HomeMy WebLinkAboutR-98-0469J-98-170
4/30/98
RESOLUTION NO. 9 8- 469
A RESOLUTION, WITH ATTACHMENT, AUTHORIZING THE CITY
MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT,
IN SUBSTANTIALLY THE ATTACHED FORM, WITH SHL LANDY
JACOBS, PURSUANT TO RESOLUTION NO. 98-18, TO PROVIDE
AND ADMINISTER THE PROMOTIONAL EXAMINATION PROCESSES
FOR THE CLASSIFICATIONS OF CHIEF FIRE OFFICER AND FIRE
CAPTAIN (TWO PROCESSES PER CLASSIFICATION) FOR THE
DEPARTMENT OF HUMAN RESOURCES, ON A CONTRACT BASIS
FOR AN INITIAL TERM OF SIX (6) MONTHS WITH THE OPTION TO
EXTEND FOR THREE (3) ADDITIONAL SIX (6) MONTH PERIODS, AT
AN ESTIMATED COST NOT TO EXCEED $150,000.00; ALLOCATING
FUNDS THEREFOR FROM THE GENERAL OPERATION BUDGET OF
THE DEPARTMENT OF FIRE -RESCUE, ACCOUNT CODE NO.
001000.280601.6.270; AUTHORIZING THE CITY MANAGER TO
INSTRUCT THE CHIEF PROCUREMENT OFFICER TO ISSUE A
PURCHASE ORDER FOR THESE SERVICES.
WHEREAS, Request for Proposals were mailed to 18 firms seeking a broad range of
responses from test developing providers and to afford a competitive process for the
provision of these services; and
WHEREAS, this service will be used by the Department of Personnel for the purpose
of developing, administrating/implementing, scoring, preparing a final report, and providing
test consultation services; and
ATTACHMENT(S)f
CONTAINED I
My COMMISSION
MEETING OF
MAY 12 1998
Resolutim rra.
98- 469
WHEREAS, the Selection Committee evaluated the five (5) proposals received on
October 20, 1997, in response to the City's RFP, and selected, in rank order, a firm as the
most qualified to provide the required professional services for the Department of
Personnel; and
WHEREAS, the City Commission, on January 13, 1998 through Resolution No. 98-
18, accepted the findings of the selection committee and authorized the City Manager to
negotiate a contract, to execute a contract, in a form acceptable to the City Attorney, not
to exceed $150,000 during the initial and extended term of the contract, and to instruct
the Chief Procurement Officer to issue a purchase order for these services; and
WHEREAS, funding is available for the payment of compensation, in an amount not
to exceed $150,000.00, 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 hereby adopted by references thereto and incorporated herein as if fully set forth in this
Section.
Section 2. The City Manager is hereby authorized to execute an agreement, in
substantially the attached form, with SHL Landy Jacobs, pursuant to Resolution No. 98-
18, to provide and administer the promotional examination processes for the classifications
of Chief Fire Officer and Fire Captain (two processes per classification) for the Department
of Human Resources, on a contract basis for an initial term of six (6) months with the
option to extend for three (3) additional six (6) month periods, at an estimated cost not to
exceed $150,000.00, with funds therefor hereby allocated from the General Operation
Budget of the Department of Fire -Rescue, Account Code No. 001000.280601.6.270.
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Section 3. The City Manager is hereby authorized to instruct the Chief
Procurement Officer to issue a purchase order for these services.
Section 4 This Resolution shall become effective immediately upon its adoption.
PASSED AND ADOPTED this 12th day of May , 1998.
ATTEST:
WALTER J. FOEMAN
CITY CLERK
JOE CAROLLO, MAYOR
In accordance with Miami Code Sec. 2-36, since the Mayor did not indicate approval of
this legislation by signing it in the designated place provided, said legislation now
becomes effective with the elapse often (10) days fr m the date of Commissicn action
regarding same, without the Mayor exerpising.Q, /
PREPARED AND APPROVED BY:
OLG MfREZ-SEIJAb1
ASSI . ANT CITY ATTOR
APPROVED AS 7,0 FORWAND CORRECTNESS:
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W2247:CSK:et:ORS
eman, City Clerk
3
9$- 469
PROFESSIONAL SERVICES AGREEMENT
This Agreement is entered into this day of
199_ by and between the
City of Miami, a municipal corporation of the State of Florida ("City") and SHL Landy Jacobs, a
Pennsylvania corporation ("Provider").
RECITALS:
A. The City had issued a Request for Proposals ("RFP") for the provision of
Department of Fire -Rescue promotional test services for Chief Fire Officer 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.98-18, adopted on January13,
1998, 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 six (6) months
commencing upon full execution hereof.
•
3. OPTION TO EXTEND: The City shall have the option to extend the term hereof for
a period of three (3) additional six (6) month periods. City Commission approval shall not be
required as long as the total extended term does not exceed two (2) 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 Exhibit "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 Exhibit "A".
5. COMPENSATION:
A. The amount of compensation payable by the City to Provider shall be based on the
rates and schedules described in Exhibit `B" hereto, which by this reference is incorporated into
this Agreement; provided, however, that in no event shall the total amount of compensation (fees
and travel costs) payable under the initial and any extended term of this Agreement exceed
$ 150, 000.00.
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. Exhibit "B" includes an estimate of travel expenses as an item of
compensation; Provider is entitled to full reimbursement of all reasonable travel costs), 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
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
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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
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
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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
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,
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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 $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.
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
shall the City be liable to Provider for any additional compensation, other than that provided
herein, or for any consequential or incidental damages.
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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.
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
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469
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 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
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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:
Rick R. Jacobs, Ph. D.
Senior Vice President
SHL Landy Jacobs
300 South Burrowes
StateCollege, Pennsylvania
16801
TO THE CITY:
Angela R. Bellamy
Director
City of Miami
Department of Human Resources
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.
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.
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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
amendment or termination due to lack of funds, reduction of funds and/or change in regulations,
upon thirty (30) days notice.
24. REAFIRMATION 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.
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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.
27. APPROVAL BY THE OVERSIGHT BOARD: The State of Florida has appointed an
Emergency Financial Oversight Board (the "Oversight Board") which is empowered to review and
approve all pending City of Miami contracts. As a result, contracts shall not be binding on the
City until such time as they have been approved by the Oversight Board. Execution of this
Agreement by the City Manager shall constitute evidence of its approval by the Oversight Board.
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.
"City"
CITY OF MIAMI, a municipal
ATTEST: corporation
Walter Foeman, City Clerk
ATTEST:
Print Name:
Title: Corporate Secretary
By:
Jose Garcia -Pedrosa, City Manager
"Provider"
SHL Landy Jacobs,
a Pennsylvania corporation
By:
Print Name:
Title: Rick R. Jacobs, Ph. D.
Senior Vice President
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APPROVED AS TO FORM AND APPROVED AS TO INSURANCE
CORRECTNESS: REQUIREMENTS:
ALEJANDRO VIL L MARIO E. SOLDEVILLA
City Attorney � � Risk Management Administrator
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6Q
EXHIBIT "A"
4.2 PROJECT REQUIREMENTS
The Successful Proposer shall:
1. Develop for the classification of Chief Fire Officer: An Assessment Center consisting of (1) an Oral
Interview, (2) a Subordinate Counseling Role Play, (3) a Group Presentation/Community Group
exercise, (4) an Incident Command exercise, and (5) a written work sample/in-basket exam
components (as proposed by Landy Jacobs & Associates). Develop for the classification of Fire
Captain: (1) a Subordinate Counseling Role Play, (2) A group Presentation/Training Group, and (3) a
written work sample/in-basket component (as proposed by Landy Jacobs & Associates). All exercises
must be appropriate to directly measuring the knowledge, skills and abilities necessary to perform the
job functions per classification. Provider will have input from Department of Fire -Rescue staff, the
City's expert consultant, and the Department of Justice expert in the development of examination
measures, and all measures and their linkage will be discussed with the City's expert and DOJ expert
prior to development.
2. Identify percentage of job domain measured by the customized examination processes for both
classifications. Identify area(s) of job domain not measured by the examination processes and identify
appropriate measures for assessing that portion of job domain for each classification.
3. Provider and Provider's firm or agency shall be present to begin administration for a period of three
days, as well as train City staff to continue administration of the examination processes for each
classification. Provider will be available for communications by the City during the continued time of
test administration, as well as will have one staff member available to travel to the test site if needed by
the City staff. Location of test sites is the responsibility of the City. City staff will be utilized as
proctors for the examination processes for each classification, as well as forwarding relevant testing
materials on a daily basis to the Provider.
4. Provider and Provider's firm or agency shall score the examination processes and generate descriptive
statistics such as means and standard deviation for each classification. Consultant shall analyze the
scores from both examination processes to determine if group means differ, on ethnic groups and/or
gender, and to what extent for each classification. A written report on these findings will be prepared
for the City.
Provider shall recommend cutoff points on the customized examination processes for each
classification. The City's expert consultant and Department of Justice expert will be involved in all
stages of examination development and implementation, and reserve the right to review the
recommended cutoff point for the processes of both classifications.
6. Provider shall provide on -site orientation program to ensure all candidates receive uniform information
for each classification. This phase will include written guidelines and rules that will govern the
administration of examination processes for each classification. Study Guides will also be developed
for candidates in both classifications detailing the examination process and preparation that needs to be
undertaken prior to the test administration.
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7. Provider shall select, obtain and train individuals from the fire protection community to serve as
assessors for each classification's Assessment Center examination portion. The same number of
assessors must be used to assess everyone participating in a particular exercise in the assessment
centers for each classification. Appropriate ethnic and gender representation must be present among
assessors for each classification. The training of the assessors and the ethnic and gender background
making up the assessor panel must be approved by the City's expert consultant, the Department of
Justice expert, and the Department of Human Resources for each classification process. 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, and selection proceedings.
8. Provider shall select, obtain and train individuals to serve as role players in the examination processes
for each classification. Appropriate ethnic and gender representation should be present among the role
players for each classification process. The City reserves the right to have representation present at any
and all processes that involve role players, including but not limited to training sessions, orientations,
and selection proceedings.
9. The City reserves the right, at its own expense, to video tape all assessment exercises. The City
acknowledges that if one session is taped then all sessions must be taped for all candidates in both
classifications.
10. The Provider shall provide candidates from each classification 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 from both classifications.
11. The Provider shall provide to the Department of Human Resources raw and standardized scores for
each candidate, as well as distribution information for each classification.
12. Use the recently conducted Job Analysis by the City's expert for the classifications of Chief Fire
Officer and Fire Captain and generate separate content validity reports linking the examination
processes to the job analysis results for each classification consistent with the Federal Uniform
Guidelines on Employee Selection Procedures and current professional standards.
13. The Provider shall provide three (3) days of eight (8) hours each for post-test consultation without
charge, per examination per classification, as well as lock their current fee rate for consultation at time
of proposal for any additional work beyond these days if necessary. The City will pay for reasonable
travel, hotel, and meal accommodations as an additional charge to the three (3) days per classification.
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EXHIBIT "B"
A. Component Costs For Chief Fire Officer's Process - includes personnel and overhead*:
Initial Meetings/Project Kick-off $ 2,500
(includes coordination of initial document and data exchange as well as kick-off
meeting with Miami's project team to finalize timelines and responsibilities)
2. Original Written Work Sample/In Basket Test Development, Administration, and
Scoring $8,000
(includes essay style format, scoring guidelines, monitor and assessor training, on -site
administration, printing of test materials, candidate notifications and test scoring)
3. Parallel Written Work Sample/In Basket Test Development, Administration, and
Scoring $6,000
(includes essay style format, scoring guidelines, monitor and assessor training, on -site
administration, printing of test materials, candidate notifications and test scoring)
4. Original Oral Interview Test Development, Administration and Scoring $5,200
(includes interview questions, rating scales, assessor training, on -site administration,
test scoring and candidate notifications)
5. Parallel Oral Interview Test Development, Administration and Scoring $4,000
(includes interview questions, rating scales, assessor training, on -site administration,
test scoring and candidate notifications)
6. Original Oral Exercise -Test Development, Administration and Scoring $15,800
(includes subordinate role play, incident command and group presentation scenarios for
Chief Fire Officer, monitor and assessor training, on -site administration, printing of test
materials, candidate notifications and test scoring)
7. Parallel Oral Exercise Test Development, Administration and Scoring $11,000
(includes subordinate role play, incident command and group presentation scenarios for
Chief Fir Officer, monitor and assessor training, on -site administration, printing of test
materials, candidate notifications and test scoring)
8. Candidate Preparation $6,000
(includes camera-ready copy of study guides for all test components, and on -site
orientation program for each administration)
10. Final Reports (one for each administration)
11. Assessor Acquisition
$6,000
$20,000
(includes contacting and securing 8 assessors for the oral exercises; travel costs,
7 days of accommodations and per diem to include travel day and training for both the original
administration and parallel administration)
Sub -Total S84,500
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B. Component Costs For Captain's Process - includes personnel and overhead*:
1. Initial Meetings/Project Kick-off $ 2,500
(includes coordination of initial document and data exchange as well as kick-off
meeting with Miami's project team to finalize timelines and responsibilities)
2. Original Written Work Sample/In Basket Test Development, Administration,
and Scoring $7,000
(includes written work sample, scoring guidelines, monitor and assessor training, on -
site administration, printing of test materials, candidate notifications and test scoring)
Parallel Written Work Sample/In-Basket Test Development, Administration,
and Scoring $5,000
(includes written work sample, scoring guidelines, monitor and assessor training, on -
site administration, printing of test materials, candidate notifications and test scoring)
4. Original Oral Exercise Test Development, Administration and Scoring $12,800
(includes subordinate role play, and group presentation scenarios for Captain, monitor
and assessor training, on -site administration, printing of test materials, candidate
notifications and test scoring)
5. Parallel Oral Exercise Test Development, Administration and Scoring $10,000
(includes subordinate role play, and group presentation scenarios for Captain, monitor
and assessor training, on -site administration, printing of test materials, candidate
notifications and test scoring)
6. Candidate Preparation , $6,000
(includes camera-ready copy of study guides for all test components, and on -site
orientation program for each classification)
7. Final Reports (one for each administration)
$6,000
8. Assessor Acquisition $16,000
(includes contacting and securing assessors for the written and oral exercises;
travel costs for 6 assessors, and 7 days of accommodations and per diem
to include travel day and training)
Sub -Total
$53,975
*These component costs include overhead costs such as: travel, communications (telephone and fax),
mail services (postage, UPS, FedEx), printing costs of surveys, and tests, clerical support,
administrative supplies and three days (8 hour days) of litigation services, per classification.
CoMxontracttire.doc 16
98- 469
C. SUB -TOTAL FOR CHIEF FIRE OFFICER AND CAPTAIN PROCESSES $149,800
(Before Discounts)
D. DISCOUNTS $8,480
A 10% discount will be applied to test development costs (not including initial meetings/project kick-
off, candidate preparation, final reports, or assessor acquisition) since LJA was awarded this contract in
conjunction with the Police Sergeant and Police Captain award, resulting from Resolution # 97-799.
We have implemented this type of arrangement with a number of cities in which we handle testing in
both the police and fire departments (e.g., Tulsa, Cincinnati, Columbus, Cleveland).
TOTAL FOR CHIEF FIRE OFFICER AND CAPTAIN PROCESS
(After Discounts) $141320
E. PAYMENT SCHEDULE
Payment will be made to LJA upon a benchmark system of project completion. Payments (once
invoices for services have been received) will be made as follows for the Chief Fire Officer process:
1. After the development of the Kick-off Orientation program.
2. After the development of the Original and Parallel Assessment Center exercises.
3. After completion of the administration of the first assessment center.
4. After receipt of the final report for the first administration.
5. After the second Orientation program.
6. After completion of the administration of the second assessment center.
7. After receipt of the second administration Final Report.
Payments (once invoices for services have been received) will be made as follows for the Fire Captain
process:
l . After the development of the Kick-off Orientation program.
2. After the development of the Original and Parallel Assessment Center exercises.
3. After completion of the administration of the first assessment center.
4. After receipt of the final report for the first administration.
5. After the second Orientation program.
6. After completion of the administration of the second assessment center.
7. After receipt of the second administration Final Report.
CoMxontractYire.doc 17 9 8 -- 469
TO
FROM
Honorable Mayor and Members
of the City Commission
Jose Garcia -Pedrosa
City Manager
RECOMMENDATION
CITY OF MIAMI, FLORIDA is
INTER -OFFICE MEMORANDUM
DATE February 24, 1998
SUBJECT: Department of Fire -Rescue
Promotional Examinations
(Chief Fire Officer and Fire
REFERENCES :Captain)
ENCLOSURES:
FILE :
It is respectfully recommended that the City Commission authorize the City Manager to execute
the attached professional services agreement with the firm of Landy Jacobs and Associates, Inc.
to provide four promotional examination processes for the civil service classifications of Chief
Fire Officer and Fire Captain (two examination processes for each classification), as reviewed
and approved by the City Attorney, and to instruct the Chief Procurement Officer to issue a
purchase order for these services. The attached resolution was written so that no more than
$150,000, including all travel costs, may be allocated for this agreement covering the four
examinations. The attached professional services agreement is being submitted to the City
Commission for review prior to execution.
BACKGROUND
On December 16, 1997, the selection committee found Landy Jacobs and Associates, Inc., to
be both the most qualified and least expensive firm from the responses received to RFP
No. 97-98-001. The second most qualified firm, Barrett & Associates of Ohio, quoted a price
exceeding $560,000 for the four examinations. The City Manager accepted the findings of the
selection committee and recommended to the City Commission that negotiations be entered into
with Landy Jacobs and Associates, Inc. Consequently, on January 13, 1998, the City
Commission passed Resolution No. 98-18, and negotiations were entered into with Landy
Jacobs and Associates, Inc. to provide four promotional examinations for the Civil Service ranks
of Chief Fire Officer and Fire Captain (two examinations per classification). The promotional
registers established from these examinations will be valid through January 2001 for both
classifications.
Funding for this project has been approved by the Office of Budget as being available in the
general operating budget of the Department of Fire -Rescue, Account Code No.
00100.280601.6.270.
Angela R. Bellamy, Director
Department of Human Resources
98- 469
r
TY OF MIAMI OFFICE OF THE CITI _ RK
BID SECURITY LIST
BIDITEM: TWO CUSTOMIZED EXAMINATION P FOCESSES OF CHIEF FIRE
OFFICER AND FIRE CAPTAIN
BID NO.: 97-98-001
DATE BID(S)OPENED: OCTOB ER 20, 1997 TIME 10 : 00 a.m.
BIDDER
TOTAL BID
AMOUNT
BID BOND (ER)
CASHIER'S CHECK
JEANNERET ASSOCIATES INC.
One box
LANDY JACOBS & ASSOCIATES
BARRETT & ASSOCIATES
"
BOOTH RESEARCH GROUP
"
s dh
NO BID
AON CONSULTING
"Offers from the vendors Lstcd herein
air fj
re
MEMO 1,71eqy as 01 t io %-Move of nn -
other oil•-r, rq7iiittc,d ','.
dote and
ore vre j( raTectod ,cs latV.//
�r
svo a
Z
9Y -,1fy
Person receiving bid(s)
(City Department)
received envelopes on behalf of
on
(Date)
SIG
Deputy City
CITY OF MIAMI OFFICE OF THE CIT` ERK
BID SECURITY LIST
BIDITEM: TWO CUSTOMIZED EXAMINATION PfOCESSES OF CHIEF FIRE
OFFICER AND FIRE CAPTAIN a r
BID NO.: 97-98-001
DATE BID(S) OPENED: O C T O B E R 20, 1997 TIME 10 : 0 0 a. m.
BIDDER
TOTAL BID
AMOUNT
BID BOND (ER)
CASHIER'S CHECK
JEANNERET ASSOCIATES INC.
One box
LANDY JACOBS & ASSOCIATES
"
BARRETT & ASSOCIATES
"
BOOTH RESEARCH GROUP
"
LARRIEU & ASSOCIATES MANAGEMENT CONSUL
"
NO BID
AON CONSULTING
"Offers from the vendors I sted herein
r*,�, the cnlv cf4r-,-
receivact
othor aff:r, In
are hereby ro:ec!ed crs
Person re lvhfg b
PU HASING f
(City Department)
received ( envelopes on behalf of
on / -D /
(Date) " ' _T�_
Deputy City
CITY OF MIAMI Ile /��,
ADVERTISEMENT FOR PROPOSALS L—`---1
Sealed proposals will be received by the City of Miami City Clerk at his office located at City
Hall, 3500 Pan American Drive, Miami, FI. 33133 for the following:
RFP NO. 96-97-076 To develop and implement Police Sergeant and Police Captain
customized examination processes.
OPENING DATE: 10:00 A.M. October 15, 1997
RFP NO. 97-98-001 To develop and implement two (2) customized examination processes,
one being a parallel form to be administered within one year, for each
classification of Chief Fire Officer and Fire Captain.
OPENING DATE: 10:00 A.M. October 20, 1997
Detailed specifications for this proposal are available upon request at the City of Miami,
Purchasing Department, 444 SW 2 Avenue, Sixth Floor, Miami, Florida 33130. Telephone No.
(305) 416-1904.
Edward Marquez
City Manager
AD NO. 4271 & 4272
CITY OF MIAMI
LOGO
oC��'-
^
City of Miami
REQUISITION FOR ADVERTISEMENT
This number must
appear in the
advertisement.
INSTRUCTIONS: Please type
and attach a copy of the advert' m nt with thisr i i i n.
1. Department:
2. Division:
3. Account Code number:
4. Is this a confirmation:
❑ Yes ❑ No
5. Prepared by:
6. Size of advertisement:
7. Starting date:
8. Telephone number:
9. Number of times this advertisement is to be
published:
10. Type of advertisement:
❑ Legal ❑ Classified ❑
Display
11. Remarks:
12.
Publication
Date(s) of
Advertisement
Invoice No.
Amount
-rJ
_
NJ
[J
1`
13.
❑ Approved
❑ Disapproved
Department Director/Designee Date
Approved for Payment
Date
C GS/PC 503 Rev. 12/89_
Routing: Forward White and Canary to G.S.A. (Procurement Management) and retain Pink copy.
U15TRIBUTIUN: White - U.S.A.; Canary - Department