HomeMy WebLinkAboutR-03-0947J-03-750
09/09/03 03- 9 4'7
RESOLUTION NO.
A RESOLUTION OF THE MIAMI CITY COMMISSION,
WITH ATTACHMENT(S), ACCEPTING THE
RECOMMENDATION OF THE CITY MANAGER,
APPROVING THE FINDINGS OF THE EVALUATION
COMMITTEE, PURSUANT TO REQUEST FOR PROPOSALS
("RFP") NO. 02-03-094, THAT THE MOST
QUALIFIED FIRMS TO PROVIDE AND ADMINISTER
THE PROMOTIONAL EXAMINATION PROCESSES FOR
THE CLASSIFICATIONS OF FIRE LIEUTENANT AND
FIRE CAPTAIN FOR THE DEPARTMENT OF EMPLOYEE
RELATIONS IN RANK ORDER ARE: (1) BARRETT
AND ASSOCIATES INC., AND (2) SHL USA, INC;
AUTHORIZING THE CITY MANAGER TO EXECUTE A
PROFESSIONAL SERVICES AGREEMENT, IN
SUBSTANTIALLY THE ATTACHED FORM, WITH
BARRETT AND ASSOCIATES, INC., THE TOP-RANKED
FIRM, FOR AN INITIAL TWO-YEAR PERIOD, WITH
THE OPTION TO EXTEND FOR THREE ADDITIONAL
ONE-YEAR PERIODS, IN AN AMOUNT NOT TO EXCEED
$140,000, DURING THE INITIAL AND EXTENDED
TERM(S) OF THE AGREEMENT; ALLOCATING FUNDS
FROM THE GENERAL OPERATING BUDGET OF THE
DEPARTMENT OF FIRE -RESCUE, ACCOUNT CODE
NO. 001000.280601.6.270.
WHEREAS, the City of Miami ("City") issued Request for
Proposals No. 02-03-094 seeking a broad range of responses from
test development providers to furnish promotional examinations
and evaluation processes for the classifications of Fire
Lieutenant and Fire Captain for the Department of Employee
Relations; and
7
Wls i u. V r -v W b W ib Ce/,jp
CITY COMMISSION
MEETING OF
5F P 1 1 2003
Resolution No.
03- 947
WHEREAS, the Evaluation Committee evaluated the proposals
received and selected in rank order the following two firms:
(1) Barrett and Associates, Inc., and (2) SHL USA, Inc., as the
most qualified to provide the required professional services;
and
WHEREAS, funds for the payment of compensation in an amount
not to exceed $140,000, is available from the General Operating
Budget of the Department of Fire -Rescue, Account Code
No. 001000.280601.6.270;
NOW, THEREFORE, BE IT RESOLVED BY THE COMMISSION OF THE
CITY OF MIAMI, FLORIDA:
Section 1. The recitals and findings contained in the
Preamble to this Resolution are adopted by reference and
incorporated as if fully set forth in this Section.
Section 2. The recommendation of the City Manager to
approve the findings of the Evaluation Committee pursuant to RFP
No. 02-03-094, that the most qualified firms to provide and
administer the promotional examination processes for the
classifications of Fire Lieutenant and Fire Captain for the
Page 2 of 4 03— 947
Department of Employee Relations in rank order are: (1) Barrett
and Associates, Inc., and (2) SHL USA, Inc., is accepted.
Section 3. The City Manager is authorized'- to execute a
Professional Services Agreement, in substantially the attached
form, with Barrett and Associates, Inc. for an initial two-year
period, with the option to extend for three additional one-year
periods, in an amount not to exceed $140,000, during the initial
and extended term(s) of the Agreement, with funds allocated from
the General Operating Budget of the Department of Fire -Rescue,
Account Code No. 001000.280601.6.270.
Section 4. This Resolution shall become effective
immediately upon its adoption and signature of the Mayoral
1/ The herein authorization is further subject to compliance with
all requirements that may be imposed by the City Attorney,
including but not limited to those prescribed by applicable
provisions of the City Charter and Code.
zi If the Mayor does not sign this Resolution, it shall become
effective at the end of ten calendar days from the date it was
passed and adopted. If the Mayor vetoes this Resolution, it shall
become effective immediately upon override of the veto by the
City Commission.
Page 3 of 4 93— 947
PASSED AND ADOPTED this 11th
ATTEST:
PRISCILLA A. THOMPSON
CITY CLERK
APPROVED -kS T(X FO
NDRO VILARELLO
ATTORNEY
W7474:tr:AS:BSS
day of September , 2003.
•
MY EL A. DIAZ, MAYOR
CORRECTNESS 61
Page 4 of 4
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PROFESSIONAL SERVICES AGREEMENT
This Agreement is entered into this ! day of , 2003, by and between the
City of Miami, a municipal corporation of the State of Florida ("City") and Barrett and Associates,
Inc. ("Provider").
RECITALS:
A. The City had issued a Request for Proposals ("RFP") for the provision of
Department of Fire -Rescue test services for Fire Lieutenant, and Fire Captain, ("Services") and
Provider's proposal ("Proposal"), in response thereto, has been selected as the most qualified
proposal for the provision of the Services. The RFP and the Proposal are sometimes referred to
herein, collectively, as the Solicitation Documents, and are by this reference incorporated into and
made a part of this Agreement.
B. The Commission of the City of Miami, by Resolution No. , adopted
on September 11, 2003, approved the selection of Provider and authorized the City Manager to
execute a contract, under the terms and conditions set forth herein.
NOW, THEREFORE, in consideration of the mutual covenants and promises herein
contained, Provider and the City agree as follows:
TERMS:
1. RECITALS: The recitals are true and correct and are hereby incorporated into and made
a part of this Agreement.
2. TERM: The term of this Agreement shall be for an initial term of two (2) years
commencing on the date hereof.
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3. OPTION TO EXTEND: The City shall have the option to extend,the term hereof for a
period of three (3) additional one (1) year periods. City Commission approval shall not be
required as long as the total extended term does not exceed five (5) years, or a period equal to the
original term of this Agreement, whichever is longer.
4. SCOPE OF SERVICE:
A. Provider agrees to provide the Services as specifically described, and under the
special terms and conditions set forth in Attachment "A" hereto, which by this reference is
incorporated into and made a part of this Agreement.
B. Provider represents and warrants to the City that: (i) it possesses all qualifications,
licenses and expertise required under the Solicitation Documents for the performance of the
Services; (ii) it is not delinquent in the payment of any sums due the City, including payment of
permit fees, occupational licenses, etc., nor in the performance of any obligations to the City, (iii)
all personnel assigned to perform the Services are and shall be, at all times during the term hereof,
fully qualified and trained to perform the tasks assigned to each; and (iv) the Services will be
performed in the manner described in Attachment "A".
5. COMPENSATION:
A. The amount of compensation payable by the City to Provider shall be based on the
rates and schedules described in Attachment `B" hereto, which by this reference is incorporated
into this Agreement; provided, however, that in no event shall the amount of compensation exceed
One hundred and forty thousand dollars $ 140,000.00 [per the initial and extended term of the
Agreement].
B. Unless otherwise specifically provided in Attachment `B", payment shall be made
within forty five (45) days after receipt of Provider's invoice, which shall be accompanied by
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sufficient supporting documentation and contain sufficient detail, to allow a proper audit of
expenditures, should City require one to be performed. If Provider is entitled to reimbursement of
travel expenses (i.e., Attachment "B" includes an estimate of travel expenses as an item of
compensation), then Provider is entitled to full reimbursement of all reasonable travel costs and
supporting documentation must be attached and contain sufficient detail for reimbursement in
accordance with Attachment B; if supporting documentation is not provided, then all bills for
travel expenses shall be submitted in accordance with Section 112.061, Florida Statutes.
6. OWNERSHIP OF DOCUMENTS: Provider understands and agrees that any
information, document, report or any other material whatsoever which is given by the City to
Provider or which is otherwise obtained or prepared by Provider pursuant to or under the terms of
this Agreement is and shall at all times remain the property of the City. Provider agrees not to use
any such information, document, report or material for any other purpose whatsoever without the
written consent of City, which may be withheld or conditioned by the City in its sole discretion.
7. AUDIT AND INSPECTION RIGHTS:
A. The City may, at reasonable times, and for a period of up to three (3) years
following the date of final payment by the City to Provider under this Agreement, audit, or cause
to be audited, those books and records of Provider which are related to Provider's performance
under this Agreement. Provider agrees to maintain all such books and records at its principal place
of business for a period of four (4) years after final payment is made under this Agreement.
B. The City may, at reasonable times during the term hereof, inspect Provider's
facilities and perform such tests, as the City deems reasonably necessary, to determine whether the
goods or services required to be provided by Provider under this Agreement conform to the terms
hereof and/or the terms of the Solicitation Documents, if applicable. Provider shall make available
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to the City all reasonable facilities and assistance to facilitate the performance of tests or
inspections by City representatives. All tests and inspections shall be subject to, and made in
accordance with, the provisions of Section 18-55.2 of the Code of the City of Miami, Florida, as
same may be amended or supplemented, from time to time.
8. AWARD OF AGREEMENT: Provider represents and warrants to the City that it
has not employed or retained any person or company employed by the City to solicit or secure this
Agreement and that it has not offered to pay, paid, or agreed to pay any person any fee,
commission, percentage, brokerage fee, or gift of any kind contingent upon or in connection with,
the award of this Agreement.
9. PUBLIC RECORDS: Provider understands that the public shall have access, at all
reasonable times, to all documents and information pertaining to City contracts, subject to the
provisions of Chapter 119, Florida Statutes, and agrees to allow access by the City and the public
to all documents subject to disclosure under applicable law. Provider's failure or refusal to
comply with the provisions of this section shall result in the immediate cancellation of this
Agreement by the City.
10. COMPLIANCE WITH FEDERAL, STATE AND LOCAL LAWS: Provider
understands that agreements between private entities and local governments are subject to certain
laws and regulations, including laws pertaining to public records, conflict of interest, record
keeping, etc. City and Provider agree to comply with and observe all applicable laws, codes and
ordinances as they may be amended from time to time.
11. INDEMNIFICATION: Provider shall indemnify, defend and hold harmless the City
and its officials, employees and agents (collectively referred to as "Indemnitees") and each of them
from and against all loss, costs, penalties, fines, damages, claims, expenses (including attorney's
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fees) or liabilities (collectively referred to as "Liabilities") by reason of any injury to or death of
any person or damage to or destruction or loss of any property arising out of, resulting from, or in
connection with (i) the performance or non-performance of the services contemplated by this
Agreement which is or is alleged to be directly or indirectly caused, in whole or in part, by any act,
omission, default or negligence (whether active or passive) of Provider or its employees, agents or
subcontractors (collectively referred to as "Provider"), regardless of whether it is, or is alleged to
be, caused in whole or part (whether joint, concurrent or contributing) by any act, omission,
default or negligence (whether active or passive) of the Indemnitees, or any of them or (ii) the
failure of the Provider to comply with any of the paragraphs herein or the failure of the Provider to
conform to statutes, ordinances, or other regulations or requirements of any governmental
authority, federal or state, in connection with the performance of this Agreement. Provider
expressly agrees to indemnify and hold harmless the Indemnitees, or any of them, from and against
all liabilities which may be asserted by an employee or former employee of Provider, or any of its
subcontractors, as provided above, for which the Provider's liability to such employee or former
employee would otherwise be limited to payments under state Workers' Compensation or similar
laws.
12. DEFAULT: If Provider fails to comply with any term or condition of this Agreement, or
fails to perform any of its obligations hereunder, then Provider shall be in default. Upon the
occurrence of a default hereunder the City, in addition to all remedies available to it by law, may
immediately, upon written notice to Provider, terminate this Agreement whereupon all payments,
advances, or other compensation paid by the City to Provider while Provider was in default shall
be immediately returned to the City. Provider understands and agrees that termination of this
Agreement under this section shall not release Provider from any obligation accruing prior to the
RFP 02-03-094
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effective date of termination. Should Provider be unable or unwilling to commence to perform the
Services within the time provided or contemplated herein, then, in addition to the foregoing,
Provider shall be liable to the City for all expenses incurred by the City in preparation and
negotiation of this Agreement, as well as all costs and expenses incurred by the City in the re -
procurement of the Services, including consequential and incidental damages.
13. RESOLUTION OF CONTRACT DISPUTES: Provider understands and agrees that
all disputes between Provider and the City based upon an alleged violation of the terms of this
Agreement by the City shall be submitted to the City Manager for his/her resolution, prior to
Provider being entitled to seek judicial relief in connection therewith. In the event that the amount
of compensation hereunder exceeds $25,000, the City Manager's decision shall be approved or
disapproved by the City Commission. Provider shall not be entitled to seek judicial relief unless:
(i) it has first received City Manager's written decision, approved by the City Commission if the
amount of compensation hereunder exceeds $25,000, or (ii) a period of sixty (60) days has
expired, after submitting to the City Manager a detailed statement of the dispute, accompanied by
all supporting documentation (90 days if City Manager's decision is subject to City Commission
approval); or (iii) City has waived compliance with the procedure set forth in this section by
written instruments, signed by the City Manager.
14. CITY'S TERMINATION RIGHTS:
A. The City shall have the right to terminate this Agreement, in its sole discretion, at
any time, by giving written notice to Provider at least thirty (30) business days prior to the
effective date of such termination. In such event, the City shall pay to Provider compensation for
services rendered and expenses incurred prior to the effective date of termination. In no event
RFP 02-03-094 6
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shall the City be liable to Provider for any additional compensation, other than that provided
herein, or for any consequential or incidental damages.
B. The City shall have the right to terminate this Agreement, without notice to
Provider, upon the occurrence of an event of default hereunder. In such event, the City shall not
be obligated to pay any amounts to Provider and Provider shall reimburse to the City all amounts
received while Provider was in default under this Agreement.
15. INSURANCE: Provider shall, at all times during the term hereof, maintain such
insurance coverage as may be required by the City. All such insurance, including renewals, shall
be subject to the approval of the City for adequacy of protection and evidence of such coverage
shall be furnished to the City on Certificates of Insurance indicating such insurance to be in force
and effect and providing that it will not be canceled during the performance of the services under
this contract without thirty (30) calendar days prior written notice to the City. Completed
Certificates of Insurance shall be filed with the City prior to the performance of services
hereunder, provided, however, that Provider shall at any time upon request file duplicate copies of
the policies of such insurance with the City.
If, in the judgment of the City, prevailing conditions warrant the provision by Provider of
additional liability insurance coverage or coverage which is different in kind, the City reserves the
right to require the provision by Provider of an amount of coverage different from the amounts or
kind previously required and shall afford written notice of such change in requirements thirty (30)
days prior to the date on which the requirements shall take effect. Should the Provider fail or
refuse to satisfy the requirement of changed coverage within thirty (30) days following the City's
written notice, this Contract shall be considered terminated on the date that the required change in
policy coverage would otherwise take effect.
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16. NONDISCRIMINATION: Provider represents and warrants to the City that Provider
does not and will not engage in discriminatory practices and that there shall be no discrimination
in connection with Provider's performance under this Agreement on account of race, color, sex,
religion, age, handicap, marital status or national origin. Provider further covenants that no
otherwise qualified individual shall, solely by reason of his/her race, color, sex, religion, age,
handicap, marital status or national origin, be excluded from participation in, be denied services, or
be subject to discrimination under any provision of this Agreement.
17. MINORITY AND WOMEN BUSINESS AFFAIRS AND PROCUREMENT
PROGRAM: The City has established a Minority and Women Business Affairs and Procurement
Program (the "M/WBE Program") designed to increase the volume of City procurement and
contracts with Blacks, Hispanic and Women -owned business. The M/WBE Program is found in
Ordinance No. 10062, a copy of which has been delivered to, and receipt of which is hereby
acknowledged by, Provider. Provider understands and agrees that the City shall have the right to
terminate and cancel this Agreement, without notice or penalty to the City, and to eliminate
Provider from consideration and participation in future City contracts if Provider, in the
preparation and/or submission of the Proposal, submitted false of misleading information as to its
status as Black, Hispanic and/or Women owned business and/or the quality and/or type of minority
or women owned business participation.
18. ASSIGNMENT: This Agreement shall not be assigned by Provider, in whole or in
part, without the prior written consent of the City's, which may be withheld or conditioned, in the
City's sole discretion.
19. NOTICES: All notices or other communications required under this Agreement shall be
in writing and shall be given by hand -delivery or by registered or certified U.S. Mail, return receipt
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requested, addressed to the other party at the address indicated herein or to such other address as a
party may designate by notice given as herein provided. Notice shall be deemed given on the day
on which personally delivered; or, if by mail, on the fifth day after being posted or the date of
actual receipt, whichever is earlier.
TO PROVIDER:
Gerald V. Barrett, Ph. D., J. D.
President
Barrett and Associates, Inc.
1772 State Road
Cuyahoga Falls, Ohio 44223-1306
WITH COPY TO:
Alejandro Vilarello
City Attorney
City of Miami
444 SW 2nd Avenue, 9`h Floor
Miami, Florida 33130
TO THE CITY:
Rosalie Mark
Director
City of Miami
Department of Employee Relations
P. O. Box 330708
Miami, Florida 33233-0708
20. MISCELLANEOUS PROVISIONS:
A. This Agreement shall be construed and enforced according to the laws of the State
of Florida.
B. Title and paragraph headings are for convenient reference and are not a part of this
Agreement.
C. No waiver or breach of any provision of this Agreement shall constitute a waiver of
any subsequent breach of the same or any other provision hereof, and no waiver shall be effective
unless made in writing.
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D. Should any provision, paragraph, sentence, word or phrase contained in this
Agreement be determined by a court of competent jurisdiction to be invalid, illegal or otherwise
unenforceable under the laws of the State of Florida or the City of Miami, such provision,
paragraph, sentence, word or phrase shall be deemed modified to the extent necessary in order to
conform with such laws, or if not modifiable, then same shall be deemed severable, and in either
event, the remaining terms and provisions of this Agreement shall remain unmodified and in full
force and effect or limitation of its use.
E. This Agreement constitutes the sole and entire agreement between the parties
hereto. No modification or amendment hereto shall be valid unless in writing and executed by
properly authorized representatives of the parties hereto.
21. SUCCESSORS AND ASSIGNS: This Agreement shall be binding upon the parties
hereto, their heirs, executors, legal representatives, successors, or assigns.
22. INDEPENDENT CONTRACTOR: Provider has been procured and is being
engaged to provide services to the City as an independent contractor, and not as an agent or
employee of the City. Accordingly, Provider shall not attain, nor be entitled to, any rights or
benefits under the Civil Service or Pension Ordinances of the City, nor any rights generally
afforded classified or unclassified employees. Provider further understands that Florida Workers'
Compensation benefits available to employees of the City are not available to Provider, and agrees
to provide workers' compensation insurance for any employee or agent of Provider rendering
services to the City under this Agreement.
23. CONTINGENCY CLAUSE: Funding for this Agreement is contingent on the
availability of funds and continued authorization for program activities and is subject to
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amendment or termination due to lack of funds, reduction of funds and/or change in regulations,
upon thirty (30) days notice.
24. REAFFIRMATION OF REPRESENTATIONS: Provider hereby reaffirms all of the
representations contained in the Solicitation Documents.
25. ENTIRE AGREEMENT: This instrument and its attachments constitute the sole and
only agreement of the parties relating to the subject matter hereof and correctly set forth the rights,
duties, and obligations of each to the other as of its date. Any prior agreements, promises,
negotiations, or representations not expressly set forth in this Agreement are of no force or effect.
26. COUNTERPARTS: This Agreement may be executed in two or more counterparts, each
of which shall constitute an original but all of which, when taken together, shall constitute one and
the same agreement.
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IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed
by their respective officials thereunto duly authorized, this the day and year above written.
ATTEST:
Priscilla A. Thompson, City Clerk
ATTEST:
Print Name:
Title: Corporate Secretary
APPROVED AS TO FORM AND
CORRECTNESS:
Alejandro Vilarello
City Attorney
RFP 02-03-094 '
«City»
CITY OF MIAMI, a municipal
corporation
By:
Joe Arriola, City Manager
"Provider"
a corporation
By:
Print Name:
Title:
APPROVED AS TO INSURANCE
REQUIREMENTS:
Diane Ericson, Risk Management Administrator
Risk Management Administration
12
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ATTACHMENT "A"
2.2 PROJECT REQUIREMENTS (From RFP 02-03-094)
The Consultant shall:
Develop no less than three examination exercises per classification that are appropriate to
directly measure the knowledge, skills and abilities necessary to perform the job functions for
the classifications of Fire Captain and Fire. Consultant will have input from Fire Department
staff, and the Department of Employee Relations in the development of examination measures.
Each examination process must have a preparation manual/study guide published by the test
vendor, with sample exercises, at least 90 days prior to the administration of the examination.
2. Work with the Miami Department of Fire -Rescue and Department of Employee Relations to
develop a book list for each classification based upon the Job Analysis; if not already
developed. The book lists must be the sole source of examination material for each
classification. Each list must be published a minimum of 90 days prior to the administration of
the examination.
3. Identify percentage of job domain measured by each customized examination process for the
classification. Identify area(s) of job domain not measured by each examination process and
identify appropriate measures for assessing that portion of job domain for the classification.
4. Consultant and members of the Consultant's firm or agency shall be present to administer each
examination process for the classification. Location of test sites is the responsibility of the
City. City staff may be also utilized as proctors for the examination process.
5. Consultant's firm or agency, under the direct supervision of the Consultant, shall score each
examination process and generate descriptive statistics such as means and standard deviation
for each classification. Consultant shall analyze the scores from each examination process to
determine if group means differ, on ethnic groups and/or gender, and to what extent for each
classification.
6. Consultant shall recommend cutoff points on each customized examination process for the
classification. The Department of Employee Relations reserves the right to review and
approve the recommended cutoff point for the process.
7. Consultant shall provide an on-site orientation program for each classification to ensure all
candidates receive uniform information for the classification. This phase will include written
guidelines and rules that will govern the administration of the examination process, and a
"question and answer" packet. This packet must be generated by the consultant at least 30
days prior to the test administration and will summarize the questions and issues raised at the
on-site orientation with the responses to each.
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8. Consultant shall select, obtain and train individuals from the Fire community to serve as
assessors, if applicable to each examination process. All assessors will be from agencies
comparable to the Miami Department of Fire -Rescue and of the same or higher rank as
classification being tested. Every effort must be made by the proposer to ensure appropriate
ethnic and gender representation is present among assessors used in face-to-face oral board
exercises for each classification, and any assessors that may be scoring a written component.
The training of the assessors and the ethnic and gender background making up the assessor
panel must be approved by the Department of Employee Relations for each classification
process a minimum of thirty days prior to each examination administration. The City reserves
the right to have representation present at any and all processes that involve assessors,
including but not limited to training sessions, orientations, selection proceedings, and
assessment processes. The same number of assessors must be used to assess everyone
participating in a specific exercise in any oral board and written portion of an assessment
center for each classification, if applicable. Candidates will be scored by the same assessors
for a particular exercise in any oral board and written portion of an assessment center for each
classification, if applicable.
9. Consultant shall select, obtain and train individuals to serve as role players, if applicable to the
examination process. Appropriate ethnic and gender representation should be present among
the role players for each classification process. The Department of Employee Relations
reserves the right to request that separate role players be used from that of the assessors, if
applicable to the proposed examination process.
10. Consultant may incur costs for audio or video taping the examination processes or exercises, if
applicable to the design of the proposed examination process (e.g., assessment center
exercises) in order to conduct ratings, and/or for record keeping purposes, from audio or video
tape for each of the classifications.
11. The Consultant shall provide candidates feedback to include a written profile of candidate's
performance from their examination processes, and a plan for improving performance that
shall be developed from the score of the candidate. This feedback must be specific to the
performance in each exercise and the scoring guidelines for each exercise, in order for the
candidates to learn what could have been said/done that would have improved his or her score;
this will be provided so that candidates can improve for future examinations.
12. The Consultant shall provide to the Department of Employee Relations statistics stating the
content validity of each examination process in a final report to the City for each classification
(2 reports total.) Actual scores and validity statistics must be provided by the test consultant to
the City upon request for each candidate in the classification. In addition, the test consultant
shall provide a recommendation in the final report in order to assist the City with preparing
examination candidates for future processes. This report should include sufficient information
to assist the City with developing future training programs for promotional candidates.
13. Use the Job Analysis for each classification that is on file by the City and generate separate
content validity reports linking the examination process to each job analysis report consistent
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with the Federal Uniform Guidelines on Employee Selection Procedures and current
professional standards. This information shall be included in each final report.
14. The Consultant shall provide three (8 hours) days of post-test consultation without charge, as
well as lock their current fee rate for consultation at time of proposal for any additional work if
necessary. The Consultant shall, as part of the Contract, agree to appear on the City's behalf as
an expert witness in the event of any litigation arising from examination process for the
classification. The Consultant agrees to appear for a total time of three (3) days ranging from
approximately three (3) to eight (8) hours per day, not including travel time, without any
additional financial costs to the City. After the three (3) days has been utilized, the Consultant
shall be allowed to charge the City his or her reasonable daily rate at time of Contract for any
additional days for the services relating to litigation and/or appearing as an expert witness; said
appearance and resulting costs have to be approved by the City in advance of travel.
Reasonable travel expenses, a rental car allowance, hotel accommodations, and a meal
allowance for appearances arising from litigation shall be paid to the Consultant by the City as
additional costs upon approval by the City and in accordance with §112.061, Florida Statutes.
15. The Consultant shall furnish all equipment, materials, supervision or supplies necessary for
completion of all the services specified in this RFP. Failure to possess the necessary materials
and equipment in order to satisfactorily perform the services may result in the default of the
test consultant from the ensuing contract.
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ATTACHMENT "B"
REVISED COST PROPOSAL FOR THE
DEVELOPMENT, VALIDATION AND ADMINISTRATION
OF PROMOTIONAL TEST BATTERIES
FOR FIRE CAPTAIN AND FIRE LIEUTENANT
Purchasing Department
City of Miami
RFP Number 02-03-094
Title: Consulting Services for Fire Captain and Fire Lieutenant Examination Processes
Strictly Confidential and Proprietary.
Contains copyrighted material and trade secrets.
Use or disclosure of information contained in this Proposal is
Restricted to the evaluation of the Proposal for potential contract award.
Submitted by:
Gerald V. Barrett, Ph.D., J.D.
Rosanna F. Miguel, Ph.D.
For
Barrett 8 Associates, Inc.
1772 State Road
Cuyahoga Falls, Ohio 44223-1306
TEL #: (330) 928-2323
FAX #. (330) 928-2768
www.barrett-associates.com
Federal Employer Identification Number- 34-1640248
Contact Person 8 Firm Liaison: Rosanna F. Miguel Ph.D.
rmiguel anbarrett-associates.com
July 15, 2003
I
i 2003 Barrett and Associates. Inc. 1772 State Road Cuyahoga Falls, Ohio 44223-1306
RFP 02-03-094 16
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Fire Captain: Hourly cost and expense breakdown (60 candidates)
Phase
Description
Staff Member
Hours
Rate
Extension
Phase Total
-
Update literature review
**(Professional hours shown are
expended but not billed to client)
Senior Associate
40
$100
""..................
"$0.00
Dr. Barrett
20
$350
"'-------------------
1
Kick -Off Meeting, Confirmatory job
analysis/task analysis review &
linkage documentation
Senior Associate
8
$100
$800.00
$5,657.00
Dr. Miguel
8
$220
$1760.00
Dr. Barrett
.5
$350
$175.00
Travel
-----
$2,922 (B&A Team members — 3)
'SEE Attachment A for travel details
$2,922.00
2
Recommendation on cutoff scores
& weighting
Dr. Miguel
1
$220
$220.00
$395.00
Dr. Barrett
.5
$350
$175.00
3
Job Knowledge test development
Dr. Roos
50
$200
$10,000.00
$12,110.00
Dr. Miguel
8
$220
$1,760.00
Dr. Barrett
1
$350
$350.00
4
Oral Assessment exercise
development -3 components
Senior Associates
60
$100
$6,000.00
$10,750.00
Dr. Miguel / Dr. Arthur, Jr.
20
$220
$4,400.00
Dr. Barrett
1
$350
$350.00
5
Pilot testing and review
(4 hours x 10 participants)
Participants (10)
40
$35
$1,400.00
$2,060.00
Dr. Miguel
3
$220
$660.00
5
Duplication and proofing
(Anticipate 60 candidates)
Job Knowledge test
--
$0.05 per page x 30 pages x 60
$90.00
$1,058.00
Oral assessment exercise
--
$0.05 per page x 15 pages =.75
.75 x 60 x 3 components
$135.00
Assessor Training Packets
$0.05 per page x 60 pages x 9
Assessors
$27,00
Assessor Rating Packets
$0.05 per page x 3 pages x 60 = 9
9 x 3 components
$27.00
Answer sheets (1)
-
$0.50 per page x 1 x 60
$30.00
Scantron sheets (2)
$.50 per page x 2 x 60 = 60
60 x 3 components w/feedback
$180.00
Candidate Feedback forms
--
$.05 per page x 3 pages x 60
$9.00
Clerical time
16
$35
$560.00
5
Assessor Search and Training
(For In -basket and Oral exercises)
Clerical
40
$35
$1,400.00
$5,560.00
Dr. Roos
8
$200
$1,600.00
Dr. Miguel
8
$220
$1,760.00
00
w
t�F
Fire Captain: Hourly cost and expense breakdown (60 candidates)
Phase
Description
Staff Member
Hours
Rate
Extension
Phase Total
Senior Associate
8
$100
$800.00
5
Study Guide development
Senior Associate
15
$100
$1,500.00
$1,895.00
Dr. Miguel
1
$220
$220.00
Dr. Barrett
.5
$350
$175.00
5
Pre-test Orientation development
& administration
Senior Associate
8
$100
$800.00
$2,826.00
Travel
------
$2,026.00 (B&A Team members —1)
"SEE Attachment A for travel details
$2,026.00
6
Test administration;
All 4 components
(Anticipate 60 candidates)
Senior Associates
24
$100
$2,400.00
$40,540.00
Dr. Miguel
24
$220
$5,280.00
Dr. Roos
24
$200
$2,400.00Associate
24
$50
$1.200.00
Dr. Barrett
8
$350
$2,800.00
Travel
-
$11,971 (B&A Team - 5)
$14,489 (3 Assessor Teams of 3)
"SEE Attachment A for travel details
$26,460.00
7
Post Test Consultation
(3 days @ 8 hrs per day)
Senior Associate
24
$100
$2,400.00
No Charge
Dr. Barrett
24
$350
$8,400.00
Travel
----
---
---
7
Scoring, reporting, & feedback
& Response to appeals
(Anticipate 60 candidates)
Clerical
20
$35
$700.00
$4,635.00
Senior Associate
20
$100
$2,000.00
Dr. Miguel
8
$220
$1,760.00
Dr. Barrett
.5
$350
$175.00
8
Technical validation report
Senior Associate
4
$100
$400.00
$795.00
Dr. Miguel
1
$220
$220.00
Dr. Barrett
.5
$350
$175.00
TOTAL: $88,281.00
0
Fire Lieutenant: Hourly cost and expense breakdown (100 candidates)
Phase
Description
Staff Member
Hours
Rate
Extension
Phase Total
-
Update literature review
**(Professional hours shown are
expended but not billed to client)
Senior Associate
40
$100
••-------------------
"'$0.00
Dr. Barrett
20
$350
'"-------------------
1
Kick -Off meeting, Confirmatory job
analysis/task analysis review &
linkage documentation
Senior Associates
8
$100
$800.00
$5,657.00
Dr. Miguel Mi
8
$220
$1,760.00
Dr. Barrett
.5
$350
$175.00
Travel
---
$2,922 (B&A Team members — 3)
*SEE Attachment A for travel details
$2,922.00
2
Recommendation on cutoff scores
Dr. Miguel
1
$220
$220.00
$395.00
Dr. Barrett
.5
$350
$175.00
3
Job Knowledge test development
(1 with 250 items, 4 alternatives)
(1 with 16 items)
(1 with 34 items)
Dr. Roos
60
$200
$12,000.00
$21,650.00
Senior Associates
60
$100
$6,000.00
Dr. Mi uel/Dr. Arthur, Jr.
9
15
$220
$3,300.00
Dr. Barrett
1
$350
$350.00
5
Pilot testing and review
(4 hours x 10 participants)
Participants (10)
40
$35
$1,400.00
$2,060.00
Dr. Miguel
3
$220
$660.00
5
Duplication and proofing
(Anticipate 100 candidates)
Job Knowledge test
$0.05 per page x 87 pages x 100
$435.00
$1,355.00
Answer sheets (1)
--
$0.50 per page x 3 x 100
$150.00
Clerical time
22
$35
$770.00
5
Study Guide development
Senior Associate
8
$100
$800.00
$1,195.00
Dr. Miguel
1
$220
$220.00
Dr. Barrett
.5
$350
$175.00
5
Pre-test Orientation development
& administration
Senior Associate
8
$100
$800.00
$2,826.00
Travel
---
$2,026 (B&A Team members — 1)
**SEE Attachment A for travel details
$2,026.00
6
Test administration;
All 3 components
Dr. Roos
10
$200
$2,000.00
$9,151.00
Senior Associate
10
$100
$1,000.00
Dr. Miguel
10
$220
$2,200.00
c: Fire Captain: Hourly cost and expense breakdown (60 candidates)
Phase Description Staff Member Hours Rate Extension Phase Total
Senior Associate 8 $100 $800.00
5
Study Guide development
Senior Associate
15
$100
$1,500.00
$1,895.00
Dr. Miguel
1
$220
$220.00
Dr. Barrett
.5
$350
$175.00
5
Pre-test Orientation development
Senior Associate
8
$100
$800.00
& administration
$2,826.00
Travel
$2,026.00 B&A Team members — 1
$2,026.00
"SEE Attachment A for travel details
6
Test administration;
All 4 components
(Anticipate 60 candidates)
Senior Associates
24
$100
$2,400.00
$40,540.00
Dr. Miguel
24
$220
$5,280.00
Dr. Roos
24
$200
$2,400.00
Associate
24
$50
$1,200.00
Dr. Barrett
8
$350
$2,800.00
Travel
-
$11,971 (B&A Team - 5)
$26,460.00
$14,489 (3 Assessor Teams of 3)
"SEE Attachment A for travel details
O0
7
Post Test Consultation
Senior Associate
24
$100
$2,400.00
(3 days @ 8 hrs per day)
No Charge
Dr. Barrett
24
$350
$8,400.00
Travel
7
Scoring, reporting, & feedback
& Response to appeals
Clerical
20
$35
$700.00
$4,635.00
Senior Associate
20
$100
$2,000.00
(Anticipate 60 candidates)
Dr. Miguel
8
$220
$1,760.00
Dr. Barrett
.5
$350
$175.00
8 Technical validation report Senior Associate 4 $100 $400.00
W Dr. Miguel 1 $220 $220.00 $795.00
Dr. Barrett .5 $350 $175.00
C,C>
TOTAL: $88,281.00
Fire Lieutenant: Hourly cost and expense breakdown (100 candidates)
Phase Description Staff Member Hours Rate Extension
Update literature review Senior Associate 1 40 $100
"(Professional hours shown are
expended but not billed to client)
Dr. Barrett
1 Kick -Off meeting, ConfirmatoMDr.
ssociates
analysis/task analysis review Miguel
linkage documentation
ett
2
Recommendation on cutoff scores
Dr. Miguel
Dr. Barrett
3
Job Knowledge test development
(1 with 250 items, 4 alternatives)
(1 with 16 items)
(1 with 34 items)
Dr. Roos
Senior Associates
Dr. Miguel/Dr. Arthur, Jr
Dr. Barrett
5
Pilot testing and review
(4 hours x 10 participants)
Participants (10)
Dr. Miguel
5
Duplication and proofing
(Anticipate 100 candidates)
Job Knowledge test
Answer sheets (1)
Clerical time
5 1 Study Guide development Senior Associate
Dr. Miguel
Dr. Barrett
5 Pre-test Orientation development Senior Associate
& administration Travel
6 Test administration; Dr. Roos
All 3 components Senior Associate
20 $350
8 $100
8 $220
.5 S35n
$2,922 (B&A Team members - 3)
'SEE Attachment A for travel details
1 $220
.5 $350
60 $200
60 $100
15 $220
1 $350
40 $35
3 $220
$0.05 per page x 87 pages x 100
$0.50 per page x 3 x 100
22 S35
8
$100
1
$220
.5
$350
8
$100
------
$2,026 (B&A Team members —1)
"SEE Attachment A for travel details
10
$200
10
10
$100
sggn
$800.00
$1,760.00
$175.00
$175.00
$12,000.0(
$6,000.00
,400.00
$1
Phase Total
•*$0.00
$5,657.00
$395.00
$21,650.00
$2,060.00
$1,355.00
$220.00 $1,195,00
$175.00
$800.00
$2,026.00 $2,826.00
$2,000.00
$1,000.00 $6,151.00
N
G
CrJ
CD
TOTAL FOR BOTH RANKS - $140,000.00
Fire Lieutenant:
Hourly cost and expense breakdown (100 candidates)
Phase
Description
Staff Member
Hours
Rate
Extension
Phase Total
(Anticipate 100 candidates)
Travel
------
$3,951.00 (B&A Team — 3)
$3,951.00
7
Post Test Consultation
(3 days @ 8 hrs per day)
Senior Associate
24
$100
$2,400.00
No Charge
Dr. Barrett 24 $350 $8,400.00
Travel ____
7
Scoring, reporting, feedback &
response to appeals
(Anticipate 100 candidates)
Clerical
16
$35
$560.00
$6,635.00
Senior Associate 18 $100 $1,800.00
Dr. Roos 15 $200 $3,000,00
Dr. Miguel 5 $220 $1,100.00
Dr. Barrett .5 $350 $175.00
8
Technical validation reports
Senior Associate
4
$100
$400.00
$795.00
Dr. Miguel 1 $220 $220.00
Dr. Barrett .5 $350 $175.00
TOTAL:
$51,719.00
TOTAL FOR BOTH RANKS - $140,000.00
As per the RFP, Barrett & Associates, Inc. agrees to lock in our current fee rate for consultation
for any additional work if necessary. Our current fee schedule appears below.
FEE SCHEDULE'
CORPORATE OFFICE
1772 STATE ROAD
CUYAHOGA FALLS, OHIO 44223-1306
TEL: (330) 928-2323
FAX: (330) 928-2768
PROFESSIONALSTAFF MEMBER
HOURLY RATE .`
Gerald V. Barrett, Ph.D.,
J.D.
President
$350
Rosanna F. Miguel, Ph.D.
Vice President
$220
Naina B. Bishop, Ph.D.
Vice President
$220
Gary Roos, Ph.D.
$200
Project Managers
$200
Software Development
$200
Systems Analyst
$150
Senior Associates
$100
Associates
$50
Clerical
$35
There is no charge for computer time, if Barrett and Associates' computers are used for the
project. Nor is there any charge for LEXIS searches.
Test and survey scoring on Scantron machines are available. The minimum set-up charge is
$500.00. For 1,000 standard answer sheets, $500.00 is charged, plus shipping charges
(overnight delivery optional). An additional charge would be required for custom made sheets.
Statistical analyses are available with the charge being based on the personnel involved.
Projects can also be bid on a fixed time and price basis. A fixed price proposal requires the
client to provide detailed information concerning the project.
TRAVEL: Travel expenses are billed at cost. Driving mileage is billed at $.31 per mile.
This fee schedule is subject to change. The hourly rates to be billed to the client will be
those that are in effect at the time the professional services are rendered.
RFP 02.03-0942 i
iia= 547
N
N
C+�
ATTACHMENT A — TRAVEL DETAILS (Fire Captain)
Phase
No.
Task
Name
Per
diem
Parking
Or
Cab fare
Mileage
Car Rental
& Gas
Re -fill
Airfare
Hotel Travel TOTAL
Agency
1
Kick -Off Meeting
& Confirmatory
Job Analysis
Dr. Barrett
$42 x 1
days =
$42
$12 x 1
day = $12
$24
est. @
$.31/mi.
$152/day x
3 days =
$456
$419
-
Fee
$20
$2,922.00
5
Pre-test
Orientation
Dr. Miguel
$42 x 3
days =
$126
$12 x 3
days
=$36
$24
est. @
$.31/mi.
$419
$184/day x
2 days =
$368
Terri Miller
Terri Miller
$42 x 3
days =
$126
$12 x 3
days
=$36
$27
est. @
$.31/mi.
$419
$184/day x
2 days=
$368
$294
$42 x 4
days =
$84
$12 x 4
days
$75
est. @
$.31/mi.
$456
$152/day x
4 days =
$1,257
$736
$184/day x
$20
6
Administration
Dr. Barrett
$168
$42 x 6
days =
$252
$48
$12 x 6
days =
$72
$27
$25
est. @
$.31/mi.
$608
$152/day x
6 days
=$912 x 2 =
$1,824
$419
$419
4 days =
$736
$184/day x
5 days
$920
$20
$2,026.00
$20
Dr. Miguel
$42 x 6
days =
$252
$12 x 6
days =
$72
$24
est. @
$.31/mi.
$419
$184/day x
5 days =
$920
Dr. Roos
$42 x 6
days =
$252
$12 x 6
days =
$72
$24
est. @
$.31/mi.
$419
$184/day x
5 days =
$920
Terri Miller
$42 x 6
days =
$252
$12 x 6
days =
$72
$27
est. @
$.31/mi.
$419
$184/day x
5 days =
$920
Associate
$42 x 6
days =
$252
$12 _x6
days =
$72
$25
est. @
$.31/mi.
$419Xdays
Associate
$42 x 6
=
$252
$12 x 6
days =
$72
$24
est. @
$.31/mi.
$419days
$920
E
Zj
N
W
M
C,C
Phase
Task
Name
Per
Parking
Mileage
Car Rental
Airfare
Hotel
Travel
TOT -41
No.
diem
Or
& Gas
Agency
Cab fare
Re -fill
Fee
$1,512
$432
$149
$1,824
$2,514
$5,520
$20
$11,971.00
Assessors
$42 x 6
$25 x 6 =
---------
---------------
$419 x 9
$184/day x
$20
(3 people x
days =
$150
= $3,771
5 days =
1
3
$252
$920 x 9 =
exercises
x 9 =
$6,280
=9)
$2,268
$14,489.00
$2,268
$150
$3,771
$8,280
$20
9
Post test
Dr. Barrett
$42 x 3
$12 x 3
est. @
$152/day x
$184/day x
Optional
Consultation
days =
days =
$.31/mi.
3 days =
3 days =
(3 days travel
$126
$36
$25
$456
$419
$552
$20
$1,634.00
expenses)
(Optional
— Not
Included
in
Subto#al
SUBTOTAL
=
$31,< 00
TRAVEL
EXPENSES
k%
e�
W
to
ATTACHMENT A — TRAVEL DETAILS (Fire Lieutenant)
I Phase
No.
Task
Name
Per
diem
Parking
Or
Cab fare
Mileage
Car Rental
& Gas
Re -fill
Airfare
Hotel
Travel
Agency
Fee
TOTAL
1
Kick -Off Meeting
& Confirmatory
Job Analysis
Dr. Barrett
$42 x 1
day =
$42
$12 x 1
day = $36
$24
est. @
$.31/mi.
$152/day x
3 days
=$456
$419
--
$20
Dr. Miguel
$42 x 3
days =
$126
$12 X 3
days =
$36
$24
est. @
$.31/mi.
$419
$184/day x
2 days =
$368
Terri Miller
$42 x 3
days =
$126
$12 X 3
days =
$36
$27
est. @
$.31/mi.
$419
$184/day x
2 days =
$368
$294
$84
$75
$456
$1,257
$736
$20
$2,922.00
5
6
Pre-test
Orientation
Administration
Terri Miller
Dr. Miguel
$42 x 4
days =
$168
$42 x 3
days =
$126
$12 x 4
days =
$48
$12 x 3
days =
$36
est. @
$.31/mi.
$27
$24
est. @
$.31/mi.
$152/day x
4 days =
$608
$152/day x
3 days
=$456
$419
$419
$184/day x
4 days =
$736
$184/day x
3 days =
$552
$20
$20
$2,026.00
Terri Miller
$42 x 3
days =
$126
$12 x 3
days =
$36
$27
est. @
$.31/mi.
$419
$184/day x
3 days
$552
Associate
Dr. Barrett
$42 x 3
days =
$126
$12 x 3
days =
$36
$25
est. @
$.31/mi.
$419
$184/day x
3 days =
$552
9
Optional
Post test
Consultation
(3 days travel
expenses)
$378
$42 x 3
days =
$126
$108
$12 x 3
days =
$36
$76
est. @
$.31/mi.
$25
$456
$152/day x
3 days =
$456
$1,257
$419
$1,656
$184/day x
3 days =
$552
$20
$20
P$3,5
SUBTOTAL
TRAVEL
EXPENSES
PAYMENT SCHEDULE
Payment will be made to Barrett and Associates, Inc. upon a benchmark system of project completion.
Payments (once invoices for services have been received) will be made as follows for each examination
process:
I . After the development of the Kick-off Orientation program for each exam.
2. After the development of the written test and/or essay component for each exam.
3. After completion of the administration and scoring of the written test and/or essay
component of each exam.
4. After completion of travel and accommodations for each examination.
5. After receipt of the final report for each examination.
RFP 02-03-094
25
9 4'7
CORPORATE RESOLUTION
WHEREAS, Barrett and Associates, Inc. ("Provider") wishes to enter into a Professional
Services Agreement ("Agreement") with the City of Miami ("City");
WHEREAS, the Board of Directors, at a duly held meeting of the Provider has considered
the matter in accordance with the By -Laws of the Corporation;
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS that
this corporation is authorized to enter into the Agreement with the City, and the President and the
Secretary are hereby authorized and directed to execute the Agreement in the name of this
Corporation and to execute any other document and perform any acts in connection therewith as
may be required to accomplish its purpose.
IN WITNESS WHEREOF, this day of , 2003.
Barrett and Associates, Inc.
A (state) Corporation
By: (sign)
Print Name: ,
TITLE:
(sign)
Print Name:
Corporate Secretary
RFP 02-03-094 26
ij3— 941
Agenda Item Background Information
'F
AGENDA DATE 9/11!2003
BID/RFP/SS RFP +r NO
TITLE CONSULTING SERVICES FOR FIRE CAPTAIN AND FIRE LI
EXAMINATION PROCESSES
DEPARTMENT EMPLOYEE_RELATIONS,,__
DEPARTMENT CONTACT Ana Cobelo
DEPARTMENT TELEPHONE NO (305) 416-210
M/WBE SET-ASIDE
M/WBE NOTIFIED [N/A �r M/WBE BID N / A
LOCAL VENDORS NOTIFIED N/A- LOCAL VENDORS BID--_�
TOTAL BIDDERS NOTIFIED:
RECOMMENDED VENDOR I BARRETT AND ASSOCIATES
CONTRACT VALUE
TYPE OF CONTRACT Term Contract.. ......
CONTRACT PERIOD 2 years
OPTION TO RENEW 3 additional one ytar nods
SOURCE OF FUNDS Fire - Rescue
ASSIGNED TO Pamela Bums
Friday, August 15, 2003
J3- 947
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO: Joe Arriola DATE: August 4, 2003 FILE:
Chief Administrator/City Mana er
J
SUBJECT: Verification of Budget for
Promotional Examinations
FROM: l -
1 am . Bryson
REFERENCES
I
Chief of Fire ENCLOSURES:
Department of Fire -Rescue
Please find below the verification of funds from the Department of Strategic Planning,
Budgeting, and Performance to carry -out promotional examination testing for the
classifications of Fire Lieutenant and Fire Captain in an amount not to exceed
$140,000.00 in the general operating budget of the Department of Fire -Rescue, Account
Code No. 001000.280601.6.270.
This verification is needed for Commission approval to authorize the City Manager to
execute a Professional Services Agreement with the recommended vendor from the
selection committee, Barrett and Associates, Inc., pursuant to Request For Proposal
(RFP) No. 02-03-094.
Thank you for your attention to this matter.
'v
W WB/MSS/M EL
K
J
APPROVED: '
tarry Sp' , D' ecto
Departm of Strategic Planning, Budget and
Performance
(e jp.
/Q—
Datel
')3- 947
wT,OR.
C
= G
Z FIU
R
L,nw
ftooma Lvff anoNa UrrtvLKmm
Miamir public research univer diy
May 31, 2003
Joe Arriola.
Chief Administrator/City Manager
City of Miami
444 SW 2nd Avenue, le Floor
Miami, Florida 33130
Dear Chief Administrator Arriola:
The Selection Committee for Request for Proposal (RFP) 02-03-094 to develop, implement, and score
promotional examinations for the classifications of Fire Captain and Fire Lieutenant convened on May
22, 2003, at which time I was appointed Chairperson for the Selection Committee. The committee re-
convened on May 29, 2003, at which time all proposals were scored, scoring tabulated, and a
recommendation to your office by the entire committee was finalized. It is with this letter that I present
the recommendation of the selection committee as follows:
For the City of Miami to enter into negotiations with the first ranked arm, based on a
combination of qualifications and costs, which was Barrett and Associates. Inc. at a cost not to
exceed $162, 068.50 for services detailed above. Should negotiations with Barrett and Associates,
Inc. fail, then it is the recommendation of the selection committee for the City of Miami to enter
into negotiations with the second ranked firm, SNL USA, Inc. at a cost no[ to exceed $220,830.00
for same services. Should negotiations with the first and second ranked firms , fail. it is this
committee's intention ro meet again to discuss the possibility offuture action to the City.
Please indicate your approval or disapproval of the committee recommendations below.
Thank you for your attention to this matter. Should you need any additional information, please contact
me at (305) 385-6241.
Sincerely,
Alonso
Chairperson
RFP #02-03-094
Chief Adarinistrator/City Manager Date
Depa== of Psy"oa
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Univeniry Park, MGami, FL 33199 • Td 305-348-2880 • Fax 305-348-3879 - wwwS=edu iJ
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REQUESTING ACCEPTANCE OF CITY MANAGER AND
EVALUATION COMMITTEE'S RECOMMENDATION
RFP 02-03-094
ITEM: Promotional Examinations for Fire Lieutenant and
Fire Captain
DEPARTMENT: Employee Relations
TYPE:
Contract
REASON: It is recommended that the most qualified firms, in
rank order, are: 1) Barrett and Associates, Inc.,
and 2) SHL USA, Inc., to provide and administer
the promotional examination processes for the
classifications of Fire Lieutenant and Fire Captain,
for the Department of Employee Relations;
authorizing the City Manager to execute a
Professional Services Agreement, in substantially
the attached form, with Barrett and Associates,
Inc. for an initial term of two (2) years, with the
option to extend for three (3) additional one (1)
year periods, at an estimated total cost not to
exceed $140,000 during the initial and extended
term of the agreement; allocating funds therefore
from the Department of Fire -Rescue General
Operating Budget, Account Code No.
001000.280601.6.270.
03- 947
CITY OF MIAMI, FLORIDA
INTER -OFFICE MEMORANDUM
TO: The Honorabl r and
embers of
e City Co ssio
FROM: o Arcola
of Administrator/City Manager
RECOMMENDATION
CA -30
DATE: FILE:
SUBJECT: Promotional Examinations:
Fire Lieutenant and Fire Captain;
RFP No. 02-03-094
REFERENCES:
ENCLOSURES:
It is respectfully recommended that the City Commission adopt the attached Resolution
approving the findings of the Selection Committee as to the most qualified firms, in rank order,
to provide promotional examination processes for the classifications of Fire Lieutenant and Fire
Captain; and to authorize the City Manager to execute a Professional Services Agreement, in
substantially the attached form, not to exceed $140,000.00; and to instruct the Chief Procurement
Officer to issue a purchase order for these services.
BACKGROUND
As a result of the need for new promotional processes within the Department of Fire -Rescue for
the classifications of Fire Lieutenant and Fire Captain, it is necessary to secure a test developer
to develop, administer/implement, score and prepare final reports for said examinations, in
accordance with City of Miami Civil Service Rules and Regulations.
Pursuant to Request For Proposal (RFP) No. 02-03-094, thirty-five (35) RFPs were mailed to
prospective vendors. Three (3) proposals were received and analyzed by a Selection Committee,
which recommended two (2) firms to the City Manager - Barrett and Associates, Inc., and SHL
USA, Inc., ranked one and two, respectively. The cost for the proposal with Barrett and
Associates, Inc., the top ranked firm, was $162,068.50; the cost for the proposal with SHL USA,
Inc., the second ranked firm, was $220,830.00. The Testing and Validation Section of the
Department of Employee Relations has negotiated with the top ranked vendor and reduced the
cost to $140,000.00, for a savings of $22,068.50 for the proposed work.
It is respectfully requested that the City Commission adopt the attached Resolution approving the
findings of the Selection Committee as to the most qualified firms, in rank order, to provide
promotional examination processes for the classifications of Fire Lieutenant and Fire Captain;
and to authorize the City Manager to execute a Professional Services Agreement, in substantially
the attached form, not to exceed $140,000.00; and to instruct the Chief Procurement Officer to
issue a purchase order for these services.
Funding is available to cover the cost of these services in the general operating -budget of the
Departure t of Fire -Rescue, Account No. 001000.280601.6.270.
J HSA L:dj
03- 947