HomeMy WebLinkAbout2005-26063 Reso RESOLUTION NO. 200.5-26063
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY
MANAGER PERTAINING TO THE RANKING OF THE PROPOSALS RECEIVED
PURSUANT TO REQUEST FOR PROPOSALS (RFP) NO. 07-04/05, TO PROVIDE
TESTING SERVICES/PROGRAMS TO DETERMINE QUALIFIED APPLICANTS
FOR POLICE AND FIRE ENTRY LEVEL AND CLASSIFIED PROMOTIONAL
CLASSIFICATIONS, (BASE PROPOSAL) AND; 2) PROVIDE CONSULTATION
SERVICES (ALTERNATE PROPOSAL) FOR THE SWORN AND NON-SWORN
POSITIONS FOR JOB ANALYSIS RESULTS DEVELOPED ENTRY LEVEL AND
PROMOTIONAL TESTS, SCORING, MINIMUM REQUIREMENTS FOR JOBS,
AND BACKGROUND TESTS REQUIREMENTS; AUTHORIZING THE
ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH THE TOP RANKED
FIRM OF DAVID SANTISTEBAN, PH.D FOR THE BASE PROPOSAL; AND
SHOULD THE ADMINISTRATION BE UNSUCCESSFUL IN NEGOTIATING WITH
DAVID SANTISTEBAN, PH.D, AUTHORIZING THE ADMINISTRATION TO ENTER
INTO NEGOTIATIONS WITH THE SECOND RANKED FIRM OF BARRETT &
ASSOCIATES, INC.; AND AUTHORIZING THE ADMINISTRATION TO ENTER
INTO NEGOTIATIONS WITH THE TOP RANKED FIRM OF DAVID
SANTISTEBAN, PH.D FOR THE ALTERNATE PROPOSAL (CONSULTATION
SERVICES); AND SHOULD THE ADMINISTRATION BE UNSUCCESSFUL IN
NEGOTIATING WITH DAVID SANTISTEBAN, PH.D, AUTHORIZING THE
ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH THE SECOND
RANKED FIRM OF CPS HUMAN RESOURCE SERVICES; AND FURTHER
AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN
AGREEMENT(S) UPON COMPLETION OF SUCCESSFUL NEGOTIATIONS BY
THE ADMINISTRATION FOR THE BASE AND ALTERNATE PROPOSALS IN THE
ESTIMATED ANNUAL AMOUNT OF $108,737.
WHEREAS, on January 12, 2005, the Mayor and City Commission authorized the issuance
of a Request for Proposal (RFP) to solicit proposals from a professional service provider to conduct
testing programs to determine qualified applicants for both the Police and Fire Departments for the
City of Miami Beach; and
WHEREAS, the RFP requested base proposals (testing programs) from firms for entry
level and promotional classifications for the following:
Police Certified - (Entry Level) ·
Police Non-Certified - (Entry Level) ·
Firefighter I Certified - (Entry Level) ·
Firefighter ! Non-Certified - (Entry Level) ·
·
Police Sergeant- (Promotional)
Police Lieutenant- (Promotional)
Firefighter II- (Promotional)
Fire Lieutenant- (Promotional)
Fire Captain - (Promotional); and
WHEREAS, the RFP also requested alternate proposals to provide consultation services
in the following areas:
* Job Analysis
* Scoring
* Background test'requirements
* Revision of job descriptions
* Police/Fire entry level and promotional testing
* Any and all relevant technical and procedural
assistance with all teSting; and
WHEREAS, RFP No. 07-04/05 was issued on March 1,2005, with an opening date of April
8, 2005; and
WHEREAS, three (3) base proposals and three (3) alternate proposals were received in
response to the RFP, by the following firms:
* Barrett & Associates, Inc. (Base Proposal only)
* CPS Human Resource Services (Base & Alternate Proposals)
* David Santisteban, Ph.D. (Base & Alternate Proposals)
* Ergometrics & Applied Personnel Research, Inc. (Alternate Proposal only); and
WHEREAS, an Evaluation Committee was appointed by the City Manager via Letter to
Commission (LTC) No. 103-2005, consisting of the following individuals:
* Marjorie Adler, Director of Human Resources, City of Coral Gables - Chairperson
* Ed Del Favero, Assistant Fire Chief, City of Miami Beach
* Bonni Geier, Human Resources Specialist, City of Miami Beach
* Pat Schneider, Assistant Police Chief, City of Miami Beach; and
WHEREAS, on July 19, 2005, the Committee convened and discussed the proposals, and the
RFP evaluation criteria and weighted score, which was used to evaluate and rank the proposals; and
WHEREAS, on October 14, 2005, the Committee reconvened to analyze clarifications submitted
by the three (3) Firm's relative to the base proposal cost breakdowns which resulted in three of the
four Committee members ranked David Santisteban, Ph.D. as the top-ranked Firm for the Base and
Alternate Proposals; and
WHEREAS, the City Manager has reviewed the Evaluation Committee's recommendation, and
recommends that the Mayor and City Commission accept the Committee's recommendation, relative
to the ranking of firms pursuant to RFP No. 07-04/05.
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 accept the
recommendation of the City Manager and hereby authorize the Administration to enter into
negotiations pursuant to RFP No. 07-04/05, to Provide Testing Services/Programs to Determine
Qualified Applicants for Police and Fire Entry Level and Classified Promotional Classifications, (Base
Proposal) and; 2) Provide Consultation Services (Alternate Proposal) for the Sworn and Non-Sworn
Positions for Job Analysis Results Developed Entry Level and Promotional Tests, Scoring, Minimum
Requirements for Jobs, and Background Tests Requirements with the top-ranked firm of David
Santisteban, Ph.D for the Base Proposal; and should the Administration be unsuccessful in
negotiating with David Santisteban, Ph.D; authorizing the Administration to negotiate with the second-
ranked firm of Barrett and Associates, Inc.; and authorizing the Administration to enter into
negotiations with the top-ranked firm of David Santisteban, Ph.D for the Alternate Proposal
(Consultation Services); and should the Administration be unsuccessful in negotiating with David
Santisteban, Ph.D; authorizing the Administration to negotiate with the second-ranked firm of CPS
Human Resource Services; and further authorizing the Mayor and City Clerk to execute an
Agreement(s) uPon the successful negotiations by the Admir)j
Proposals in the estimated annual amount of $108,737. /
/
PASSED and ADOPTED this 7th daYof/T~,~
nfor the Base and Alternate
,2005.
~ APPROVED AS TO
& FOR EXECUTION
~ITYCLERK Robert Parcher
T:V~GENOA~005\Dec0705\Consent\RFP07-04-05-Police and Fire Testing-RES~_.:'.~City ~{;:'ne
:t~x{~ Date
Condensed Title:
COMMISSION ITEM SUMMARY
A Resolution to Accept the City Manager's Recommendation Relative to the Ranking of Proposals
Pursuant to Request for Proposals (RFP) No. 07-04/05 to Provide Testing Services/Programs to
Determine Qualified Applicants for Police and Fire Entry Level and Classified Promotional Classifications,
(Base Proposal) and; 2) Provide Consultation Services (Alternate Proposal)for the Sworn and Non-Sworn
Positions for Job Analysis Results Developed Entry Level and Promotional Tests, Scoring, Minimum
Requirements for Jobs, and Background Tests Requirements and Authorizing the Mayor and City Clerk to
Execute a Professional Service Agreement with David Santisteban, Ph.D.
Key Intended Outcome Supported:
I Attract and maintain a quality workforce.
Issue:
Shall the City Commission adopt the Resolution?
Item Summary/Recommendation:
On January 12, 2005, the City Commission authorized the issuance of a Request for Proposal (RFP) to solicit
proposals from a professional service provider to conduct testing programs to determine qualified applicants for both
the Police and Fire Departments for the City of Miami Beach.
The City is seeking to enter into a new two (2) year Agreement, with two (2) additional two (2) year renewal options,
not to exceed a total of a six (6) year Agreement.
RFP No, 07-04~05 was issued on March 1,2005, with an opening date of April 8, 2005, which resulted in the receipt
of the following four (4) firms submitting proposals:
* Barrett & Associates, Inc. (Base Proposal only)
* CPS Human Resource Services (Base & Alternate proposals)
* David Santisteban, Ph.D (Base & Alternate Proposals)
* Ergometrics'& Applied Personnel Research,.Inc. (Alternate Proposal only)
The City Manager via Letter to Commission (LTC) No. 103-2005, appointed an Evaluation Committee (the
"Committee"). On July 19, 2005, the Committee convened and was provided information relative to the scope of
services and reviewed references secured by the Procurement staff and discussed the RFP evaluation criteria. The
Committee agreed that in order to evaluate the three (3) Base Proposals accurately, that each Firm submit a Cost
Breakdown based on 500 applicants for the Entry Level and a Cost Breakdown based on 100 applicants for the
Promotional Classifications.
On October 14, 2005, the Committee reconvened to discuss and evaluate the proposed fee/compensation
clarifications submitted. The Committee then conducted a question and answer session with the Firms via
telecommunications. As a result three of the four Committee members ranked the current service provider, David
Santisteban, Ph.D. as the top-ranked Firm for the Base and Alternate Proposals.
ADOPT THE RESOLUTION
Advisory Board Recommendation:
[ N/A
Financial Information:
Source of Amount Account Approved
Funds) 1 $73,000 011.1210.000312
OI~P ~ Total $108,737
Financial Impact Summary:
City Clerk's Office Legislative Tracking:
Mayra Buttacavoli
Sign-Offs:.
I Dep~,~ment Director Assistant City Manager
I' GL ~,, MDB'~.
T:~AGE~A~05\Dec0705\Consent\RFP07-04-05Polico and Fire testing-SUMMARY1 .doc
City Manager
JMG ~
MIAMIBEACH
AGENDA ITEM
DATE
M IAMiBEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachfl.gov
COMMISSION MEMORANDUM
TO:
FROM:
DATE:
SUBJECT:
Mayor David Dermer and Members of the/City Commission
City Manager Jorge M. Gonzalez . _~J'
December 7, 2005 ~
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF
MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE
CITY MANAGER PERTAINING TO THE RANKING OF THE PROPOSALS
RECEIVED PURSUANT TO REQUEST FOR PROPOSALS (RFP) NO. 07-
04~05, TO PROVIDE TESTING SERVlCESlPROGRAMS TO DETERMINE
QUALIFIED APPLICANTS FOR POLICE AND FIRE ENTRY LEVEL AND
CLASSIFIED PROMOTIONAL CLASSIFICATIONS, (BASE PROPOSAL)
AND; 2) PROVIDE CONSULTATION SERVICES (ALTERNATE
PROPOSAL) FOR THE SWORN AND NON-SWORN POSITIONS FOR JOB
ANALYSIS RESULTS DEVELOPED, ENTRY LEVEL AND PROMOTIONAL
TESTS, SCORING, MINIMUM REQUIREMENTS FOR JOBS, AND
BACKGROUND TESTS REQUIREMENTS; AUTHORIZING THE
ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH THE TOP
RANKED FIRM OF DAVID SANTISTEBAN, PH.D FOR THE BASE
PROPOSAL; AND SHOULD THE ADMINISTRATION BE UNSUCCESSFUL IN
NEGOTIATING WITH DAVID SANTISTEBAN, PH.D, AUTHORIZING THE
ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH THE SECOND
RANKED FIRM OF BARRETT & ASSOCIATES, INC.; AND
AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS
WITH THE TOP RANKED FIRM OF DAVID SANTISTEBAN, PH.D FOR THE
ALTERNATE PROPOSAL (CONSULTATION SERVICES); AND SHOULD THE
ADMINISTRATION BE UNSUCCESSFUL IN NEGOTIATING WITH DAVID
SANTISTEBAN, PH.D, AUTHORIZING THE ADMINISTRATION TO ENTER
INTO NEGOTIATIONS WITH THE SECOND RANKED FIRM OF CPS HUMAN
RESOURCE SERVICES; AND FURTHER AUTHORIZING THE MAYOR AND
CITY CLERK TO EXECUTE AN AGREEMENT(S) UPON COMPLETION OF
SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION FOR THE BASE
AND ALTERNATE PROPOSALS IN THE ESTIMATED ANNUAL AMOUNT OF
$108,737.
ADMINISTRATION RECOMMEN DATON:
Adopt the Resolution.
ANALYSIS:
On March 28, 2001, the Mayor and City Commission Authorized the Administration to enter
into negotiations with David Santisteban, Ph.D to provide services to develop, validate,
administer, score, report and review testing programs to determine qualified applicants for
Police and Fire entry level and classified promotional classifications.
Commission Memorandum
RFP 07-04/05
December 7, 2005
Page 2 of 16
ANALYSIS Continued):
The Administration successfully negotiated a professional services agreement with David
Santisteban, Ph.D. The agreement was effective March 28, 2001, for a one-year period, with
options up to four (4) additional one-year renewal periods. All four (4) renewal options were
exercised. This Agreement expires on March 27, 2006, with no further options for renewal.
The City of Miami Beach ("the City") is now seeking to enter into an agreement with a
professional service provider to provide services to develop, validate, administer, score,
report and review testing programs to determine qualified applicants for police and fire entry
level and classified promotional classifications; and/or 2) provide consultation services for
the sworn and non-sworn positions for job analysis results developed, entry level and
promotional tests, scoring, minimum requirements for jobs, and background tests
requirements.
The City is seeking to enter into a new two (2) year Agreement, with two (2) additional two
(2) year renewal options, not to exceed a total of a six (6) year Agreement with a
professional service provider ("the Provider'').
Am
GENERAL- REQUIREMENTS:
BASE PROPOSAL:
For Police and Fire Classifications:
Police and Fire:
· Police Certified - (Entry Level)
· Police Non-Certified - (Entry Level)
· Firefighter I Certified - (Entry Level)
· Firefighter I Non-Certified - (Entry Level)
· Police Sergeant- (Promotional)
· Police Lieutenant- (Promotional)
· Firefighter II- (Promotional)
· Fire Lieutenant- (Promotional)
· Fire Captain - (Promotional)
.
,
.
o
Conduct a thorough job analysis for all testing, validation of process.
Revise job descriptions and recommend any changes based on the job
analysis.
Construct physical ability, behavioral assessment center., written tests, oral
tests, or other appropriate selection devices.
Administration of any/all portions of the testing process.
Score and analyze results, respond to challenges, cutting point, ordered
register of results.
Develop and recommend method of final selection and any other processes.
Documentation, follow-up, and general services.
Commission Memorandum
RFP 07-04/05
December 7, 2005
Page 3 of 16
ANALYSIS Continued):
ALTERNATE PROPOSAL:
Provide Consultation Services in the following areas:
,
2.
3.
4.
5.
6.
Job Analysis
Police and Fire entry level and promotional testing
Scoring
Revision of job descriptions
Background test requirements
Any and all relevant technical and procedural assistance with all testing
a.
GENERAL - TIMETABLE
All necessary job analysis, validation, examinations, etc., must be completed to produce
an ordered register of results according to the following timetable for the City:
1. Entry level Police Officer- Every one to two years
2. Entry level Firefighter- Every one to two years
3. Promotional Police - Every two years
4. Promotional Fire - Every two years
Gl
JOB FUNCTION REQUIREMENTS:
PERFORM FUNCTION (BASE PROPOSAL) AND/OR PROVIDE
CONSULTATION SERVICES (ALTERNATE PROPOSAL) RELATING TO THE
FOLLOWING CATEGORIES
CONDUCT A THOROUGH JOB ANALYSIS FOR ALL TESTING.
ao
bo
Develop and conduct job analysis under conditions which assure adequacy and
accuracy of the research and results.
Gather and analyze existing pertinent data regarding the classification,
including, but not limited to: last job analysis, existing job specifications, etc.
Co
Identify, define, and analyze the tasks and work behaviors, especially the
important and/or critical tasks and work behaviors required for successful
performance constituting most of the job, and their relative importance, and if
the behaviors results in a work product, analyze the work products.
d.
Identify and document each Knowledge, Skill, and Ability (KSA) necessary as a
prerequisite to perform critical and/or important work behaviors, including the
identification and documentation of the "Essential Job Functions" per
Americans with Disabilities Act (ADA) guidelines.
Commission Memorandum
RFP 07-04/05
December 7, 2005
Page 4 of 16
ANALYSIS Continued):
e,
Operationally define each KSA and the relationship between each KSA and
each work behavior as well as the method used to determine this relationship.
Identify and define the important and/or critical prerequisite KSAs or behaviors
to be measured or sampled by the selection devices and recommend minimum
qualifications for application acceptance.
g,
Prepare complete detailed report documenting entire process including, but not
limited to, all methodologies, rationales, procedures, and findings of job
analysis.
Bi
REVISE JOB DESCRIPTIONS
Based upon the job analysis, revise the current job specifications including the
following sections: Nature of Work; Illustrative Examples of Essential Duties;
Knowledge, Skills, and Abilities; Minimum Requirements; Physical
Requirements; Supervision Received; and Supervision Exercised. Note
"Essential Job Functions" per ADA.
El
CONSTRUCT WRITTEN TEST (if applicable)
.
Recommendation as to whether or not a written test should be part of the
testing process for Police or Fire testing.
.
Ensure that no person(s), other than those designated by the City
Manager, shall have access to any information regarding the test, test'
items, test development materials, test answers, or any related materials.
,
Ensure that the test items have not been used and will not be used in
whole nor in part by any other past, present, or future client or any other
agency or individual without express written agreement between the City
and the Consultant.
,
Ensure that there is no substantial similarity between any of the items
developed for these, classifications and the items on any other
examination prepared for the City without express written agreement
between the City and the Consultant.
o
Give title of the test and all items to the City to be used by the City in any
manner without any additional charge and prevent use by any other
agency or individual.
,
Construct the test of at least 100 items - the format to be agreed to by the
city.
Commission Memorandum
RFP 07-04/05
December 7, 2005
Page 5 of 16
ANALYSIS Continued):
.
Develop test items for each Knowledge, Skills and Ability (KSA) area and
document that the items are an adequate and representative sample of
the KSA content area to be measured, ensuring complete coverage of all
major elements of each KSA content area.
o
Develop items which will discriminate among applicants' levels of
competency.
o
Avoid redundancy and confounding of measurement by ensuring that
each item measures one specific area.
10.
Review and edit items to insure freedom from misspelling or grammatical,
typographical, or other errors and freedom of ethnic, gender, or other bias
and to insure that all items are properly prepared in accordance with
accepted testing criteria, are reliable and valid, are directly related to
performance of the job, and are reasonable and defensible.
11.
Provide written soume documentation linking each item with the
appropriate KSA, noting source of attribution and the page and paragraph
number or the equivalent to page and paragraph number.
12. Print and deliver sufficient copies of each Written Test.
13.
Coordinate and administer Written Test process including site selection,
scheduling and payment. If possible, the City will provide meeting/testing
rooms if available.
14. Score the answer sheets.
15. Return answer sheets to the City.
16.
Evaluate the test statistics and item analyses provided by the City and
perform and evaluate adverse impact calculations and any additional
analysis, as the firm deems appropriate.
17. Develop a form to be used for applicant challenges.
18. Review and respond in writing to each applicant challenge, including
justification of correct response.
19. Delete any items warranted based on evaluation of test statistics, item
analyses, and applicant challenges.
20. Determine appropriate cutting point (or passing score).
Commission Memorandum
RFP 07-04/05
December 7, 2005
Page 6 of 16
ANALYSIS Continued):
21. Prepare final scoring key and perform final scoring.
22. Provide the City with a register of the final results of each participant.
23. Validate the entire selection process.
Fi
CONSTRUCT AND ADMINISTER BEHAVIORAL ASSESSMENT CENTER-
PROMOTIONAL POLICE AND FIRE ONLY.
.
Ensure that no person(s), other than those designated by the City
Manager, shall have access to any information regarding the behavioral
assessment exercises, concepts, development materials,
response/performance guidelines, or any related materials.
.
Ensure that the behavioral assessment exercises have not been used and
will not be used in whole nor in part by any other past, present, or future
client or any other agency or individual without express written agreement
between the City and the Consultant.
.
Construct the behavioral assessment Center - the nature of which to be
determined by the job analysis and agreed to by the City.
.
Develop desired performance/responses for each behavioral assessment
exercise and/or standards/criteria.
.
Review and edit written behavioral assessment exercise materials to
insure freedom from misspelling or grammatical, typographical, or other
errors and freedom from ethnic, gender, or other bias.
6. Validate the Behavioral Assessment Center.
,
Provide orientation sessions for all candidates including guidelines and
descriptions of Behavioral Assessment Center process.
.
Provide and operate videotape and equipment (and backup) so that each
participant is videotaped during non-written behavioral assessment
exercises.
.
Print and deliver sufficient copies of each behavioral assessment
exercise.
Commission Memorandum
RFP 07-04/05
December 7, 2005
Page 7 of 16
ANALYSIS Continued):
10.
Coordinate and administer Behavioral Assessment Center process
including site selection, scheduling and payment. If possible, the City will
provide meeting/testing rooms if available.
11.
Select, provide lodging and transportation for, and train assessors per
behavioral assessment exercise. Schedule assessors for videotape and
written exercise evaluation.
12. Determine apPropriate Behavioral Assessment Center passing score.
13.
Provide the City with a register of the final results including overall score
for each participant.
14. Provide one-on-one feedback upon request to each participant.
15. Develop a form to be used for applicant challenges.
16.
Review and respond in writing to each applicant challenge, including
justification of response.
17.
Give title of the Behavioral Assessment Center and all exercises to the
City to be used by the City in any manner without any additional charge
and prevent use by any other agency or individual.
CONSTRUCT PHYSICAL ABILITY, BEHAVIORAL ASSESSMENT CENTER,
ORAL TESTS, OR OTHER APPROPRIATE SELECTION DEVICES - ENTRY
LEVEL POLICE AND FIRE ONLY.
.
Recommendation needs to be made as to what testing or selection
devices should be required for entry level testing. Testing options should
be considered separately for Police Certified, Police Non-Certified,
Firefighter I Certified, and Firefighter I Non-Certified. The City is open to
all recommendations, based upon the job analysis conducted for future
testing procedures.
,
Develop, administer, analyze, interpret results, and validate such other
appropriate structured selection devices based upon the job analysis.
.
Ensure that no person(s), other than those designated by the City
Manager, shall have access to any information regarding the selection
device, the selection device items, development materials, desired
performance/responses/answers, or any related materials.
Commission Memorandum
RFP 07-04/05
December 7, 2005
Page 8 of 16
ANALYSIS Continued):
,
Ensure that the test items have not been used and will not be used in
whole nor in part by any other past, present, or future client or any other
agency or individual without express written agreement between the City
and the Consultant.
o
Construct the selection devices with weights in proportion to the relative
importance of KSAs or behaviors to be sampled or measured as
determined by the job analysis.
.
Develop selection device components for each KSA or behavioral content
area and document that the components are an adequate and
representative sample of the KSA or behavioral content area to be
measured or sampled, ensuring complete coverage of all major elements
of each KSA or behavioral content area.
,
Develop components which will discriminate among applicants' levels of
competency and which would differentiate among levels of job
performance.
8. Avoid redundancy and confounding of measurement.
,
Review and edit items to insure freedom from misspelling or grammatical,
typographical, or other errors and freedom of ethnic, gender, or other bias
and to insure that all items are properly prepared in accordance with
accepted testing criteria, are reliable and valid, are directly related to
performance of the job, and are reasonable and defensible.
10.
Provide written documentation linking each component with the
appropriate KSA or job behavior.
11.
Develop desired performance/responses for each component and/or
standards/criteria and a form by which performance is to be evaluated,
scored, analyzed, and interpreted.
12. Print and deliver sufficient copies of the selection devices.
13.
If used, develop methods by which selection device raters will be
evaluated and selected.
14.
If raters are used, develop and administer rater training and facilitate and
monitor administration of selection device.
15.
Produce and evaluate descriptive selection device statistics and analyses
including adverse impact statistics.
Commission Memorandum
RFP 07-04/05
December 7, 2005
Page 9 of 16
ANALYSIS Continued):
16. Review and respond in writing to each applicant challenge, including
justification of correct (desired) performance/response.
17. Determine appropriate cutting point (or passing score).
18.
Provide the City with an ordered register of the selection device results of
each participant.
19.
Prepare complete detailed report documenting entire process including,
but not limited to, all methodologies, rationales, and procedures.
Hi
DEVELOP AND RECOMMEND METHOD OF FINAL SELECTION AND ANY
OTHER PROCESSES.
,
Prepare written recommendation as to the method(s) of referring qualified
candidates from the Eligible List to the Appointing Authority for interview,
consideration and selection. Recommendation would include number of
candidates to be referred, flexible or set number of candidates, banding of
scores, etc., with appropriate supporting rationale and criteria.
,
Prepare and provide written recommendation of methodology and
procedures for making final selections from among qualified candidates.
.
Prepare written recommendations on any additional processes and
guidelines as are required or advised, such as background investigation,
drug use history, polygraph, psychological and/or psychiatric evaluations,
etc.
DOCUMENTATION, FOLLOW-UP, AND GENERAL SERVICES.
Task A -
Document, prepare comprehensive monthly progress and final
reports, and provide copies to the City of all materials,
methodologies, individuals involved, and steps utilized to provide
these services as well as a copy of all data obtained.
Task B -
Document that the selection devices are valid and reliable
measurement instruments and that acceptable and defensible
statistical and other methods were applied.
Task C-
Prepare documentation and testimony to appear in court or before
any regulatory authorities or bodies and provide testimony as an
expert witness in conjunction with any challenges, appeals, suits,
or grievances which might arise from providing the proposed
services.
Commission Memorandum
RFP 07-04/05
December 7, 2005
Page 10 of 16
ANALYSIS Continued):
Task D - General Services
.
Remain available on an as-needed basis to answer any questions
or clarify or interpret the results of any individual's results.
.
Provide supplemental written material and training to City
personnel to facilitate the use of the Behavioral Assessment
Center results and reports.
.
Defend and/or represent the City and testify on the City's behalf if
any claims or allegations are made regarding the services
provided including, but not limited to, the validity of the test battery
or evaluation methods or results.
.
Maintain all raw test results and notes with respect to each
individual evaluated for the time period set forth in Florida records
retention or other applicable laws or as specified by the City,
whichever is greater.
.
Research and investigate to insure that all tests, procedures,
results, and interpretations are valid, reliable, cross-cultural, and
legally defensible for the purposes used.
.
Submit a report summarizing evaluation and test results, including
an analysis by ethnicity/race, gender, and age showing adverse
impact, if any, of each component and of entire selection process
and giving recommendations for future reduction of any adverse
impact.
,
Document that the entire selection process is valid and meets all
required criteria.
Ji
CITY PROVIDED SERVICES:
Provide copies of the existing job analyses, job description, and other
information requested.
,
Coordinate subject matter expert and other meetings involving City
employees, coordinate distribution and return of employee questionnaires,
and contact candidates regarding scheduling.
3. If possible, the City will provide meeting/testing rooms if available.
Commission Memorandum
RFP 07-04/05
December 7, 2005
Page 11 of 16
ANALYSIS Continued):
4. THE HUMAN RESOURCES DIRECTOR SHALL:
Designate a professional City employee in the Human Resources
Department as a contact and resource person for the firm.
RFP PROCESS
On January 12, 2005, the City Commission authorized the issuance of a Request for
Proposal (RFP) to solicit proposals from a professional service provider to conduct testing
programs to determine qualified applicants for both the Police and Fire Departments for the
City of Miami Beach.
RFP No, 07-04/05 was issued on March 1, 2005, with an opening date of April 8, 2005. A
pre-proposal conference was held on March 11, 2005. BidNet issued bid notices to 70
prospective proposers, with the City's Human Resources Department and Procurement
Division supplementing with an additional twelve (12) prospective proposers. This resulted in
eight (8) proposers requesting RFP packages, which resulted in the receipt of the following
four (4) firms submitting proposals:
* Barrett & Associates, Inc. (Base Proposal only)
* CPS Human Resource Services (Base & Alternate Proposals)
* David Santisteban, Ph.D (Base & Alternate Proposals)
* Ergometrics & Applied Personnel Research, Inc. (Alternate Proposal only)
The City Manager, via Letter to Commission (LTC) No. 103-2005, appointed an Evaluation
Committee (the "Committee") consisting of the following individuals:
* Marjorie Adler, Director of Human Resources, City of Coral Gables - Chairperson
* Ed Del Favero, Assistant Fire Chief, City of Miami Beach
* Bonni Geier, Human Resources Specialist, City of Miami Beach
* Pat Schneider, Assistant Police Chief, City of Miami Beach
On July 19, 2005, the Committee convened and was provided information relative to the
scope of services, and given direction relative to the Cone of Silence and Govemment in the
Sunshine Law. Additionally, the Committee reviewed references secured by the
Procurement staff and discussed the RFP evaluation criteria and weighted score, which was
used to evaluate and rank the proposals.
Commission Memorandum
RFP 07-04/05
December 7, 2005
Page 12 of 16
ANALYSIS Continued):
The Committee asked that the Procurement Division request clarifications relative to the
Proposed Fee/Compensation (criteria) contained in the three (3) Base Proposals. The
Committee agreed that in order to evaluate the Base Proposals accurately, that each Firm
submit a Cost Breakdown based on 500 applicants for the Entry Level and a Cost
Breakdown based on 100 applicants for the Promotional Classifications.
On October 14, 2005, the Committee reconvened to discuss and evaluate the proposed
fee/compensation clarifications submitted. The Committee then conducted a question and
answer session with the Firms via telecommunications with three of the four Committee
members ranking David Santisteban, Ph.D. as the top-ranked Firm for the Base and
Alternate Proposals based on the evaluation criteria below:
Evaluation Criteria/Factors:
Wei_~ht
Qualifications and Experience of the ProposedSubcontractors:
Methodology and Approach:
Proposed Fee/Compensation:
References:
Total
3O %
25%
35%
10%
100 %
BASE PROPOSAL:
COMMITTEE
MEMBER
David
Santisteban, Ph.D
Barrett & Assoc.
CPS Human
Resource Services
Marjorie Adler 85 (2) 82 (3) 93 (1)
Ed Del Favero 90 (1) 85 (2) 75 (3)
Bonni Geier 95 (1) 95 (1) 82 (3)
Pat Schneider 100 (1) 90 (2) 90 (2)
Totals: (5) = #1 (8) = #2 (9) = #3
ALTERNATE PROPOSAL:
COMMITTEE
MEMBER
David
Santisteban, Ph.D
CPS Human
Resource Services
Ergometrics & Applied
Personnel Research
Totals: (5) = #1 (7) = #2 (12) = #3
Marjorie Adler 85 (2) 90 (1) 70 (3)
Ed Del Favero 90 (1) 75 (2) 70 (3)
Bonni Geier 95 (1) 83 (2) 82 (3)
Pat Schneider 100 (1) 90 (2) 75 (3)
Commission Memorandum
RFP 07-04/05
December 7, 2005
Page 13 of 16
ANALYSIS Continued):
Why David Santisteban, Ph.D ?
The Committee members agreed that David Santisteban, Ph.D provided the lowest and best
proposed fee for the required scope of services of approximately $217,475 for the initial two
(2) year term for the Base Proposal. For the Alternate Proposal his proposed fee is an
estimated amount of $46,300 for the initial two (2) year term, based on a fee of $70.00 per
hour for off-site consultation and $90.00 per hour for on-site consultation. He is the current
service provider for the Base Proposal and therefore would only be required to revise what is
currently in place whereas the other Firm's would have to start the process from the
beginning and would incur a substantial start up cost. David Santisteban, Ph.D. recently
(May '05 until Dec '05) completed entry level (218 applicants) and promotional testing (25
Lieutenant and 82 Sergeant applicants) for the Police Department. No grievances or
adverse impact charges were made throughout the process.
SUMMARY OF PROPOSED FEES:
Base Proposal:
David Santisteban, Ph.D: $217,475
CPS Human Resource Services: $359,745
Barrett & Associates: $519,322
Alternate Proposal:
David Santisteban, Ph.D: $46,300 (based on a total of 430 hours @ $70.001hr off-site
and 180 hours @ $90.00/hr for on-site consultation.
CPS Human Resource Services: All consultation fees based on $175.00/hr.
Ergometrics & Applied Personnel Research: $192,800.
Note: The City's Human Resources Department may negotiate additional services with
David Santisteban, Ph.D to provide similar services (i.e. job analysis, testing,
consultation services, etc.) for other job classifications within the City.
David Santisteban, Ph.D will provide methodology underlying the proposed scope of work
based on a content validity model of test development that call for extensive documentation
of major knowledge, skills, and abilities (KSAs) through a job analysis and adequate
sampling of such KSAs though the selection/promotional instruments.
Commission Memorandum
RFP 07-04/05
December 7, 2005
Page 14 of 16
ANALYSIS Continued):
The proposed methodologies conform to professional and legal standards as outlined in the
American Psychological Association's (^P^) Standards on Education and Psychological
Tests, the APA's Division of Industrial/Organizational Psychology Principles on the
Validation and Use of Personal Selection Procedures, the Uniform Guidelines on Employee
Selection, and the Americans with Disabilities Act (ADA). This integration of standards will
result in a product that will not only be valid and reliable, but that will withstand legal
challenges, and increase the likelihood of acceptance by candidates in the police and fire
services.
David Santisteban, Ph.D has successfully used this service delivery model for the last 20
years with countless projects and different municipalities, including the City of Miami Beach
Police and Fire Departments. He has been very successful in defending these
methodologies. The methodologies proposed represent the state-of-the- art in the field of
employment testing and validation. This is reflected in his successful completion of projects
in collaboration with the Department of Justice professional and legal experts.
The proposed job analysis methodology was developed in collaboration with the Department
of Justice. This methodology was also upheld in the last litigation against the City of Miami
Beach (International Association of Fire Fighters, Local 1510 Plaintiffs v. City of Miami
Beach, Florida, Defendant, No. 020307-06399-3, 020320-07156-3, 01-02609). Arbitration
award to defendant (City of Miami Beach).
Experience of the Proposer in Entry Level and Promotional Police and Fire
Testing:
Ao
Miami-Dade County
For the last 20 years, David Santisteban, Ph.D has served as the internal consultant
in the areas of job analysis, test development, and validation for the Fire, Police, and
Corrections Departments. He has provided technical assistance and expert witness
testimony in a number of cases with outstanding results.
B. City of Coral Gables
For the last 17 years, David Santisteban, Ph.D has provided test development, and
validation services to the Fire and Police Departments. These services have
included job analysis and development and validation of selection and promotional
procedures (written tests, and behavioral assessments).
Currently, David Santisteban, Ph.D provides job analysis and development and
validation of promotional tests for the Fire Department, including Fire Lieutenant, Fire
Captain, and Fire Battalion Commander.
Commission Memorandum
RFP 07-04/05
December 7, 2005
Page 15 of 16
ANALYSIS Continued):
C. City of Hialeah
David Santisteban, Ph.D has recently completed a project for the City of Hialeah in
the development and validation of selection procedures for the Police Officer and
Firefighter classifications. This project was conducted under a consent decree and in
collaboration with the Department of Justice legal and testing experts.
D. City of Miami Beach
For the last 16 years, David Santisteban, Ph.D has provided the scope of services
requested in this RFP. Additionally, he has completed a project with the City in the
development and validation of selection procedures for Police Officers and
Firefighters. This project was conducted as part of a consent decree and included a
close working relationship with the Department of Justice, which oversaw the
development and completion of the entire project.
Other Entities Served:
Law Firm of Muller Mintz, P.A.
Pizza Hut Inc.
Walgreen Corporation
Home Depot
Other factors considered in the recommendation of David Santisteban, Ph.D is that he is the
only local Firm, with his office located in Coral Gables which makes him easily accessible.
His background with the City of Miami Beach is extensive. He has worked/performed well
with the City relative to improving the overall processes over the past 16 years and has also
provided excellent services on the current 5 year contract for the same scope of services.
David Santisteban, Ph.D is an independent consultant that submitted both the Base and
Alternate Proposal. In his proposal however, he proposes should the City want to consider a
transitional model, whereby the Base Proposal is awarded for the initial two (2) year period,
the City may want to take over most, if not all of the functions after that period of time, in
essence transitioning into the Alternate Proposal, that he would agree to those provisions of
the Agreement. The Transitional Model would allow the City time to identify staff and
resources that can be committed to this project. The designated staff can then begin to work
with David Santisteban, Ph.D during the Base Proposal period and be ready to assume
most, if not all of the functions by the end of the two (2) year Agreement.
Recommended Items to Negotiate:
* Recommend that David Santisteban, Ph.D conduct on-going discussions with the City's
Human Resources Director to determine whether the current testing methods being
provided meet or exceed current industry standards and/or should he consider revisions
whereby he may improve upon the current testing models and processes.
Commission Memorandum
RFP 07-04/05
December 7, 2005
Page 16 of 16
CONCLUSION
The Administration recommends approval of the attached Resolution accepting the
recommendation of the City Manager pursuant to Request for Proposals (RFP) No. 07-04/05
to Provide Testing Services/Programs to Determine Qualifies Applicants for Police and Fire
Entry Level and Classified Promotional Classifications, (Base Proposal) and; 2) Provide
Consultation Services (Alternate Proposal) for the Sworn and Non-Swom Positions for Job
Analysis Results Developed, Entry Level and Promotional Tests, Scoring, Minimum
Requirements for Jobs, and Background Tests Requirements; authorizing the
Administration to enter into negotiations with the top-ranked firm of David Santisteban, Ph.D
for the Base Proposal; and should the Administration be unsuccessful in negotiating with
David Santisteban, Ph.D; authorizing the Administration to negotiate with the second-ranked
firm of Barrett and Associates, Inc.; and authorizing the Administration to enter into
negotiations with the top-ranked firm of David Santisteban, Ph.D for the Alternate Proposal
(Consultation Services); and should the Administration be unsuccessful in negotiating with
David Santisteban, Ph.D; authorizing the Administration to negotiate with the second-ranked
firm of CPS Human Resource Services; and further authorizing the Mayor and City Clerk to
execute an Agreement(s) upon the successful negotiations by the Administration for the
Base and Alternate Proposals in the estimated annual amount of $108,737.
T:V~GENDA~2005\Dec0705\Consent\RFP07-04-05Police and Fire Testing-MEMO.doc