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HomeMy WebLinkAbout2005-25950 ResoRESOLUTION NO. 2005-2~950 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER PERTAINING TO THE RANKING OF ORGANIZATIONS PURSUANT TO REQUEST FOR PROPOSALS (RFP) NO. 12-04105 FOR THE ADMINISTRATION AND MANAGEMENT OF THE CITY OF MIAMI BEACH LOG CABIN TRAINING CENTER; AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH THE TOP RANKED ORGANIZATION OF SUNRISE COMMUNITY, INC.; AND FURTHER AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT UPON THE COMPLETION OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION. WHEREAS, the Log Cabin Training Center (Center) was founded by the City of Miami Beach in 1983 to provide vocational training services to developmentally disabled clients; and WHEREAS, the Center operates from a City-owned building at 8128 Collins Avenue that features three classrooms, kitchen and support offices; and WHEREAS, the Center currently employs one full-time City employee and seven full-time contractors to operate five days a week, from 8am to 4pm, in addition to off-site services available 24 hours per day, seven days per week; and WHEREAS, the Center's primary current source of funding is Medicaid waiver fees; and WHEREAS, the Center provides goal-specific programming tailored to the needs of its clients through the development of Individual Program Plans that are updated annually and address vocational and life skills attainment; and WHEREAS, the City is seeking a not-for-profit or for-profit organization to assume the administration and management of the Center and its various programs; and WHEREAS, the City desires to maintain the existing programming and services, as well as the current staff; and WHEREAS, the City, through the Request for Proposals (RFP) process, intends for the program to be maintained in its current state but will not be the direct service provider; and WHEREAS, this item was discussed at the October 13, 2004 Neighborhoods/Community Affairs Committee and the Committee unanimously approved moving forward with the RFP; and WHEREAS, on January 12, 2005, the City Commission authorized the issuance of an RFP for the administration and management of the City of Miami Beach Log Cabin Training Center; and WHEREAS, on March 11, 2005, RFP No. 12-04/05 was issued and notices sent to over 28 firms or organizations; and WHEREAS, the RFP resulted in the receipt of four proposals from: Association for the Development of the Exceptional, Inc. (ADE); Association for Retarded Citizens, South Florida (ARC); Miami Beach Vocational Training Center, Inc. (MBVTC); and Sunrise Community, Inc. (Sunrise); and WHEREAS, on May 3, 2005, the City Manager via Letter to Commission No. 116-2005 appointed an Evaluation Committee (the "Committee"), consisting of the following individuals: 1) Lisa Friedman-Chavez, District Coordinator, FL Department of Children & Families 2) Samuel Epstein - Caregiver/Parent of Existing Client 3) Elizabeth Regalado - Alliance for Human Services 4) Christian Valenzuela - Unike Support Services 5) Howard Kaufman - Resident, CMB 6) Deborah Ruggiero- Resident, CMB 7) Felix Munoz- Resident, CMB 8) Max Sklar- Director of Tourism and Cultural Development, CMB 9) Jimmy McMillion - Special Projects Coordinator, Neighborhood Services, CMB; and WHEREAS, Wilma Johnson, Support Coordinator; and Steven Ray, owner of Consumer Opportunities, Inc. were selected as alternates for the previously appointed Committee members who indicated a conflict of interest; and WHEREAS, the Committee convened on June 7, 2005, and was provided with an overview of the project, information relative to the City's Cone of Silence Ordinance, the Government in the Sunshine Law, and the evaluation criteria; and WHEREAS, the Committee then listened proposers as well as engaged in a question presenters; and to presentations from the four and answer session with the WHEREAS, the Evaluation Committee scored the four organizations based on the following criteria, as outlined in the RFP, for a maximum possible total of 100%: · Qualifications of the Proposer - 25% · Past Performance- 25% · Methodology and Approach- 25% · Proposed Fee/Compensation- 20% · Absorption of All Existing Staff- 5%; and WHEREAS, the Committee then scored and ranked the firms a follows: I COMMITTEE ADE ADE ARC ARC MBVTC MBVTC SUNRISE SUNRISE MEMBER SCORE RANKING SCORE RANKING SCORE RANKING SCORE RANKING WILMA JOHNSON 98 '~ST 70 3RD 30 4TM 95 2ND HOWARD KAUFMAN 55 3RD 55 4TM 85 1 ST 64 2ND STEVEN RAY 70 3RD 45 2ND 35 4TM 80 1sT ELIZABETH REGALADO 72 3RD 75 2ND 45 4TM 95 1ST DEBORAH RUGGIERO 66 3RD 68 2ND 14 4TM 100 1ST MAX SKLAR 83 2ND 69 3RD 40 4TM 94 1ST ; and WHEREAS in addition to the scores and rankings indicating such, the Committee reached a consensus that Sunrise was the first choice out of the four organizations; and WHEREAS, due to there being no clear second choice, the Committee voted and unanimously decided not to recommend a second-ranked organization; and WHEREAS, the City Manager concurs with the Committee's recommendation. NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND THE CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission hereby accept the recommendation of the City Manager pertaining to the ranking of proposals pursuant to Request for Proposals (RFP) No. 12-04/05, for the Administration and Management of the City of Miami Beach Log Cabin Training Center, and authorize the Administration to enter into negotiations with the top ranked firm of Sunrise Community, Inc., and further authorize the Mayor and City Clerk to execute an agreement, upon the completion of successful negotiations by the Administration. ,//] / PASSED and ADOPTED this 6~:h__.~__ day of .~ . ~I'AYO R David Definer CITY CLERK w Robert Parcher T:~AGENDA~005\Jul0605\Consent\LogCabinReso.doc APPROVED AS TO FORM & LANGUAGE & FOR EXECUTION Condensed Title: CITY OF MIAMI BEACH COMMISSION ITEM SUMMARY IA Resolution Accepting the City Manager's Recommendation Pertaining to the Ranking of Organizations for the Log Cabin Training Center Authorizing the Administration to Enter into Negotiations, and Authorizing the Mayor and City Clerk to Execute an Agreement for the Administration and Management of the City of Miami Beach Log Cabin Training Center. Issue: Shall the Commission Adopt the Resolution? Item Summar~lRecommendation: Request for Proposals (RFP) No. 12-0~f/05 was issued on March 11, 2005 for the Administration and Management of the City of Miami Beach Log Cabin Training Center, as authorized by the City Commission. The City Administration believes that direct services such as these are best provided by community-based organizations with the appropriate infrastructure, experience and internal resources to properly manage new state-mandated standards. Responsive proposals were received from the Association for the Development of the Exceptional, Inc. (ADE); Association for Retarded Citizens, South Florida (ARC); and Miami Beach Vocational Training Center, Inc. (MBV-I-C); and Sunrise Community, Inc. (Sunrise). An Evaluation Committee appointed by the City Manager reviewed the proposals, listened to presentations from the Proposers, engaged in question and answer sessions with each of the proposers, then scored and ranked the four proposals. The Committee reached a consensus that Sunrise was the first choice out of the four organizations. The organization holds all required certifications and is in compliance with regulations. In the most recent Developmental Disabilities Collaborative Outcomes Review and Enhancement Review protocol (Delmarva) survey, Sunrise scored a rare 100% in each category of Core Assurances, Transportation, Adult Day Training, Supported Living and Supported Employment. This survey is the result of a state inspection to ensure compliance to State of Florida law with respect to the provision of Medicaid-waiver services. Sunrise is offering to pay a monthly fee of $500, with no additional charges to City. The Committee discussed whether to choose a second ranked organization, in the event negotiations with the top ranked firm were unsuccessful. Due to there being no clear second choice, the Committee voted and unanimously decided not to recommend a second ranked organization. ADOPT THE RESOLUTION. Advisory Board Recommendation: Financial Information: Source of Amount Account Approved Funds: No charge to the City. Sunrise would assume the $0.00 administrative operations of the existing Log Cabin Training Center and pay a monthly fee of $500 to the City. Finance Dept Total City Clerk's Office Legislative Tracking: lGus Lopez, ext. 6641 Sign-Offs: Dei~?~lent Director ~sistant~ci.~. anagerlC FO~- Jk~'~/~4''/ C~3~.~anager T:~AGEND,~005\Ju162005\ConsentLogCabinSummary.doc ~ AGENDA ITEM DATE 7-~'~-- CITY OF MIAMI BEACH CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139 www.miamibeachfl.gov COMMISSION MEMORANDUM To: From: Subject: Mayor David Dermer and Date: July 6, 2005 Members of the City Commission Jorge U. Gonzalez~,~"~ M~ City Manager,.~ ~- A RESOLUTION OF THE ION OF THE CITY OF MIAMI BEACH, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER PERTAINING TO THE RANKING OF ORGANIZATIONS PURSUANT TO REQUEST FOR PROPOSALS (RFP) NO. 12-04/05 FOR THE ADMINISTRATION AND MANAGEMENT OF THE CITY OF MIAMI BEACH LOG CABIN TRAINING CENTER; AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH THE TOP RANKED ORGANIZATION OF SUNRISE COMMUNITY, INC.; AND FURTHER AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT UPON THE COMPLETION OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION. ADMINISTRATIVE RECOMMENDATION Adopt the Resolution. ANALYSIS The Log Cabin Training Center was founded by the City of Miami Beach in 1983 to provide vocational training services to developmentally disabled clients. The Center houses three programs: · Adult Day Training (ADT) - vocational skills training · Supported Employment (SE) - vocational support services for mainstream employment · Supported Independent Living (SlL)- support services for those transitioning from group/family care to independent living The Center operates from a City-owned building at 8128 Collins Avenue that features three classrooms, kitchen and support offices. The Center currently employs one full-time City employee and seven full-time contractors to operate five days a week from 8am to 4pm in addition to off-site services available 24 hours per day, seven days per week (for SE and SIL clients). Its primary current source of funding is Medicaid-waiver fees. The Center provides goal-specific programming tailored to the needs of its clients through the development of Individual Program Plans that are updated annually and address vocational and life skills attainment. The Center has an established symbiotic relationship with the Log Cabin Enterprises, Inc./Log Cabin Nursery. The Nursery is a 501(c)3 organization that operates a sheltered worksite for the Center's developmentally disabled clients. The Nursery shares use of the City-owned property on which it is located with the Center. The Center and Nursery have had a Memorandum of Understanding that delineates a partnership agreement utilizing the Nursery as a sheltered worksite for ADT, SE and SIL clients. Commission Memo RFP 12-04/05- The Administration and Management of the City of Miami Beach Log Cabin Training Center July 6, 2005 Page 2 of 4 The City Administration believes that direct services such as these are best provided by community-based organizations with the appropriate infrastructure, experience and internal resources to properly manage new state-mandated standards. The City is seeking a not-for-profit or for-profit organization to assume the administration and management of the Log Cabin Training Center and its various programs. As a rule, these types of programs are usually run at the regional level by a regional governmental entity such as Miami-Dade County or a not-for-profit or for-profit agency rather than municipal entities. The City desires to maintain the existing programming and services as well as the current staff. The scope of services includes criteria to ensure that the City secures an organization with extensive experience in delivering services to the developmentally disabled, as well as the appropriate state and local licenses. The City, through the Request for Proposals (RFP) process, intends for the program to be maintained in its current state but will not be the direct service provider. This item was discussed at the October 13, 2004 Neighborhood J/Community Affairs Committee and the committee unanimously approved moving forward with the RFP. On January 12, 2005, the City Commission authorized the issuance of an RFP for the administration and management of the City of Miami Beach Log Cabin Training Center. RFP PROCESS On February 1,2005 RFP No. 04-04/05 was issued and notices sent to over 17 firms or organizations, which resulted in the receipt of one late proposal, received after the cut-off time, and therefore retumed to the proposer. On March 11,2005 the RFP was re-issued as No. 12-04/05 and notices sent to over 28 firms or organizations, which resulted in the receipt of four proposals from the following organizations: Association for the Development of the Exceptional, Inc. (ADE) Association for Retarded Citizens, South Florida (ARC) Miami Beach Vocational Training Center, Inc. (MBVTC) Sunrise Community, Inc. (Sunrise) On May 3, 2005, the City Manager via Letter to Commission No. 116-2005 appointed an Evaluation Committee (the "Committee"), consisting of the following individuals: 1. Lisa Friedman-Chavez, District Coordinator, FL Department of Children & Families 2. Samuel Epstein - Caregiver/Parent of Existing Client 3. Elizabeth Regalado - Alliance for Human Services 4. Christian Valenzuela - Unike Support Services 5. Howard Kaufman- Resident, CMB 6. Deborah Ruggiero- Resident, CMB 7. Felix Munoz- Resident, CMB 8. Max Sklar- Director of Tourism and Cultural Development, CMB 9. Jimmy McMillion - Special Projects Coordinator, Neighborhood Services, CMB Max Sklar was appointed the Chair of the Committee. Commission Memo RFP f2-04/05- The Administration and Management of the City of Miami Beach Log Cabin Training Center July 6, 2005 Page 3 of 4 Lisa Friedman-Chavez and Christian Valenzuela stated conflicts of interest upon being notified of the meeting. Wilma Johnson, Support Coordinator; and Steven Ray, owner of Consumer Opportunities, Inc. were selected as alternates for the previously appointed Committee members. Felix Munoz was not able to participate due to schedule conflicts. The Committee convened on June 7, 2005 and was provided with an overview of the project, information relative to the City's Cone of Silence Ordinance, the Government in the Sunshine Law, and the evaluation criteria. The Committee then listened to presentations from the four proposers. After each presentation, the Committee engaged in a question and answer session with the presenters. Upon completion of the presentations, the Committee deliberated each of the proposals and the corresponding organization's presentation. ADE's proposal indicated they have no current SIL (Supported Independent Living) component in place, which was deemed by the Committee to be an important aspect of the current program. ADE had also been through significant financial difficulties which began turning around three years ago. The organization is now solvent under the current Executive Director, who was appointed in July 2002. ADE's proposal has made no specific commitment to absorbing the existing Log Cabin Training Center staff, indicating these individuals would be allowed to compete for the positions when they were advertised. ARC's proposal and presentation indicated good methodology and approach to the project, which included a charge to the City of $100,000 for the first year of operation as the program was transitioned. Charges for follow-on years were not fully determined. ARC is willing to give priodty to existing Log Cabin Training Center staff in hiring for the transition. MBVTC was created by current employees on contract with the Log Cabin Training Center. While the staff is dedicated, sensitive to the needs of the clients, and has a demonstrated knowledge of the daily operations, the proposal lacked a viable business plan for an organization with no past history. The proposal for running the organization relied heavily on pre-bono services and employing existing clients of the center. MBV'I'C staff currently lack the certifications required by the State of Florida as a Medicaid - waiver provider and the appropriate licenses. Sunrise was founded 40 years ago and has an established history of successful operations. The organization holds all required certifications and is in compliance with regulations. In the most recent Developmental Disabilities Collaborative Outcomes Review and Enhancement Review protocol (Delmarva) survey, Sundse scored a rare 100% in each category of Core Assurances, Transportation, Adult Day Training, Supported Living and Supported Employment. This survey is the result of a state inspection to ensure compliance to State of Florida law with respect to the provision of Medicaid-waiver services. In addition to past performances, Sundse's proposal included detailed methodology and approach to this project including willingness to be flexible. Sunrise is offering to pay a monthly fee of $500, with no additional charges to City. The proposal gives priority to hiring existing Log Cabin Training Center Staff, provided they pass the background screening currently in place at Sunrise. Commission Memo RFP 12-04/05- The Administration and Management of the City of Miami Beach Log Cabin Training Center July 6, 2005 Page 4 of 4 The Committee was instructed to rank and score each proposal pursuant to the evaluation criteria established in the RFP, which was as follows (total possible 100 points): Evaluation Criteria/Factors Wei,qht · Qualifications of the Proposer · Past Performance · Methodology and Approach · Proposed Fee/Compensation · Absorption of All Existing Staff 25% 25% 25% 20% 5% The Committee then scored and ranked the firms as follows: COMMITTEE ADE ADE ARC ARC MBVTC MBVTC SUNRISE SUNRISE MEMBER SCORE RANKING SCORE RANKING SCORE RANKING SCORE RANKING WILMA JOHNSON 98 1sT 70 3RD 30 4TM 95 2ND HOWARD KAUFMAN 55 3RD 55 4TM 85 1sT 64 2ND STEVEN RAY *70 '3RD *45 '2ND 35 4TM 80 1sT El 17A_R_ISTH REGALADO 72 3R° 75 2ND 45 4TM 95 1sT 'DEBORAH RUGGIERO 66 3RD 68 2ND 14 4TM 100 1ST MAX SKLAR 83 2ND 69 3RD 40 4TM 94 1sT *Although Committee Member Steven Ray scored ADE higher than ARC, he believed that ARC should be ranked higher. In addition to the scores and rankings indicating such, the Committee reached a consensus that Sundse was the first choice out of the four organizations. The Committee discussed whether to choose a second ranked organization, in the event negotiations with the top ranked firm were unsuccessful. Due to there being no clear second choice, the Committee voted and unanimously decided not to recommend a second-ranked organization. Not only was there a wide gap between the top-ranked and any potential second-ranked organization, but the Committee also believes there will not be any issues with the Administration entedng into an agreement with Sundse. CONCLUSION The Administration recommends that the Mayor and City Commission approve the attached resolution, which recommends the acceptance of the ranking of the organizations and authorizes the Administration to enter into negotiations with the top- ranked organization of Sunrise Community, Inc.; and further authorizing the Mayor and City Clerk to execute an agreement upon the completion of successful negotiations by the Administration. T:~AGENDA~2005~Jul0605\Consent~-ogCabinMemo.doc