C2E-Issue RFP Cost Allocation Studies For The City Of Miami Beachce
COMMISSION ITEM SUMMARY
Condensed Title:
Request for Approval to issue a Request for Proposals (RFP) for Cost Allocation Studies for the City of
Miami Beach
Key Intended Outcome Supported:
Improve the City's overall financial health and maintain overall bond rating
Supporting Data (Surveys, Environmental Scan, etc.): ..
Issue:
I Shall the Mayor and City Commission approve the issuance of the RFP?
Item Summary/Recommendation:
The Administration proposes that the City issue a Request for Proposals (RFP) to select a qualified
consulting firm to conduct cost allocation studies for the City of Miami Beach. These costs allocation studies
include Indirect Cost Allocation Studies, South Pointe Cost Allocation Studies, and Resort Tax Cost
Allocation Studies.
The City of Miami Beach provides administrative support to its service departments in the General Fund,
Enterprise Funds and Special Revenue Funds, through administrative support departments such as The
Manager's Office, Finance, Human Resources, Budget and Performance Improvement, Procurement and
other departments. The City has conducted prior studies, on a periodic basis, to document and allocate the
costs of these services to operating departments based on an Indirect Cost Allocation Study. These studies
provide auditable basis for appropriately offsetting these costs in the General Fund by charging the
appropriate costs to the Enterprise and Special Revenue Funds. The latest study was performed using FY
2007/08 audited costs.
In addition, the City conducts cost allocation studies to determine the annual costs incurred in the City in the
area known as "South Pointe", formerly the South Pointe Redevelopment District Area funded by tax
increment revenues; as well and the cost of City services that are eligible to be funded from Resort Taxes.
Further, some of the Resort Tax eligible costs are within the South Pointe area, and, as a result, the studies
identify Resort Tax eligible costs that are outside the South Pointe area.
APPROVE THE ISSUANCE OF RFP.
Advisory Board Recommendation:
Financial Information· .
Source of Amount
Funds: 1
I I 2
OBPI Total
Financial Impact Summary:
City Clerk's Office Legislative Tracking:
nt Director Assistan
POW
MIAMI BEACH
nager
47
Account
City Manager
JMG
AGENDA ITEM _C-=--).~£ __
DATE h,-h-/L
lD MIAMI BEACH ""="'
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Matti Herrera Bower and Members of the City Commission
FROM: Jorge M. Gonzalez, City Manager
DATE: June 6, 2012
SUBJECT: REQUEST TO ISSUE A REQUEST FOR PROPOSALS (RFP) FOR COST
ALLOCATION STUDIES FOR THE CITY OF MIAMI BEACH.
ADMINISTRATION RECOMMENDATION
Approve issuance of the RFP.
KEY INTENDED OUTCOMES SUPPORTED
Improve the City's overall financial health and maintain overall bond rating.
BACKGROUND
The Administration proposes that the City issue a Request for Proposals (RFP) to select a
qualified consulting firm to conduct cost allocation studies for the City of Miami Beach. These
costs allocation studies include Indirect Cost Allocation Studies, South Pointe Cost Allocation
Studies, and Resort Tax Cost Allocation Studies.
The City of Miami Beach provides administrative support to its service departments in the
General Fund, Enterprise Funds and Special Revenue Funds, through administrative support
departments such as The Manager's Office, Finance, Human Resources, Budget and
Performance Improvement, Procurement and other departments. The City has conducted
prior studies, on a periodic basis, to document and allocate the costs of these services to
operating departments based on an Indirect Cost Allocation Study. These studies provide
auditable basis for appropriately offsetting these costs in the General Fund by charging the
appropriate costs to the Enterprise and Special Revenue Funds. The latest study was
performed using FY 2007/08 audited costs.
In addition, the City conducts cost allocation studies to determine the annual costs incurred in
the City in the area known as "South Pointe", formerly the South Pointe Redevelopment
District Area funded by tax increment revenues; as well and the cost of City services that are
eligible to be funded from Resort Taxes. Further, some of the Resort Tax eligible costs are
within the South Pointe area, and, as a result, the studies identify Resort Tax eligible costs that
are outside the South Pointe area.
The City may also require other costs allocation studies on an as needed basis.
The term of contract will be for three (3) years with the sole option and discretion of the City
Manager to renew for two (2) additional one (1) year periods.
48
Commission Memorandum-Cost Allocation Studies RFP
June 6, 2012
Page 2 of 5
SCOPE OF SERVICES
For each cost allocation study conducted, the scope of services will include the following
tasks:
1. Meet with the Office of Budget and Performance Improvement (OBPI) and Finance
personnel to discuss objectives of the study, the departments involved, the sections
and functions to be included in the study, and organizational changes that have
occurred since the last cost allocation study was implemented.
2. Review allocation statistics and criteria used in the prior study, and meet with
departments involved to collect any data needed to update allocation assumptions and
statistics to conditions for the applicable fiscal year being studied.
3. Collect organizational, personnel, and financial information relative to the study
4. Develop an expenditure analysis which ties back all study costs to the audited financial
statements for the applicable fiscal year being studied.
5. Generate cost allocation summary schedules and narratives in a format that can be
applied prospectively for future budgets using standard cost allocation methodology
and cost principles contained in Federal Circular OMB A-87
6. Review with OBPI and Finance personnel.
7. Revise as necessary.
8. Produce draft study document, including all supporting schedules, statistical data, and
assumptions for review by City staff.
9. Incorporate comments from City staff, and provide final report including all supporting
schedules, statistical data, and assumptions in original form (word, excel, etc.) as well
as in a printer-ready pdf format.
Deliverables
The Cost Allocation Study Reports should provide clear documentation regarding the
assumptions used as well as the relationship between the audited costs contained in the City's
General Ledger for the applicable fiscal year.
Minimum Requirements
All firms that submit a proposal for consideration must meet the minimum qualifications as
provided below. If the minimum qualifications are not met, the consultant's submittal will be
deemed non-responsive.
• The proposer must have successfully completed within the past four (4) years at least
two (2) cost allocation studies for governmental entities of comparable size to Miami
Beach. Proposers must provide the following information for each cost allocation study:
• Client name, address, phone number and e-mail address.
• Description of the scope of the work.
• Month and year the project was started and completed.
• Client's formal or informal evaluation of performance, If available
• Role of the firm and the responsibilities.
• Provide a comprehensive summary of the experience and qualifications of the
individual who will be selected to serve as the Project Manager.
• The Proposer shall submit a minimum one (1) cost allocation study sample.
49
Commission Memorandum -Cost Allocation Studies RFP
June 6, 2012
Page 2 of 5
EVALUATION PROCESS
The procedure for response, evaluation and selection will be as follows:
1. The RFP will be issued after City Commission approval is received.
2. A Pre-Proposal Submission Meeting with Proposers will be conducted.
3. All timely received Proposals will be opened and listed.
4. An Evaluation Committee, appointed by the City Manager, shall meet to evaluate each
Proposal in accordance with the requirements set forth in the RFP. If further
information is desired, Proposers may be requested to make additional written
submissions or oral presentations to the Evaluation Committee.
5. The Evaluation Committee will recommend to the City Manager the Proposer or
Proposers that it deems to be the best candidate(s) by using the following evaluation
criteria:
o Qualifications of Individuals assigned to work with the City 35 points
o Consultant(s) experience and past performance with similar projects 20 points
o Proposed Fees 35 points
o Methodology and Approach 1 0 points
LOCAL PREFERENCE: The Evaluation Committee will assign an additional five (5)
points to Proposers, which are, or include as part of their proposal team, a Miami
Beach-based vendor as defined in the City's Local Preference Ordinance.
VETERANS PREFERENCE: The Evaluation Committee will assign an additional five
(5) points to Proposers, which are, or include as part of their proposal team, a small
business concern owned and controlled by a veteran(s) or a service-disabled veteran
business enterprise, as defined in the City's Veterans Preference Ordinance.
6. The City Manager shall recommend to the City Commission the Proposal or Proposals
which he deems to be in the best interest of the City.
7. The City Commission shall consider the City Manager's recommendation and, if
appropriate, approve such recommendation. The City Commission may also, at its
option, reject the City Manager's recommendation and select another Proposal or
Proposals which it deems to be in the best interest of the City, or it may also reject all
Proposals.
8. Negotiations between the City and the selected Proposers will take place to arrive at
an agreement. If the Mayor and Commission has so directed, the City Manager may
proceed to negotiate a contract with a Proposer other than the top-ranked Proposer if
the negotiations with the top-ranked Proposer fail to produce a mutually acceptable
contract within a reasonable period of time.
10. The final agreement(s) is presented to the Mayor and Commission for approval.
50
Commission Memorandum -Cost Allocation Studies RFP
June 6, 2012
Page 2 of 5
11. If the agreement(s) are approved by the Commission, the Mayor and City Clerk shall
sign the executed contract(s) after the Proposer(s) has (or have) done so.
Should the Mayor and Commission authorize the issuance of this RFP, all procurement rules
(i.e. Cone of Silence, etc.) will apply.
CONCLUSION
The Administration recommends that the Mayor and the City Commission authorize the
issuance of a Request for Proposals (RFP) for Cost Allocation Studies for the City of Miami
Beach.
51
THIS PAGE INTENTIONALLY LEFT BLANK
52
C4
COMMISSION COMMITTEE
ASSIGNMENTS
53