R7C-Approve In Substance The Terms Of PSA W- ICMA Efficiencies For Fire DepartmeCOMMISSION ITEM SUMMARY
Condensed Title:
A Resolution Approving In Substance The Terms Of A Professional Services Agreement With The
International City /County Management Association ("ICMA") For Review And Recommendations For
Efficiencies For The Fire Department; Authorizing The City Manager And City Attorney's Office To
Negotiate And Draft The Agreement Based Upon The Approved Terms ; And Authorizing The Mayor
And City Clerk To Execute The Final Agreement In An Amount Not To Exceed $70,000.
Key Intended Outcome Supported:
[Increase resident ratings of public safety services
Supporting Data (Surveys, Environmental Scan, etc.): N/A
Item Summary/Recommendation:
As discussed at the Finance and Citywide Projects Committee meeting of July 9, 2012, the Administration had
secured a proposal from ICMA to perform a study to determine the effectiveness and efficiency of the City of
Miami Beach Police and Fire Departments. The initial resolution was rejected during the July 18, 2012 City
Commission meeting. During the February 6, 2013 City Commission meeting, the Administration was directed to
present a proposal by ICMA specifically focused on the Fire Department. This review will consider all aspects of
the Department including operational and support functions. The Departments' performance will be evaluated
and compared to nationally accepted standards. In addition to reviewing operational activities ICMA will analyze
the internal functions of the agency. This will include review of internal documents such as policies and
procedures, training, discipline, community relations, etc.
ICMA's local government technical assistance includes workload and deployment analysis, using Operations
Research techniques and credentialed experts to identify workload and staffing needs as well as best practices.
ICMA has conducted approximately 140 such studies in communities ranging in size from 8,000 population
Boone, lA to 800,000 population Indianapolis, IN and has recently concluded a study on the City of Las Vegas
Fire and Rescue Services Department.
The proposed study is presented in six phases with the total timeline approximating six months from start to
written report presentation. The estimated cost is not to exceed $70,000 for the study inclusive of travel
expenses which are proposed at $5,000 and a cost of $1 ,000 per person plus travel for presentations.
Board Recommendation:
Financial Information:
Source of Amount
Funds: 1 $35,000 011-1210-000312
~ I
2 30,000 011-121 0-000314
3 5,000 011-1210-000314
Total $70,000
Financial Impact Summary:
Clerk's Office Le islative Trackin
Carla Maglio Gomez, Human Resources
t City Manager
MIAMI BEACH 457
Account
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AGENDA ITEM ~~~__:._1-:::-(_~
DATE l[-/l-13
~ MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miomi Florido 33139,
COMMISSION MEMORANDUM
TO: Mayor Matti Herrera Bower and Me Commission
FROM: Jimmy L. Morales, City Manager
DATE: April17, 2013
SUBJECT: A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY
OF MIAMI BEACH APPROVING IN SUBSTANCE THE TERMS OF A
PROFESSIONAL SERVICES AGREEMENT WITH THE INTERNATIONAL
CITY /COUNTY MANAGEMENT ASSOCIATION ("ICMA") FOR REVIEW AND
RECOMMENDATIONS FOR EFFICIENCIES FOR THE FIRE DEPARTMENT;
AUTHORIZING THE CITY MANAGER AND CITY ATTORNEY'S OFFICE TO
NEGOTIATE AND DRAFT THE AGREEMENT BASED UPON THE
APPROVED TERMS ; AND AUTHORIZING THE MAYOR AND CITY CLERK
TO EXECUTE THE FINAL AGREEMENT IN AN AMOUNT NOT TO EXCEED
$70,000.
ADMINISTRATION RECOMMENDATION:
Adopt the resolution.
BACKGROUND
The International City/County Management Association (ICMA) is a 100 year old, non-
profit professional association of local government administrators and managers, with
approximately 9,000 members located in 32 countries.
Since its inception in 1914, ICMA has been dedicated to assisting local governments in
providing services to its citizens in an efficient and effective manner. Their work spans all
of the activities of local government -parks, libraries, recreation, public works, economic
development, code enforcement, Brownfield's, public safety, etc.
The ICMA Center for Public Safety Management (ICMAJCPSM) is one of four Centers
within the US Programs of ICMA, providing support to local governments in the areas of
police, fire, EMS, Emergency Management and Homeland Security. In addition to
providing technical assistance in these areas ICMA also represents local governments at
the federal level and are involved in numerous projects with the Department of Justice
and the Department of Homeland Security.
ICMA's local government technical assistance includes workload and deployment
analysis, using Operations Research techniques and credentialed experts to identify
workload and staffing needs as well as best practices. ICMA has conducted
approximately 140 such studies in communities ranging in size from 8,000 population
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City Commission Apri/17, 2013
ICMA Study-Fire Department
Page 2 of3
Boone, lA to 800,000 population Indianapolis, IN. In addition, the ICMA just completed a
study for the City of Las Vegas Fire and Rescue Department.
ICMA Center for Public Safety Management acts as an objective and trusted broker
tapping into the knowledge of the association's membership base and combining
expertise from other appropriate experts to offer innovative ideas, lessons learned, and
leading practices to communities. The program provides practical advice and resources
that local government managers and staff need to improve services and service delivery
in their communities.
ANALYSIS
As discussed at the Finance and Citywide Projects Committee meeting of July 9, 2012,
the Administration had secured a proposal from ICMA to perform a study to determine
the effectiveness and efficiency of the City of Miami Beach Police and Fire Departments.
The item was presented at the July 18, 2012 City Commission meeting where the City
Commission rejected the resolution. Subsequently, during the February 6, 2013 City
Commission meeting, the City Commission directed the Administration to place an item
on the March 13, 2013 City Commission meeting agenda, presenting a proposal from
ICMA to perform a study to determine the effectiveness and efficiency of the City of
Miami Beach Fire Department (MBFD). This review will consider all aspects of the
Department including operational and support functions. The Departments' performance
will be evaluated and compared to nationally accepted standards. In addition to
reviewing operational activities, ICMA will analyze the internal functions of the agencies.
This will include review of internal documents such as policies and procedures, training,
discipline, community relations, etc.
Methodology
The ICMA team follows a standardized approach to conducting analyses of police, fire,
and Emergency Management Services (EMS) departments. They have developed this
standardized approach by combining the experience sets of dozens of subject matter
experts in the areas of police, fire, homeland security and EMS.
They begin projects by extracting calls for service and raw data from an agency's
computer aided dispatch system. The data are sorted and analyzed for comparison to
nationally developed performance indicators. These performance indicators (response
times, workload by time, multiple unit dispatching, etc.) are valuable measures of agency
performance. The findings are shown in tabular as well as graphic form and follow a
standard format for presentation of the analyzed data. While the format will be similar
from community to community, the data reported are unique to the specific community.
Due to the size and complexity of the documents, this allows for simple, clean reporting.
The reports generated from analyzing the data serve as the basis for many accreditation
fire or police documents such as "Standards of Response Coverage" and the on-site
review.
ICMA will conduct an operational review of the Fire and EMS of the MBFD alongside a
data analysis using the performance indicators as the basis for the operational review.
Prior to any on-site arrival of an ICMA team, agencies are asked to compile a number of
key operational documents (policies and procedures, assets lists, etc.). Most on-site
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City Commission April 17, 2013
ICMA Study-Fire Department
Page 3 of 3
reviews consist of interviews with management and supervisors as well as rank and file
fire fighters; attendance at roll calls; and ride-alongs with staff. They will review case files
and observe dispatch operations to ensure compliance with the provided written
documentation.
As a result of any onsite visits and data assessments, ICMA subject matter experts
produce observations and recommendations which highlight strengths, weaknesses,
opportunities and threats of the Fire Department.
This standardized approach insures that they measure and observe all of the critical
components of agencies which establish the baseline performance levels. This
information can be used to benchmark against comparable cities. ICMA is able to do this
because they recognize that while agencies may vary in size and challenges, there are
best practices in use throughout the country.
ICMA likens this standardized approach to the manner of an auditing process:
• Asks questions and requests documentation upon project start up;
• Confirm accuracy of information received;
• Deploy operations teams onsite to research the uniqueness of each environment;
• Perform data modeling and share preliminary findings with each city; and
• Assess any inconsistencies reported by client cities and communicate the results
in a formal, written report.
TERMS
The proposed study is presented in seven phases with the total timeline approximating
six months from start to written report presentation. The estimated cost is not to exceed
$70,000 for the study plus travel expenses which are proposed at $5,000 and a cost of
$1,000 per person plus travel for presentations.
A copy of the proposal is attached for your review.
CONCLUSION
We recommend that the Mayor and City Commission approve in substance the terms
of a professional services agreement with the International City/County Management
Association ("ICMA") for review and recommendations for efficiencies for the Fire
Department; authorizing the City Manager and City Attorney's Office to negotiate and
draft the Agreement based upon the approved terms; and authorizing the Mayor and
City Clerk to execute the final Agreement in an amount not to exceed $70,000, inclusive
of travel expenses which are proposed at $5,000 and a cost of $1,000 per person plus
travel for presentations.
"(fMI
ATTACHMENT: ICMA Proposal
T:\AGENDA\2013\April 17\ICMA Study Commission Memo.Docx
460
RESOLUTION NO.----
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI
BEACH APPROVING IN SUBSTANCE THE TERMS OF A PROFESSIONAL
SERVICES AGREEMENT WITH THE INTERNATIONAL CITY /COUNTY
MANAGEMENT ASSOCIATION ("ICMA") FOR REVIEW AND RECOMMENDATIONS
FOR EFFICIENCIES FOR THE FIRE DEPARTMENT; AUTHORIZING THE CITY
MANAGER AND CITY ATTORNEY'S OFFICE TO NEGOTIATE AND DRAFT THE
AGREEMENT BASED UPON THE APPROVED TERMS ; AND AUTHORIZING THE
MAYOR AND CITY CLERK TO EXECUTE THE FINAL AGREEMENT IN AN AMOUNT
NOT TO EXCEED $70,000.
WHEREAS, on July 9, 2012 a recommendation was made by the Finance and
Citywide Projects Committee to have a study performed for review and
recommendations for efficiencies for the Police and Fire Departments; and
WHEREAS, on July 18, 2012 the City Commission rejected a resolution
approving said Agreement; and
WHEREAS, on February 6, 2013, the City Commission directed the
Administration to present a proposal from the ICMA regarding a study of review and
recommendations for efficiencies for the Fire Department; and
WHEREAS, the International City/County Management Association (ICMA) is a
1 00 year old, non-profit professional association of local government administrators and
managers, with approximately 9,000 members located in 32 countries; and
WHEREAS, The ICMA Center for Public Safety Management (ICMAICPSMJ
is one of four Centers within the US Programs of ICMA, providing support to local
governments in the areas of police, fire, EMS, Emergency Management and Homeland
Security, and
WHEREAS, ICMA's local government technical assistance includes workload
and deployment analysis, using Operations Research techniques and credentialed
experts to identify workload and staffing needs as well as best practices. ICMA has
conducted approximately 140 such studies in communities ranging in size from 8,000
population Boone, lA to 800,000 population Indianapolis, IN; and
NOW, THEREFORE,BE IT RESOLVED BY THE MAYOR AND CITY
COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA that the terms of a
professional services agreement with The International City /County Management
Association ("ICMA") for review and recommendations for efficiencies for the Fire
Department are approved in substance and that the City Manager and City Attorney's
office are authorized to negotiate and draft the agreement based upon the approved
terms ; and the Mayor and City Clerk are authorized to execute the final agreement in an
461
amount not to exceed $70,000 inclusive of travel expenses which are proposed at
$5,000 and a of $1 ,000 per person plus travel for presentations.
ADOPTED this ___ day of April, 2013.
MATTI HERRERA BOWER, MAYOR
RAFAEL GRANADO, CITY CLERK
462