2007-26483 Reso
RESOLUTION NO. 2007-26483
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 PROPOSALS PURSUANT TO REQUEST FOR PROPOSALS (RFP) NO. 18-
06/07, FOR RETENTION OF CERTIFIED COUNSELORS TO DEVELOP AND DELIVER A
STRUCTURED SOCIAL SKILLS DEVELOPMENT CURRICULUM AT THE SCOTT RAKOW
YOUTH CENTER, FLAMINGO PARK, AND MUSS PARK; AUTHORIZING THE
ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH THE TOP RANKED PROPOSER,
AYUDA; AND SHOULD THE ADMINISTRATION NOT BE SUCCESSFUL IN NEGOTIATING AN
AGREEMENT WITH THE TOP RANKED PROPOSER, AUTHORIZING NEGOTIATIONS WITH
THE SECOND RANKED PROPOSER, FAMILY COUNSELING CENTER; AND FURTHER
AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT UPON
CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION.
WHEREAS, RFP No. 18-06/07 for Retention of Certified Counselors to Develop and Deliver
a Structured Social Skills Development Curriculum at the Scott Rakow Youth Center, Flamingo
Park, and Muss Park (the "RFP") was issued on December 14, 2006, with an opening date of
January 22, 2007; and
WHEREAS, the RFP requested proposals from experienced and qualified contractors for
retention of early childhood quality Certified Counselors that will assist the City in the provision and
development of a structured social skills development curriculum for the City of Miami Beach at the
Scott Rakow Youth Center, Flamingo Park, and Muss Park; and
WHEREAS, a pre-proposal conference was held on January 5, 2007; and
WHEREAS, Bid Net issued bid notices to 1 prospective proposer, RFP Depot issued bid
notices to 18 prospective proposers, and 17 proposers were notified via mail, e-mail, and fax
circulation, which resulted in the receipt of three (3) proposals; and
WHEREAS, the City Manager, via Letter to Commission (LTC) No. 030-2007, appointed an
Evaluation Committee ("the Committee") consisting of the following individuals:
· Margarita Cepeda, Executive Director of Unidad
. Ellen Vargas, Park Facilities Manager, Scott Rakow Youth Center
. Andrew Plotkin, Park Facilities Manager, Flamingo Park
. Leslie Rosenfeld, Organization Development and Training Specialist
. Dennis Bruce, Scott Rakow Advisory Board Chairperson and Resident
. Lizette Lopez, Parks and Recreation Facilities Advisor Board- member and Resident; and
WHEREAS, on February 15, 2007, the Committee convened to rank the proposers; and
WHEREAS, the Committee members were provided with general information on the scope
of services, Performance Evaluation Surveys, and Risk Assessment Plans for all the proposers
being evaluated; and
WHEREAS, the Committee members were provided with presentations from two (2) of the
prospective proposers: (1) Ayuda; (2) Family Counseling Center; and
WHEREAS, P & S Counseling Services, Inc's proposal was received by fax and therefore,
deemed non-responsive; and
WHEREAS, the Committee discussed the proposers' respective qualifications, experience,
and competence, and ranked the firms as follows: (1) Ayuda; (2) Family Counseling Center; and
WHEREAS, the City Manager concurs with the Committee's rankings, and would
recommend that the City Commission authorize the Administration to negotiate with the top ranked
proposer, Ayuda and, if not successful in negotiations with Ayuda, further recommend that the
Administration negotiate with the second ranked proposer, Family Counseling Center; and
WHEREAS, the City Manager would further request that, in the event of successful
negotiations, that the Mayor and City Commission further approve and authorize the Manager and
City Clerk to execute an Agreement with the successful proposer.
NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND 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. 18-06/07, for Retention of Certified Counselors to Develop and Deliver a
Structured Social Skills Development Curriculum at the Scott Rakow Youth Center, Flamingo Park,
and Muss Park; authorize the Administration to enter into negotiations with the top ranked
proposer, Ayuda; and should the Administration not be successful in negotiating an Agreement
with the top ranked proposer, authorize the Administration to negotiate with the second ranked
proposer, Family Counseling Center; and further authorize the Mayor and City Clerk to execute the
Agreement upon conclusion of successful negotiations by the Administration
PASSED AND ADOPTED THIS 14th DAY OF March
2007.
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CITY CLERK ,
Robert Parcher Michael Gongora f
T'IAG EN DA\2007\m. , 140 7\ConsentIRFP-18-06-0J V ice- Mayor on.doc i)'L
APPROVED AS TO
FORM & LANGUAGE
& FOR execuTION
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COMMISSION ITEM SUMMARY
Condensed Title:
Accept the City Manager's Recommendation Pertaining to the Ranking of Proposals Pursuant to Request
For Proposals No.18-06/07, for Certified Counselors to Develop and Deliver a Structured Social Skills
Development Curriculum at the Scott Rakow Youth Center, Flamingo Park, and Muss Park; Authorizing to
Enter Into Negotiations with the Top Ranked proposer, Ayuda; and Should the Administration Not Be
Successful In Negotiating An Agreement with the Top Ranked Proposer, Authorizing to Negotiate with the
Second Ranked Proposer, Family Counseling Center; and Authorizing the Mayor and City Clerk to Execute
an Agreement Upon Conclusion of Successful Neqotiations.
Ke Intended Outcome Su orted:
To Increase Satisfaction With Recreational Programs.
Issue:
I Shall the City Commission approve the City Manager's recommendation?
Item Summary/Recommendation:
On December 6, 2006, the Mayor and City Commission approved the issuance of Request for Proposals
(RFP) No. 18-06/07 for Retention of Certified Counselors to Develop and Deliver a Structured Social Skills
Development Curriculum at the Scott Rakow Youth Center, Flamingo Park, and Muss Park. The RFP
requested proposals from experienced and qualified contractors for retention of early childhood quality
Certified Counselors that will assist the City in the provision and development of a structured social skills
development curriculum for the City of Miami Beach at the Scott Rakow Youth Center, Flamingo Park, and
Muss Park.
The social skills curriculum at the Scott Rakow Youth Center, Flamingo Park and Muss Park will expand
the City's successful curriculum already provided at the North Shore Youth Center.
The City Manager via Letter to Commission (LTC) No. 030-2007, appointed an Evaluation Committee ("the
Committee") that convened on February 15, 2007.
The Committee discussed their individual perceptions of the contractor's qualifications, experience, and
competence, and ranked the firms accordingly. A motion was presented by Ellen Vargas, seconded by
Leslie Rosenfeld, and unanimously approved by all Committee members for Ayuda to be recommended
for potential award of contract.
ACCEPT THE CITY MANAGER'S RECOMMENDATION
Advisory Board Recommendation:
I N/A
Financial Information:
Source of
Funds:
$38,570.00
Parks and Recreation
Expenditure Account No.
011.0950.000355
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MIAMI BEACH
AGENDA ITEM
DATE
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MIAMI BEACH
City of Miami Beach, 1700 Convention Center Drive, Miami Beach, Florida 33139, www.miamibeachn.gov
TO:
FROM:
DATE:
SUBJECT:
COMMISSION MEMORANDUM
Mayor David Dermer and Members of the City Commission
Jorge M. Gonzalez, City Manager ~ ~
March 14,2007 0
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 PROPOSALS PURSUANT TO
REQUEST FOR PROPOSALS (RFP) NO. 18-06/07, FOR RETENTION OF
CERTIFIED COUNSELORS TO DEVELOP AND DELIVER A STRUCTURED
SOCIAL SKILLS DEVELOPMENT CURRICULUM AT THE SCOTT RAKOW
YOUTH CENTER, FLAMINGO PARK, AND MUSS PARK; AUTHORIZING THE
ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH THE TOP RANKED
PROPOSER, AYUDA; AND SHOULD THE ADMINISTRATION NOT BE
SUCCESSFUL IN NEGOTIATING AN AGREEMENT WITH THE TOP RANKED
PROPOSER, AUTHORIZING THE ADMINISTRATION TO NEGOTIATE WITH
THE SECOND RANKED PROPOSER, FAMILY COUNSELING CENTER; AND
FURTHER AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN
AGREEMENT UPON CONCLUSION OF SUCCESSFUL NEGOTIATIONS BYTHE
ADMINISTRATION.
ADMINISTRATION RECOMMENDATION
Adopt the Resolution.
FUNDING
$38,570.00 Parks and Recreation Expenditure Account No. 011.0950.000355
ANAL YSIS
On December 6, 2006, the Mayor and City Commission approved the issuance of Request
for Proposals (RFP) No. 18-06/07 for Retention of Certified Counselors to Develop and
Deliver a Structured Social Skills Development Curriculum at the Scott Rakow Youth Center,
Flamingo Park, and Muss Park.. The RFP requested proposals from experienced and
qualified contractors for retention of early childhood quality Certified Counselors that will
assist the City in the provision and development of a structured social skills development
curriculum for the City of Miami Beach at the Scott Rakow Youth Center, Flamingo Park., and
Muss Park.
The social skills curriculum at the Scott Rakow Youth Center, Flamingo Park and Muss Park
will expand the City's successful curriculum already provided at the North Shore Youth
Center.
Commission Memorandum - RFP-18-06/07
March 14, 2007
Page 2 of 4
The executed agreement will remain in effect for a period of one (1) year. The City of Miami
Beach has the option to renew the contract at its sole discretion for an additional five (5) year
period on a year-to-year basis. Such option will be exercised, if at all, only when it is in the
best interest of the City.
The successful contractor will develop and deliver a structured social skills development
curriculum that emphasizes the importance of age appropriate peer relations,
communication, cooperation, and leadership skills among children and youth. The successful
contractor shall provide counselors to work at Scott Rakow Youth Center SRYC, Flamingo
Park, and Muss Park administering weekly Social Skills Workshops after-school.
RFP No. 18-06/07 was issued on December 14, 2006 with an opening date of January 22,
2007. A pre-proposal conference to provide information to contractors submitting a response
was held on January 5, 2007.
BidNet issued bid notices to 1 prospective proposer, RFP Depot issued bid notices to 18
prospective proposers, and 17 proposers were notified via mail, e-mail, and fax circulation,
which resulted in the receipt of following three (3) proposals:
1. FAMILY COUNSELING CENTER
2. A YUDA
3. P & S COUNSELING SERVICES, INC.
The City Manager via Letter to Commission (LTC) No. 030-2007, appointed an Evaluation
Committee ("the Committee") consisting of the Following individuals:
· Margarita Cepeda, Executive Director of Unidad
. Ellen Vargas, Park Facilities Manager, Scott Rakow Youth Center
. Andrew Plotkin, Park Facilities Manager, Flamingo Park
. Leslie Rosenfeld, Organization Development and Training Specialist
. Dennis Bruce, Scott Rakow Advisory Board Chairperson and Resident
. Lizette Lopez, Parks and Recreation Facilities Advisor Board- member and
Resident
On February 15, 2007, the Committee convened and a quorum was attained. The Committee
unanimously nominated Ellen Vargas as Chair of the Committee.
Julio Magrisso, Parks and Recreation Assistant Director, addressed the Committee and
provided general information on the scope of services. The Committee members were also
provided with Performance Evaluation Surveys and Risk Assessment Plans for all the
proposers being evaluated. The Committee members were also provided with presentations
by two (2) of the prospective proposers: (1) Ayuda; (2) Family Counseling Center.
P & S Counseling Services, Inc's proposal was received by fax at 12:38 p.m. on January 22,
2007. Pursuant to Section I, subsection "D" of the RFP, no facsimile or e-mail responses will
be considered. Therefore, P & S Counseling Services' proposal was deemed non-
responsive and was not requested to present for the Evaluation Committee.
The following Evaluation Criteria was used to evaluate and rank the groups or individuals:
1. Qualifications of the Group or individual or Team (15 points).
2. Qualifications of the Individuals (20 points).
3. Risk Assessment Plan for ensuring quality of work (20 points).
Commission Memorandum - RFP-18-06/07
March 14, 2007
Page 3 of 4
4. Past performances based on number and quality of the Performance Evaluation
Surveys (20 points).
5. Interview of Group or individual personnel (15 points).
6. Fee proposal (10 points).
The method of ranking the groups and individuals utilized by the Committee was the
following: The group individuals with more than 50% of the Committee Members' first-place
votes will be deemed the top-ranked contractor; subsequent contractors or contractors not
receiving the majority of the Committee Member's first-place votes will be ranked based on
the total low aggregate ranked score.
The Committee discussed their individual perceptions of the contractor's qualifications,
experience, and competence, and ranked the firms accordingly. A motion was presented by
Ellen Vargas, seconded by Leslie Rosenfeld, and unanimously approved by all Committee
members for Ayuda to be recommended for potential award of contract. The final scoring
was as follows:
Andrew
Plotkin
Leslie
Rosenfeld
Dennis
Bruce
LizzeUe
Lo ez
LOW
AGGREGATE
TOTALS TOTALS
FAMILY COUNSELING
CENTER
AYUDA
405
513
11
7
FAMILY COUNSELING CENTER
AYUDA
5
5
1
FINAL RANKING ORDER
1. AYUDA
2. FAMILY COUNSELING CENTER
In addition to the ranking recommendation, based on information obtained during the
presentations of the proposers, the Committee also suggested the following points be
discussed and considered when negotiating the agreement:
. Parks and Recreation Department will schedule weekly communication sessions with
recommended vendor in order to build on existing program and improve as time goes
on.
. Parental approval shall be obtained beforehand. Parents should be involved and be
aware of what is being discussed during the social skills component.
. Assessment survey shall be given to parents and children during and after the
program.
Commission Memorandum - RFP-18-06/07
March 14, 2007
Page 4 of 4
. During anger management sessions, it is recommended for the children to solely
engage on discussion about the ideas and not the reasons behind the anger.
. No discussion about politics or religion would be encouraged.
. Increment more physical activity into the program and limit the time spent on the
"meta physical" aspects proposed such as Yoga or Aura.
CONCLUSION
The Administration recommends that the Mayor and City Commission accept the
recommendation of the City Manager pertaining to the ranking of proposals pursuant to
Request for Proposals (RFP) No. 18-06/07, for Certified Counselors to Develop and Deliver a
Structured Social Skills Development Curriculum at the Scott Rakow Youth Center, Flamingo
Park, and Muss Park. Authorize the Administration to enter into negotiations with the top
ranked proposer, Ayuda; and should the Administration not be successful in negotiating an
agreement with the top ranked proposer, authorizing the Administration to negotiate with the
second ranked proposer Family Counseling Center; and further Authorize the Mayor and City
Clerk to execute agreement upon conclusion of successful negotiation by the Administration.
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