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2000-23857 RESO RESOLUTION NO. 2000-23857 A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, APPROVING THE FOURTH AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY AND BURROUGHS AND ROCKHILL, INC., FOR BEHAVIORAL ASSESSMENT TEST DEVELOPMENT, VALIDATION, AND ADMINISTRATION FOR SERGEANT AND LIEUTENANT OF POLICE; SAID AMENDMENT EXTENDING THE AGREEMENT TO INCLUDE ADMINISTERING, SCORING, AND REPORTING THE RESULTS OF THE PREVIOUSLY DEVELOPED POLICE OFFICER BEHAVIORAL ASSESSMENT PHASE TEST FOR AN ADDITIONAL 150 POLICE OFFICER APPLICANTS, IN AN AMOUNT NOT TO EXCEED $37,225; AND FURTHER AUTHORIZING THE CITY MANAGER TO EXERCISE THE OPTION OF EXTENDING SAID AGREEMENT, IN AN AMOUNT NOT TO EXCEED $40,200, TO TEST UP TO 150 ADDITIONAL APPLICANTS. WHEREAS, the City entered into a Professional Services Agreement with Burroughs and Rockhill, Inc. (Consultant) as the top ranked proposer, in response to RFP No. 140-94/95 for development, validation, and administration of a Behavioral Assessment Phase (BAP) test for the Sergeant and Lieutenant of Police Classifications; and WHEREAS, it was necessary for the City to develop, validate, and administer new customized tests for entry-level police officer applicants; accordingly, on May 16, 1996, the City issued RFP No. 103-95/96 for assessment center development and validation for Sergeant and Lieutenant of Police, expanding the contract to include assessment center-type test development and validation for police officer/trainee; and WHEREAS, there was only one response to RFP No. 103-95/96, and the one proposal submitted was rejected by the Mayor and City Commission because the proposer did not submit the required documents, and did not provide the required price breakdown and discounts; and WHEREAS, the Consultant is considered to be an expert and has extensive experience in developing, administering, and validating BAP tests for uniformed positions, including police; and WHEREAS, through separate competitive bidding processes, the Consultant was the top- ranked proposer and entered into Agreements with the City: On October 25, 1995, for BAP development, validation, and administration for Sergeant and Lieutenant of Police (RFP No. 140- 94/95); and on June 19, 1996, for Fire Lieutenant and Captain (RFP No. 81-95/96); and WHEREAS, the Consultant successfully developed, validated, administered, and reported the results of BAP tests to two groups of Sergeant and Lieutenant applicants and to one group of Fire Lieutenant and Fire Captain applicants; and WHEREAS, on July 17, 1996, the Mayor and City Commission approved the First Amendment to the Sergeant and Lieutenant Agreement, to include developing and validating a BAP for City of Miami Beach entry-level police officers; and WHEREAS, after the Consultant developed the police officer BAP, on May 7, 1997, the Mayor and City Commission approved the Second Amendment to the Sergeant and Lieutenant assessment for the Consultant to develop procedures and administer, score, and report the results of this entry-level police officer BAP to the first group of applicants; and WHEREAS, the police officer test development, validation, and administration were in accordance with the Consent Decree, developed in conjunction with the Department of Justice, and approved by the Court; and this helped to insure the administration oflawful, fair, job-related selection procedures, and to protect the City against further litigation; and WHEREAS, the Consultant has already administered the police officer BAP test to over 500 police officer applicants; and WHEREAS, on September 22, 1999, the Mayor and City Commission approved a Third Amendment to the original agreement, to expedite the testing and hiring of more certified police officers in 1999 to fill existing vacancies and administer the BAP to an additional 125 applicants; and WHEREAS, in order to meet the continuing need to fill existing and future police officer vacancies, the City is beginning a new recruitment for both certified and non-certified officers and wishes to test an additional 150 applicants; and WHEREAS, the Consultant is able to expedite all BAP testing by administering the BAP for police officers for the next recruitment; and WHEREAS, the City has been pleased with the results of the BAP tests, and with the applicants hired and promoted as a result; and WHEREAS, the Consultant has continued to work with the City to develop the most cost effective quality tests possible: the cost of the Sergeant and Lieutenant services was $124,900 for the 1995 process; reduced by 32% (down to $85,000) for the 1997 process; and reduced by 50% (down to $63,736) for the 1999 process. NOW, THEREFORE, BE IT DULY RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, that the Mayor and City Commission herein authorize the Mayor and the City Clerk to execute a Fourth Amendment to the Professional Services Agreement between the City and Burroughs and Rockhill, Inc., for Assessment Center development, validation, and administration for Sergeant and Lieutenant of Police; said Amendment extending the Agreement to include administering, scoring, and reporting the results of the previously developed Police Officer Behavioral Assessment Phase test for an additional 150 Police Officer applicants, in an amount not to exceed $37,225; and further authorizing the City Manager to exercise the option of extending said Agreement, in an amount not to exceed $40,200, to test up to 150 additional applicants. PASSED AND ADOPTED this 12tl:tlay of April , 2000. ATTEST: WLttt PGUd~ CITY CLERK ~11 MAYOR LG F:\HUMA\$ALL \COMM.RES\BRIOOPR. WPD APPROVED AS TO FORrA & LANGUAGE & FOR EXECUTtON 1if:~Yf&!L 3:: -oz) CITY OF MIAMI BEACH CITY HALL 1700 CONVENTION CENTER DRIVE MIAMI BEACH, FLORIDA 33139 http:\\ci.miami-beach.f1.us COMMISSION MEMORANDUM NO. 2./0 -bO TO: Mayor Neisen o. Kasdin and Members of the City Commission DATE: April 12, 2000 FROM: Lawrence A. Levy ~ City Manager SUBJECT: A RESOLUTION APPROVING THE FOURTH AMENDMENT TO THE PROFESSIONAL SERVICE AGREEMENT BETWEEN THE OTY OF MIAMI BEACH AND BURROUGHS AND ROCKHILL, INC., FOR BEHAVIORAL ASSESSMENT TEST DEVELOPMENT, VALIDATION, AND ADMINISTRATION FOR SERGEANT AND LIEUTENANT OF POLICE; SAID AMENDMENT EXTENDING THE AGREEMENT TO INCLUDE ADMINISTERING, SCORING, AND REPORTING THE RESULTS OF THE PREVIOUSLY DEVELOPED POLICE OFFICER BEHAVIORAL ASSESSMENT PHASE TEST FOR AN ADDITIONAL 150 POLICE OFFICER APPLICANTS, IN AN AMOUNT NOT TO EXCEED $37,225, AND AUTHORIZING THE CITY MANAGER TO EXEROSE THE OYfION OF EXTENDING SAID AGREEMENT, IN AN AMOUNT NOT TO EXCEED $40,200, TO TEST UP TO 150 ADDITIONAL APPLICANTS. ADMINISTRA TION RECOMMENDATION: Adopt the Resolution. CONTRACT AMOUNT AND FUNDING: Extension is not to exceed $37,225, with an option for the City Manager to extend the Agreement up to $40,200 for 150 additional applicants. Funds in the amount of$37,225 are available from the Police Department's Professional Services budget. The $40,200 is proposed to be funded in the next fiscal year. ANALYSIS: The City needed to develop, validate, and administer new customized selection procedures for entry- level Police Officer applicants. In May 1996, the City issued Request for Proposals ("RFP") No. 103- 95/96 to 16 professional test development firms to develop, administer, and validate a Behavioral Assessment Phase (BAP) Test for City of Miami Beach Police Officers. The Commission rejected the only proposal since the Proposer did not submit the required documents and did not provide the required cost breakdown and discounts. F:IHUMA\$ALL\COMM-MEM\BRIOOPFM.WPD AGENDA ITEM DATE C,O 'l- \ /--00 FIRST AMENDMENT: The Mayor and City Commission approved the First Amendment to the Sergeant and Lieutenant Agreement to include developing and validating a BAP for City of Miami Beach Police Officers. Through the separate competitive bidding procedures, the City had previously entered into Professional Service Agreements with Burroughs and Rockhill, Inc. as top-ranked proposer. In October 1995, the City contracted with Burroughs and Rockhill for Assessment Center Development, Validation, and Administration for Sergeant and Lieutenant of Police (RFP NO. 140- 94/95), and, in June 1996, for Fire Lieutenant and Captain (RFP NO. 81-95/96). SECOND AMENDMENT: After the Consultant developed and validated the Police Officer BAP, the Commission approved the Second Amendment for the Consultant to develop procedures and administer, score, and report the results of the BAP to the first group of applicants. THIRD AMENDMENT: The City needed to test and hire more certified Police Officers to fill existing vacancies and wished to administer this BAP to an additional 125 applicants, and the Commission further authorized the City Manager to extend the contract to test an additional 175 applicants. The City needs to update both the certified and non-certified eligible lists for Police Officers, as these lists are virtually exhausted. To expedite the testing and hiring process, the City wishes to test a total of325 applicants (125 certified and 200 non-certified) through the BAP administration. This includes the 175 applicants previously approved, and an additional 150 applicants, for a total of 325. COSTS The Consultant has continued to work with the City to develop the most cost effective quality test possible. · The cost ofthe Sergeant and Lieutenant of Police services was $124,900 for the 1995 process, reduced by 32% (down to $85,000) for the 1997 process. The Consultant has now reduced the original price by 50%, down to $63,736. · The cost of the Fire Lieutenant and Captain services was $68,500 for the 1996 processes. The Consultant has maintained this price even though the cost of administration has risen since then (eg., travel, payment to role players, video equipment rental, etc.). · The cost per applicant has been reduced by 6% from the 1999 cost for the entry level Police Officer testing process. The price per applicant will be guaranteed for the year 2000 regardless of the number of applicants that need to be tested. The City Commission approved, in September 1999, an expenditure of$49,875 to process 175 applicants, this proposal will cover the cost for an additional 150 applicants for a total of325. · The reduction and stability in cost is partially due to the use of the Structured Response Tactical and Administrative part of all of the Police and Fire promotional tests, for which the Consultant is "sole source". F:\HUMA \$ALL \COMM.rvtEM\BRIOOPFM. WPD HIGHLIGHTS TO SUPPORT USE OF CURRENT CONSULTANT, include that this Consultant: · was top ranked bidder on previous RFPs · is sole source for the cost effective Structured Response Tactical and Administrative part of the test · already developed, validated, administered, and reported the results of BAP Tests to two groups of Sergeant and Lieutenant applicants and to one group of Fire Lieutenant and Fire Captain applicants · has already developed and validated the customized BAP specifically for Miami Beach Police Officer applicants · has already administered this BAP to over 500 Police Officer applicants · will be more cost effective than starting over with a new consultant to develop a new test and develop new administration procedures (Consultant has reduced cost by 56%) · will be more cost effective due to Consultant's extensive knowledge of the City of Miami Beach and its classifications · will be more time efficient by providing a Police Officer hiring list by July 30, 2000 · worked under the Consent Decree, in conjunction with the Department of Justice, and with the approval of the court (this includes all methodologies of test development and procedures of administration) · will help to protect the City against future litigation - there have been NO grievances or litigation with the City involving any work performed by the Consultant · is a recognized expert in this field with extensive experience · has pleased the City with the results of the Police Officer and the Police and Fire promotional BAP Tests and with the Police Officer applicants hired and with the promotional applicants promoted as a result ACTIVITIES THAT THE CONSULTANT WILL BE ENGAGED IN FOR THIS YEAR'S TESTING: 1. Coordinate site planning and set-up with Human Resources 2. Prepare ORSE and role play exercise schedules for candidates and provide schedules to Human Resources 3. Obtain video and audio equipment and tapes 4. Obtain, train, and compensate role players 5. Administer Behavioral Assessment Phase exercises to candidates 6. Obtain, train and compensate assessors 7. Conduct assessment of audio and video tapes 8. Compile, analyze, and report results for candidates to Human Resources 9. Prepare and submit a project update report. CONCLUSION: Adminiition recommends that the Resolution be adopted. V\b tl'f LAL:MG: :LG F:\HUMA \$ALL \COMM-MEMlBRIIlOPFM. WPD FOURTH AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT BETWEEN THE CITY OF MIAMI BEACH AND BURROUGHS AND ROCKHILL, INC., FOR ASSESSMENT CENTER DEVELOPMENT , VALIDATION, AND ADMINISTRATION FOR SERGEANT AND LIEUTEANT OF POLICE -r~ h "1 THIS FOURTH AMENDMENT made this 12--. day of ~ I. , 2000, by and between the CITY OF MIAMI BEACH, a Florida municipal corporation, (hereinafter called the "City"), which term shall include its officials, successors, legal representatives, and assigns, and BURROUGHS AND ROCKHILL, INCORPORATED, (hereinafter called the "Consultant") . 1. The City and Consultant are parties to a Professional Services Agreement, dated October 25, 1995, for BAP development, validation and administration for Sergeant and Lieutenant of Police and on June 19, 1996 for Fire Lieutenant and Captain. 2. The City and consultant wi she to amend said Professional Services Agreement to include: a. Administering, scoring, and reporting the results of the Behavioral Assessment Phase (BAP) to include an additional 150 police officer applicants, in an amount not to exceed $37,225. b. Authorize the City Manager to exercise the option of extending said Agreement, in an amount not to exceed $40,200, to test up 150 additional police officer applicants, provided they are tested in the Year 2000, as long as at least 100 applicants are scheduled. 3. All other terms and conditions of the Agreement shall remain unchanged and in full force and effect. IN WITNESS WHEREOF, the parties hereto have caused this Extension to be executed by their appropriate officials, as of the date first entered above. CITY OF MIAMI BEACH, FLORIDA ATTEST: By: ~tJ' PtLl(~L- CITY CLERK By: 1d) MAYOR ATTEST: BURROUGHS AND ROCKHILL, INC. :$: L./:2ktrf{l Presi ent By: 7i!omAJ- L fJdCkI-I/LL V ~ Print Name and Title / By: ~, C c Secretary LG F:\HUMA\$ALL\CONTRACT\BRIOOPC. WPD APPROVED AS 10 FORM & LANGUAGE & fOR EXECUTtON .i-IL iItt~{tl~ ''5-21-07/ ('if)f Pdt~'may Date