C7C-Increase Annually Estimated Contract Amount Per ContractCOMMISSION ITEM SUMMARY
A Resolution of the Mayor and City Commission of the City of Miami Beach, Florida, Increasing the Annually
Estimated Contract Amount er Contract, Pursuant to Resolution 2009-27254, from $300,000 to $650,000.
Ke Intended Outcome Su orted:
At its December 9, 2009, meeting, the City Commission accepted the City Manager's recommendation
pertaining to the ranking of proposals pursuant to Request far Proposals (RFP) No. 47-08/09 for building
inspection, plans review services in various disciplines, and permit clerks, on an "as-needed" and "on-going"
basis, for the City's Building Department. Consequently, Resolution 2009-27254 was passed and adopted
authorizing the Administration to enter into negotiations with the top-ranked proposers: M.T. Causley, Inc.,
Nova Engineering and Environmental, CAP Government Inc., and Vertical Assessment Associates, LLC.;
and further Authorizing the Mayor and City Clerk to execute agreements upon conclusion of successful
negotiation by the Administration, in the annually estimated amount of $300,000, which was sufficient for
Fiscal Years 2010,2011 and 2012.
For Fiscal Year 2013, the City Commission approved an enhancement to the Building Department's budget
for Professional Services (contract inspectors and plan reviewers) in the amount of $596,000. However, the
expenditure authority for the contract from which these services are derived was not extended concurrent
with the additional budget. The justification for this enhancement was the significant increase in construction
activity in the City of Miami Beach, along with the need for the Building Department to increase and improve
the level of service it was delivering to its customers. These services are utilized as a means to address
staffing needs in these areas, and to reduce backlogs and long wait times for customers for inspections and
plan reviews. The use of these professional contract employees has long been the preferred method of
meeting critical staffing needs, while also creating flexibility to adjust staffing levels in the future given the
cyclical nature of the construction industry. Full utilization of these employees enables the Department to
better address our customers' needs in a timely fashion, and any sudden reduction will negatively impact
service levels.
The purpose of this item is to expand the annual estimated amount of these contracts to accommodate for
the Fiscal Year 2013 and 2014 expenditures, which are expected to be approximately $650,000.
RECOMMENDATION
ADOPTTHERESOLUTION
Advisory Board Recommendation:
Financial Information:
Source of Amount
& 1 $650,000
2
I Total $650,000
Financial Impact Summary:
Cit Clerk's Office Le islative Trackin
MIAMI BEACH
Account
011-1510-000312 Professional Services
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AGENDA ITEM ___,~=--.-7:-C--:-;;.-_
DATE /0"/6··/3
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MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miomi Beoch, Florida 33139, www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO: Mayor Matti Herrera Bower and Me
DATE: October 16, 2013
SUBJECT: A RESOLUTION OF THE MAYO AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, INCREASING THE ANNUALLY ESTIMATED
CONTRACT AMOUNT PER CONTRACT, PURSUANT TO RESOLUTION 2009-
27254, FROM $300,000 TO $650,000.
ADMINISTRATION RECOMMENDATION
Adopt the resolution.
FUNDING
011-1510-000312 Professional Services $650,000
BACKGROUND
At its December 9, 2009, meeting, the City Commission accepted the City Manager's
recommendation pertaining to the ranking of proposals pursuant to Request for Proposals
(RFP) No. 4 7-08/09 for building inspection, plans review services in various disciplines, and
permit clerks, on an "as-needed" and "on-going" basis, for the City's Building Department.
Consequently, Resolution 2009-27254 was passed and adopted authorizing the
Administration to enter into negotiations with the top-ranked proposers: M.T. Causley, Inc.,
Nova Engineering and Environmental, CAP Government Inc., and Vertical Assessment
Associates, LLC.; and further Authorizing the Mayor and City Clerk to execute agreements
upon conclusion of successful negotiation by the Administration, in the annually estimated
amount of $300,000.
For Fiscal Year 2013, the City Commission approved an enhancement to the Building
Department's budget for Professional Services (contract inspectors and plan reviewers) in
the amount of $596,000. However, the expenditure authority for the contract from which
these services are derived was inadvertently not extended concurrent with the additional
budget. The justification for this enhancement was the significant increase in construction
activity in the City of Miami Beach, along with the need for the Building Department to
increase and improve the level of service it was delivering to its customers. These services
are utilized as a means to address staffing needs in these areas, and to reduce backlogs
and long wait times for customers for inspections and plan reviews. The use of these
professional contract employees has long been the preferred method of meeting critical
staffing needs, while also creating flexibility to adjust staffing levels in the future given the
cyclical nature of the construction industry. Full utilization of these employees enables the
Department to better address our customers' needs in a timely fashion, and any sudden
reduction will negatively impact service levels.
227
Commission Memorandum -Building Inspections Purchase Authority Increase
October 16, 2013
Page 2 of 2
As a result, Purchase Order 020809 was created and approved by the Department of
Procurement Management on December 21, 2012, in the amount of $596,000. The Building
Department has also created Requisitions 26876 and 26912 in the amounts of$30,000 and
$20,000 respectively; however, the Department of Procurement Management has returned
both requisitions given that the current purchase authority is insufficient for the requisitions
to be approved. This reflects that the increased construction activity and increased service
level demands did in fact enable the City to utilize these contracted services to address the
needs of its customers.
The Building Department has primarily used the services of MT Causley, Inc. (MTC} to
provide these contract employees to the Department. Although there are other companies
approved to provide these services, this has developed over time, as MTC has consistently
been able to deliver qualified professionals to the Department, while the other companies
have not had the right disciplines available when asked. The Department is currently in
discussions with these other companies to determine how they can better meet our needs in
the coming year. Specifically, conversations have been ongoing with CAP Engineering
about the possibility of providing much needed assistance in Mechanical and Structural plan
reviews, which is where the Building Department's greatest needs lie.
The Contract for these professional services expires in December 2014. The City intends to
issue a solicitation next year in anticipation of the contract expiring. As part of the
solicitations, responders will be required to meet minimum staffing availability standards,
which should address any issues relating to the distribution of work.
The purpose of this item is to expand the annual estimated amount of these contracts to
accommodate for the Fiscal Year 2013 and 2014 expenditures.
CITY MANAGER'S RECOMMENDATION
After considering the review and recommendation of City staff, the City Manager exercised
his due diligence and recommends to the Mayor and City Commission to adopt a resolution
increasing the annually estimated contract amount per contract, pursuant to Resolution
2009-27254, from $300,000 to $650,000.
CONCLUSION
The Administration recommends that the Mayor and Commission adopt a resolution
increasing the annually estimated contract amount per contract, pursuant to Resolution
2009-2725~m $300,000 to $650,000.
JLM/KGB/MF
T:\AGENDA\2013\0ctober 16\Procurement\Building Inspection Purchase Authority Increase-MEMO.docx
228
RESOLUTION TO BE SUBMITTED
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