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HomeMy WebLinkAboutM-88-0216CITY OF MIAMI. RLORIDA INTEROFFICE MEMORANDUM TO The Honorable Mayor and Members DATE ��� „ _ 1988 ME of the City Commission su•JEc♦ Resolution Authorizing Contract with Cannon, Stierheim, Busutil For Implementation Of The `ROM Cesar H. Odi �' , �� REFERENCE• City -Wide Employee Sug- City Manager gestion Program '1 ENCLOSURES RECOMMENDATION It is respectfully recommended that the City Commission adopt the attached resolution authorizing the City Manager to enter into an agreement with Cannon, Stierheim, Busutil Management Consultants firm for implementation of the City -Wide Employee Suggestion Program. BACKGROUND At the July 23, 1987 City Commission meeting, the City Commission passed Resolution No. 87-728 which authorized the City Manager to enter into an agreement with the Management Consultant firm of Cannon, Stierheim, Busutil (CSB) for the development of Phase I of the City -Wide Employee Suggestion Program. CSB has successfully completed the first phase of development for the Employee Suggestion Program. (ESP) and is ready to continue with the implementation of this program. Phase I of the City -Wide Employee Suggestion Program included the development -of the organizational structure; the selection of the Governing Committee from major departments; and the selection of the ESP Departmental Liaisons. At this time, it is requested that the City enter into another contract with CSB for final implementation of the Employee Suggestion Program. During the final phase of the Employee Suggestion Program, CSB s activities will include: Recruitment of a Program Coordinator; Development of program rules and procedures; Development of marketing strategies; and Provision of the required training for the Coordinator and Liaisons. l `1 kofiON R8-216 i 0 Page 2 A detailed Work Plan of the assistance to be provided during the final phase of the development of the Employee Suggestion Program is attached for your review. CSB will work very closely with our ESP Coordinator and provide extensive assistance in the following areas: Evaluation of suggestions; Refinement of program policies, rules and procedures; Promotional campaigns to maintain the program's momen- tum, and Preparation of grand award ceremonies. As an incentive, and because of CSB's confidence in the worth of the Employee Suggestion Program, CSB is willing to establish the program for less than half of their normal fee. In addition to the $11,500 management fee, CSB will receive a percentage of the savings. During the program their fee would be equal to fifteen percent (15%) of the net savings or revenues generated with a maximum dollar amount that would be collected not to exceed $36,500. CSB would not collect any percentage of savings from a suggestion until the City begins to realize the benefits from that suggestion. "SB is confident in its ability to identify cost savings or revenue opportunities that will exceed its fee for this engagement and as such, guarantees that if its recommendations do not identify savings or revenue opportunities which are equal to or greater than its. fee, it will refund the difference between the fee and the value of the savings identified. Since it is anticipated that the City's retained savings will more than exceed the cost of these services, it is recommended that the City Commission authorize the City Manager to enter into an agreement with CSB for implementation of this program. Attachments: Proposed Resolution Agreement Work Plan 0 A9-216 PROFESSIONAL SERVICES AGREEMENT This Agreement entered into this day of , 1988 by and between the CITY OF MIAMI, a municipal corporation of the State of Florida, hereinafter referred to as "CITY", and CANNON STIERNEIM BUSUTIL MANAGEMENT CONSULTANTS, a Florida Corporation, hereinafter referred to as "CONSULTANT". WITNESSETH: WHEREAS, the City desires to continue the services of the CONSULTANT to develop and implement the final phase of the City - Wide Employee Suggestion Program; and WHEREAS, the CONSULTANT has extensive experience in employee suggestion program training and development as well as a broad background in public service and productivity management; and WHEREAS, the CONSULTANT has developed Phase I of the City -Wide Employee Suggestion Program and is now ready to complete 'the final development of Phase I and the implementation of such program; and WHEREAS, it is anticipated that the CITY's retained savings from this program will more than exceed the cost of these services. NOW, THEREFORE, in consideration of the mutual covenants and obligations herein contained, and subject to the terms and conditions hereinafter stated, the parties hereto understand and agree as follows: I. TERM: The term of this Agreement shall commence on December 15, 1987 and shall terminate December 15, 1988. 88 -zis 3 a SCOPE OF SERVICES: CONSULTANT will be responsible for the following: (1) Recruitment of a Program Coordinator; (2) Development of program rules ind procedures; (3) development of marketing strategies; and (4) provision of the required training for the Coordinator and Liaisons. CONSULTANT will work very closely with the CITY'S ESP Coordinator and provide extensive assistance i.n the following areas: Evaluation of suggestions; Refinement of program policies, rules and procedures; Promotional campaigns to maintain the program momentum, and Preparation of grand award ceremonies. COMPENSATION: A. CITY shall pay CONSULTANT, as compensation for the services required pursuant to Article II hereof, eleven thousand and five hundred dollars ($11,500). In addition to the S11,510 management fee, the CONSULTANT will receive a percentage of the first year savings. During the first year of the program, the fee would be equal to fifteen percent (15%) of the net savings or revenue generated. The maximum dollar amount that would be collected in savings will not exceed $38,500. The CONSULTANT will not collect any percentage of savings from a suggestion until the City begins to realize the benefits from that suggestion. -2- SS-216 M. 6 4 B. CITY shall have the right to review and audit the time records and related records of CONSULTANT pertaining to any payments of the CITY. IV. OBLIGATIONS OF CONSULTANT Any consulting services contract by the CONSULTANT shall be the responsibility of the CONSULTANT and the CITY hereby assumes no obligations for such services. The CONSULTANT agrees to carry out the services as prescribed in Article II of this Agreement in a lawful, satisfactory, and proper manner and shall assure that all terms of the contract are met. V. COMPLIANCE WITH FEDERAL, STATE AND LOCAL LAWS: Both parties shall comply with all applicable laws, ordinances and codes of federal, state and local governments. VI. GENERAL CONDITIONS: A. All notice of other communications which shall or may be given pursuant to this Agreement shall be in writing and shall be delivered by personal service, or by registered mail addressed to the other party at the address indicated herein or as the same may be changed from time to time. Such notice shall be deemed given on the day of which personally served; or, if by mail, on the fifth day after being posted or the date of actual receipt, whichever is earlier. CITY OF MIAMI CONSULTANT 3500 Pan American Drive Cannon Stierheim Busutil Miami, Florida 33133 6720 S.W. 124th Street Miami, Florida 33156 B. Title and paragraph headings are for convenient reference and are not a part of this Agreement. C. In the event of conflict between the terms of this Agreement and any terms or conditions contained in any attached documents, the terms in this Agreement shall rule. 88-216 -3- 6 D. 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. E. Should any provisions, paragraphs, sentences, words or phrases 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 provisions, paragraphs, sentences, words or phrases shall be deemed modified to the extent necessary in order to confirm with such laws, or if not modificable to conform with such laws, 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. VII. OWNERSHIP OF DOCUMENTS All documents developed by CONSULTANT under this Agreement shall be delivered to CITY by said CONSULTANT upon completion of the services required pursuant to Article II hereof and shall become the property of CITY, without restriction or limitation on its use. CONSULTANT agrees that all documents maintained and generated pursuant to this contractual relationship between CITY and CONSULTANT shall be subject to all provisions of the Public Records Law, Chapter 119, Florida Statutes. It is further understood by and between the parties that any information, writings, maps, contract documents, reports or any other matter whatsoever which is given by CITY to CONSULTANT pursuant to this Agreement shall at all times remain the property of CITY and shall not be used by CONSULTANT for any other purposes whatsoever without the written consent of CITY. "4' A8-216/ b 0 NON-DELEGABILITY: That the obligations undertaken by CONSULTANT pursuant to this Agreement shall not be delegated or assigned to any other person or firm unless CITY shall first consent in writing to the performance or assignment of such service or any part thereof by another person or firm. IV. AUDIT RIGHTS: City reserves the right to audit the records of CONSULTANT at any time during the performance of this Agreement and for a period of one year after final payment is made under this Agreement. X. AWARD OF AGREEMENT CONSULTANT warrants' that it has not employed or retained any person employed by the CITY to solicit or secure this Agree,►ient and that it has not offered to pay, paid, or agreed to pay any person employed by the CITY any fee, commission percentaje, brokerage fee, or gift of any kind contingent upon or resulting from the award of this Agreement. XI. CONSTRUCTION OF AGREEMENT: This Agreement shall be construed and enforced according to the laws of the State of Florida. XII. SUCCESSORS AND ASSIGNS: This Agreement shall be binding upon the parties herein, their heirs, executors, legal representative, successors, and assigns. XIII. INDEMNIFICATION: CONSULTANT shall indemnify and save CITY harmless from and against any and all claims, liabilities, losses, and causes of action which may arise out of CONSULTANT'S activities under this Agreement, including all other acts or omissions to act on the �8-216 -5- 1 part of CONSULTANT, including any person acting for or on its behalf, and, from and against any orders, judgments, or decrees which may be entered and from and against all costs, attorneys' fees, expenses and liabilities incurred in the defense of any such claims, or in the investigation thereof. XIV. CONFLICT OF INTEREST: A. CONSULTANT covenants that no person under its employ who presently exercises any functions or responsibilities in connection with this Agreement has any personal financial interests, direct or indirect, with CITY. CONSULTANT further covenants that, in the performance of this Agreement, no person having such conflicting interest shall be employed. Any such interests on the part of CONSULTANT or its employees, must be disclosed in writing to CITY. B. CONSULTANT is aware of the conflict of interest laws of the City of Miami (City of Miami Code Chapter 2, Article V), Dade County Florida (Dade County Code Section 2-11.1) and the State of Florida, and agrees that it shall fully comply in all respects with the terms of said laws. XV. INDEPENDENT CONTRACTOR: CONSULTANT and its employees and agents shall be deemed to be independent contra;;t;,rs, and not agents or employees of CITY, and shall not attain any rights or benefits under the Civil Service or Pension Ordinances of CITY, or any rights generally afforded classified or unclassified employees; further fia/she shalt not be deemed entitled to the Florida Workers' Compensation benefits as an employee of CITY. XVI. TERMINATION OF CONTRACT: CITY retains the right to terminate this Agreement at any time prior to the completion of the services req•iired pursuant to - 6 - 89-216 g paragraph II hereof without penalty to CITY. In that event, notice of termination of this Agreement shall be in writing to CONSULTANT, who shall be paid for those services performed prior to the date of its receipt of the notice of termination. In no case, however, will CITY pay CONSULTANT an amount in excess of t'ifi total sum provided by this Agreement. It is hereby understood by and between CITY and CONSULTANT that any payment made in accordance with this Section to CONSULTANT shall be made only if said CONSULTANT is not in default under the terms of this Agreement. If CONSULTANT is in default, then CITY shall in no way be obligated and shall not pay to CONSULTANT any sum whatsoever. XVII. NON-DISCRIMINATION: CONSULTANT agrees that it shall not discriminate as to race, sex, color, creed, national origin or'handicap in connection with its performance under this Agreement. XVIII. MINORITY PROCUREMENT COMPLIANCE: CONSULTANT acknowledges that it has been furnished a copy of Ordinance No. 10062, the Minority Procurement Ordinance of the City of Miami, and agrees to comply with all applicable substantive and procedural provisions therein, including any amendments thereto. XIX. 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, or authorization, reduction of funds and/or change in regulations. R8-216 9 0 XX. I• DEFAULT PROVISION: In the event that CONSULTANT shall fail to comply with each and every term and condition of this Agreement or fails to perform any of the terms and conditions contained herein, then CITY, at its sole option, upon written notice to CONSULTANT may cancel and terminate this Agreement, and all payments, advances, or other compensation paid to CONSULTANT by CITY while CONSULTANT was in default of the provisions herein contained, shall be forthwith returned to CITY. XXI. AMENDMENTS: No amendments to this Agreement shall be binding on either party unless in writing and signed by both parties. IN WITNESS WHEREOF, the parties hereto have cdljs�i t t;'iiy instrument to be executed by the respective officials thereunto duly authorized, this the day and year first above written. XXII. ENTIRE AGREEMENT This instrument and its attachments constitute the sole and only Agreement of these parties hereto and correctly sets forth the rights, duties and obligations of each to the other as of its date. Any prior agreement, promises, negotiations, or A8-216 -g- 10 • 11 representations not expressly set forth in this Agreement are of no force or effect. ATTEST: ATTEST: APPROVED AS TO INSURANCE REQUIREMENTS: IT: CITY OF MIAMI, a menlcipal Corporation of the State of Florida CONSULTANT: BY: Cannon Stlerheim Busutil Management Cons.ultants (SEAL) APPROVED AS TO FORM AND CORRECTNESS: CITY ATTORNEY R8-216 -g- 0 CORPORATE RESOLUTION WHEREAS, the Board of Directors of has examined terms, conditions, and obligations of the proposed contract with the City of Miami for WHEREAS, the Board of Directors at a duly held corporate meeting have considered the matter in accordance with the by-laws of the corporation; NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS OF that the President and Secretary are hereby authorized and instructed to enter into a contract in the name of, and on behalf of this corporation, with the City of Miami for , in accordance with the contract documents furnished by the City of Miami, and for the price and upon the terms and payments contained in the proposed contract submitted by the City of Miami. IN WITNESS WHEREOF, this day of 1988. CHAIRMAN, Board of Directors (SEAL) 148-216 2 0. • 1. Recruit program Coordinator 4 2. Establish program mission statement and goals 16 3. Develop program rules 16 4. Develop detailed procedures for: • Submitting suggestions • Evaluating suggestions • Recognizing and awarding suggestors 48 5. Develop program marketing strategies: • City-wide • Individualized for Departments 48 6. • Conduct training for Coordinator and Liaisons 70 7. Facilitate program initiation meetings within departments 68 S"16 a 4 JUDITB A. CANNON Principal Partner Cannon Stierheim Busutil Management Consultants PERSONAL Date of Birth: July 8, 1955 Place of Birth: Georgetown, (British Guiana) Guyana CONSULTING EEpERIENCE As an Analyst conducted a time study of a Tax Collection operation of a metropolitan government. Recommendations from this project resulted in annual revenue increases and cost savings of $2,250,000. As a Project Manager and Field Training Supervisor for a Productivity Analysis Unit in a metropolitan police department, supervised analysts through their first study, which developed organizational, procedural, staffing and scheduling recommendations and identified annual savings in excess of $1.2 million. As an Analyst conducted program development work during the developmental phase of an Employee Suggestion Program for a local government. This program has generated over $1,000,000 in annual, recurring savings during its first three years of operation. As an Analyst during a Productivity Improvement Study of a metropolitan Automobile Inspection Operation, applied queuing theory and line balancing techniques to streamline inspection procedures, manpower utilization and hours of operation. Recommendations from this study resulted in annual cost savings of $500,000 without service reductions. As an Analyst during a Productivity Improvement Study of a Metropolitan Transit Agency, developed work standards and work planning and scheduling system for a repair operation of an 800 bus fleet. Recommendations from this study resulted in annual cost savings of $500,000. As a Lead Analyst during a Productivity Improvement Study of a metropolitan Transportation Agency, developed recommendations for improved crew scheduling, manpower and materials utilization, operational methods improvements and work planning and scheduling. Recommendations from this study resulted in annual cost savings in excess of $450,000. As a. Consultant, conducted a cost allocation and manpower utilization study of a Fleet Management Operation. This project resulted in improved fleet management services and identified annual cost savings of over $205,000. 89-216 ►4 • 0 Judith A. Cannon Page 2 As a Consultant, developed inventory management and control recommendations for a mechanical maintenance operation, which manages a fleet of over 1,500 vehicles. The recommendations from this project identified annual savings of over $200,000. As a Consultant, conducted a productivity management project for a Sanitation Operation. Recommendations from this project identified several significant improvements in manpower utilization and quality of services, and cost savings of over $90,000 per year. As a Consultant, conducted an analysis of field crew operations which resulted in recommendations which improved manpower utilization and identified cost savings of over $60,000. As a Consultant, conducted a review of a Code Enforcement operation. Recommendations from this project resulted in improved productivity through automation, more effective manpower utilization and annual cost savings of over $27,000. As a Consultant, conducted a review of a Utilities operation's administrative staff functions. This project resulted in improved efficiency and productivity of the office functions and annual cost savings of over $20,000. As an Analyst during a work measurement study of a metropolitan garbage and trash collection operation, developed work standards which were used to develop detailed routing configurations for the field crews. As a Productivity Management Analyst and later as a contractual Consultant, conducted research and analysis reporting directly to the Executive Director of Administration in the Dade County State Attorney's Office. Primary focus was the Child Support Enforcement function for which an in depth study was completed. Recommendations included organizational structure changes and management and work force methods improvements. Provided consulting services for the words in Process Center and research and analysis on computer systems for other office programs. As a Systems Analyst in the Material Management and Procurement Systems Department in FPiL, worked in the development section of the office. During that time, completed and implemented a major study to improve and consolidate fourteen reports produced by the office. Considerable time was spent developing management enhancements to existing reports, which included analyzing the content, improving the conspicuousness of pertinent data, streamlining the format and consolidating into a monthly report manual. 88-216. • 1 • Judith A. Cannon Page 3 As an Adainistrative Assistant in the Citizens' Service Division of Metro -Dade County, provided a direct communications link between County residents and the multitude of governmental agencies including Municipal, State, Federal and private agencies. These activities were significant to management because departmental performance on complaints was monitored, suspense files were established, affected citizens were contacted for feedback and random samples among clients were conducted. In addition, reports were submitted to the County Manager's Office where non-compliance conditions occurred or where a preponderance of complaints indicated defects in either the management or service delivery capability of an organization. Supervised the Saturday Ask Your Government Radio program, hosted by the County Manager's Office on W.R.A.T. Managed the research and compilation of responses each week and on many occasions substituted for the host on the air. Bachelor of Arts Degree, Barry College, 1975 Majors - History, Public Administration, Criminal Justice Graduate Work, Public Administration, Florida International University, 1976 Graduate Work, International Studies, Florida Atlantic University, 1983 Graduate, Price Waterhouse Productivity Techniques Training, January,, 1980 PROFESSIONAL EXPERIENCE Principal Partner, Cannon Stierheim Busutil Management Consultants, January 1986 - present Productivity Management Analyst, Office of the State Attorney Eleventh Judicial Circuit of Florida, July 1985 - December 1985 Material Management & Procurement Systems Analyst, Florida Power & Light Company, Corporate Office January 1985 - June 1985 Substitute Teacher, Dade County Public Schools 1983 - 1984 Management Productivity Analyst III, Office of Productivity Management, Metro -Dade County, Florida, 1979 - 1983 IRS-216 • Judith A. Cannon Page 6 Adainistrative Assistant - Metro -Daft Division of Citizen's Services, County 1976 r 1979 • County, Florida Manager's Office, City of Delray beach, Florida, 1973 - 1976 Center Assistant, Delray Beach Tennis Center Library Technician, Delray Beach Library Day Camp Counsellor, Delray beach Junior Day Camp �8"216, • WILLIAM J. BUSUTIL Partner Cannon Stierheim Busutil Management Consultants Date of Birth: November 27, 1951 Place of Birth: Havana, Cuba CONSULTING E)CPBRIENCB Provided extensive technical assistance in the development of routing, scheduling and staffing configurations for a sistropolitan garbage and trash collection operation. Recommendations from this project identified annual cost savings of over $2,500,000. Served as an analyst in a productivity improvement study in the Tax Collection Division of a large metropolitan county government. The study included a review of current operations, value analysis of methods and procedures, work measurement, and manpower budgeting. Special techniques employed include reduced average processing time from four weeks to five days, which resulted in additional annual interest earnings of $750,000. The entire study resulted in recurring annual savings of $2,250,000. Provided training and program development assistance during the implementation of an Employee Suggestion Program for local government. This program has generated over $1,000,000 in annual, recurring savings during its first three years of operation. • Successfully conducted several comprehensive 120-hour Productivity Management Consulting Seminars for over 250 professionals from the following organizations: Metropolitan Dade County Lee County Florida Highway Patrol City of Hialeah City of Miami Beach City of Orlando City of Richmond James City County City of North Miami American Express Company South Miami Hospital Jackson Memorial Hospital City of Lynchburg City of Virginia Beach City of Hampton Henrico County City of Alexandria Chesterfield County Served as the lead analyst on a productivity improvement project team which improved and implemented inspection procedures and developed a manpower scheduling system and manpower budgets for a A8-216. I� 0 William J. Busutil Page 2 local Motor Vehicle Inspection Agency. The study included applications of queuing theory and line balancing. Recommendations implemented during the engagement resulted in annual operating cost savings of $500,000 with no reductions in service. Served as a lead analyst during a productivity improvement study of a Metropolitan Transit Agency bus maintenance operation. The study included the major overhaul and repair operations of the 800 bus fleet, and running repairs and fueling and servicing of a 300 bus district fleet. During the study, the project team revised work flows, prepared a standards manual for work estimating, developed a preventive maintenance program, used line balancing and queuing theory to revise fueling and servicing procedures, developed shop scheduling tools, and prepared staffing budgets. In addition to major improvements in service delivery, the study identified $500,000 in annual staff savings. Developed billing and collection procedures for a local parking violations bureau. Recommendations from this project resulted in streamlined procedures and additional revenue of over $500,000 per year. Conducted a cost allocation and manpower utilisation study of a Fleet Management Operation. This project resulted in improved fleet management services and identified annual cost savings of over $205,000. Developed inventory management and control recommendations for a mechanical maintenance operation, which manages a fleet of over 1,500 vehicles. The recommendations from this project identified annual savings of over $200,000. Conducted an analysis of field crew operations which resulted in recommendations which improved manpower utilization and identified cost savings of over $60,000. Conducted a review of a Code Enforcement Operation. Recommendations from this project resulted in improved productivity through automation, more effective manpower utilization and annual cost savings of over $27,000. Conducted a review of a Utilities operation's administrative staff functions. This project resulted in improved efficiency and productivity of the office functions and annual cost savings of over $20,000. At a Utilities company within the State, conducted a four hour Management Training seminar on improving CUSTOMER SERVICE. 813-216. William J. Busutil Page 3 Managed a productivity improvement team which designed and implemented a' preventive maintenance program, a work order reporting system, a work scheduling system, a quick repair service, and a performance reporting system for a Heavy Equipment l�tintenance Shop of a local government agency. Recommendations implemented during the engagement reduced operating costs and provided for better manpower planning and control as well as improved maintenance histories and records. Conducted a productivity management project for a Sanitation Operation. Recommendations from this project identified several significant improvements in manpower utilisation and quality of services, and cost savings of over $90,000 per year. Designed, implemented, and monitored a cost accounting system and inventory control systesifor a local government agency. B.B.A. Business Administration, Florida International University, 1974 M.P.A., Public Administration, Texas Tech University, 1978 PROFESSIONAL ENCE Cannon Stierheim Busutil Management Consultants Partner, 1986 - Present Metropolitan Dade County, Training Manager, Office of Productivity Management, 1982 - 1986 Price Waterhouse, Senior Consultant, 1981 - 1982 Metropolitan Dade County, Productivity Analyst, Productivity Analysis Unit, Office of Management and Budget; Office of the County Manager, Management Intern, 1978 - 1981 City of Hialeah Recreation Department, Internal Accountant and Purchasing Agent, 1975 - 1977. Responsible for cost control, inventory control, and procurement management. �8-216,