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Resolution 2024-33451RESOLUTION NO.2025 -33451 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH,FLORIDA,AUTHORIZING THE CITY ADMINISTRATION TO EXECUTE AN AGREEMENT WITH THE MATRIX CONSULTING GROUP FOR A PERSONNEL STAFFING AND WORKLOAD ANALYSIS CONCERNING THE PROFESSIONAL STAFF OF THE MIAMI BEACH POLICE DEPARTMENT. WHEREAS,on September 11,2024,the Mayor and City Commission approved Resolution 2024-33285 to explore the feasibility and potential benefits of hiring additional civilian personnel to assist the Police Department with desk work and enhance police visibility;and WHEREAS,the Administration elected to issue an Invitation to Quote {ITQ),sharing in explicit detail the parameters for evaluation as outlined in Resolution 2024-33285;and WHEREAS,nine (9)local and national robust proposals were received and the Administration ranked the proposal submitted by the Matrix Consulting Group as the most appropriate and aligned to conduct the necessary analysis;and WHEREAS,a requisition and contract was to be issued in mid-December,and the study would conclude in mid-May 2025 (20 weeks)with findings slated to be presented at the June 25, 2025 City Commission meeting;and WHEREAS,the amount to be paid for the professional personnel workload and staffing analysis shall be set at a fixed price,not-to-exceed a total cost of $99,000;and WHEREAS,the Administration and Miami Beach Police Department leadership agree that a workload and staffing study of professional personnel for the Department is overdue and welcome the Mayor &Commission's initiative to further study personnel capacity and efficiency. NOW,THEREFORE,BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH,FLORIDA,hereby authorize the City Administration to execute an agreement with the Matrix Consulting Group for a personnel staffing and workload analysis concerning the professional staff of the Miami Beach Police Department. PASSED and ADOPTED this l/_day or _beewe _,2025.see-ATTES7dT:Steven Meiner,Mayor JAN 22 2025 Rafael E.Granado,City Clerk (Sponsored by Mayor Steven Meiner) APPRO VED AS TO FO RM &LA NG UAG E &FR?EXEC UTIO N lzilzca DateL- Agenda Item R9PB Date Ia-ILay MIAMI BEACH COMMISSION MEMORANDUM TO: FROM: DATE: TITLE: Honorable Mayor and Members of the City Commission enc caoene.cw anaoe2 C elt= December 11,2024 1 - DISCUSS/TAKE ACTION REGARDING A PROFESSIONAL POLICE PERSONNEL STAFFING AND WORKLOAD ANALYSIS. RECOMMENDATION The Administration,understanding that current City employees would be unable to properly perform the analysis stipulated by Resolution 2024-33285 in-house,recommends a current year budget amendment to complete a professional personnel workload analysis through a specialized vendor identified via an Invitation to Quote. BACKGROUND/HISTORY: At the September 11,2024 City Commission meeting,at the request of Mayor Steven Meiner,the Mayor and City Commission approved Resolution 2024-33285 (R7 Q)to explore the feasibility and potential benefits of hiring additional professional (civilian)personnel to assist the Police Department with desk work and enhance police visibility,directing an update and presentation at the December 11,2024 City Commission Meeting. ANALYSIS Pursuant to Resolution 2024-33285,the Miami Beach Police Department (MBPD)explored the feasibility of an in-house review and concluded that the proper analysis required to conduct the highly detailed staffing and workload evaluation mandated by the approved Resolution required expertise not available by either police personnel or City staff.Additionally,the project parameters are narrow and specific in focus and would prove too labor intensive for City staff to carry out in addition to their current duties over the designated timeline. As such,and due to the quick turnaround stipulated by the Resolution,the Administration elected to issue an Invitation to Quote (ITQ)with a quick turnaround,sharing in explicit detail the parameters for evaluation as outlined in Resolution 2024-33285.Nine (9)local and national firms submitted robust proposals ranging in price from $89,000 to the ITQ limit of $100,000 and in timelines varying from three (3)to nine (9)months with a wide scale of professional expertise.After careful and objective consideration,the Administration ranked the proposal submitted by the Matrix Consulting Group as the most appropriate and aligned to conduct the necessary analysis. As such,if formally awarded pursuant to Commission direction and funding availability,a requisition and contract would be issued in mid-December following the budget amendment,and the study would conclude in mid May 2025 (20 weeks)with findings slated to be presented at the June 25,2025 City Commission meeting,per below. on««-.EE ·«.A so+or.EE no·r AAA roso«or Ell woo»r e os EI n o EE The scope of the study and its respective task plan as delineated in the ITQ and show in the timeline above would include a presentation and final products to include the below parameters with relation to Police Department sworn and professional personnel: 1.Evaluation of current administrative/desk work duties that could be performed by expert and/or trained professional staff 2.A workload analysis to include reviewing current job descriptions and duties of all personnel 3.Analysis of time allocation of sworn police officers between field operations versus administrative tasks/duties 4.Collection of data and information pertaining to the performance and impact of existing professional Police Department personnel 5.Assessment of estimated cost savings and benefits associated with reallocating certain administrative tasks and duties to professional personnel 6.Considering the potential impact on police visibility and community engagement as a result of the reallocation of administrative tasks and duties to professional personnel 7.Potential recruitment strategies,job descriptions,and necessary qualifications (training)for the hiring of professional staff to perform these administrative tasks/duties 8.Experiences of municipalities that have implemented similar initiatives 9.A final product that includes: a.The current allocation of tasks between sworn officers and professional personnel b.A comparison of the costs for hiring,training,and maintaining sworn officers versus professional personnel (considering factors such as salaries,benefits,training costs,and equipment needs); c.A workflow chart with the existing workflow highlighting the distribution of tasks between police officers and professional staff,and maximizes the use of professional personnel to ensure sworn police officers focus on field operations and community engagement d.The anticipated benefits to the community of relieving sworn police officers of certain administrative tasks and duties by hiring professional personnel (including increased visibility,response time,and community policing) e.Specific recommendations concerning the potential hiring of additional professional personnel f.The identification of various metrics for success including crime rates,response times,and community feedback FISCAL IMPACT STATEMENT The analysis to be awarded to Matrix Consulting Group as a fixed price,not-to-exceed contract would incur an anticipated total cost of $99,000 as presented in the breakdown below. PM Senior Sen1or Total Total Task Pres VP Manager Consultant Hours Fee 1.Initiation 4 16 32 16 68 $14.360 2.Profile 4 8 16 16 44 $9.080 3.Workload Analysis 8 16 32 32 88 $18.160 4.Comparatives 0 4 0 32 36 $6.040 5.Civilianization 8 24 32 32 96 $20.640 6.Organization 4 16 16 24 60 $12.760 7.Draft/Final Report 9 16 24 16 64 $14.360 Tota l Hours 36 100 152 168 456 Hourly Rate $350 3 10 $175 $150 Professional Fees $12.600 $31.000 $26.600 $25.200 $95,400 Expenses $3,600 Total $99,000 CONCLUSION: O ver recent years and exacerbated by the national climate,public demands and community mandates of police have multiplied significantly.Increased sworn officer staffing has been deemed necessary to meet the surge in dem and.However,as the overall departm ental workload has increased,professional support personnel tasked with the adm inistrative,analyt ical and functional support for the Department has rem ained static and even reduced when faced with budgetary setbacks.This has given rise to overw orked personnel both in sworn and non-sworn positions who have often had to account for the increase in workload through the use of extensive overtime. The Administra tion and Miam i Beach Police Departm ent leadership agree that a workload and staffing study of pro fessional personnel fo r the Departm ent is overdue and welcome enthusiastically the Mayor & Com m ission's initiative to further study personnel capacity and efficiency.As such,the Administration recom m ends comm ission direction to allocate the necessary funding to carry out the analysis during the current fiscal year. Applicable Area Cityw ide Is this a "Residents Right to Know"item,pursuant to City Code Section 2-14? No Does this item utilize G.O.Bond Funds? No Department Police Sponsor(s) Mayor Steven Meiner Co-sponsor(s) Condensed Title Professional Police Personnel Staffing and Workload Analysis Update.