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HomeMy WebLinkAboutR-02-0848J-02-664 7/10/02 RESOLUTION NO. 02- 848 A RESOLUTION OF THE MIAMI CITY COMMISSION, WITH ATTACHMENT (S) AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT, IN SUBSTANTIALLY THE ATTACHED FORM, WITH MAXIMUS, UNDER STATE OF FLORIDA CONTRACT NO. 973-001-00-1, PROFESSIONAL CONSULTING SERVICES FOR MANAGEMENT SKILLS, FOR THE PROVISION OF PROCESS ENGINEERING SERVICES FOR THE OFFICES OF THE CITY MANAGER AND CITY CLERK, ON A CONTRACT BASIS FOR A PERIOD NOT TO EXCEED ONE HUNDRED TWENTY DAYS, IN AN ESTIMATED AMOUNT NOT TO EXCEED $45,000; ALLOCATING FUNDS FROM CAPITAL IMPROVEMENT PROJECT NO. 3110470, AS APPROPRIATED BY THE ANNUAL APPROPRIATIONS AND CAPITAL IMPROVEMENT PROJECTS ORDINANCES; AND DIRECTING THE CITY MANAGER TO INSTRUCT THE CHIEF PROCUREMENT OFFICER TO ISSUE A PURCHASE ORDER FOR SAID SERVICES. WHEREAS, invitations to perform process -engineering services were mailed to thirty-four firms to seek a broad range of responses from process engineering services providers and to afford a competitive process for the provision of said services; and TT C RIE T M CmA I N E CITY Cora"S OW MEET J U I. 2 5 2002 4-9wiQla 02- 848. WHEREAS, said services will be used by the Offices of the City Manager and City Clerk for the purpose of making findings and recommendations to improve the City's legislative process, and WHEREAS, four responsive responses were received to provide said services; and WHEREAS, the proposal received from MAXIMUS was the most advantageous to the City; and WHEREAS, funds are available from Capital Improvement Project No. 3110470, as appropriated by the Annual Appropriations and Capital Improvement Projects Ordinances; 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. Page 2 of 4 — 848 Section 2. The City Manager is authorized'I to execute a Professional Services Agreement, in substantially the attached form, with MAXIMUS, under State of Florida Contract No. 973-001-00-1, Professional Consulting Services for Management Skills, for the provision of process engineering services for the Offices of the City Manager and City Clerk, on a contract basis for a period not to exceed one hundred twenty days, in an estimated amount not to exceed $45,000, with funds allocated from Capital Improvement Project No. 3110470, as appropriated by the Annual Appropriations and Capital Improvement Projects Ordinances. Section 3. The City Manager is directed to instruct the Chief Procurement Officer to issue a purchase order for said services. Section 4. This Resolution shall become effective immediately upon its adoption and signature of the Mayor Y 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 City Charter and Code provisions. 2/ 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 PASSED AND ADOPTED this 25th day of July 2002. 6;5UEL A. DIAZ, MAYOR ATTEST: 14 PRIS LLA A. THOMPSON CITY CLERK APPROVE'91< AND CORRECTNESS: NDRO VILARELLO ATTORNEY W6426:tr:LB Page 4 of 4 02-- 2- 4 8 PROFESSIONAL SERVICES AGREEMENT This Agreement is entered into this _ day of , 200_ ( but effective as of ??) by and between the City of Miami, a municipal corporation of the State of Florida ("City") and MAXIMUS ("Provider"). RECITAL A. • The City has issued invitations pursuant to State of Florida Contract No. 973-001- 00-1 to perform process engineering services ("Services") to be utilized by the Office of the City Manager and the Office of the City Clerk to enhance the City's current legislative process. Provider's proposal ("Proposal"), in response thereto, has been selected as the most qualified proposal for the provision of the Services. The invitation 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. 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 120 days commencing on ??. 3. 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". 4. COMPENSATION: A. The amount of compensation payable by the City to Provider shall be pursuant to State of Florida Contract No. 973-001-00-1 and based on the rates and schedules described in Attachment "A" hereto, which by this reference is incorporated into. this Agreement; provided, however, that in no event shall the amount of compensation exceed $45,000.. 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 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 "A" includes travel expenses as a specific item of compensation], then all bills for travel expenses shall be submitted in accordance with Section 112.061, Florida Statutes. 5. 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 2 02- 848 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. 6. 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 three (3) 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 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. 7. 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. 3 02- 848 8. 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. 9. 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. 10. 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 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. 11. 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 4 02- 848 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. 12. 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 $4,500, 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 $4,500, 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. 13. 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 five (5) 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 shall the 5 02- 848 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. 14. INSURANCE: Provider shall, at all times during the term hereof, maintain such insurance coverage as may be required by the City. Upon the City's request, Provider shall submit to the City evidence of compliance with City's insurance requirements. 15. 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. 16. 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 0 0� 48 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. 17. 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. 18. 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 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: MAXIMUS 1100 Logger Ct., Suite D-100 Raleigh, NC 27609 TO THE CITY: Renee S. Jones Acting Director, Departmentt of Human Resources P.O. Box 330708 Miami, FL 33233-0708 19. 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. 02- 848 7 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. 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. 20. SUCCESSORS AND ASSIGNS: This Agreement shall be binding upon the parties hereto, their heirs, executors, legal representatives, successors, or assigns. 21. 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. 8 02 848 22. CONTINGENCY CLAUSE: Funding for this Agreement is contingent on the availability of funds and continued authorization for program activities and is subject to amendment or termination due to lack of funds, reduction of funds and/or change in regulations. 23. REAFIRMATION OF REPRESENTATIONS: Provider hereby reaffirms all of the representations contained in the Solicitation Documents. 24. 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. 25. 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. 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: "City" CITY OF MIAMI, a municipal corporation Carlos A. Gimenez, City Manager "Provider" 9 02- 848 Print Name: Title: Corporate Secretary APPROVED AS TO FORM AND CORRECTNESS: Alejandro Vilarello City Attorney Form I (a)-(RFP/Corporate) a corporation BY: Print Name: Title: President APPROVED AS TO INSURANCE REQUIREMENTS: R. Sue Weller Administrator Risk Management 10 ATTACHMENT A A&AXIMUS HELPING GOVERNMENT SERVE THE PEOPLE • June 24, 2002 Ms. Renee S. Jones, Assistant Director Department of Human Resources City of Miami 444 S.W. 2nd Ave. Miami, Florida 333130 Dear Ms. Jones: asure talking with you recently about how MAXIMUS, Inc. can assist the City of It was a ple Miami in reviewing its legislative process. We are pleased to submit to you this letter which describes our suggested work plan and staffing to undertake this important engagement. Understanding of Project Scope We understand that the purpose of this project is to develop a legislative agenda process that is more streamlined, effective and efficient than the current process and which uses available technology to the fullest extent possible. As described in your letter of June 18, 2002, the City has defined the following scope of work: • Review the City's current legislative process, and provide recommendations to enhance and/or streamline the process. • Incorporate the use of the LegisStar System, an automated legislative tracking system recently acquired by the City to replace the City's manual Commission agenda preparation and legislative preparation process. • Provide an interim written report within forty-five (45) days after receipt of a Purchase Order. • Provide a written final report within ninety (90) days after receipt of a Purchase Order. The final report will be provided with one original and ten copies. • Meet and/or interview appropriate City staff during the project research, and make a presentation regarding project findings and recommendations to the City Commission or City staff, if requested. Project Staffing A key element of our approach to the business of providing management consulting services to local governments is to provide well qualified staff for our engagements. This includes project 1100 LOGGER CT., SUITE D-100 0 RALEIGH, NC 27609 • 919-876-8042 • FAX 919-878-8592 Ms. Renee S Jones, Assistant — hector June 24, 2002 City of Miami Human Resources Department Page 2 leadership at the vice president or director level and the assignment of senior staff to the project. For each engagement, we assign either a Director or Vice President as the project manager and lead project analyst in the field. In recognition of the importance of the City of Miami as a client of MAXIMUS, we will assign Mr. Ken Murray as the project manager and lead analyst. Mr. Murray has recently been appointed as MAXIMUS' practice leader for our national Management Studies practice, and he is nationally recognized as a leading authority in local government management. As the project leader, Mr. Murray's background and experience is particularly relevant to the City's study of its legislative processes. In addition to his seven years of consulting experience, Mr. Murray spent more than twenty years in direct public management. This included work assignments as Director of Intergovernmental Programs for the North Carolina League of Municipalities; Deputy City Manager of Grand Rapids, Michigan; City Manager of Joliet, Illinois; and, City Administrator of Lee's Summit, Missouri. He was also the Staff Director to the City Council in the consolidated city and county of Jacksonville, Florida. Mr. Murray has also served as an Associate Professor of Public Management for Indiana University, where he taught courses in public decision making and business process analysis. In all of his management responsibilities, Mr. Murray was directly involved in the legislative process of the government. In particular, in Jacksonville, Mr. Murray was directly responsible for the operation and legislative process management for the City Council. This included committee and council meeting processes, ordinance development, policy analysis, agenda setting, and records keeping. As such, he has direct familiarity with, and experience in, Florida law that relates to public policy decision making. Recent engagements managed by Mr. Murray include an operations review of Beaufort County, SC; operations review of various work functions for Charleston County, SC; reorganization and new business and governance processes for the 42 -campus Louisiana Technical College; a span of control study for San Antonio, TX; and a redesign of the community development processes for Roswell, GA. He hold a B.A. from Methodist College and M.A. and Ph.D. degrees from Purdue University. Depending on the final timing of the project, we anticipate assigning up to three other individuals to the engagement. These include: Mr. Robin Haley, a Manager in our Management Studies practice, specializing in government operations and business process review. His work experience includes detailed experience process analysis of government operations, including work flow management. His recent experience includes business process flow analysis for the Roswell, Georgia, Community Development Department and the Nashville, Tennessee, Public Works Department. He is part of the MAXIMUS project team developing a performance measurement system for Osceola County, Florida. Mr. Haley has recently completed city and county -wide studies for Chatham County, Georgia; Augusta -Richmond County, Georgia; Gainesville -Hall County, Georgia; Venice, Florida; Polk County, Florida; and Alexandria, Louisiana. He received his MBA from Georgia State University, and his BS from the Georgia Institute of Technology. MAXIMUS HELPING GOVERNMENT SP.RVE THE PEOPLE* 02- 848 Ms. Renee S. Jones, Assistant .—lector June 24, 2002 City of Miami Human Resources Department Page 3 Mr. David Jahosky, a Manager in our Management Services division based in Orlando, Florida. His work experience is the area of financial analysis and operations analysis. He has worked with over thirty Florida city and county governments and various Florida state agencies in financial plan analysis and operations analysis. He is part of the MAXIMUS project team developing performance measures for Osceola County, Florida. He holds a B.A. and M.P.A. degrees from the University of Florida. Ms. Susannah Leigh, a Senior Consultant in our Management Studies practice who specializes in data collection and analysis. She has extensive experience in data collection and presentation, best practice reporting, and comparative governmental survey collection and analysis. Recent engagements on which she has served include operations review of Beaufort County, South Carolina; Charleston County, South Carolina; Nashville, Tennessee, Department of Public Works; and, span of control study for San Antonio, Texas. Overview of Our Methodology Over the course of our many engagements, we have developed and refined a thorough approach for analyzing local government efficiency and effectiveness in performance reviews and business process analyses for local governments. Our analytical methodology is based on several concepts, which include: Definition of Proiect Objectives: Our analysis is conducted with a full understanding of and sensitivity to the City's public policy environment. We develop this understanding early in the project by conducting extensive, individual interviews with principal policy and management leadership. Detailed Input from Process Participants. It is critical to obtain the input of all involved parties. This includes: - Interviews with policy and administrative officials involved in the legislative process. - Review of documentation relating to the legislative process, including meeting agenda, agenda preparation materials, and departmental submissions. Best Practice Analysis: Over the years, MAXIMUS has developed an extensive database of best practices used by local governments throughout the United States. We would test current practices in the City of Miami against those best practices and : MAXIMUS HELPING GOVERNMENT SERVE THE PEOPLE' 2 -- '; Ms. Renee S. Jones, Assistant —rector June 24, 2002 City of Miami Human Resources Department Page 4 - Identify practices which may exceed standards and where opportunities may exist to adjust service levels and still provide effective and responsive services. Identify practices which fall below these standards and/or prevailing practice in comparable cities. Frequent Reporting and Documentation: Through application of these analytical techniques, we then develop various reports, including: - A description of the current legislative agenda process as a basis of evaluation. - An issues report identifying key impediments in the current process, serving as the focus for discussion on potential improvements. A comparative industry practice analysis which provides a comparison of Miami's process against other local governments. - Draft and final reports which detail recommendations for new processes and provides implementation plans. Detailed Work Process Based on our discussions and a preliminary review of the background material which you have provided, we have designed the following work plan. We believe that this plan will provide the City with a thorough analysis of the legislative agenda process and quality recommendations for improvement within the City's suggested timeframe. Our proposed work plan consists of the following: Task One: Project Initiation As part of the project, we recommend that the City create a project steering committee whose role will be to provide overall project guidance, assist in coordinating interviews and data collection, review and comment on project deliverables, and serve as a respondent group to evaluate the viability of alternative proposals. Appropriate members for the Committee would include representatives of the Agenda Office, the City Attorney's Office, Planning and Zoning, Purchasing, the City Clerk's Office, and the City's project manager for the LegisStar implementation, and the City's project manager for this engagement. In this task, we will meet with the Project Committee to review the scope and direction of the project, finalize the work plan, finalize a project schedule, and establish other project protocols as necessary. NVWMUS HELPING GOVERNMENT SERVE THE PEOPLE' 02- 848 Ms. Renee S. Jones, Assistant i.._ actor June 24, 2002 City of Miami Human Resources Department Page S Task Two: Process Familiarization In this task, the project team will gain an understanding of the manner in which the current legislative process operates. It is important to gain this understanding so that we will have a basis of evaluation in the future work tasks. In this task, we will: • Review documentary material relating both to the legislative process and to the LegisStar system. This will include both materials that have been provided to MAXIMUS for the preparation of this work plan as well as other materials documenting the legislative process. • Review the LegisStar system at its current state of implementation, including both the documentary material as well as observing the operation of the system itself. • Interview the management of the Agenda Office to gain an understanding of the current process as they carry it out. • Interview the City Attorney, or staff of the City Attorney's office most responsible for agenda preparation, to understand the legal requirements with which the City must comply in agenda preparation and how those legal requirements are currently applied. • Interview the Assistant City Managers to gain an understanding of the role of executive management in the legislative preparation process. • Interview representatives of the City's planning and zoning functions to gain an understanding of any unique agenda requirements relating to planning, zoning, and development activity. • Following these interviews, we will prepare a preliminary process description report. This report will be a narrative description of the process; it will also include a process flow chart graphically presenting the "as -is" work steps and time requirements. We will review this report with the Project Steering Committee to assure its accuracy and thoroughness. Task Three: Process Evaluation Having gained a thorough understanding of the legislative process, we will evaluate the process for strengths, weaknesses, and perceived opportunities for improvement In this task, we will: As appropriate, interview the City Commission members to gain an understanding of their perceptions of the current process and to identify opportunities for improvement that the elected officials believe would be desirable. NIAMMUS HELP/NC COVERNM NTSERVE rVEPEOPLE• 02- 848 Ms. Renee S. Jones, Assistant . ector June 24, 2002 City of Miami Human Resources Department Page 6 Identify the six to eight departments which have the greatest volume of agenda activity and/or which have the most complex agenda items and interview either the Department Director or executive staff who are most involved in agenda preparation for those Departments. The focus of these interviews will be to gain knowledge of those department's concerns with the agenda process and suggestions for improvements. In conjunction with the Project Steering Committee, identify other personnel within the City who have substantial involvement in the agenda process and interview those individuals, again focusing on their concerns with the agenda process and suggestions for improvement. • Select and track at least two agenda preparation cycles to compare actual performance against expectations based on the "as -is" flow chart. Evaluate the legislative process in light of the information gathered from these interviews and from tracking the actual process. Based on these activities, we will prepare an issues report which describes the issues which the MAXIMUS project team identifies as impediments to a timely, efficient, and effective legislative process. We will review a draft of this report with the Project Steering Committee to gain common understanding and agreement on these issues. Task Four: Report Preparation In this task, we will bring all of the analytical processes together to develop a report describing the current legislative process and our recommendations for improvement. We will: Assemble a draft report which integrates the various work elements, provides a draft "to -be" legislative process and describes the various steps, presents the advantages of the recommended process, provides a preliminary implementation plan, and identifies potential impediments to implementation. This report will also identify potential costs of implementation. We will review the draft report with the Project Steering Committee. As requested, we will also be available to review the draft with the City Manager and/or City Commission. Following review of the preliminary draft with the City, we will revise the draft based on the comments and questions received during the review and prepare a final report. This final report will describe the recommended new legislative process, identify any needs for potential changes in the LegisStar implementation to effect the changes, and provide an implementation plan. MAXIMUS HELP/NG GOVERNMENT SERVE THE PEOPLE* Ms. Renee S. Jones, Assistant _ ector June 24, 2002 City of Miami Human Resources Department Page 7 Proposed Project Budget Based on the scope of work described in this letter, we propose an all-inclusive project fee of $41,600. This fee incorporates all professional services, travel, and other expenses. We commit to the City that we will perform the work described in this letter to a level of quality that meets or exceeds the City's expectations, within the City's 90 -day framework, for this budget amount. Staff MurrayHaley/Jahosky Leigh Total Hours Job Title Director Manager Sr. Consultant Hourly Rate per Contract 160 138 115 Task 1 Project Initiation 8 0 0 8 2 Process•Familiarization 24 40 0 64 3 Process Evaluation 32 56 32 120 4 Report Preparation 32 24 0 56 Total Hours 96 120 32 248 Sum of Professional Fees 15,360 16,560 3,680 35,600 Estimated Expenses 6,000 Total Project Budget $ 4!&N We understand that this work plan is being submitted to you pursuant to the terms, conditions, and pricing of the State of Florida Contract No. 973-001-00-1. In Summary MAXIMUS is a leading authority on government operations. Our extensive experience with local government provides us with a detailed understanding of all aspects of the business practices and processes of government. We have a high quality professional client service staff; and, in this particular instance, our project leader has extensive, direct experience working with local government legislative processes, including the State of Florida. We would certainly welcome the opportunity to apply this experience in assisting the City of Miami to review and improve its legislative processes. Should you have any questions or desire to talk with us further about how MAXIMUS might assist the City of Miami, please feel free to contact me at (919) 876-8042. We look forward to hearing from you and to the opportunity to serve the City of Miami. Sincerely yours, Kenneth R. Murray Director, MAXIMUS NIAMMUS HELP/NC GOVERNMENT SERVE THE PEOPLE* 02- 848 CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO: The Honorable Mayor and Me hers of the City Commission G' enez FROM: City Mana r RECOMMENDATION CA -10 DATE: JUL 12 2W2 FILE: SUBJECT: Recommendation for Process Engineering Services REFERENCES: ENCLOSURES: It is respectfully recommended that the City Commission adopt a resolution awarding a contract to MAXIMUS, a non -minority vendor, to provide process engineering services relative to the City of Miami's legislative process for the Office of the City Manager and the Office of the City Clerk. This contract is being awarded pursuant to the terms, conditions and pricing of State of Florida Contract No. 973-001-00-1: Professional Consulting Services for Management Skills. The proposed contract will be effective for a period not to exceed 120 days, at an estimated cost not to exceed $45,000. BACKGROUND The City's current legislative process is labor-intensive and time-consuming. As a result, the City is seeking a legislative process that is streamlined, effective, efficient, and that utilizes available technology to the fullest extent possible. To this end, invitations for proposals to perform process engineering services were sent to 34 firms. Proposals were received from four firms and MAXIMUS was determined to be the most responsive. Process -engineering services will include but are not limited to reviewing the City's current legislative process and providing recommendations to enhance and/or streamline same, incorporating the use of the Legistar System, an automated Legislative Tracking System designed to replace the manual Commission agenda preparation and legislative preparation process. Funding isavailable within CIP Project 311047 to cover the cost of these services. CAG/RTNN/S /Rr J�