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.
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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
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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.
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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.
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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.
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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.
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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
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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
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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.
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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
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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
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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)
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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
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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.
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Judith A. Cannon
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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.
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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
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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
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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
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William J. Busutil
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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.
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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.
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