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Resolution 2023-32560RESOLUTION NO. 2023-32560 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER PURSUANT TO REQUEST FOR QUALIFICATIONS NO. 2023-010-WG PERSONNEL TESTING AND RELATED SERVICES FOR POLICE AND FIRE POSITIONS AND CLASSIFIED PROMOTIONS; FURTHER AUTHORIZING THE ADMINISTRATION TO NEGOTIATE WITH INDUSTRIAL/ORGANIZATIONAL SOLUTIONS, INC., AS THE TOP -RANKED PROPOSER; FURTHER, IF THE ADMINISTRATION IS NOT SUCCESSFUL IN NEGOTIATING AN AGREEMENT WITH THE FIRST RANKED PROPOSER, AUTHORIZING THE ADMINISTRATION TO NEGOTIATE WITH ERGOMETRICS & APPLIED RESEARCH, AS THE SECOND RANKED PROPOSER; FURTHER, IF THE ADMINISTRATION IS NOT SUCCESSFUL IN NEGOTIATING AN AGREEMENT WITH THE SECOND RANKED PROPOSER, AUTHORIZING THE ADMINISTRATION TO NEGOTIATE WITH VORTECH SOLUTIONS LLC D/B/A GOV SOURCE, AS THE THIRD RANKED PROPOSER; AND FURTHER AUTHORIZING THE CITY MANAGER AND CITY CLERK TO EXECUTE AN AGREEMENT UPON CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION. WHEREAS, On December 14, 2022, the Mayor and City Commission approved the issuance of the Request for Qualifications (RFQ) No. 2023-010-WG Personnel Testing and Related Services for Police and Fire Positions and Classified Promotions; and WHEREAS, Request for Qualifications No. 2023-010-WG (the "RFQ") was released on December 14, 2022; and WHEREAS, a voluntary pre -proposal meeting was held on January 12, 2023; and WHEREAS, on February 3, 2023, the City received proposals from Ergometrics & Applied Research, Vortech Solutions LLC d/b/a Gov Source, and Industrial/Organizational Solutions, Inc.; and WHEREAS, on January 30, 2023, The City Manager, via Letter to Commission No. 039- 2023, appointed an Evaluation Committee consisting of the following individuals: Digna Abello, Deputy Fire Chief, Fire Department; Jason Casanova, Beach Patrol Operations Supervisor, Fire Ocean Rescue; David De La Espriella, Police Support Major, Police Department; Kenneth Ingersoll, Human Resources Administrator II, Human Resources Department; Ramon Suarez, Human Resources Administrator II, Human Resources Department; and WHEREAS, the Evaluation Committee convened on March 8, 2023, to review and score the proposal; and WHEREAS, the Evaluation Committee received an overview of the project, information relative to the City's Cone of Silence Ordinance and the Government Sunshine Law, general information on the scope of services, and a copy of the proposal; and WHEREAS, the Evaluation Committee was instructed to score and rank the proposals pursuant to the evaluation criteria established in the RFQ; and WHEREAS, the evaluation process resulted in the proposers being ranked by the Evaluation Committee in the following order: 1st ranked — Industrial/Organizational Solutions, Inc, 2nd ranked — Ergometrics & Applied Research, 3rd ranked —: Vortech Solutions LLC d/b/a Gov Source; and WHEREAS, after reviewing the submissions and the Evaluation Committee's rankings :and analysis, the City Manager concurs with the Evaluation Committee and recommends that the Mayor and City Commission authorize the Administration - to negotiate with Industrial/Organizational Solutions, Inc., for. Request for Qualifications (RFQ) 2023=010-WG; and, if the Administration is not successful in negotiating an agreement with Industrial/Organizational Solutions, Inc.; authorize the Administration 'to. negotiate, with Ergometrics & Applied Research, .as the second -ranked proposer; and, if the Administration is not successful in negotiating: an agreement with Ergometrics & Applied Research, .authorizing the Administration to negotiate with Vortech Solutions LLC d/b/a GovSource, as the third -ranked proposer; and further authorizing the City Manager and City:Clerk to execute. an agreement upon conclusion of successful negotiations by the Administration. . 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 pursuant to request for qualifications no. 2023-010-wg Personnel Testing and Related Services for Police and Fire Positions and Classified Promotions; further authorize the Administration to negotiate with Industrial/Organizational Solutions, Inc., as the top -ranked proposer;. further, if the Administration is not successful in negotiating an agreement with the first ranked proposer, authorize the Administration to negotiate with Ergometrics & Applied Research, as the second ranked proposer; further, if the Administration -is not successful in negotiating an agreement with the second ranked proposer, authorize the Administration to negotiate with Vortech Solutions LLC d/b/a Gov Source, as the third ranked proposer; and further authorize the City Manager and City Clerk .to execute . an agreement upon conclusion .of successful, negotiations .by. the Administration. oecc=n Akin ennor=n +r,i6 0?S rioll M APri ATTEST: .SAY R 2 2023 RAFAEL.E. GRANADO, CITY CLERK. DAN GELBER, MAYOR APPROVED AS TO FORM & LANGUAGE & FOR EXECUTION 1 2-3 City Attorney Date Competitive Bid Reports - C2 B MIAAAI BEACH COMMISSION MEMORANDUM TO: Honorable Mayor and Members of the City Commission FROM: Alina T. Hudak, City Manager DATE: April 28, 2023 SUBJECT:A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI - BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER PURSUANT TO REQUEST FOR QUALIFICATIONS NO. 2023-010-WG PERSONNEL TESTING AND RELATED SERVICES FOR POLICE AND FIRE POSITIONS AND CLASSIFIED PROMOTIONS; FURTHER AUTHORIZING THE ADMINISTRATION TO NEGOTIATE WITH INDUSTRIAL/ ORGANIZATIONAL SOLUTIONS, INC., AS THE TOP - RANKED PROPOSER; FURTHER, IF THE ADMINISTRATION IS NOT SUCCESSFUL IN NEGOTIATING AN AGREEMENT WITH THE FIRST RANKED PROPOSER, AUTHORIZING THE ADMINISTRATION TO NEGOTIATE WITH ERGOMETRICS & APPLIED RESEARCH, AS THE SECOND RANKED PROPOSER; FURTHER, IF THE ADMINISTRATION IS NOT SUCCESSFUL IN NEGOTIATING AN AGREEMENT WITH THE SECOND RANKED PROPOSER, AUTHORIZING THE ADMINISTRATION TO NEGOTIATE WITH VORTECH SOLUTIONS LLC D/B/A GOV SOURCE, AS THE THIRD RANKED PROPOSER; AND FURTHER AUTHORIZING THE CITY MANAGER AND CITY CLERK TO EXECUTE AN AGREEMENT UPON CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION. RECOMMENDATION It is recommended that the Mayor and City Commission approve the Resolution authorizing the Administration to negotiate with Industrial/Organizational Solutions, Inc, as the top -ranked proposer. If the Administration is not successful in negotiating an agreement with the top -ranked proposer, the Resolution authorizes negotiations, in order of rank until a successful negotiation occurs, with Ergometrics & Applied Research, as the second -ranked proposer and Vortech Solutions LLC d/b/a GovSource, as the third -ranked. proposer. Further, the Resolution authorizes the City Manager and City Clerk to execute an Agreement upon successful negotiations by the Administration. This solicitation is under the cone of silence. BACKGROUND/HISTORY The City currently outsources the testing services utilized for recruitment and promotional Page 31 of 991 opportunities for the Miami Beach Police and Fire Departments to a third party experienced in these matters pursuant to RFQ 2018-007-JC. The current Agreement for these services expires on July 18, 2023. In anticipation of the expiring Agreement, through the RFQ, the Administration sought proposals from qualified firms to provide the following services: 1) 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 2) provide related consulting services, including but not limited to developing job analysis metrics, entry-level and promotional tests, scoring, minimum job requirements, and background test requirements for swom and non-swom positions. To secure a replacement agreement upon expiration of the current agreement, the Administration developed the RFQ. ANALYSIS On December 14, 2022, the Mayor and City Commission approved the issuance of the Request for Qualifications (RFQ) No. 2023-010-WG for personnel testing and related services for police and fire positions and classified promotions. The RFQ was released on December 14, 2022, and a voluntary pre -proposal meeting was held on January 12, 2023. The Procurement Department issued bid notices to 8,388 companies utilizing the City's e- procurement system, with 33 prospective bidders accessing- the solicitation. RFQ responses were due and received on February 3, 2023. The City received proposals from Ergometrics & Applied Research; Vortech Solutions LLC d/b/a Gov Source, and' Industrial/Organizational Solutions, Inc. On March 8, 2023; the Evaluation Committee, appointed by the City Manager via Letter to Commission No. 039-2023, convened to consider the proposal received. The Committee was comprised of Digna Abello, Deputy Fire Chief, Fire Department; Jason Casanova, Beach Patrol Operations Supervisor, Fire Ocean Rescue; David De La Espriella, Police Support Major, Police Department; Kenneth Ingersoll, Human Resources Administrator Il, Human Resources Department; Ramon Suarez, Human Resources Administrator II, Human Resources Department. The Committee was provided an overview of the project _and information relative to the Citys Cone of Silence Ordinance and the Government Sunshine Law. The Committee was also provided with general information on the scope of services and a copy of each proposal. The Committee was instructed to score and rank each proposal pursuant to the evaluation criteria established in the RFQ. The RFQ established evaluation criteria for experience and qualifications. As detailed in Attachment A, the evaluation process resulted in the proposers being ranked by the Evaluation Committee in the following order: 1 st ranked — I ndustrial/Organizational Solutions, Inc. 2nd ranked — Ergometrics & Applied Research 3rd ranked — Vortech Solutions LLC d/b/a Gov Source This Administration recommends negotiating an agreement beginning with the top -ranked firm and, if unsuccessful, with the second and third -ranked firms in order of rank. The RFQ stipulated Page 32 of 991 that the agreement will have an initial term of three (3) years with two (2) one (1) year renewal options. The following are summaries of the firms based on the information each firm has provided. I ndustrial/Organizational Solutions, Inc Industrial/Organizational Solutions, Inc. (I OS) was established in 1997 and. is comprised of approximately 50 employees. IOS specializes in public safety entry-level `and promotional selection, and the majority of its employees are trained in personnel selection, psychometrics, and legal issues associated with selection. Its team consists of some of the most recognized and experienced leaders in the highly specialized and litigious field of public safety selection. Its consultants are all trained in industrial/organizational psychology and specialize in employment testing and public safety human resources consulting. Industrial/Organizational Solutions, Inc. also includes technical advisors in the areas of law enforcement, fire service, and legal issues. I ndustrial/Organizational Solutions, Inc is the incumbent firm providing entry-level and promotional processes for the Miami Beach Police Department, Fire Department, and Ocean and Rescue Department for the past ten years. The City has been satisfied with the services performed. It uses state-of-the-art tools that assist agencies with public safety recruitment services, allowing them to make sound decisions regarding recruitment and promotions. Ergometrics & Applied Research Established in 1981, Ergometrics & Applied Research is a human resource management firm specializing in personnel selection and training within the public safety industry. It has provided personnel testing services to thousands of clients in North America, including local and state government agencies. Ergometrics tests are professionally validated and conform to all legal and professional standards for validation. Over a million applicants have participated in testing led by Ergometrics. Vortech Solutions LLC d/b/a GovSource GovSource is an online criminal justice educational source for study guides, state exam prep, and recruiting solutions. It is owned and operated by active law enforcement, corrections, and military Veterans. GovSource provides a wide selection of courses and services geared toward a career in Criminal Justice. It includes academy study guide quizzes, State Officer Certification (SOCE) mock exams, Academy for Equivalency of Training (EOT), auxiliary, crossover, or academy chapter exams. Govsource employs rigorous and reliable methods for evaluating test results, calculating scores, and interpreting scores. This includes determining the strengths and weaknesses of the participants based on the results of the testing program, providing a comprehensive assessment of their abilities and skills, and using the results to make informed decisions. SUPPORTING SURVEY DATA N/A FINANCIAL INFORMATION The average expenditure under the current Agreement for personnel testing and related services is approximately $73,000 annually, although the specific expense in each year may vary. The available budgeted amount is $165,000 annually. Fees will be established through the negotiation process. Services pursuant to the award of this RFQ shall be subject to funds Page 33 of 991 availability approved through the City's budgeting process. Grant funds are not anticipated to be utilized for these services. Amounts)/Account(s): Fire/ Ocean Rescue: $100,000 011-1210-000312-19-401-598-00-00-00- 011-0960-000312-1.9-401-508-00-00-00- Police: $65,000 011-1130-000312-20-401-595-00-00-00 CONCLUSION After reviewing the submission and the results of the Evaluation Committee process, it is evident that I ndustrial/Organizational Solutions, Inc. has the experience necessary to provide the City,with the personnel testing and related services _needed for the Police and Fire Department's positions and classified promotions. I ndustrial/Organizational Solutions, Inc. is the incumbent city consultant, delivering familiarity and experience with the City's current approach to entry-level and promotional operations of the Fire and Police Departments. The firm is knowledgeable about the city's challenges as it establishes and promotes its personnel and deals with workforce litigation issues and collective bargaining agreements. Staff reports that the firm has performed well during the current contract term. It has also worked with large public and private sector organizations across the U.S. In addition to the personnel testing services, Industrial Organizational Solutions has experience in personnel selection, psychometrics, and legal issues associated with selection that are beneficial for the City's bargaining process preparations. Ergometrics & Applied Research and Vortech Solutions LLC d/b/a GovSource, the second and third -ranked firms, respectively, are also well qualified and should be considered if a successful agreement with I ndustrial/Organizational Solutions cannot be finalized. For the reasons stated herein, it is recommended that the Mayor and City Commission approve the Resolution authorizing the Administration to negotiate with Industrial/Organizational Solutions, Inc., as the top -ranked proposer; and, if not successful, authorizing the Administration to negotiate with Ergometrics & Applied Research, as the second -ranked proposer, and if not successful, authorizing the Administration to negotiate with Vortech Solutions LLC d/b/a GovSource, as the third -ranked proposer. The Resolution also authorizes the City Manager and City Clerk to execute an agreement upon conclusion of successful negotiations. Applicable Area Not Applicable Is this a "Residents Right to Know" item. pursuant to COX Code Section 2-14? No Strategic Connection Non -Applicable Legislative Tracking Does this item utilize G.O. Bond Funds? No Page 34 of 991 Human Resources/Procurement ATTACHMENTS: Description ❑ Attachment A o Re§olution Page 35 of 991 oo©�000�000�oo©�000��®Kim Page 36 of 991