Resolution 2023-32790RESOLUTION NO.; 2023-32790
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.
2023-535-DF FOR A COMMUNITY SATISFACTION SURVEY CONSULTANT;
AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS
WITH ETC INSTITUTE AS THE TOP -RANKED PROPOSER; FURTHER, IF
THE ADMINISTRATION IS NOT SUCCESSFUL IN NEGOTIATING AN
AGREEMENT WITH ETC INSTITUTE, AUTHORIZING THE ADMINISTRATION
TO ENTER INTO NEGOTIATIONS WITH POLICY CONFLUENCE, INC., AS
THE SECOND -RANKED PROPOSER; FURTHER, IF THE ADMINISTRATION
IS NOT SUCCESSFUL IN NEGOTIATING AN AGREEMENT WITH POLICY
CONFLUENCE, INC., AUTHORIZING THE ADMINISTRATION TO ENTER
INTO NEGOTIATIONS WITH ZILO INTERNATIONAL GROUP LLC AS THE
THIRD -RANKED PROPOSER; AND FURTHER AUTHORIZING THE MAYOR
AND CITY CLERK TO EXECUTE AN AGREEMENT UPON CONCLUSION OF
SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION.
WHEREAS, on July 26, 2023, the Mayor and City Commission authorized the issuance
of Request for Qualifications (RFQ) 2023-535-DF for a community satisfaction survey
consultant; and
WHEREAS, on August 30, 2023, the City received proposals from the following eight (8)
firms: 2Can Group LLC, Business Trade and Services, Inc. d/b/a BTS Consulting, ETC Institute,
Gateway Healthcare Solutions, LLC, Policy Confluence, Inc. d/b/a Polco, Probolsky Research,,
The Research Associates, Inc., and Zilo International Group LLC; and
WHEREAS, on September 1, 2023, the City Manager appointed the Evaluation
Committee via LTC # 384-2023. The Committee was comprised of Melissa Berthier, Director,
Marketing & Communications Department; Kathie Brooks, Consultant/Resident; Marcia
Monserrat, Intergovernmental & External Affairs Chief; Kevin Pulido, Division Director,
Neighborhood Affairs Division, Marketing & Communications Department; and Leslie
Rosenfeld, Chief Education Officer, Office of Education & Performance Initiatives; and
WHEREAS, between the dates of September 1-6, 2023, the following three (3) firms
withdrew their proposals from consideration: 2Can Group LLC, Business Trade and Services,
Inc d/b/a BTS Consulting, and Probolsky Research; and
WHEREAS, the Evaluation Committee convened on September 7, 2023, to consider the
proposals received; and
WHEREAS, the Committee was provided an overview of the project, information relative
to the City's Cone of Silence Ordinance, the Government Sunshine Law, and general
information on the scope of services and a copy of each proposal; and
WHEREAS, the Committee was instructed to score and rank each proposal 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 - ETC Institute
2nd - Policy Confluence, Inc.
31d - Zilo International Group LLC
4t' - The Research Associates
5th - Gateway Healthcare Solutions, LLC
WHEREAS, after reviewing all of the submissions and the Evaluation Committee
process, the City Manager concurs with the Evaluation Committee and recommends ETC
Institute, the top -ranked firm, to community satisfaction survey consultant services; and
WHEREAS, ETC .Institute has provided excellent survey services to the City as the
incumbent firm since 2018.
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 (RFQ) 2023-535-DF for a community satisfaction survey consultant, authorize the
Administration to enter into negotiations with ETC Institute as the top -ranked proposer; further, if
the Administration is not successful in negotiating an agreement with ETC Institute, authorize
the Administration to enter into negotiations with Policy Confluence, Inc. as the second -ranked
proposer; further if the Administration is not successful in negotiating an agreement with Policy
Confluence, Inc., authorize the Administration to enter into negotiations with Zilo International
Group LLC, 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.
PASSED AND ADOPTED this 18
ATTEST:
OCT 2 Ban
RAFAE E.-GRANADO, CITY CLERK
.............
INC0RF ORATEO
day ofNk
r✓ 2023.
DAN GELBER, MAYOR
APPROVED AS TO
FORM & LANGUAGE
& FOR EXECUTION
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City Attorney Date
Competitive Bid Reports - C2 A
MIAMI BEACH
COMMISSION MEMORANDUM
TO: Honorable Mayor and Members of the City Commission
FROM: Alina T. Hudak, City Manager
DATE: October 18, 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. 2023-535-DF FOR A COMMUNITY SATISFACTION SURVEY
CONSULTANT, AUTHORIZING THE ADMINISTRATION TO ENTER INTO
NEGOTIATIONS WITH ETC INSTITUTE AS THE TOP -RANKED
PROPOSER; FURTHER, IF THE ADMINISTRATION IS NOT SUCCESSFUL
IN NEGOTIATING AN AGREEMENT WITH ETC INSTITUTE,
AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS
WITH POLICY CONFLUENCE, INC., AS THE SECOND -RANKED
PROPOSER; FURTHER, IF THE ADMINISTRATION IS NOT SUCCESSFUL
IN NEGOTIATING AN AGREEMENT WITH POLICY CONFLUENCE, INC.,
AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS
WITH ZILO INTERNATIONAL GROUP LLC AS THE THIRD -RANKED
PROPOSER; AND FURTHER AUTHORIZING THE MAYOR 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 accepting the
City Managers recommendation, pursuant to RFQ 2023-535-DF for a community satisfaction
survey consultant, to negotiate with ETC Institute, the unanimous top -ranked proposer. If
negotiations are not successful with ETC Institute, the Resolution authorizes the Administration
to negotiate with Policy Confluence, Inc., the second -ranked proposer, and Zilo International
Group LLC, the third -ranked proposer, in order of rank. Further, the Resolution authorizes the
City Manager and City Clerk to execute an agreement upon the conclusion of successful
negotiations.
This solicitation is currently under the cone of silence.
BACKGROUND/HISTORY
In 2006, pursuant to Resolution No. 2006-26341, the Mayor and City Commission adopted the
recommendation of the City's Budget Advisory Committee to create a strategic plan that
identifies multi -year strategic priorities. Since 2006, several updates and revisions have been
Page 27 of 2240
made to the City's strategic plan, with the latest version adopted in 2019. A status update was
prepared as part of the FY 2024 Proposed Operation Budget.
The City's vision reflects the goals and objectives established at the strategic level, based on
customer input and performance measures, a key component of which is input from the City's
residents and business owners. To enhance this input, since 2005, the City has engaged
professional consulting companies to conduct community satisfaction surveys for a statistically
valid sample of residents and businesses in the City of Miami Beach. Community satisfaction
surveys enable the City to make data -driven decisions regarding the City's basic services and
strategic initiatives, thereby allocating resources to priorities identified by community
stakeholders. The first sets of community satisfaction surveys were conducted in 2005 and
2007. Focus groups followed these in 2006 and 2008 to get more in-depth information on
issues identified through the surveys. Additional surveys were conducted in 2009, 2012, 2014,
2016, and 2019, with the last set of community satisfaction surveys conducted in 2022.
The previous (2) surveys for 2019 and 2022 were authorized via Resolution No. 2018-30572 as
a 5/7ths waiver of the competitive bid requirements. For future surveys, the Administration
developed RFQ 2023-535-DF to seek proposals from qualified firms with whom a contract can
be negotiated to design and conduct future community satisfaction surveys through an open and
competitive procurement process.
ANALYSIS
On July 26, 2023, the Mayor and City Commission authorized the issuance of RFQ 2023-535-
DF for a community satisfaction survey consultant. On July 27, 2023, the RFQ was issued. A
voluntary pre -proposal conference was held on August 9, 2023, to provide information to
proposers submitting a response. One (1) addendum was issued, and 88 prospective bidders
accessed the advertised solicitation. RFQ responses were due and received on August 30,
2023. The City received a total of eight (8) proposals from the following firms:
• 2Can Group LLC
• Business Trade and Services, Inc. d/b/a BTS Consulting
• ETC Institute
• Gateway Healthcare Solutions, LLC
• Policy Confluence, Inc. d/b/a Polco
• Probolsky Research
• The Research Associates, Inc.
• Zilo International Group LLC
2Can Group LLC, Business Trade and Services, Inc., and Probolsky Research withdrew their
bid submittals. Therefore, their submittals received no further consideration.
On September 1, 2023, the City Manager appointed the Evaluation Committee via LTC # 384-
2023. The Committee was comprised of Melissa Berthier, Director, Marketing &
Communications Department; Kathie Brooks, Consultant/Resident; Marcia Monserrat,
Intergovernmental & External Affairs Chief; Kevin Pulido, Division Director, Neighborhood
Affairs Division, Marketing & Communications Department; and Leslie Rosenfeld, Chief
Education Officer, Office of Education & Performance Initiatives. The Evaluation Committee
convened on September 7, 2023, to consider the proposals received.
Page 28 of 2240
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 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 evaluation process resulted in the ranking of proposers as indicated below and in
Attachment A.
1 st - ETC Institute
2nd - Policy Confluence, Inc.
3rd - Do International Group LLC
4th - The Research Associates
5th - Gateway Healthcare Solutions, LLC
The Evaluation Committee unanimously deemed ETC Institute to be the most qualified
proposer to the ITN. The Evaluation Committee noted that the ETC Institute carries extensive
experience on the national, state, and local levels with experience developing over 1,000
surveys for benchmarking purposes. The Evaluation Committee also noted that ETC Institute
employs continuous efforts to implement best practices in respondent outreach and can provide
the City with a powerful dashboard tool for internal and external use. Further, the project
members assigned to the City's engagement are the firm's most senior professionals with no
less than 50 years of combined experience administering statistically -based surveys.
Policy Confluence, the second -ranked proposer, and the Do International Group, the third -
ranked proposer, are also deemed by the Evaluation Committee to be qualified in the event that
negotiations with the ETC Institute are unsuccessful.
A summary of the three top -ranked firms follows based on information provided by each firm:
ETC Institute
Since 1982, ETC Institute has completed research projects for organizations in 49 states. ETC
Institute has designed and administered more than 3,500 statistically valid surveys, and its team
of professional researchers has moderated more than 1,000 focus groups and 2,000
stakeholder interviews. During the past five .years alone, ETC Institute has administered surveys
in more than 700 cities and counties throughout the United States, including 60 communities in
Florida in the last ten years. ETC Institute has provided services for the City since 2015.
Among those Florida agencies include Belleair, Coral Springs, Fort Lauderdale, Gainesville,
Key Biscayne, Lake Wales, Lauderhill, Margate, Plantation, Miami, Palmetto Bay, Tamarac, and
others.
Policy Confluence, Inc.
Policy Confluence, Inc. ("Polco") has conducted more than 1,000 scientifically -representative
surveys for more than 500 public agencies across the United States. The City of Palm Coast,
the City of Port St. Lucie, and the Village of Palm Springs are a few municipalities that have
benefited from using Polco for ongoing engagement. Since 2002, Polco has conducted 156
community surveys in the State of Florida alone.
Zilo International Group LLC
Page 29 of 2240
Zilo International Group LLC ("Zilo International Group") is a 100% privately held, woman -
owned and operated management consulting firm. It was founded in Colorado in 2014 by CEO
Milena Zilo following nearly a decade of financial experience on Wall Street. Zilo I ntemational
Group is an experienced community engagement and government contractor and offers various
services to organizations of all sizes in the public, private, and nonprofit sectors. Their submitted
references include the City of Avalon, CA, Veneta, OR, and the Indianapolis Public
Transportation Corporation (I ndyGo) in Indianapolis, IN.
SUPPORTING SURVEY DATA
ETC Institute administered a statistically valid community and business survey in the City of
Miami Beach in the spring of 2022. A total of 1,361 residents and 609 businesses completed
the survey and have a precision of at least +/ 2.6% at the 95% level of confidence for the
resident surveys and a precision rate of at least +/- 3.9% at the 95% level of confidence for the
business surveys, respectively. The surveys provide the residents' and businesses' perceptions
on additional topics such as high -priority questions, opportunities for improvement, overall
trends, and highlight areas important to quality of life.
FINANCIAL INFORMATION
All fees are subject to negotiations with the selected firms in order of rank. Services for this
contract will be funded through the Citywide operational budget. These services are budgeted
each year via the annual budgeting process.
Based on the foregoing, it is recommended that the Mayor and City Commission approve the
Resolution authorizing the Administration to negotiate with ETC Institute, the unanimous top -
ranked proposer. If the Administration is not successful in negotiating an Agreement with ETC
Institute, the Resolution authorizes the Administration to, in order of rank, negotiate with Policy
Confluence, Inc., the second -ranked proposer, and Zilo International Group LLC, the third -
ranked proposer. Finally, the Resolution authorizes the City Manager and City Clerk to execute
an Agreement upon the conclusion of successful negotiations.
Applicable Area
Not Applicable
Is this a "Residents Right Does this item utilize G.O.
to Know" item, pursuant to Bond Funds?
City Code Section 2-14?
No Yes
Legislative Tracking
Office of the City Manager/Procurement
ATTACHMENTS:
Description
o Scoring and Ranking
o Resolution
Page 30 of 2240
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