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94-21027 Reso . RESOLUTION NO. 94-21027 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, WAIVING THE COMPETITIVE BIDDING PROCESS, AND AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT BE1WEEN THE CITY OF MIAMI BEACH AND THE MIAMI-DADE COMMUNITY COLLEGE, SCHOOL OF JUSTICE AND SAFETY ADMINISTRATION, ASSESSMENT CENTER FOR JOB ANALYSIS AND ASSESSMENT CENTER INSTRUMENT ADMINISTRATION AND VALIDATION FOR THE POLICE OFFICER/TRAINEE CLASSIFICATION. Whereas, the Consent Decree entered into by the Department of Justice (DOJ) and the City of Miami Beach recognizes the continuing need of the City to hire entry-level Police Officer/Trainees in order to maintain adequate levels of public safety, and therefore allows for the administration of an Interim Hiring Program; and Whereas, the City has determined that additional Police Officer/Trainees need to be hired in order to maintain public safety; and Whereas, the provisions of the Consent Decree require that any Interim Hiring Program developed by the City must be agreed to by the DOJ and approved by the court; and Whereas, the City developed such an Interim Hiring Program and the DOJ and the court previously agreed to its use for one phase of Interim Hiring; and Whereas, it is projected that the DOJ will have agreed to the use of the Interim Hiring program for a second phase of Interim Hiring by January 14, 1994, or soon thereafter; and Whereas, the City believes that use of an Assessment Center process will fulfill the City's desires to adequately and appropriately evaluate what it believes to be the job-related skills of Police Officer/Trainee candidates; and Whereas, the successful use of the Assessment Center instrument, as a critical component of the Interim Hiring Program, in the First phase of Interim Hiring, yielded results consistent with the City's desire for diversity, resulting in the appointment of five Hispanic, five Black, and five non-Hispanic White Police Officer/Trainees; and Whereas, the Miami-Dade Community College (MDCC) Assessment Center develops, validates, and administers assessment instruments in compliance with Equal Employment Opportunity (EEO) Guidelines, the American Psychological Association's Testing Standards, and the Standards for Ethical Considerations for Assessment Center Operation; and Whereas, the MDCC Assessment Center has served over 25 law enforcement agencies in the State of Florida and assessed 6,000 entry-level and 5,000 promotional candidates; and Whereas, the MDCC Assessment Center's trained and experienced staff has developed, validated, and administered the job-related Assessment Center instrument for the Metropolitan Dade County Public Safety Department and has provided them with entry- level police selection services since 1983, evaluating over 3,400 entry-level candidates, and has administered the Assessment Center instrument to 34 City of Miami Beach Police Officer/Trainee candidates in the first phase of Interim Hiring, and is therefore, thoroughly and uniquely familiar with the Assessment Center instrument and its validation; and _d.: ~ Whereas, the MDCC Assessment Center has agreed to perform a job analysis and validate the Assessment Center instrument for the job duties of a City of Miami Beach Police Officer/Trainee; and Whereas, the performance of a job analysis and test validation will help to insure the administration of fair job-related selection procedures and to protect the City against litigation under Federal law, especially Title VII of the Civil Rights Act; and Whereas, the aforementioned Assessment Center instrument is the property of Metropolitan Dade County Public Safety Department who has agreed to allow the City to utilize the instrument, for the second phase of the Interim Hiring Program; and Whereas, use of Metropolitan Dade County's Assessment Center instrument, as administered by the MDCC Assessment Center is an integral part of the Interim Hiring Program developed by the City; and Whereas, the MDCC Assessment Center is able to administer the Assessment Center instrument for the City of Miami Beach from February 14, through 18, 1994; and Whereas, the Mayor and the City Commission wish to expedite the administration of the Police Officer/Trainee examination and deems it in the best interest of the City to waive the competitive bidding process and to award the attached contract to the MDCC Assessment Center; and Whereas, funding for this contract is available from the Police Department Professional Services budget. NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and the City Commission hereby waive the competitive bidding process and authorize the Mayor and City Clerk to execute the attached Professional Services Agreement between the City and the MDCC Assessment Center, in consideration for an amount not to exceed $29,000, including all out-of-pocket and other expenses incurred by the MDCC Assessment Center. The Mayor and the City Commission authorize the City Manager to exercise the option of extending said contract for the evaluation of up to 25 additional candidates for an additional $160/candidate, not to exceed an additional $6,000 including all out-of-pocket and other expenses incurred by MDCC Assessment Center. day of January , 1994. PASSED AND ADOPTED this 19th Attest: ~~~ ~~~ City Clerk, Richard E. Brown FORM APPROVED lE~T. /I~ By\~-'~ ~~ ~ Date 1/ / ~~ / 1!~ GPL:cp HR DEPT DEV: 01110/94 Disk: Comm&Res:\RESOASSE.MDC ----~- ..--- CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH FLORIDA 33139 . . CITY OF MIAMI BEACH OFFICE OF THE CITY MANAGER TELEPHONE: (305) 673.7010 FAX: (305) 673-7712 COMMISSION MEMORANDUM NO. ~ q -9 <I TO: Mayor Seymour Gelber and Members of the City Commission DATE: January 19, 1994 FROM: Roger M. Cartt.,.J'J ._!'::A .. City Manager ~ SUBJECT: PROFESSIONAL SERVICES AGREEMENT WITH MIAMI-DADE COMMUNIlY COLLEGE, SCHOOL OF JUSTICE AND SAFElY ADMINISTRATION ASSESSMENT CENTER FOR JOB ANALYSIS AND ADMINISTRATION AND VALIDATION OF ASSESSMENT CENTER TEST INSTRUMENT ADMINISTRATIVE RECOMMENDATION: It is recommended that the Mayor and the City Commission waive the competitive bid process, in accordance with City Code 31A, Paragraph 10e, and authorize the Mayor and the City Clerk to execute the attached Contract with the Miami-Dade Community College (MDCC) Assessment Center to perform job analysis and to administer, validate, score, and report results of the Metropolitan Dade County Composite Interactive Assessment Center instrument to up to fifty (50) City of Miami Beach Police Officer/Trainee candidates. CONTRACT AMOUNT AND FUNDING: Not to exceed $29,000. Funds are available from the Police Department's Professional Services budget, Account Number 011.1110.000312. BACKGROUND: The City of Miami Beach entered into a Consent Decree with the Department of Justice (DOJ) covering the hiring of Police Officer/Trainees. The Court provisionally entered the Consent Decree on July 28, 1992, and filed final entry on June 04, 1993. In the Consent Decree, all parties recognized the continuing need of the City to hire Police Officer/Trainees in order to maintain adequate levels of public safety. It has been determined that additional Police Officer/Trainees need to be hired in the immediate future to insure proper law enforcement staffing. Therefore, pursuant to the Consent Decree, the City developed an Interim Hiring Program. Under the terms of the Consent Decree, an Interim Hiring Program may be developed and used as a temporary selection procedure until permanent selection procedures are in place consistent with the Consent Decree. The DOJ and the court previously agreed that the City may use the Interim Hiring Program for one phase of the Interim Hiring. Since the City again needs to increase its law enforcement staffing, the City sent a second proposal to the DOJ for utilization of the Interim Hiring Program for a second phase of Interim Hiring. It is projected that approval will have been .1 0 received from the DOJ by January 14, 1994, or soon thereafter. AGI~~~~_1 _ ~ DATE 1-1.3!1'1 BACKGROUND. continued: In addition, the MDCC Assessment Center instrument was successfully administered to thirty-four (34) City of Miami Beach Police Officer/Trainee candidates in the first phase of Interim Hiring. The results of the first Interim Hiring, using the Assessment Center instrument, were consistent with the City's desire for diversity. The first administration resulted in the appointment of five Hispanic, five Black, and five non-Hispanic White Police Officer /Trainees. The present public safety staffing needs are urgent, however, the City desires to use an adequate, appropriate, job-related, and fair method of evaluating the skills of Police Officer/Trainee candidates. For these reasons, the Interim Hiring Program utilizes the Assessment Center Interactive instrument which was developed and validated for Metropolitan Dade County entry-level Police Officers. The process was developed and is administered by trained and experienced staff at the MDCC Assessment Center. The Assessment Center has provided selection services to Metro-Dade County since 1983, and has successfully evaluated over 3,400 entry-level Police Officer candidates for that agency. Metro Dade County has agreed to allow the City to utilize their Interactive Assessment Center instrument (again saving the City at least $8,(00) for the second phase of the Interim Hiring Program. To further the efforts to administer a fair and job-related selection procedure, the attached agreement for Professional Services includes job analysis and validation of the Assessment Center instrument for the duties of a City of Miami Beach Police Officer. - ANALYSIS: In order to meet the Consent Decree requirements as well as the City's time and quality requirements, the Interim Hiring Program was developed so that candidates are evaluated in a manner that the City believes to be fair, job-related and expeditious. A second use of this plan, including the use of Metro Dade County's Interactive Assessment Center instrument at the MDCC Assessment Center, although not guaranteeing there will be no challenges to the City's developed Program, is expected to be agreed to by the DOJ. The Assessment Center process can be administered February 14, through 18, 1994. The City Manager may exercise the option of having the MDCC Assessment Center evaluate up to 25 additional candidates for an additional $160/candidate (not to exceed an additional $6,(00). CONCLUSION: In view of the fact that the MDCC Assessment Center is thoroughly familiar with the classification of entry-level Police Officer/Trainee, has developed, validated, and administered a valid selection process for Metro-Dade County for the past 10 years, and has successfully administered the Assessment Center instrument for the City of Miami Beach, Commission approval is requested authorizing the Mayor and the City Clerk to execute this Agreement for Professional Services. GPL:cp Comm&Reso:\COMMMEMCl.POT Attachments o! 11 , EXHIBIT A CITY OF MIAMI BEACH CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH FLORIOA 33139 ::. Telephone 673 OFFICE OF THE PERSONNEL OEPARTMENT , , Januay 10, 1994 TRANSMITI'ED VIA FAXSIMILE AND US MAIL Lorren Oliver Assessment Center School of Justice & Safety Administration Miami Dade Community College - North Campus 11380 NW 27 Avenue Miami, FL 33167-3495 Dear Mr. Oliver: This is to confirm our conversations regarding the following items: 1. The City of Miami Beach is scheduled to run entry-level Police Officer/Trainee candidates through the Assessment Center the week of February 14, 1994. These dates can be held until January 20, 1994. a. The City expects approximately 50 candidates b. The Assessment Center can run 10 candidates per day c. Each team of 3 Assessors can evaluate approximately 7 candidates per day 2. The exercise will consist of the Metro-Dade County composite interactive exercise. The candidates will be scored on the report writing/Written communications skills, however this score will be used for training purposes only and will NOT be included in determining Assessment Center overall score. 3. Assessor reorientation:will take place the week of February 7, for one half day at the Assessment Center. The 14 assessors, who attended training in February 1993, and who performed as Assessors in July 1993, will participate. You will notify me, as soon as possible, of the exact date, time, and location of the assessor reorientation so that assessor attendance is insured with minimal disruption to public safety services. PAGE 1 of 8 19 4. The assessors will begin their evaluation of candidates on February 17, if possible, dependent upon the number of candidates and site availability. The evaluations will begin at 8:30 until approximately 3:30 PM. Assessors evaluations may run through February 25, dependent upon number of candidates. Evetything possible will be done in order to begin and complete assessor evaluations of candidates as soon as possible. 5. You will notify me regarding how quickly verbal results will be ready. Everything possible will be done to give verbal pass/fail results to the City as quickly as is possible. 6. A proposal will be completed by January 10, or January 11, 1994, at the latest. I will be notified, as soon as the proposal is ready so that it may be picked up. ." 7. A draft contract has been prepared and will be forwarded to you as soon as approved by the City Manager and Office of the City Attorney. It is my understanding, per Ed Valdez, that authorization from Fred Taylor, Director of Metro.Dade County Public Safety Department, for use of the Assessment Center exercise was mailed to you last week and faxed on January 7, 1994. However, I have also enclosed a copy of this authorization for your records, in case you have not yet received it. You will be notified as soon as Department of Justice approval is received. Sincerely, ~j \Joe-- \.w. Gail Poe.Liu AI Asst Human Resources Director GPL:cp RFP JUDY:\ASSEAGRE.LTR cc: T. C. Adderly, Human Resources Director . . PAGE 2 of 8 20 ~'/' Metro-Dade Police Department Director's Oftlce 910S N.W. 25th Street Miami. Rorida 33172 1~~1i~ PERSONNEL DEPARTMENT By ,~ , ~ January 3, 1994 Mr. T. C. Adderly Human Resources Director city of Miami Beach city Hall 1700 Convention Center Drive Miami Beach, Florida 33139 Dear Hr. Adderly: Thank you tor your regarding the use of Center exercise for applicants. Please accept this letter as authorization to use the entry-level exercise tor police officer applicants. Mr. Lorren Oliver has been contacted regarding this matter. recent letter the Assessment police officer If you need turther assistance in this matter, please contact Mr. Edmundo Valdes, Human Resources Section, at 471-1945. Sincerely: ~.-r:f1~ .for FRED TAYLOR Director cc: LorEen O. Oliver Associate Director Assessment Center PAGE 3 of 8 21 ~ .. Miami-Dade ~ . COMMUNITY COLLEGE --. --- - ._----- -------- ------ -- North Campus .' T. C. Adderly Personnel Director City of Miami Beach 1700 Convention Center Drive Miami Beach, FL 33139 Dear Mr. Adderly: January 11, 1994 I am forwarding this cost proposal as a follow-up to recent telephone conversations with yourself and Gail Poe-Lieu on your staff. This cost proposal is an extension of the June 1993 agreement between the City of Miami Beach and the Miami-Dade Community College, School of Justice and Safety Administration Assessment Center to utilize the existing Metro-Dade Police Department entry-level simulation to evaluate candidates for entry-level police officer positions with Miami Beach Police Department. Given the fact that no current job analysis exists for the position of police officer with the City of Miami Beach, the understandings and assumptions outlined in our October 9, 1992 correspondence to Milton Vickers would again apply (see attached). It is therefore critical that Justice Department approval be obtained to extend the agreement to utilize the process in this manner. We have already received a copy of Metro-Dade Police Department's consent to have their simulation used by your agency. The week of February 14 has been reserved on our schedule for your agency. This time-frame will be held until Thursday, January 20th, pending contractual agreement. Please do not hesitate to contact me should you have questions. -- LO/sp Enclosure PAGE 4 of 8 Sincere~ _ ,,~~ Lorren O:l>liver Associate Director 22 MIAMI BEACH POUCE DEPARTMENT COST PROPOSAL Training Provide 1/2 day of assessor refresher training $ 250.00 Compensate six (6) role players for one refresher training day - $100 per day 600.00 Compensate two (2) role players for up to five (S) performance days at $100 per day (combined). 1,000.00 Candidate Cost $17S per candidate To assess 30-S0 candidates, administer process, monitor and record evaluation, prepare report, provide feedback, etc. $5,250 - $8,750 $7,100 - $10,600 1. Job Analysis $8 ,000 A job analysis will be conducted to assess job content so that knowledge, skills, and abilities and other requisite employee specifications can be identified. A list of critical task statements and their prerequisite knowledge, skills, and abilities (KSA's) will be identified. ll. VaUdation $10, 000 A content validation strategy will be conducted to determine the commlnalities that exist between the critical KS6's derived from the Metro-Dade Police Department job analysis and those derived from the Miami Beach Police Department job analysis. Next, a criterion-referenced predictive validation strategy will be conducted to determine the viability of the assessment center in predicting success in the training academy and also to determine how well the assessment center predicts success on the job. PAGE 5 of 8 23 ~ "Miami-Dade ~ . COMMUNITY COllEGE North Campus October 9, 1992 ,I Milton Vickers, Director Minority Business Development 111 NW 1st Street ste 1710 Miami FL 33128-1975 Dear Mr. vickers: The School of Justice , Safety Administration Assessment Center would be pleased to provide services to the City of Miami Beach, to develop interim testing procedures for entry level police and fire applicants. The Center has an unparalleled depth and breadth of experience in public safety assessment ranging from entry level to executive level positions. The Assessment Center has the experience and resources to develop and implement relevant exercises, evaluate the records, and analyze the necessary data for any Public Safety position. Our testing processes range from content valid written tests tailored for individual agencies to assessment-based oral boards to full scale complex assessment centers using telephones, intercoms, radios, etc. Based on our prior discussions, the immediate task is to formulate interim screening devices for the classifications police officer and firefighter I in the city of Miami Beach. It is our understanding that no current job analyses exist for these classifications. The basic approach will therefore be to implement a procedure on the basis of assumptions acceptable to the court and all other concerned parties. These interim procedures _would be replaced as soon as comprehensive job analyses can be conducted to provide a professionally acceptable basis for the development of validated testing instruments. If one were to compare the prerequisite knowledge, skills and abilities for competent job performance for the entry level police officer or firefigh~er across departments in Dade County, it would be reasonable to expect to find a common core of attributes across departments. These departments provide services in the same geographic area with a core of similarity in the operating conditions, service requirements, and resource base, especially for departments of comparable size. It would further follow that to . the extent that this common core exists, predictors of success at the entry level for a given classification should have acceptable PAGE 6 of 8 24 Milton Vickers, Director Page 2 October 9, 1992 validity across departments. The limitation facing the system is that the criterion validation data required to conduct the type of comparisons suggested above is not presently available. It must be understood that our proposed interim process relies on assumptions of validity generalization (that test validity can be "transported" to a similar environment given essentially the same position). If that assumption is acceptable, our strategy will utilize available entry level police and firefighter job analytic data from other departments in this geographic area (e.g. MOPO, MPO, WPBFO) to provide a start point for test instrument development. The Center will utilize Subject Matter Experts (SMEs) from the respective departments within the City of Miami Beach and from the School of Justice and Safety Administration to review this job analysis data and to provide feedback to maximize applicability for the City of Miami Beach. We will develop test instruments that incorporate the information and judgements obtained in the SHE review process. SMEs will also conduct subsequent reviews of the developed test instruments and related scoring/evaluation protocols before interim implementation. It this interim strategy is acceptable to the court and all other concerned parties, we can proceed wi th more detailed d~scussions of methodology, time frames and related costs. As I am sure you will recall when the Assessment Center was established in 1982, the thinking was that this resource facility would function to serve the testing/evaluation needs of public safety agencies in the area. Since its inception, the center has evaluated over 11,000 individuals for a variety of public safety positions nationwide. MOPD has consistently utilized our center to evaluate candidates for entry level police officer positions and for all promotions to the ranks of Sergeant, Lieutenant and captain. We have assessed over 3400 police officer applicants for that department. It is interesting to note that in a criterion validation study conducted by Pines and Bernadin (1992), our assessment center process for entry level police officer was found to be a more effectiVe predictor of job performance than cognitive ability tests for a sample of police officer candidates from the City of Miami police Department. PAGE 7 of 8 25 Milton Vickers, Director Page 3 October 9, 1992 The Assessment Center would welcome the opportunity to provide services to the City of Miami Beach. I look forward to our meeting I' next Monday. Sincer~, ~~~ Lorren O. Oliver Associate Director SJSA Assessment Center PAGE 8 of 8 26