc. 9-0 t 3 -- ay3 ��
AMENDMENT NO. 2 TO THE PROFESSIONAL SERVICES AGREEMENT
BETWEEN
THE CITY OF MIAMI BEACH, FLORIDA
AND
INDUSTRIAL/ORGANIZATIONAL SOLUTIONS, INC.
TO PROVIDE TESTING SERVICES TO DETERMINE QUALIFIED APPLICANTS FOR
POLICE AND FIRE ENTRY LEVEL POSITIONS AND CLASSIFIED PROMOTIONAL
CLASSIFICATIONS PURSUANT TO RFP #34-10/11
This Amendment No. 2 (Amendment) to the Professional Services Agreement dated July
18, 2012 (the "Agreement") as amended by Amendment No. 1 to the Agreement
(collectively, the "Agreement") by and between the CITY OF MIAMI BEACH, FLORIDA,
a municipal corporation organized and existing under the laws of the State of Florida,
having its principal place of business at 1700 Convention Center Drive, Miami Beach,
Florida 33139 (the "City"), and INDUSTRIAL/ORGANIZATIONAL SOLUTIONS, INC., a
State of Illinois corporation, having its principle place of business at 1127 S. Mannheim
Road, Suite 2013, Westchester, IL 60154-2562 (the "Consultant"), is made and entered
into this 2Lk day of /.Tt.vs-r , 2018 (Effective Date):
RECITALS
WHEREAS, on July 18, 2012, the Mayor and City Commission adopted Resolution
Number 2012-2794, approving and authorizing the City Manager to execute a
Professional Services Agreement with Consultant for testing services to determine
qualified applicants for Police and Fire entry level positions and classified promotional
classifications; and
WHEREAS, on April 12, 2013, the City and Consultant executed the Agreement for
testing services for Police Sergeant and Police Lieutenant positions, in an amount not to
exceed $75,400.00; and
WHEREAS, on April 17, 2013, the Mayor and City Commission adopted Resolution
No. 2013-28182, approving the Mayor and City clerk to execute on amendment
("Amendment No. 1") to the Agreement to provide additional testing services during the
first contract year for Police Officer (Certified) and Fire Fighter entry level positions and
requesting additional funding, in an amount not to exceed $70,000.00, thereby increasing
the contract amount to an amount not to exceed $145,400.00; and
WHEREAS, on October 16, 2013, the Mayor and City adopted Resolution No. 2013-
28396 ("Amendment No.2"), amending Resolution No. 2013-28182, authorizing additional
testing services during the first contract year for Ocean Rescue Division of the Fire
Department for Lifeguard II and Lifeguard Lieutenant positions, in an additional amount
not to exceed $38,000.00, thereby increasing the contract amount to an amount not to
exceed $183,400.00.
NOW THEREFORE, the parties hereto, and in consideration of the mutual promises,
covenants, agreements, terms and conditions herein contained, and other good and
valuable consideration, the sufficiency of which is hereby acknowledged, the City and
Consultant hereby agree to amend the Agreement as follows:
1
good and valuable consideration, the sufficiency of which is hereby acknowledged, the
City and Consultant hereby agree to amend the Agreement as follows:
1. ABOVE RECITALS.
The above recitals are true and correct and are incorporated as part of this
Amendment.
2. MODIFICATIONS.
The Agreement is amended to add "Schedule A-3," which is attached hereto and
incorporated herein by reference.
3. OTHER PROVISIONS.
All other provisions of the Agreement, as amended, are unchanged.
4. RATIFICATION.
The City and Consultant ratify the terms of the Agreement, as amended by this
Amendment.
THE REMAINDER OF THIS PAGE HAS BEEN INTENTIONALLY LEFT BLANK.
2
IN WITNESS WHEREOF, the parties hereto have caused this Amendment to be
executed by their appropriate officials, as of the date first entered above.
FOR CITY: CITY OF MIAMI BEACH, FLORIDA
ATTEST:
By: _
R ael . Granado, City Clerk Dan Gel , Mayor
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APPROVED AS TO
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EXHIBIT A-3: SCOPE OF ADDITIONAL SERVICES
FOR THE FIRST CONTRACT YEAR
A. GENERAL
Fire Department Entry Level Testing:
Depending upon certification requirements, the City normally has between 500 — 3,000
applicants. Certified only recruitments may involve as few as 500 applicants, while non-
certified recruitments may involve as many as 3,000 applicants. (For the last several years,
the City has done certified recruitments only; however, the City would still like to see testing
options for non-certified recruitments).
Police Department Entry Level Testing:
Depending upon certification requirements, the City normally has between 500 — 3,000
applicants. Certified only recruitments may involve as few as 100 - 500 applicants, while
non-certified recruitments may involve as many as 3,000 applicants. (For the last several
years, the City has done certified recruitments only; however, the City would still like to see
testing options for non-certified recruitments).
BASE PROPOSAL FOR POLICE AND FIRE CLASSIFICATIONS:
• Firefighter I — Entry Level Examination
• Police Officer(Certified)— Entry Level Examination
1. Conduct a thorough job analysis for all testing and validation of process.
2. Revise job descriptions and recommend any changes based on the job analysis.
3. Construct physical ability, oral tests and/or other appropriate selection devices. Any and
all relevant technical and procedural assistance with all testing.
4. Administration of any/all portions of the testing process.
5. Score and analyze results, respond to challenges, determine cutting point and establish
ordered register of results.
6. Develop and recommend method of final selection.
7. Documentation, follow-up, and general services.
B. GENERAL—TIMETABLE
All necessary job analysis, validation, examinations, etc., must be completed to produce an
ordered register of results according to the following timetable for the City:
1. Entry level Firefighter— Every two (2) years
2. Entry level Police Officer(Certified)— Every one (1)to two (2) years
C. JOB FUNCTION REQUIREMENTS PERFORM FUNCTION (BASE PROPOSAL) TO
THE FOLLOWING CATEGORIES:
1. CONDUCT A THOROUGH JOB ANALYSIS FOR ALL TESTING
1. Develop and conduct job analysis under conditions that assure adequacy and accuracy
of the research and results.
2. Gather and analyze existing pertinent data regarding the classification, including, but not
limited to: last job analysis, existing job specifications, etc.
3. Identify, define and analyze the tasks and work behaviors, especially the important
and/or critical tasks and work behaviors required for successful performance constituting
most of the job, and their relative importance, and if the behaviors results in a work
product, analyze the work products.
4. Identify and document each Knowledge, Skill and Ability (KSA) necessary as a
prerequisite to perform critical and/or important work behaviors, including the
identification and documentation of the "Essential Job Functions" per Americans with
Disabilities Act (ADA) guidelines.
5. Operationally define each KSA and the relationship between each KSA and each work
behavior as well as the method used to determine this relationship.
6. Identify and define the important and/or critical prerequisite KSAs or behaviors to be
measured or sampled by the selection devices and recommend minimum qualifications
for application acceptance.
7. Prepare complete detailed report documenting entire process including, but not limited
to, all methodologies, rationales, procedures, and findings of job analysis.
2. REVISE JOB DESCRIPTIONS
Based upon the job analysis, revise the current job specifications including the following
sections: Nature of Work; Illustrative Examples of Essential Duties; Knowledge, Skills and
Abilities; Minimum Requirements; Physical Requirements; Supervision Received; and
Supervision Exercised. Note "Essential Job Functions" per ADA.
3. DEVELOP AND RECOMMEND METHOD OF FINAL SELECTION AND ANY
OTHER PROCESSES (e.g. CONSTRUCT PHYSICAL ABILITY, ORAL TESTS
AND/OR OTHER APPROPRIATE SELECTION DEVICES) FOR ENTRY LEVEL
POLICE AND FIRE EXAMINATION.
1. Prepare written recommendation as to the method(s) of referring qualified candidates
from the Eligible List to the Appointing Authority for interview, consideration and
selection. Recommendation would include number of candidates to be referred, flexible
or set number of candidates, banding of scores, etc., with appropriate supporting
rationale and criteria.
2. Prepare and provide written recommendation of methodology and procedures for
making final selections from among qualified candidates.
3. Prepare written recommendations on any additional processes and guidelines as are
required or advised, such as background investigation, drug use history, polygraph,
psychological and/or psychiatric evaluations, etc.
4. Recommendation needs to be made as to what testing or selection devices should be
required for entry level Firefighter I (Certified) and Police Officer (Certified) examination.
The City is open to all recommendations, based upon the job analysis conducted for
future testing procedures.
5. Develop, administer, analyze, interpret results and validate such other appropriate
structured selection devices based upon the job analysis.
6. Ensure that no person(s), other than those designated by the City Manager, shall have
access to any information regarding the selection device, the selection device items,
development materials, desired performance/responses/answers or any related
materials.
7. Ensure that the test items have not been used and will not be used in whole or in part by
any other past, present, or future client or any other agency or individual without express
written agreement between the City and the Consultant.
8. Construct the selection devices with weights in proportion to the relative importance of
KSAs or behaviors to be sampled or measured as determined by the job analysis.
9. Develop selection device components for each KSA or behavioral content area and
document that the components are an adequate and representative sample of the KSA
or behavioral content area to be measured or sampled, ensuring complete coverage of
all major elements of each KSA or behavioral content area.
10. Develop components that will differentiate among applicants' levels of competency and
that will differentiate among levels of job performance.
11. Avoid redundancy and confounding of measurement.
12. Review and edit items to insure freedom from misspelling or grammatical, typographical,
or other errors and freedom of ethnic, gender, or other bias —and to insure that all items
are properly prepared in accordance with accepted testing criteria, are reliable and valid,
are directly related to performance of the job and are reasonable and defensible.
13. Provide written documentation linking each component with the appropriate KSA or job
behavior.
14. Develop desired performance/responses for each component and/or standards/criteria
and a form by which performance is to be evaluated, scored, analyzed, and interpreted.
15. If used, develop methods by which selection device raters will be evaluated and
selected.
16. If raters are used, develop and administer rater training and facilitate and monitor
administration of selection device.
17. Produce and evaluate descriptive selection device statistics and analysis including
adverse impact statistics.
18. Review and respond in writing to each applicant challenge, including justification of
correct(desired) performance/response.
19. Determine appropriate cutting point (or passing score).
20. Provide the City with an ordered register of the selection device results of each
participant.
21. Prepare complete detailed report documenting entire process including, but not limited
to, all methodologies, rationales, and procedures.
6. DOCUMENTATION, FOLLOW-UP AND GENERAL SERVICES
Task A- Document, prepare comprehensive periodic progress and final reports, and provide
copies to the City of all materials, methodologies, individuals involved, and steps utilized to
provide these services as well as a copy of all data obtained.
Task B - Document that the selection devices are valid and reliable measurement
instruments and that acceptable and defensible statistical and other methods were applied.
Task C - Prepare documentation and testimony to appear in court or before any regulatory
authorities or bodies and provide testimony as an expert witness in conjunction with any
challenges, appeals, suits or grievances that might arise from providing the proposed
services.
Task D - General Services include the following:
1. Remain available on an as-needed basis to answer any questions, clarify or interpret the
results of any individual's results.
2. Defend and/or represent the City and testify on the City's behalf if any claims or
allegations are made regarding the services provided including, but not limited to, the
validity of the test battery or evaluation methods or results.
3. Maintain all raw test results and notes with respect to each individual evaluated for the
time set forth in Florida records retention or other applicable laws or as specified by the
City, whichever is greater.
4. Research and investigate to insure that all tests, procedures, results and interpretations
are valid, reliable, cross-cultural and legally defensible for the purposes used.
5. Submit a report summarizing evaluation and test results, including an analysis by
ethnicity/race, gender and age showing adverse impact, if any, of each component and
of entire selection process and giving recommendations for future reduction of any
adverse impact.
6. Document that the entire selection process is valid and meets all required criteria.
8. CITY PROVIDED SERVICES
1. Provide copies of the existing job analysis, job description and other information
requested.
2. Coordinate subject matter expert and other meetings involving City employees,
coordinate distribution and return of employee questionnaires, and contact candidates
regarding scheduling.
3. The City will provide meeting/testing rooms.
4. The Human Resources Department Director may designate a professional City
employee in the Human Resources Department as a contact and resource person for
the firm.
FEE STRUCTURE
In consideration of the Services to be provided, Consultant shall be compensated for the
Services in an amount not to exceed $70,000
All travel expenses associated with delivery of the agreed upon Services will be invoiced to
the City at cost, subject to Florida Statutes 112.016 and in an amount not to exceed $8,630
Travel Rate Schedule Rate
Airfare cost (per trip) $545.00
_Lodging rate (daily) _$125.00
Transportation, rental, parking (daily) $80.00
Meal allowance (daily) $45.00
The following tables outline the costs associated with each of the primary deliverables (in
accordance with "Base Proposal"):
Fees associated with Fire Consultant Technical Admin Cost
Entry Level Process hours* writer hours*
hours*
Job analysis study, technical reporting 30 16 $5,650.00
and job description update (rank of
Firefighter I)
Physical ability test(PAT) development, 58 6 $10,300.00
validation and technical reporting (rank of
Firefighter I)
Oral interview development, validation 20 $3,500.00
and technical reporting (rank of
Firefighter I) i
National Firefighter Selection Inventory $11,250.00
(NFSI) ($15.00/per candidate; based on
estimated 750 candidates)
NSFI administration training and 8 $1,400.00
oversight (based on 1 day of
administration, 1 consultant per day)
TOTAL 116 32 $32,100.00
Travel fees Days ' Staff Airfare Lodging Transport Meal Total
associated with units units units units
Police Promotional
Process
Job Analysis 2 2 2 4 2 4 $1,930.00
PAT development 1 1 1 1 1 1 $795.00
Oral interview 1 1 1 1 1 1 $795.00
development
NFSI administration 1 1 1 1 1 1 $795.00
TOTAL $4,315.00
Fees associated with Police Consultant Technical Admin Cost
Entry Level Process hours* writer hours*
hours*
Job analysis study, technical reporting 30 16 $5,650.00
and job description update (rank of
Police Officer)
Physical ability test(PAT) development, 58 6 $10,300.00
validation and technical reporting (Police
Officer)
Oral interview development, validation 20 $3,500.00
and technical reporting (Police Officer)
National Criminal Justice Officer $4,500.00
Selection Inventory (NCJOSI)
($15.00/per candidate; based on
estimated 300 candidates)
NSFI administration training and 8 $1,400.00
oversight(based on 1 day of
administration, 1 consultant per day)
TOTAL 116 32 $25,350.00
*These cost projections represent an estimate of consultant hours. The actual number of
hours will vary according to the City's degree of involvement in performing the functions and
staff resources dedicated to the project.
Travel fees Days Staff Airfare Lodging Transport Meal Total
associated with units units units units
Police Promotional
Process
Job Analysis 2 2 2 4 2 4 $1,930.00
PAT development 1 1 1 1 1 1 $795.00
Oral interview • 1 1 1 1 1 1 $795.00
development
NCJOSI 1 1 1 1 1 1 $795.00
administration
TOTAL $4,315.00
EXHIBIT A-2: PAYMENT AND COMPENSATION FOR
ADDITIONAL SCOPE OF SERVICES
1. SCOPE OF ADDITIONAL SERVICES
Scope as set forth in Exhibit A-1
2. PAYMENT AND COMPENSATION
The scope of services described in this Amendment shall be performed for a not-to-
exceed amount of$70,000. Invoicing shall be as referenced in the original Agreement.
Compensation
Original Agreement $ 75,400
Amendment No. 1 $ 70,000
Total Revised Agreement $145,400