C7I-Amend Resolution 2012-27928 Bob Murray And Associates AgreementCOMMISSION ITEM SUMMARY
Condensed Title:
A resolution of the Mayor and City Commission of the City of Miami Beach, Florida,
amending Resolution No. 2012-27928, which authorized a contract with Bob Murray &
Associates to assist the Mayor and City Commission in the City Manager selection/hiring
process; said amendment increasing the original $25,000.00 not-to-exceed contract amount
by $2,000.00, for a new total not-to-exceed amount of $27,000.00, due to unforeseen
expenses; and authorizing the City Attorney to execute any required amendment to the
contract.
Key Intended Outcome Supported:
N/A
Supporting Data (Surveys, Environmental Scan, etc.):
N/A
Item Summary/Recommendation:
Bob Murray & Associates delivered the agreed upon services under the Agreement,
however, due to unforeseen additional reimbursable expenses; the not-to-exceed amount
was exceeded by $2,000.00.
Bob Murray & Associates has provided invoices totaling to $16,500.00 for professional fees
and $9,966.27 for expense reimbursements. It is recommended that the City Commission
amend Resolution No. 2012-27928, to amend the not-to-exceed amount initially authorized
for the Agreement from $25,000.00 to $27,000.00.
AMEND RESOLUTION 2012-27928
Board Recommendation:
Amount Account
1 2,000.00 011-0310-000312
2
Total 2,000.00 011-0310-000312
Financial Impact Summary: City Manager's General Fund, professional fees
Ci Clerk's Office Le islative Trackin :
City Attorney's Office and Human Resources Department
Si n-Offs:
Department Director
SC-T $
T:\AGENDA\2013\.July 17\AMENDMENT 1-Reso 2012-27928 Summary.docx
MIAMI BEACH 266
AGENDA ITEM _.;::;;C,......:7...:::£;;.___
DATE 7-17-/3
~ 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 Me
FROM: Jimmy L. Morales, City Manager
DATE: July17,2013
SUBJECT: A RESOLUTION OF THE MAYO AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, AMENDING RESOLUTION NO. 2012-27928, WHICH
AUTHORIZED A CONTRACT WITH BOB MURRAY & ASSOCIATES TO ASSIST
THE MAYOR AND CITY COMMISSION IN THE CITY MANAGER
SELECTION/HIRING PROCESS; SAID AMENDMENT INCREASING THE
ORIGINAL $25,000.00 NOT-TO-EXCEED CONTRACT AMOUNT BY $2,000.00,
FOR A NEW TOTAL NOT-TO-EXCEED AMOUNT OF $27,000.00, DUE TO
UNFORESEEN EXPENSES; AND AUTHORIZING THE CITY ATTORNEY TO
EXECUTE ANY REQUIRED AMENDMENT TO THE CONTRACT.
ADMINISTRATION RECOMMENDATION
It is recommended that the City Commission amend Resolution No. 2012-27928, to amend the
not-to-exceed amount initially authorized for the Agreement from $25,000.00 to $27,000.00.
FUNDING
Funding is available in the City Manager's General Fund (011-0310-000312) professional fees.
BACKGROUND
At the May 18 and 19, 2012, City of Miami Beach Commission Retreat the Commission directed
the City Attorney and the Human Resources Department to initiate an expedited process to
solicit qualified recruitment firms to assist the City Commission in its search for a qualified
candidate to fill the position of City Manager.
The Mayor and City Commission of the City of Miami Beach Florida authorized by 5/ih vote
waiving the competitive bidding requirement (finding such waiver to be in the best interest of the
City), and authorized the City Attorney to negotiate a professional services agreement with Bob
Murray & Associates to assist the Mayor and City Commission in the City Manager recruitment
process.
On June 6, 2012, the Mayor and City Commission adopted Resolution No. 2012-27928,
appropriating an amount not to exceed $25,000.00 to cover fees and miscellaneous expenses
related to the City Manager's recruitment process; and the City entered into an Agreement with
Bob Murray & Associates.
The Agreement was executed for services pertaining to the City Manager's recruitment process,
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Recruitment for a City Manager
Page2
July 17, 2013
and allocated $16,500.00 for professional fees plus $7,500.00 for expense reimbursements,
totaling $25,000.00. Expense reimbursements included such items such as travel, advertising,
printing and binding, clerical support, long distance telephone charges, postage and delivery,
civil, criminal and newspaper checks, credit checks, and photocopying.
CONCLUSION
Bob Murray & Associates delivered the agreed upon services under the Agreement; however,
due to unforeseen additional reimbursable expenses; the not-to-exceed amount was exceeded
by $2,000.00.
Bob Murray & Associates has provided invoices totaling to $16,500.00 for professional fees and
$9,966.27 for expense reimbursements. It is recommended that the City Commission amend
Resolution No. 2012-27928, to amend the not-to-exceed amount initially authorized for the
Agreement from $25,000.00 to $27,000.00.
Attachments:
a) Bob Murray & Associates: Financial breakdown by expense type
b) Amendment to Resolution No. 2012-27928
JLM/BPB
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268
N 0') <0 Bob Murray & Associates (MBN Services, Inc.) Account #011-031 0-000312 Vendor# 048152 PO #019742 INVOICE INFORMATION Date Invoice# Professional Advertising Service 08/16/12 4813 2,500.00 315.00 09/17/12 4878 5,000.00 2,238.72 10/16/12 4891 5,000.00 11/16/12 4295 2,000.00 12/18/12 4996 01/16/13 5002 1,000.00 02/16/13 5077 03/18/13 5121 1,000.00 03/22/13 5131 06/04/13 5212 Clerical Support 113.75 487.50 520.00 TOTAL 16,500.00 2,553.72 1,121.25 Total Expenses Total Allowable Credit LexisNexis Checks 60.00 51.42 41.00 912.31 912.31 152.42 Note: credit #5212 is for $66.65 from invoice #4925. Error in hotel receipt. Expenses Fed Ex Postage 34.50 55.00 310.00 25.00 26.28 67.92 81.81 210.51 390.00 9,966.27 Photocopies Telephone Lodging 45.00 90.00 45.00 90.00 90.00 45.00 404.54 180.00 225.00 404.54 Contract agreed amount needs Commission approval Travel 1,253.79 693.59 755.95 1,179.84 (66.65) 3,816.52 7,500.00 2,466.27 Invoice Total 4,407.04 7,683.72 5,160.00 3,207.37 580.00 1,875.29 1,584.38 1,122.81 912.31 (6665) 26,466.27
RESOLUTION NO.
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF
THE CITY OF MIAMI BEACH, FLORIDA, AMENDING
RESOLUTION NO. 2012-27928, WHICH AUTHORIZED A
CONTRACT WITH BOB MURRAY & ASSOCIATES TO ASSIST
THE MAYOR AND CITY COMMISSION IN THE CITY MANAGER
SELECTION/HIRING PROCESS; SAID AMENDMENT
INCREASING THE ORIGINAL $25,000.00 NOT-TO-EXCEED
CONTRACT AMOUNT BY $2,000.00, FOR A NEW TOTAL NOT-
TO-EXCEED AMOUNT OF $27,000.00, DUE TO UNFORESEEN
EXPENSES; AND AUTHORIZING THE CITY ATTORNEY TO
EXECUTE ANY REQUIRED AMENDMENT TO THE
CONTRACT.
WHEREAS, at the May 18 and 19, 2012 City Commission Retreat, the City Commission
directed the City Attorney and the Human Resources Department to initiate an expedited
process to solicit qualified recruitment firms to assist the City Commission in its search for a
qualified candidate to fill the position of City Manager; and
WHEREAS, on June 6, 2012, the Mayor and City Commission adopted Resolution No.
2012-27928, by 5/ih vote, waiving the competitive bidding requirement (finding such waiver to
be in the best interest of the City), and authorizing the City Attorney to negotiate a professional
services agreement with Bob Murray & Associates, for an amount not to exceed $25,000.00, to
assist the Mayor and City Commission in the City Manager selection/hiring process; and
WHEREAS, Bob Murray & Associates has completed the required services under the
Agreement; however, due to unforeseen additional reimbursable expenses, the not-to-exceed
amount was exceeded by $2,000.00; and
WHEREAS, the Administration has reviewed the additional expenses incurred and finds
such expenses to have been reasonable; and
WHEREAS, accordingly, it is recommended that the City Commission amend Resolution
No. 2012-27928, to amend the not-to-exceed amount initially authorized for the Agreement from
$25,000.00 to $27,000.00.
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 amend Resolution No. 2012-27928, which authorized a contract with Bob
Murray & Associates to assist the Mayor and City Commission in the City Manager
selection/hiring process; said Amendment increasing the original $25,000.00 not-to-exceed
contract amount by $2,000.00, for a new total not-to-exceed amount of $27,000.00, due to
unforeseen expenses; and authorizing the City Attorney to execute any required amendment to
the contract.
PASSED AND ADOPTED this ___ day of _______ ,, 2013.
270
FOR CITY:
ATTEST:
City Clerk
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CITY
Mayor
Matti
Date
MIAMI