HomeMy WebLinkAboutRFPRFP Number:
Commodity Codes:
Commodity Title:
Type of Purchase:
M/WBE Set -Aside:
Sr. Buyer:
Buyer Fax:
E-Mail Address:
Issue Date:
6/8/05
Voluntary Pre -Proposal:
Bid Bond:
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Time:
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City of Miami
Request for Proposals (RFP)
Purchasing Department
Glenn Marcos, CPPB, Director
Miami Riverside Center
444 SW 2"d Avenue, 6th Floor
Miami, Florida 33130
Web Site Address: http://ci.miami.fl.us/
Proposal Data
04-05-085
907-75; 918-06; 918-38; 918-58; 918-65; 918-66; 918-83; 918-85; 924-20
CONSULTING SERVICES FOR POLICE LIEUTENANT AND POLICE
SERGEANT EXAMINATION PROCESSES
Two (2) Years with OTR for Two (2) Additional Two (2) Year Periods
N/A
Pamela Burns, CPPB
(305) 400-5026
pbums@ci.miami.fl.us
May 27, 2005 Deadline For Request Of Additional Information/Clarification:
N/A
No
Performance Bond: No
Proposal Submission Deadline
Monday, June 20, 2005
2:00 PM
Office of the City Clerk
City Hall, 1" Floor
3500 Pan American Drive
Miami, Florida 33133-5504
FROM THE NORTH: 1-95 SOUTH UNTIL IT TURNS INTO USI. US1 SOUTH TO 27TH AVE., TURN
LEFT, PROCEED SOUTH TO SO BAYSHORE DR. (3RD TRAFFIC LIGHT), TURN LEFT, 1 BLOCK
TURN RIGHT ON PAN AMERICAN DR. CITY HALL IS AT THE END OF PAN AMERICAN DR.
PARKING IS ON RIGHT.
ERoy THE SOUTH: USI NORTH TO 27TH AVENUE, TURN RIGHT, PROCEED SOUTH TO SO.
BAYSHORE DR. (3RD TRAFFIC LIGHT), TURN LEFT, 1 BLOCK TURN RIGHT ON PAN AMERICAN
DR. CITY HALL IS AT THE END OF PAN AMERICAN DR. PARKING IS ON RIGHT.
RFP Content Sections
1.0 Introduction to Request for Proposals
2.0 Specifications/Scope of Work describing what is needed
3.0 General Terms and Conditions that are general in scope
4.0 Special Provisions of Proposed Contract
5.0 Instructions for Submitting Proposal and Evaluation Criteria for this RFP
6.0 Response forms and Check List to be completed, signed and submitted with Proposal
Sealed written Proposals must be received by the City of Miami, City Clerk's Office, no later than the date, time and at the location indicated above
for the Proposal Submission. Submittal of Response by fax is pot acceptable. One (1) Original and nine (9) copies of your Proposal and response
forms must be returned to the City or your Proposal may be disqualified. NOTE: This RFP does not constitute an order for the goods or services
specified. The number of copies requested in this RFP together with completed Response Forms must be returned.
CONE OF SILENCE ORDINANCE IS APPLICABLE TO THIS SOLICITATION.
City of Miami, Florida Police Promotional Exam Processes RFP 04-05-085
CITY OF MIAMI
PUBLIC NOTICE
Sealed Responses will be received by the City of Miami, City Clerk's office, located at City
Hall, First Floor, 3500 Pan American Drive, Miami, Fla. 33133 until Monday, June 20,
2005 at 2:00 PM for the following:
RFP No. 04-05-085
CONSULTING SERVICES FOR
POLICE LIEUTENANT AND
POLICE SERGEANT EXAMINATION PROCESSES
Deadline for Request of
Additional Information: Wednesday, June 8, 2005 at 5:00 PM
RFP documents may be obtained via the Internet using the City's website, Purchasing
Department, at www.ci.miami.fl.uslprocurement. If you do not have internet access, you
may obtain the documents upon request, during regular business hours, at the City of
Miami Purchasing Department, 444 S.W. 2nd Avenue, 6th Floor, Miami, Florida 33130 or
by contacting (305) 416-1906.
Any Proposals received after the above stated date and time or delivered to a different
address/department/division will not be considered and will be returned to the Proposer
unopened.
The City of Miami reserves the right to waive any informalities or minor irregularities; reject
any and all Proposals which are incomplete, conditional, obscure, or which contain
additions not allowed; accept or reject any proposal in whole or in part with or without
cause; and accept the Proposal(s) which best serves the City.
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City of Miami, Florida
Police Promotional Exam Processes RFP 04-05-085
1.0. INTRODUCTION TO REQUEST FOR PROPOSALS
1.1. Invitation
Thank you for your interest in this Request for Proposal ("RFP") process. The City of Miami
("City"), through its Purchasing Department, invites responses ("Proposals") which offer to provide
the services described in greater detail in Section 2.0: Specifications / Scope of Work.
1.2. Term of Contract
The Proposer selected to provide the services requested herein ("the Successful Proposer" or
"Consultant") shall be required to execute a contract ("Contract") with the City, which shall
include, but not be limited to, the fallowing terms:
A. The Contract shall be for an initial term of two (2) years.
B. The City shall have the option to extend the Contract for two (2) additional periods of two
(2) years each, at its sole discretion. Successful Proposer will be given at least thirty (30)
days prior written notice. The City has the option to extend said contract for one hundred
twenty (120) days following termination of contract with the Successful Proposer, to ensure
continuity of services.
1.3. Business Objective
The City, a municipal corporation of the State of Florida, is seeking the services of a qualified
Consultant, which may be an individual, firm, corporation, joint venture, partnership or other legal
entity, to develop and implement a customized examination processes, for both the classifications of
Police Lieutenant and Police Sergeant, for the Department of Employee Relations.
1.4. Deadline for Receipt of Request for Additional Information / Clarification
Pursuant to the Cone of Silence, any request for additional information or clarification must be
received in writing no later than 5:00 p.m. on Wednesday, June 8, 2005. Proposers may email or
fax their requests to the attention of Pamela Burns CPPB, Sr. Procurement Contracts Officer,
Department of Purchasing, at pburns@ci.miami.fl.us or fax (305) 400-5026. This RFP is subject to
the City's "Cone of Silence" in accordance with Section 18-74 of the City's Ordinance No.
12271.
1.5. Cone of Silence
Pursuant to Section 18-74 of City Ordinance No. 12271, a "Cone of Silence" is imposed upon each
RFP, RFQ, RFLI, or IFB after advertisement and terminates at the time the City Manager issues a
written recommendation to the Miami City Commission. The Cone of Silence shall be applicable
only to Contracts for the provision of goods and services and public works or improvements for
amounts greater than $200,000. The Cone of Silence prohibits any communication regarding RFPs,
RFQs, RFLI or IFB (bids) between, among others:
• Potential vendors, service providers, bidders, lobbyists or consultants and the City's
professional staff including, but not limited to, the City Manager and the City Manager's
staff, the Mayor, City Commissioners, or their respective staffs;
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City of Miami, Florida Police Promotional Exam Processes RFP 04-05-085
• The Mayor, City Commissioners or their respective staffs and the City's professional staff
including, but not limited to, the City Manager and the City Manager's staff;
• Potential vendors, service providers, bidders, lobbyist or consultants, any member of the
City's professional staff, the Mayor, City Commissioners or their respective staffs and any
member of the respective selection/evaluation committee
The provision does not apply to, among other communications:
• Oral communications with the City purchasing staff regarding Minority/Women Business
Enterprise (M/WBE) and local vendor outreach programs;
• Communication is limited strictly to matters of process or procedure already contained in
the solicitation document;
• The provisions of the Cone of Silence do not apply to oral communications at duly noticed
site visits/inspections, pre -proposal or pre -bid conferences, oral presentations before
selection/evaluation committees, contract negotiations during any duly noticed public
meeting, or public presentations made to the Miami City Commission during a duly noticed
public meeting; or
• Communications in writing or by email at any time with any City employee, official or
member of the City Commission unless specifically prohibited by the applicable RFP, RFQ
or bid documents.
• Communications in connection with the collection of industry comments or the performance
of market research regarding a particular RFP, RFQ, RFLI or IFB by City Purchasing staff.
Proposers or bidders must file a copy of any written communications with the Office of the City
Clerk, which shall be made available to any person upon request. The City shall respond in
writing and file a copy with the Office of the City Clerk, which shall be made available to any
person upon request. Written communications may be in the form of e-mail, with a copy to the
Office of the City Clerk at icerrato@,ci.miami.fl.us.
In addition to any other penalties provided by law, violation of the Cone of Silence by any
proposer or bidder shall render any award voidable. A violation by a particular bidder,
proposer, offeror, Respondent, lobbyist or consultant shall subject same to potential debarment
pursuant to the City Code. Any person having personal knowledge of a violation of these
provisions shall report such violation to the State Attorney and/or may file a complaint with the
Ethics Commission. Proposers or bidders should reference Section 18-74 of the City of Miami
Code for further clarification.
This language is only a summary of the key provisions of the Cone of Silence. Please review
City Ordinance No. 12271 for a complete and thorough description of the Cone of Silence. You
may contact the City Clerk at 305-250-5360, to obtain a copy of same.
1.6. Clarification
Requests for additional information or clarifications must be made in writing and received by the
Senior Buyer specified on the cover sheet of this RFP, in accordance with the deadline for receipt of
questions specified in the RFP (see Section 1.3) and the Cone of Silence (see Section 1.4). The
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City of Miami, Florida Police Promotional Exam Processes RFP 04-05-085
request must contain the RFP number and title, Proposer's name, name of Proposer's contact
person, address, phone number, and facsimile number.
Electronic facsimile or email requesting additional information will be received by the Sr. Buyer for
this RFP at the fax number or email address specified on the cover sheet of this RFP. Facsimiles
must have a cover sheet which includes, at a minimum, the Proposer's name, name of Proposer's
contact person, address, number of pages transmitted, phone number, facsimile number, and RFP
number and title.
The City will issue responses to inquiries and any other corrections or amendments it deems
necessary in written addenda issued prior to the Proposal Submission Date. Proposers should not
rely on any representations, statements or explanations other than those made in this RFP or in any
written addendum to this RFP. Where there appears to be conflict between the RFP and any
addenda issued, the last addendum issued shall prevail.
1.7. Award of Contract
The opportunity to enter into the Contract may be afforded to the Proposer whose Proposal is
determined to be the most advantageous to the City and in the City's best interests, taking into
consideration fees and other evaluation factors set forth in the RFP.
1.8. Contract Execution
A Contract will be negotiated and executed between the Successful Proposer and the City.
1.9. Unauthorized Work
If it is determined a contract is required, the Successful Proposer shall not begin work until a
Contract has been fully executed, if applicable.
1.10. Instructions
Careful attention must be given to all requested items contained in this RFP. Proposers are invited to
submit Proposals in accordance with the requirements of this RFP. Please read the entire solicitation
before submitting a Proposal. Proposers shall make the necessary entry in all blanks provided for the
responses.
The entire set of documents constitutes the RFP. The Proposer must return all information necessary for
the City to properly analyze Proposer's response in total and in the same order in which it was issued.
Proposer's notes, exceptions, and comments may be rendered on an attachment, provided the same
format of this RFP text is followed. All Proposals shall be returned sealed, with the RFP number and
closing date clearly stated on the outside of the package.
Proposers must provide a response to each requirement of the RFP. Proposals should be prepared in a
concise manner with an emphasis on completeness and clarity.
1.11. Changes / Alterations
Proposer may change or withdraw a Proposal at any time prior to Proposal submission deadline;
however, no oral modifications will be allowed.
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City of Miami, Florida
Police Promotional Exam Processes RFP 04-05-085
1.12. Assignment of Contract
Successful Proposer shall not assign, transfer or subcontract, at any time during the term of the
Contract, any part of his/her operations, or assign any portion or part of the Contract, except under
and by virtue of written permission granted by the City through the proper officials, which may be
withheld or conditioned, in the City's sole discretion.
1.13. Discrepancies, Errors, and Omissions
Any discrepancies, errors, or ambiguities in the RFP or addenda (if any) should be reported in writing
to the City's Purchasing Department. Should it be necessary, a written addendum will be incorporated
to the RFP. The City will not be responsible for any oral instructions, clarifications, or other
communications.
1.14. Disqualification
The City reserves the right to disqualify Proposals before or after the submission date, upon
evidence of collusion with intent to defraud or other illegal practices on the part of the Proposer. It
also reserves the right to waive any immaterial defect or informality in any Proposals; to reject any
or all Proposals in whole or in part, or to reissue a Request for Proposals.
1.15. Proposal Receipt
Sealed Proposals will be accepted in accordance with the instructions detailed on the cover of this RFP.
After that date and time, Proposals will no longer be accepted. The Proposer shall file all documents
necessary to support its Proposal and shall include them with its Proposal. Proposers shall be
responsible for the actual delivery of Proposals during business hours to the exact address indicated on
the cover and in the RFP. Proposals that are not received by the City Clerk's Office by the deadline
established in the RFP shall not be accepted or considered by the City.
1.16. Capital Expenditures
The Proposer understands that any capital expenditures that the Proposer makes, in order to perform
the services required by the City in this RFP, is a business risk which the Proposer may include in
its proposed price. The City, however, is not and shall not pay or reimburse any capital expenditures
or any other expenses; incurred by any Proposer in anticipation neither of a Contract award nor to
maintain the approved status of the Proposer if a Contract is awarded.
1.17. RFP Process Milestones
The anticipated schedule for this RFP and subsequent Contract is as follows, All dates are tentative
and subject to change.
➢ RFP available for distribution
➢ Due date for Questions
➢ Proposal Due Date
➢ Evaluation of Proposers by Evaluation Committee
➢ Oral Presentations, if applicable
➢ Recommendation from Evaluation Committee to City
➢ Recommendation to the City Commission
➢ City Commission Approval and/or Authorization to
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week of
Manager
Execute Contract..
May 27, 2005
June 8, 2005
June 20, 2005
June 22, 2005
June 27, 2005
June 29, 2005
July 1, 2005
. July 21, 2005
City of Miami, Florida
Police Promotional Exam Processes RFP 04-05-085
2.0. SPECIFICATIONS 1 SCOPE OF WORK
The City is seeking the services of a personnel selection Consultant to develop and implement a
series of customized examination processes with a parallel form for each exercise for each exam
administration, for each of the classifications of Police Lieutenant and Police Sergeant, on behalf of
the Department of Employee Relations.
During the initial two (2) year term of the contract, and for each optional two (2) year term of the
contract if extended by the City, it is anticipated the Successful Proposer shall administer one (1)
examination for the classification of Police Lieutenant, and one (1) examination for the
classification of Police Sergeant. However, it should also be noted that should it be in the City's
best interests, and at its sole option, the number of examinations may increase, or decrease
accordingly, at anytime throughout the term of the contract, including all extension terms, based
upon the needs of the City at that time,
The promotional processes for each classification will consist of customized examination processes,
and seniority credit for time -in -grade. The scores that will be used to establish the Eligible Register
for these promotional processes will be made up of two components. The first component is a
weight of 80% of the overall score from the Consultant's examination process; the second
component is a weight of 20% of the candidate's seniority points in accordance with Civil Service
Rule 6, and if applicable, FOP Union contract with the City. The following are approximations of
the number of candidates expected to sit and participate, for each examination process and during
each of the anticipated two (2) year contract period: 100 for Police Lieutenant and 350 for Police
Sergeant. However, be advised these numbers may be for more or less, depending upon need.
2.1 TESTING PROCEDURE OBJECTIVES
The testing procedure for each classification over the life of the contract shall:
1. Be based on a corresponding job analysis for the targeted position.
2. Be directly job -related.
3. Be reasonably perceived as fair and objective by the candidates.
4. Be standardized to ensure comparability of scores across candidates.
5. Be developed with input from staff from the Miami Police Department and the Department of
Employee Relations.
6. Entail multiple assessment measures.
7. Meet the Federal "Uniform Guidelines on Employee Selection Procedures" and current
professional standards, including but not limited to, the Society for Industrial and
Organizational Psychology "Principles for the Validation and Use of Personnel Selection
Procedures", and/or American Educational Research Association/American Psychological
Association/National Council on Measurement in Education "Standards for Educational and
Psychological Testing".
The Consultant must be qualified and experienced in the design and implementation of law
enforcement promotional systems.
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City of Miami, Florida Police Promotional Exam Processes REP 04-OS-085
2.2 TEST DEVELOPMENT REQUIREMENTS
The Consultant shall:
1. Abide by timetables outlined herein over the life of the contract and for each classification, with
the understanding that timetables outlined herein may be superseded by provisions outlined in
the current Fraternal Order of Police (FOP) Labor Agreement. These timetables are estimates
only and subject to change. The City shall provide reasonable written notice of any changes to
specified timetable.
2. Conduct a legally defensible job -analysis according to current professional and legal standards
within 90 calendar days after the execution of the Agreement for both classifications of Police
Lieutenant and Police Sergeant.
3. Develop a written examination that is appropriate to directly measure the knowledge, skills,
abilities, and other characteristics (KSAOs) identified in the job analysis as necessary to
perform the job functions within 1 80 calendar days of the completion of the job analysis for
each classification of Police Sergeant and/or Police Lieutenant. The written examination may
act as a hurdle for the classification of Police Sergeant.
4. Develop no less than three (3) examination exercises for each examination and for each
classification that is appropriate to directly measure the knowledge, skills, abilities, and other
characteristics (KSAOs) that are identified in the existing job analysis within 180 calendar days
after the completion of the job analysis necessary to perform the job functions for the
classifications of Police Lieutenant and Police Sergeant. Consultant will have input from
subject matter experts (SME) from the Miami Police Department including final review of
exercises. The Department of Employee Relations (DER) will also have input into the
development of examination measures and must approve exercises after Police Department
SME approval. Each examination process must have a preparation manual/study guide
published and delivered to DER in electronic format by the test Consultant, with sample
exercises, at least 60 days prior to the administration of the examination. All exercises must
require responses which are recorded by the candidate on paper and/or verbally to live
assessors.
5. Develop a parallel form for each exam exercise, for each classification and for each day of
testing that exceeds a one (1) day administration period. In addition, develop one (1) extra form
for each and every exercise beyond the number of days of testing that will not be used during
the test administration process.
6. Work with the Miami Police Department and Department of Employee Relations to develop one
(1) book list for each examination and for each classification based upon a current Job Analysis,
if not already developed. The book lists must be the sole source of examination material for
each classification. Each list for each examination and for each classification must be published
a minimum of 90 days prior to the administration of the exam. Source materials are to be
compared with the job analysis data to ensure that all items, exercises, etc. are drawn from
included source materials and are representative of the job content. Parallel exercises must also
be developed by the Primary Consultant's firm or agency from the booklist.
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City of Miami, Florida Police Promotional Exam Processes RFP 04-05-085
7. Identify percentage of job domain measured by each customized examination process and for
each classification (e.g., simulation, role-play) within 60 days prior to the first day of the
administration of the exam. Identify area(s) of job domain not measured by each examination
process and identify appropriate measures for assessing that portion of job domain for the
classification. Reviews must be based on the current job analysis for the appropriate
classification.
8. Prepare and submit for approval to the Department of Employee Relations all scripts for all
appropriate exercises for all appropriate classifications in electronic format at least 21 calendar
days prior to the first examination date.
9. The Project Manager, or the individual as proposed and responsible to work directly with the
City on an as -needed basis throughout the life of the contract to perform the scope of services
and administer the examination(s) (identified herein as the Primary Consultant), and members
of the Consultant's firm or agency shall be present, complete with materials needed during the
duration of the test administration process for each exam, for each exercise and for each
classification. Consultant will be in possession of all materials needed for administration of
each exercise for each examination and for each classification. Location of test sites is the
responsibility of the City. City staff approved by the Department of Employee Relations may be
used as proctors for the examination process.
10. Primary Consultant's firm or agency, under the direct supervision of the Primary Consultant,
shall score each examination for each classification and generate descriptive statistics such as
means and standard deviations. Primary Consultant shall analyze the scores from each
examination process to determine the extent to which group means differ by ethnicity/race and
by gender for each classification, present said analyses to DER for review, and include said
analyses in the final report. Analyses to include, but not limited to, adverse impact, validity,
and exercise and examination reliability by sub -dimension and overall, item difficulty, item
descriptives, and item homogeneity, etc. where applicable.
11 Primary Consultant shall ensure that all scoring calculations and results are error free and
completed within 14 days after the last exam administration for each classification. Data entry
and scoring is to be completed by at least two different individuals working independently with
results matched for agreement. Any and all discrepancies must be resolved quickly in a fair and
unbiased manner.
12. Primary Consultant shall recommend a cutoff score within 21 days after the administration of
the exam for each customized examination process, for each classification and provide written
rationale for each recommendation given including the establishment of the cutoff score. All
cutoff scores recommended by the Consultant must be based on the results of an appropriate
validation study conducted according to professional standards. The Department of Employee
Relations reserves the right to review and approve the recommended cutoff point for each
examination process.
13. Primary Consultant or qualified consultant's representative shall provide an on -site orientation
program for each examination, for each classification to ensure that all candidates receive
uniform information for the applicable examination within 40 days prior to the administration of
the exam. The orientation will include written guidelines and rules that will govern each exam
administration of each examination process for each classification and a "Questions and
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City of Miami, Florida Police Promotional Exam Processes RFP 04-05-085
Answers" packet for each exam process for each classification. Each "Questions and Answers"
packet must be submitted by the Primary Consultant to the Department of Employee Relations,
Testing and Validation Section staff at least 30 days prior to each test administration for each
classification and will summarize the questions and issues raised at the on -site orientation with
acceptable responses to each question.
14. Consultant shall contact, screen, select, secure, obtain, train and ensure the presence of
individuals from the law enforcement community to serve as assessors/role players/raters for
each exercise, for each exam for each classification, where applicable, pending approval of the
Department of Employee Relations, Testing and Validation Section. All assessors will be from
(a) United States agencies, (b) comparable in size and/or selected demographics (e.g., ethnicity,
race, gender) to the Miami Police Department, (c) outside of the State of Florida, and (d) of the
same rank or higher rank as the classification being tested. Every effort must be made by the
Primary Consultant to ensure that each exam process for each classification has appropriate
ethnic/racial and gender representation among assessors used in exercises for each
classification. The selection and training of potential assessors/role players/raters and the
ethnichacial and gender background making up the assessor panel must be approved by the
Department of Employee Relations for each classification process a minimum of forty-five (45)
days prior to each exam administration for each classification. The Department of Employee
Relations reserves the right to require that consultants use separate role players from that of
assessors. It is preferred that individuals serve as either an assessor or a role player but not in
both capacities. A minimum of three (3) assessors must participate in training and assessment
for all exercises with the exception of the Letter or Memo Writing, Simulation, or other DER
approved exercise(s) for which a minimum of two (2) assessors must participate in training and
assessment. The City reserves the right to require that the Primary Consultant contact, screen,
select, secure, obtain, train and ensure the presence of an additional assessor and/or role player
and/or rater for each exercise for each exam for each classification to serve as an alternate
should a primary assessor and/or role player and/or rater be unable to carry out their duties as an
assessor and/or a role player and/or a rater, respectively. Primary consultant will develop,
photocopy, collate, and otherwise prepare and administer assessors/role players/raters training
materials and administer training for assessors/role players/raters. The City reserves the right to
have representation present from the Department of Employee Relations at any and all
processes that involve assessors, including but not limited to orientations and/or training
sessions and/or selection proceedings and/or assessment processes and/or scoring. The same
number of assessors/role players/raters must be used to assess everyone participating in a
specific exercise requiring assessors/role players/raters for each classification, respectively and
as applicable. Candidates will be scored by the same assessors/role players/raters for each
exercise of each exam for each classification.
15 The Primary Consultant shall provide candidates with proper 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 candidate score(s). This feedback must be specific to
their performance in each exercise and the scoring guidelines for each exercise, in order for the
candidates to learn what could have been said/done that would have improved his or her
score(s); this will be provided so that candidates can improve on their performance on future
examinations. If a hurdle examination process is administered, only those who competed in the
entire process shall receive written feedback within 45 days after the exam administration.
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City of Miami, Florida Police Promotional Exam Processes RFP 04-05-085
16. The Primary Consultant shall provide evidence (e.g., statistics) supporting the content validity
and reliability of each exam for each classification in a separate final report to the Department
of Employee Relations, Testing and Validation Section. Actual scores for each candidate
including, but not limited to raw, standardized, and computed, must be provided to the City for
each candidate for each exercise for each exam in each classification within 14 days following
completion of the exam administration. In addition, the Primary Consultant shall provide
recommendations in the final report to assist the City with preparing examination candidates for
future processes. This report should include sufficient information to assist the City in
developing future training programs for promotional candidates.
17. The Primary Consultant shall establish the content validity for each exam for each classification
by documenting the links between the Job Analysis and examination process and exercises in
accordance with the Federal "Uniform Guidelines on Employee Selection Procedures" and
current professional standards including, but not limited to, the Society for Industrial and
Organizational Psychology "Principles for the Validation and Use of Personnel Selection
Procedures", and/or American Educational Research Association/American Psychological
Association/National Council on Measurement in Education "Standards for Educational and
Psychological Testing". This information shall be included in each final report along with
documentation of exam development, administration, scoring for all exams, exercises,
components, etc. The final report shall also include a detailed explanation of any and all
controls and safeguards used to eliminate rater errors or other biases and ensure accurate
analytical interpretation and completeness and all documents provided to candidates and
assessors, role players and raters (e.g., study/prep guide, Questions and Answer Packet,
assessor/role player/rater training manuals, assessor/role player/rater rating materials).
18. The Primary Consultant or qualified individual from the Consultant's firm or agency shall
provide three (8 hours) days of post-test consultation inclusive in proposed fees, as well as
maintaining fixed and firm fees throughout the initial term of the contract for the
Specifications/Scope of Work cited herein, including any additional work as necessary. The
Primary Consultant shall, as part of the Contract, agree to appear on the City's behalf as an
expert witness in the event of any litigation arising from any of the examination processes for
each classification, The Primary Consultant agrees to appear for a total time of three (3) days
up to eight (8) hours per day without any additional financial costs to the City, The Consultant
shall be responsible for transportation, lodging, and meals. After the three (3) days has been
utilized, the Primary Consultant shall be allowed to charge the City his or her reasonable daily
rate at time of Contract for any additional days for the services relating to litigation and/or
appearing as an expert witness; said appearance and resulting costs have to be approved by the
City in advance of travel. The Consultant shall be responsible for travel time, transportation,
lodging and meals during the first three (3) days of post-test consultation. Reasonable travel
expenses, a rental car allowance, hotel accommodations, and a meal allowance for appearances
arising from litigation shall be paid to the Primary Consultant by the City as additional costs
upon approval by the City and in accordance with §112.061, Florida Statutes.
19. The Primary Consultant shall propose a fixed and firm lock rate for all exams within the time
period of the contract.
20. The Primary Consultant shall furnish all equipment, materials, supervision or supplies necessary
for completion of all the services specified in this RFP. Failure to possess the necessary
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City of Miami, Florida Police Promotional Exam Processes RFP 04-05-085
materials and equipment in order to satisfactorily perform the services may result in the
default/termination of contract andlor postponement of test. Consequently, Primary Consultant
must develop, validate, administer, etc. a new examination with all applicable exercises at no
cost to the City within an expedient time frame. Should a re -administration occur as a result of
default herein, the Primary Consultant agrees to waive any and all fees related to Item 418
regarding fee charges beyond the three days of service for expert testimony andlor litigation
arising as a result of the re-examination for each classification.
21 All work shall be performed by, or under the direct supervision of, the Primary Consultant. All
associates used on each project must have a minimum of a Masters degree in Industrial and
Organizational Psychology or closely related field. All work performed must conform to the
ethical and professional guidelines, principles, and standards outline in the Federal "Uniform
Guidelines on Employee Selection Procedures" and current professional standards including,
but not limited to, the Society for Industrial and Organizational Psychology "Principles for the
Validation and Use of Personnel Selection Procedures", andlor American Educational Research
Association/American Psychological Association/National Council on Measurement in
Education "Standards for Educational and Psychological Testing".
22. Should the Primary Consultant leave the employ of the Successful Proposer during the initial
and extension term(s) of the contract, as applicable, the City reserves the right to approve, or not
approve, its replacement. In addition, the City reserves the right to seek a replacement of the
Primary Consultant, should the City determine he/she is not performing in accordance with the
terms and conditions of the scope of work/services.
2.3 TEST SCHEDULE -
The test schedule as identified herein is subject to change by the City throughout the duration of the
contract, including extensions. However, the initial two (2) examination(s) for Police Lieutenant
and Police Sergeant during the initial two (2) years of the contract are expected to be completed by
the end of 2005.
Project Schedule: Included in this RFP is an anticipated project schedule of events or process
milestones that illustrates the time -frame requirements for conducting the work described above.
Work is anticipated to begin, following contract execution, the month of September, 2005 for the
administration of the initial set of examinations for the classifications of Police Sergeant and Police
Lieutenant. Proposer must submit a proposed timeline outlining the anticipated services and
activities of their proposal and duration, subject to Department of Employee Relations' approval
within 180 calendar days of the earliest exam date. Proposed timeline shall include, but is not
limited to, treat of the following areas: details of exam format(s), job analytic task groups by exam
component, description of all exams/exercises/components, candidate performance evaluation, test
development, KSAOs per task group and per exam component, target ability and knowledge areas
by exercise, project schedule, etc.
See below a more detailed, approximate timeline for the administration of the examinations for both
classifications. These dates are approximate only, and subject to change.
POLICE LIEUTENANT
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City of Miami, Florida
Activity
Conduct Job Analysis for Exam #1
Written Exam and Oral Board
Development for Exam #1
Administer Exam #1
Establish Eligibility Register #1
Written Exam and Oral Board
Development for Exam #2
Administer Exam #2
Establish Eligibility Register #2
Written Exam and Oral Board
Development for Exam #3
Administer Exam #3
Establish Eligibility Register #3
POLICE SERGEANT
Activity
Conduct Job Analysis for Exam #1
Written Exam and Oral Board
Development for Exam #1
Administer Written Exam #1
Administer Oral Boards #1
Establish Eligibility Register 41
Written Exam and Oral Board
Development for Exam 42
Administer Written Exam #2
Administer Oral Boards #2
Establish Eligibility Register #2
Written Exam and Oral Board
Development for Exam #3
Administer Written Exam #3
Administer Oral Boards #3
Establish Eligibility Register #3
Police Promotional Exam Processes
Anticipated Date(s)
September 2005 — October 2005
November 2005 — February 2006
March 2006
April 2006
October 2007 — January 2008
February 2008
March 2008
October 2009 — January 2010
February 2010
March 2010
Anticipated Date(s)
November 2005 — December 2005
January 2005 — April 2006
May 2006
June 2006
August 2006
January 2007 — April 2008
May 2008
June 2008
August 2008
January 2009 — April 2010
May 2010
June 2010
August 2010
2.4 COST / FEE STRUCTURE
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Proposer shall provide, in detail, for each exam and for each classification, a clear accounting of all
costs and fees associated with the completion of this project. All costs must be itemized on a per
activity basis including job analysis (e.g., information gathering, development of assessment
measures, oral board administration, scoring, report development, travel and accommodations, daily
rate of compensation for appearance, etc.) including the overall total cost to develop and implement
a customized examination process for both Police Lieutenant and Police Sergeant (e.g., materials
production, mailing, telephone, other communication costs between the Proposer and the City) that
is specific to the format proposed for project completion.
During the initial two (2) year term of the Contract and where it is anticipated the Successful
Proposer will provide one (1) examination for the classification of Police Lieutenant, and one (1)
examination for the classification of Police Sergeant, the fees proposed by Proposer(s) and
negotiated with the City shall remain fixed and firm. However, subject to further negotiations with
the City, the City may authorize a cost of living increase not to exceed 5% for each set of
examination processes for Police Lieutenant and Police Sergeant thereafter, during the initial and/or
any extension terms, excluding the initial proposed fees for a Job Analysis(es) for each
classification.
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3.0. GENERAL TERMS AND CONDITIONS
3.1. Acceptance/Rejection
The City reserves the right to accept or reject any or all Proposals or to select the Proposer that, in
the opinion of the City, will be in the best interest of and/or the most advantageous to the City. The
City also reserves the right to reject the Proposal of any Proposer who has previously failed to
properly perform under the terms and conditions of a contract, to deliver on time contracts of a
similar nature, and who is not in a position to perform the requirements defined in this RFP. The
City reserves the right to waive any irregularities and technicalities and may, at its discretion,
withdraw and/or re -advertise the RFP.
3.2. City Not Liable for Delays
It is further expressly agreed that in no event shall the City be liable for, or responsible to, the
Proposer, any Sub -Contractor, or to any other person for, or on account of, any stoppages or delay
in the work herein provided for by injunction or other legal or equitable proceedings or on account
of any delay for any cause over which the City has no control.
3.3. Contract Award and City's Rights
The Proposals will be evaluated by an Evaluation Committee ("Committee") appointed by the City
Manager, comprised of appropriate City staff and members of the community, as deemed necessary,
with the appropriate technical expertise and/or knowledge.
The Committee shall evaluate each Proposal based upon the evaluation criteria established herein
(the "Evaluation Criteria"). A Proposer may receive the maximum number of available points or a
portion of this score depending on the merit of its Proposal, as evaluated by the Committee.
The Committee reserves the right, in its sole discretion, to request one (1) or more Proposers to
make oral presentations before the Committee as part of the evaluation process. Such
presentations/interviews provide the Proposer with an opportunity to clarify the proposal and to
ensure a mutual understanding of its content. The presentation may be scheduled at the convenience
of the Evaluation Committee and shall be recorded.
The Committee reserves the right to rank the Proposals and shall submit its recommendation to the
City Manager for acceptance. If the City Manager accepts the Committee's recommendation,
pursuant to Section 18-104, (2), a Notice of the City Manager's recommendation for award of
contract will be sent to all proposers by the Chief Procurement Officer notifying proposers of the
City Manager's recommendation to the City Commission. The City Manager shall make his
recommendation to the City Commission requesting the authorization to negotiate and/or execute an
agreement with the recommended Proposer. No Proposer shall have any rights against the City
arising from such negotiations or termination thereof.
The City Manager or designee reserves the right to enter into Contract negotiations with the first
ranked Proposer. If the City Manager or designee and the Proposer cannot negotiate a Contract, the
City Manager or designee may terminate said negotiations and begin negotiations with another
Proposer. This process may continue until a Contract acceptable to the City has been executed, as
applicable, or all Proposals are rejected. The City Manager or designee reserves the right to
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City of Miami, Florida Police Promotional Exam Processes RFP 04-05-085
negotiate with each responsive and responsible Proposer. No Proposer shall have any rights against
the City arising from such negotiations or termination thereof.
The Proposer shall acquire no vested rights by virtue of the Evaluation Committee's
recommendation. No rights at all shall accrue to the benefit of the Successful Proposer until the
Contract, as applicable, is executed by both parties.
While the City Commission may direct that the City Manager or designee negotiate a Contract with
a Proposer, said Contract may be conditional on the subsequent submission of other documents
within the time and in the manner specified in the contract.
The final decision to award the Contract shall be made by the City Commission.
The City Manager reserves the right to approve the recommendation of the Committee, reject award
of the Committee's recommendation, and instruct the Committee to re-evaluate and make another
recommendation, reject all Proposals, or recommend that the City Commission reject all Proposals.
The City reserves the right to reject any or all Proposals, in whole or in part, and/or make award to
one or more Proposers, whichever is deemed to be in the City's best interests. The City also
reserves the right to waive any informalities, irregularities and technicalities in procedure at its sole
discretion.
3.4. Cost Incurred By Proposers
All expenses involved with the preparation and submission of Proposals to the City, or any work
performed in connection therewith shall be borne by the Proposer.
3.5. Legal Requirements
This RFP is subject to all applicable federal, state, county and local laws, ordinances, rules and
regulations that in any manner affect any and all of the services covered herein. Lack of knowledge
by the Proposer shall in no way be cause for relief from responsibility.
3.6. Minority / Women Business Enterprise (M/WBE) Program
Ordinance No. 10062, as amended, entitled the Minority and Women Business Affairs and
Procurement Ordinance of the City of Miami, Florida sets forth "...a goal of awarding at least 51
percent of the City's total annual dollar volume of all expenditures for all goods and services, to
Black, Hispanic and Women minority business enterprises on an equal basis." A minority business
enterprise is defined as a business firm "...in which at least 51 percent of said enterprise is owned by
Blacks, Hispanics, or Women and whose management and daily business operations are controlled
by one or more Blacks, Hispanics or Women." To achieve the goal established by Ordinance 10062,
vendors doing business with the City are encouraged to include minority firms as participants in
their Proposals.
Acceptable ways for M/WBE and minority participation in this Proposal are:
1. Proposers certified by the City or State of Florida prior to Proposal submission.
2. Proposers, including sub -consultants certified by Miami -Dade County Public Schools or
Miami -Dade County as M/WBE prior to Proposal submission, and certified by the City
prior to the evaluation of Proposals by the Evaluation Committee.
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3. Proposers who have key professional staff members who are Blacks, Hispanics and/or
Women assigned to key positions for this engagement.
Failure to meet any of the above shall deem the Proposer ineligible for consideration as a
M/WBE.
For the purposes of this RFP, a certified M/WBE is one which has been certified by the City of
Miami or the State of Florida as a Black, Female, or Hispanic business enterprise. Entities which
are M/WBE certified by the Miami -Dade County Public Schools or Miami -Dade County must be
certified prior to Proposal submission, and must be certified as an M/WBE by the City prior to
evaluation of Proposal by the Evaluation Committee.
Proposers may contact the City Clerk's Office for copies of Ordinance No. 10062 and amendments.
The Purchasing Department will provide the necessary forms and instructions upon request. Please
contact the M/WBE Supervisor, at (305) 416-1921.
Each Proposer should also submit along with the Proposal an Affirmative Action Policy (AAP).
3.7. Local Preference
Local preference regarding this RFP will be considered during the evaluation process.
3.8. Non -Appropriation of Funds
In the event no funds or insufficient funds are appropriated and budgeted or funding is otherwise
unavailable in any fiscal period for payments due under the Contract, then the City, upon written
notice to the Consultant or his/her assignee of such occurrence, shall have the unqualified right to
terminate the Contract without any penalty or expense to the City.
3.9. Occupational License Requirement
Any Proposer with a business location in the City, who submits a Proposal under this RFP, shall
meet the City's Occupational License Tax requirements in accordance with Chapter 31.1, Article I
of the City Charter. Proposers with a business location outside the City shall meet their local
Occupational License Tax requirements. A copy of the license must be submitted with the
Proposal; however, the City may at its sole option and in its best interest allow the Proposer to
supply the license to the City during the evaluation period, but prior to award.
3.10. Payment
Payments to the Successful Proposer shall be made in arrears, and based on work performed to the
satisfaction of the City. No advance payments will be made at any time.
Payment shall be made after delivery, within 45 days of receipt of an invoice for services/goods and
pursuant to Florida Statute 218.74 and other applicable laws.
3.11. One Proposal
Only one (1) Proposal from an individual, firm, partnership, corporation or joint venture will be
considered in response to this RFP.
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3.12. Proposer Minimum Qualifications
The following represent the minimum qualification requirements for a Proposer to be deemed
responsive by the City, and Proposers shall satisfy each of the following minimum requirements
cited below. Each of these minimum qualifications must be addressed in detail in Proposal
submission to determine Proposer's responsiveness. Failure to meet each of the following
qualification requirements, and/or failure to provide sufficient detail and/or documentation in its
Proposal to determine responsiveness by the City, will result in the Proposal being deemed non-
responsive.
A. Proposer shall have been providing the services as described in this RFP for a minimum of
three (3) years; and have sufficient financial support, equipment and organization to insure
that it can satisfactorily execute the services if awarded a Contract under the terms and
conditions herein stated.
B. Proposer shall have no record of judgments, bankruptcies, pending lawsuits against the City
or criminal activities involving moral turpitude, and not have any conflicts of interest that
have not been waived by the City Commission.
C. Neither Proposer nor any principal, officer, or stockholder of Proposer shall be in arrears or
in default of any debt or contract involving the City, (as a party to a contract, or otherwise);
nor have failed to perform faithfully on any previous contract with the City.
3.13. On-line Vendor Registration
It is the policy of the City that all prospective Proposers register on-line at
http://www.ci.miami.fl.us/procurement, click on the link, Vendor Registration, fill out all required
fields, and indicate the commodities/services which prospective Proposer can regularly supply to
the City for bid / RFP notification purposes sent by the City to registered prospective Proposer via
email or facsimile transmission, or both. Prospective Proposers who have already registered
previously are not required to re -register, unless prospective Proposer has to update its information
concerning changes such as ownership, new address, telephone number, fax, commodities, etc.
Prospective Proposer can access its Vendor Profile by selecting the link; modify profile, and
entering its assigned User ID and Password.
All prospective Proposers should register on-line, regardless if Proposer submits a Bid or the
"Statement of No Bid Form". The City will make its best effort to source all registered vendors with
the related commodity or service of future solicitations and send solicitation notification via the
email or facsimile, or both. Solicitation notification sent via e-mail to prospective Proposer will
contain a link of the solicitation to download the document, and the entire document will be sent via
facsimile to those prospective Proposers who choose to be contacted via fax. A Purchase Order
will not be issued by the City unless the Successful Proposer has registered on-line. For any
questions, contact the Vendor Registration Section at (305) 416-1913.
3.14. Public Entity Crimes
A person or affiliate who has been placed on the convicted Proposer list following a conviction for
a public entity crime may not submit a proposal on a contract to provide any goods or services to a
public entity, may not submit a Response on a contract with a public entity for the construction or
repair of a public building or public work's project, may not submit a response on a lease of real
property to a public entity, may not be awarded or perform work as a contractor, supplier,
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City of Miami, Florida Police Promotional Exam Processes RFP 04-05-085
subcontractor, or consultant under a contract with any public entity, and may not transact business
with any public entity in excess of the threshold amount provided in Section 287.017 of Florida
Statutes for Category Two for a period of 36 months from the date of being placed on the convicted
Bidder / Proposer list.
3.15. Resolution of Protests
Any actual or prospective contractual party who feels aggrieved in connection with the solicitation
or award of a contract may protest in writing to the Director of Purchasing/Chief Procurement
Officer who shall have the authority, subject to the approval of the City Manager and the City
Attorney, to settle and resolve a protest with final approval by the City Commission. Bidders are
alerted to Section 18-103 of the City's Ordinance No. 12271 describing the protest procedures.
Protests failing to meet the requirements for filing shall not be accepted. Failure of a party to timely
file shall constitute a forfeiture of such party's right to file a protest. NO EXCEPTIONS.
3.16. Review of Proposals for Responsiveness
Each Proposal will be reviewed to determine if it is responsive to the submission requirements
outlined in the RFP. A "responsive" Proposal is one which follows the requirements of the RFP,
includes all documentation, is submitted in the format outlined in the RFP, is of timely submission,
and has appropriate signatures as required on each document. Failure to comply with these
requirements may deem a Proposal non -responsive. A responsible Proposer is one that has the
capability in all respects to fully perform the requirements set forth in the Proposal, and that has the
integrity and reliability, which will assume good faith performance.
3.17. Sales Tax
The City is State Sales Tax exempt. Notwithstanding, Proposers should be aware of the fact that all
materials and supplies which are purchased by. the Proposer for the completion of the contract, if
applicable, is subject to the Florida State Sales Tax in accordance with Section 212.08 Florida
Statutes amended 1970 and all amendments thereto and shall be paid solely by the Proposer.
3.18. Sub -Consultants of Work Shall Be Identified
With its Response, the Proposer should identify any and all Sub -Consultants, if applicable, and
should they be known at the time, that will be used in the performance of the proposed Contract,
their capabilities, experience, minority designation, as defined in Ordinance 10062 and a brief
description of the work to be performed by the Sub-Consultant(s) if applicable.
The Successful Proposer shall not, at any time during the term of the Contract, subcontract any part
of his operations or assign any portion or part of the Contract to Sub -Consultants not mentioned in
its Proposal without prior written consent of the City. Nothing contained in this RFP shall be
construed as establishing any contractual relationship between any Sub -Consultants) and the City.
The Successful Proposer shall be fully responsible to the City for the acts and omissions of the Sub-
Consultant(s) and their employees, as for acts and omissions of persons employed by Successful
Proposer.
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3.19. Employees are Responsibility of Successful Proposer
AU employees of the Successful Proposer shall be considered to be, at all times, employees of the
Successful Proposer under its sole direction and not employees or agents of the City. The
Successful Proposer shall supply competent and physically capable employees. The City may
require the Successful Proposer to remove an employee the City deems careless, incompetent,
insubordinate or otherwise objectionable and whose continued employment under this contract is
not in the best interest of the City. Each employee shall have and wear proper identification.
All the services required herein shall be performed by the Successful Proposer, and all personnel
engaged in performing the services shall be fully qualified to perform such services.
All personnel of the Successful Proposer shall be covered by Workmen's Compensation,
unemployment compensation, and liability insurance, a copy of which is to be provided to the City.
See the document entitled Insurance Requirements for specific requirements.
All applicable taxes, fringe benefits, and training for all personnel for the performance under the
contract shall be the sole responsibility of the Successful Proposer.
3.20. Use of Name
The City is not engaged in research for advertising, sales promotion, or other publicity purposes. No
advertising, sales promotion or other publicity materials containing information obtained from this
Proposal are to be mentioned, or imply the name of the City, without prior express written
permission of the City.
3.21. Collusion
The Proposer, by submitting a Proposal, certifies that its Proposal is made without previous
understanding, agreement or connection either with any person, firm, or corporation submitting a
Proposal for the same services, or with the City's Purchasing Department or initiating Department.
The Proposer certifies that its Proposal is fair, without control, collusion, fraud, or other illegal
action. The Proposer further certifies that it is in compliance with the conflict of interest and code of
ethics laws. The City will investigate all situations where collusion may have occurred and the City
reserves the right to reject any and all Proposals where collusion may have occurred.
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4.0. SPECIAL PROVISIONS of a Proposed Contract
4.1. Authorization
If required, and upon authorization of the City Commission, the City Manager or his designee shall
negotiate all aspects of the Contract with the Successful Proposer. The City Attorney's Office will
provide assistance to the City Manager or his designee during the negotiation of the Contract and
must approve the Contract as to legal form and correctness prior to the City Commission's
authorization for the execution of the Contract by the City Manager. The Contract shall comply
with all applicable laws, City Charter, and code provisions.
4,2. General Provisions of Contract with Successful Proposer
Any applicable Contract shall address, but not be limited to, the following terms and conditions:
4.2.1. Amendments to the Contract
The City Manager shall have sole authority to amend the Contract, as applicable on behalf of the
City.
4.2.2. Assignment of Contract
The Successful Proposer shall not assign any portions thereof, or any part of his/her operations,
without written permission granted by the City through the City Manager, in the City's sole
discretion.
4.2.3. Audit Rights and Records Retention
The Successful Proposer agrees to provide access to the City, or any of its duly authorized
representatives, to any books, documents, papers, and records of the contractor which are directly
pertinent to this Agreement, for the purpose of audit, examination, excerpts, and transcriptions. The
Successful Proposer shall maintain and retain any and all of the aforementioned records for three
(3) years after the City makes final payment and all other pending matters are closed. On an
ongoing basis, the most recent Financial Statements and audit reports, whether internal or outside
audits, must be provided to the City.
4.2.4. Compliance with Orders and Laws
The Successful Proposer shall comply with all local, state, and federal directives, ordinances, rules,
orders, and laws as applicable to this RFP. Non-compliance with all local, state, and federal
directives, orders, and laws may be considered grounds for termination of Contract.
4.2.5. Conflict of Interest
If any individual member of a proposing team, or an employee of a proposing team/firm, or an
immediate family member of the same is also a member of any board, commission, or agency of the
City, that individual is subject to the conflict of interest provisions of the City Code, Section 2-611.
The Code states that no City officer, official, employee or board, commission or agency member, or
a spouse, son, daughter, parent, brother or sister of such person, shall enter into any contract,
transact any business with the City, or appear in representation of a third party before the City
Commission. This prohibition may be waived in certain instances by the affirmative vote of 4/5 of
the City Commission, after a public hearing, but is otherwise strictly enforced and remains effective
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City of Miami, Florida Police Promotional Exam Processes
for two years subsequent to a person's departure from City employment or board, commission or
agency membership.
This prohibition does not preclude any person to whom it applies from submitting a Proposal.
However, there is no guarantee or assurance that such person will be able to obtain the necessary
waiver from the City, even if such person were the Successful Proposer.
A letter indicating a conflict of interest for each individual to whom it applies shall
accompany the submission package. The letter must contain the name of the individual who
has the conflict; the relative(s), office, type of employment or other situation which may create
the conflict; the board on which the individual is or has served; and the dates of service.
4.2.6. Contract Administrator
The Contract Administrator for the Contract shall be:
Name Eyran Kraus, Ph.D.
Acting Testing and Validation Supervisor
Department Human Resources
Address 444 SW 2nd Avenue, 7th Floor
Miami, Fi. 33130
RFP 04-O5-085
4.2.7. Project Manager / Primary Consultant
Proposer shall include the name and telephone, and/or beeper number of the Proposer's intended
Project Manager/Primary Consultant assigned to the City. In the event the Contract is awarded to
Proposer, the Project Manager/Primary Consultant designated by Proposer, shall be available at one
of these contact numbers on a daily basis during at least regular business hours, Monday through
Friday, for purposes of addressing complaints and receiving information as to Contract
performance. Should the Project Manager/Primary Consultant deemed acceptable by the City leave
the Successful Proposer's firm for any reason, the City reserves the right to accept or reject any
other proposed Project Manager/Primary Consultant.
4.2.8. Indemnification
The Successful Proposer shall agree to indemnify, defend and hold harmless the City and its
officials, employees and agents (collectively referred to as "Indemnities") and each of them from
and against all losses, costs, penalties, fines, damages, claims, expenses (including attorney's fees),
liabilities (collectively referred to as "Liabilities") by reason of any injury to or death of any person
or damage to or destruction or loss of any property arising out of, resulting from, or in connection
with (i) the performance or non-performance of the services contemplated by the Contract 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 the Indemnities, or any of them or (ii) the failure of the
Successful Proposer to comply with any of the requirements specified within the Contract, or the
failure of the Successful Proposer to conform to statutes, ordinances, or other regulations or
requirements of any governmental authority, federal or state, in connection with the performance
under the Contract. Successful Proposer expressly agrees to indemnify and hold harmless the
Indemnities, or any of them, from and against all liabilities which may be asserted by an employee
or former employee of Successful Proposer, or any of its Sub-Consultant(s)s, if applicable and as
provided above, for which the Successful Proposer's liability to such employee or former employee
would otherwise be limited to payments under state Workers' Compensation or similar laws.
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Insurance
Within ten (10) days after notification of award, the Successful Proposer shall furnish Evidence of
Insurance to the Purchasing Department. Please refer to Section 6.3 Indemnification and Insurance.
Execution of a Contract is contingent upon the receipt of proper insurance documents. If the
insurance certificate is received within the specified time frame but not in the manner prescribed in
this RFP, the Successful Proposer shall be verbally notified of such deficiency and shall have an
additional five (5) calendar days to submit a corrected certificate to the City. If the Successful
Proposer fails to submit the required insurance documents in the manner prescribed in this RFP,
within fifteen (I5) calendar days after the Successful Proposer has been made aware of Commission
award, the Successful Proposer may be in default of the contractual terms and conditions. Under
such circumstances, the Successful Proposer may be prohibited from submitting future proposals to
the City. Information regarding any insurance requirements shall be directed to the Risk
Management Administrator, Risk Management Department, at (305) 416-1700. Additionally,
Successful Proposer may be liable to the City for the cost of re -procuring the services, caused by
Successful Proposer's failure to submit the require documents.
4.2.10. Hold Harmless
The Successful Proposer shall hold harmless and indemnify the City for any errors in the provision
of services and for any fines which may result from the fault of the Successful Proposer.
4.2.11. Proposer's Warranty
Proposer warrants that no one was paid a fee, commission, gift, or other consideration contingent
upon receipt of an award for the services specified herein.
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5.0. INSTRUCTIONS FOR SUBMITTING A PROPOSAL
The following information and documents are required to be provided with all Proposals to this
RFP. Failure to do so may deem your Proposal non -responsive.
5.1. Instructions to Proposers
The purpose of this RFP is to hire a qualified Consultant, which may be an individual, firm,
corporation, joint venture, partnership or other legal entity, is seeking proposals to develop and
implement, for the classifications of multiple Police Lieutenant and multiple Police Sergeant,
customized examination process(es) over the life of the contract, including extension terms, for the
Department of Employee Relations. Therefore, only fully capable, experienced, and qualified
Proposers should submit Proposals in response to this RFP.
Any firm(s) involved in a joint venture in its Proposal will be evaluated individually, as each firm
of the joint venture would have to stand on its own merits.
Proposer must clearly reflect in its Proposal any Sub -Consultants proposed to be utilized, and
provide for the sub -consultant the same information required of Consultant. The City retains the
right to accept or reject any Sub -Consultants proposed.
Throughout this RFP, the phrases "must" and "shall" will denote mandatory requirements. Any
Proposer's proposed system that does not meet the mandatory requirements is subject to immediate
disqualification.
When responding to this RFP, all Proposers shall adhere to the guidelines defined below. Any and
all Proposals that do not follow the prescribed format are subject to immediate disqualification.
5.1.1. Submission Requirements
PROPOSAL FORMAT
The following documentation should be included as a minimum in the Proposal and submitted to
the City. Responses to all requests for documentation requested below will be utilized to determine
whether Proposer met all minimum requirements depicted in Section 3.12 Proposer Minimum
Qualifications, and if deemed responsive by the City, will be utilized by the Evaluation Committee
to evaluate and provide scoring for each Proposal.
Instructions to Proposers: Proposers should carefully follow the format and instructions outlined
below, observing format requirements where indicated. Proposals must contain the information
itemized below and in the order indicated. This information should be provided for the Proposer and
any Sub -Contractors to be utilized for the work contemplated by this RFP. Proposals submitted
which do not include the following items may be deemed non -responsive and may not be
considered for contract award.
The response to this solicitation should be presented in the following format. Failure to do so
may deem your Proposal non -responsive.
24
City of Miami, Florida Police Promotional Exam Processes RFP 04-05-085
1. Cover Page
The Cover Page should include the Proposer's name; Contact Person for the RFP; Firm's
Liaison for the Contract; Primary Office Location; Local Business Address, if applicable; Business
Phone and Fax Numbers, if applicable Email addresses; Title of RFP; RFP Number; Federal
Employer Identification Number or Social Security Number.
2. Table of Contents
The table of contents should outline, in sequential order, the major sections of the Proposal
as listed below, including all other relevant documents requested for submission. All pages of the
Proposal, including the enclosures, should be clearly and consecutively numbered and correspond
to the table of contents.
3. Executive Summary:
A signed and dated summary of not more than two (2) pages containing the Proposer's
Qualifications; Primary Consultant's Experience; Description of Proposed Testing Processes;
Implementation Strategy; Ability to Perform Work with the Contract Time Frame; and Work
Samples, as contained in the submittal. Proposer should include the name of the organization,
business phone, fax, and email address, contact person, and Primary Consultant,
4. Proposer's Qualifications ("Proposer" refers to the Business Organization
which employs primary consultant and consulting team members ):
a) Describe the Proposer's organization, history and background, tax status,
principals, owners, board of directors and/or board of trustees, and number of
professionals employed, by EEO job classification, ethnicity, race and gender.
b) Provide date Proposer was incorporated/organized; State(s)
incorporated/organized in;
c) Describe the firm's organizational history and structure; indicate whether the
City has awarded previously any contracts to the firm.
d) Submit a summary list of all full-time employees, who will be assigned to the
City's project, by name, occupational title, EEO job classification, ethnicity, race
and gender.
e) Indicate the location of the firm where the work will be performed.
f) Describe the members of the consulting Team and explain the firm's interest in
performing the required professional services. Include copies of resumes for
those individuals who will perform services, detailing educational background,
test development experience, and experience with content validity approach.
g) List current and previous clients, including the names of contact personnel and
their telephone numbers. (The City reserves the right to contact these clients as
part of the evaluation process.) Clearly state Police -related experience.
h) Provide two (2) letters of reference letterhead preferably from governmental
entities of a similar size and for whom similar services have been performed, for
the past three (3) years. Letters should reflect experience in performing similar
work in the past, and should contain the nature of the work performed by the
Proposer; the date the work was performed; value of contract if known; quality
of work performed; and the timeliness for the initiation and completion of this
25
City of Miami, Florida Police Promotional Exam Processes RFP 04-05-085
work. All references may be verified by the City for authenticity and quality of
work performed by Proposer.
i) List all lawsuits and the disposition of the lawsuits relating to employment
testing filed against the firm or agency.
j) Address the above -listed items for sub -consultant firms proposed, as applicable.
Provide a current resume of any Sub -Consultants. Include by EEO job
classification, ethnicity, race and gender. Should Proposer propose to utilize a
Sub-Consultant(s) to perform any of the services, then Proposer must identify
Sub-Consultant(s) performing those services. Proposer must provide Sub-
Consultant(s) qualifications and experience in detail, highlighting the experience
in various subjects/issues as addressed in this RFP and those services anticipated
to be performed by the Sub-Consultant(s). The City reserves the right to contact
any reference as part of the evaluation process.
5. Primary Consultant's Experience:
a) Detail all experience of Primary Consultant as it relates to projects of similar
complexity and scope. Clearly state Police -related experience, particularly as it
relates to examination processes for Police Lieutenant and Police Sergeant.
b) Provide a Qualifications summary of the Primary Consultant who will be
designated as the lead individual(s) to conduct the work for the City in the form
of a resume including educational history, experience with content validity, test
development history, and as it relates to proposed project. Clearly identify the
nature of the work he/she will perform.
c) Provide a complete list of clients for which Primary Consultant has provided
similar services as required in this RFP. This list should include those
governmental entities of a similar size and diverse population to the City for
which services have been performed during the past three (3) years. Include the
overall value of the contract, dates of engagement, overall tasks performed, and
include the address, phone number(s) and contact persons within each
organization. The City reserves the right to contact any reference as part of the
evaluation process.
d) Provide summary of all litigation experience in which the Primary Consultant
served as an expert witness in employment -related testing.
e) List all lawsuits and the disposition of lawsuits filed against the Primary
Consultant relating to employment testing.
6. Description of Proposed Testing Processes:
a) Provide summary of testing processes proposed for each classification of Police
Lieutenant and Police Sergeant.
b) Provide summary of previous relevant experience to include an explanation of
the content validity process to be utilized linking the City's Job Analyses (see
Attachment A) to each of the Police Sergeant and Police Lieutenant examination
processes proposed, and explanation of scoring methodology for examination
processes.
c) Provide the names of individuals to be assigned to this project, the amount of
time each will be assigned to the project, their qualifications including academic
credentials, project roles and ethnic and gender identification.
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City of Miami, Florida
Police Promotional Exam Processes RFP 04-05-085
7. Implementation Strategy
Provide Summaries of administration/implementation Plans for proposed testing
processes for Lieutenant and Sergeant.
8. Ability to Perform Work within the Contract Time Frame
Provide timetable for project completion including benchmarks. List timetable
utilizing calendar date(s) per activity completion for Lieutenant and Sergeant, for the
initial set of examination processes for the classification of Police Lieutenant and
Police Sergeant.
9. Work Samples:
Provide sample exercises/work sample of each of the examination process proposed,
for Lieutenant and Sergeant.
10. Minority/Women Participation, if applicable
For the purposes of this RFP, a certified M/WBE is one which has been certified by the City of
Miami or the State of Florida as a Black, Female, or Hispanic business enterprise. Entities which
are MJWBE certified by the Miami -Dade County Public Schools or Miami -Dade County must be
certified prior to Proposal submission, and must be certified as an M!WBE by the City prior to
evaluation of Proposal by the Evaluation Committee.
For Proposers seeking M/WBE consideration in the evaluation process, the
following documents must be submitted with Proposal, if applicable:
City of Miami, Miami -Dade County Public Schools, Miami -Dade County, or
the State of Florida M/WBE Certificate/letter evidencing current certification
status
City of Miami Minority/Business Affairs Registration Affidavit
For Proposers seeking EEO consideration in the evaluation process, Proposers
must provide the names of key personnel by race, gender and ethnicity.
11. Local Preference, if applicable
4 For Proposers seeking local preference consideration in the evaluation process,
the following information must be provided with proposal.
State the Primary Office Location of the Proposer, and complete Affidavit.
(Refer to Section 3.7 Local Preference)
Provide location from which the Proposer will be based to perform the work.
12. Trade Secrets Execution to Public Records Disclosure
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City of Miami, Florida
Police Promotional Exam Processes RFP 04-05-085
All Proposals submitted to the City are subject to public disclosure pursuant to Chapter 119, Florida
Statutes. An exception may be made for "trade secrets."
If the Proposal contains information that constitutes a "trade secret", all material that qualifies for
exemption from Chapter 119 must be submitted in a separate envelope, clearly identified as
"TRADE SECRETS EXCEPTION," with your firm's name and the RFP number marked on the
outside.
Please be aware that the designation of an item as a trade secret by you may be challenged in court
by any person. By your designation of material in your Proposal as a "trade secret" you agree to
indemnify and hold harmless the City for any award to a plaintiff for damages, costs or attorney's
fees and for costs and attorney's fees incurred by the City by reason of any legal action challenging
your claim.
13. Affidavits / Acknowledgments
• Proposers should complete and submit as part of its Proposal all of the following
forms and/or documents:
• 6.1 RFP Information Form
• 6.2 Certificate of Authority
• 6.3 Insurance Requirements
• 6.4 Primary Office Location Affidavit
• 6.5 Debarment and Suspension Certificate
• 6.6 Proposer (Vendor) Application, if applicable
• 6.7 Copy of Proposer's Occupational License
• 6.8 Proof of current Miami MIWBE Certification, if applicable
• 6.9 Conflict of Interest, if applicable
THE FOLLOWING MUST BE SUBMITTED WITH YOUR PROPOSAL IN A SEPARATE
SEALED ENVELOPE. FAILURE TO DO SO MAY DEEM THE PROPOSAL NON-
RESPONSIVE.
14. Cost / Fee Proposal
As a minimum, Proposers must complete and submit Cost/Fee Proposal in a separate sealed
envelope or package, separate from the Technical Proposal, and clearly marked on the sealed
envelope or package "COST / FEE PROPOSAL" together with the Proposer's name, RFP
number, and RFP title. The Proposer may submit the separate sealed Price proposal inside the
same container or package together with the separate Technical Proposal. These costs/fees will not
be reviewed until each responsive Proposal has been evaluated according to the Evaluation criteria
cited in Section 5.3. Failure to provide costs/fees shall deem your Proposal non -responsive. Should
Proposer offer additional services, pricing for those additional services must be included with
Cost/Fee Schedule in the separately sealed envelope, submitted with Proposal.
Proposer shall provide, in detail, for each classification, of all costs and fees associated with the
completion of this project. All costs must be itemized on a per activity basis including job analysis
28
City of Miami, Florida Police Promotional Exam Processes RFP 04-05-085
(e.g., information gathering, development of assessment measures, assessment center
administration, scoring, report development, travel and accommodations, daily rate of compensation
for appearance, etc.) including the overall total cost to develop and implement a customized
examination process for Police Lieutenant and Police Sergeant (i.e., video exercises, materials
production, mailing, telephone and other communication costs between the Proposer and the City)
that is specific to the format proposed for project completion.
Failure to provide costs/fees shall deem your Proposal non -responsive.
5.2. Response Format
Nine (9) bound copies of your complete response to this RFP must be delivered to:
Ms. Priscilla A. Thompson, City Clerk
City of Miami
Office of the City Clerk
First Floor
3500 Pan American Drive
Miami, Florida 33133
Responses must be clearly marked on the outside of the package referencing RFP NO. 04-05-
085: CONSULTING SERVICES FOR POLICE LIEUTENANT AND POLICE
SERGEANT EXAMINATION PROCESSES. Responses received after that date and
time will not be accepted and shall be returned unopened to Proposer.
Proposals received at any other location than the aforementioned or after the Proposal
submission date and time shall be deemed non -responsive.
Proposals should be signed by an official authorized to bind the Proposer to the provisions given in the
Proposal. Proposals are to remain valid for at least 180 days. Upon award of a Contract, the contents of
the Proposal of the Successful Proposer may be included as part of the Contract, at the City's discretion.
5.3. EVALUATION CRITERIA
Proposals first will be rated and evaluated by the Evaluation Committee on the basis of all factors
other than Price to provide services as described under the Technical Phase below. Based upon the
criteria, Proposers shall be ranked in order according to score (from high to low).
Technical Phase:
For the Technical Phase, the Evaluation Committee will first evaluate and rate all proposals on the
Technical (Quality) criteria listed below. A Proposer may receive the maximum points or a portion
thereof depending on the merit of its proposal, as determined by the Evaluation Committee. The
evaluation process will include the following criteria:
a. Proposer's Qualifications
b. Primary Consultant's Experience
c. Description of Proposed Testing Processes
d. Implementation Strategy
10 points
20 points
15 points
20 points
29
City of Miami, Florida Police Promotional Exam Processes
e. Ability to Perform Work within the Contract Time Frame 20 points
f. Work Samples 20 points
g. Local Preference, if applicable 5 points
h. Minority / Women Participation, if applicable 5 points
TOTAL: 115 points
RFF 04-05-085
Upon the completion of the Technical Phase, including the rating and point score ranking, the
Committee may choose to conduct oral presentation(s) with the Proposer(s), which the Evaluation
Committee warrants for further consideration.
Cost / Fee Phase:
After the Evaluation Committee re-evaluates proposals following oral presentations, if applicable,
the Committee will then evaluate the Cost/Fee Phase of those Proposers remaining in consideration.
The costs/fees proposal submission will be assigned a maximum of 15 points.
Cost/Fees charged will be evaluated in the following manner:
1. The responsive Proposal with the lowest all-inclusive lump sum cost (as requested in
Section 5.1.1.14 (Fee Proposal) will be given the maximum number of points.
2. Each proposal will be given points proportionately in relation to the lowest total lump sum
cost proposed.
The cost/fee proposal will be evaluated utilizing the following formula:
Lowest Total Cost Proposed 15 Points (maximum
Proposer's Cost/Fee Proposal X points for CostlFees) = Points
This point total will be calculated by dividing the lowest total cost by the Proposer's costs being
evaluated with the result being multiplied by the weight (points) to arrive at a cost equal to or less
than the maximum points for fees. The points will be added to the Technical Points to arrive at the
overall total points for both the Technical and Cost/Fee Phases.
The Evaluation Committee reserves the right to rank more or less than three (3) firms, should it so
desire.
30
City of Miami, Florida
Sec. 18-105. First -source hiring
agreements.
Police Promotional Exam Processes
VADAlia: In !tint 111
RFP 04-05-085
(a) The commission approves implementation of the first -source hiring agreement policy and
requires as a condition precedent to the execution of service contracts for facilities, services, and/or
receipt of grants and loans, for projects of a nature that create new jobs, the successful negotiation of
first -source hiring agreements between the organization or individual receiving said contract and the
authorized representative unless such an agreement is found infeasible by the city manager and such
finding approved by the city commission at a public hearing.
(b) For the purpose of this section, the following terms, phrases, words and their derivations shall
have the following meanings:
Authorized representative means the Private Industry Council of South Florida/South Florida Employment
and Training Consortium, or its successor as local recipient of federal and state training and employment
funds.
Facilities means all publicly financed projects, including but without limitation, unified development projects,
municipal public works, and municipal improvements to the extent they are financed through public money
services or the use of publicly owned property.
Grants and loans means, without limitation, urban development action grants (UDAG), economic
development agency construction loans, loans from Miami Capital Development, Incorporated, and all
federal and state grants administered by the city.
Service contracts means contracts for the procurement of services by the city which include professional
services.
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City of Miami, Florida
Police Promotional Exam Processes RFP 04-05-085
Services includes, without limitation, public works improvements, facilities, professional services,
commodities, supplies, materials and equipment.
(c) The authorized representative shall negotiate each first -source hiring
agreement.
(d) The primary beneficiaries of the first -source hiring agreement shall be participants of the city
training and employment programs, and other residents of the city.
(Ord. No. 10032, §§ 1--4, 9-12-85; Code 1980, § 18-
11)
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City of Miami, Florida
Police Promotional Exam Processes RFP 04-05-085
6.0. RFP Response Forms - CHECK LIST
This checklist is provided to heap you conform with all form/document requirements stipulated in this RFP.
Submitted With
Proposal
6.1 RFP information Form
This form must be completed, signed, and returned with Proposal. YES
6.2 Certificate of Authority, to be completed, signed and returned with Proposal. YES
6.3 Insurance Requirements
Acknowledgment of receipt of information on the insurance requirements for this YES
RFP. (Must be signed).
6.4 Local Office Affidavit, if applicable YES
6.5 Debarment and Suspension Certificate (must be signed) YES
6.6 Statement of Compliance with Ordinance 10032 YES
6.7 Proof of current M/WBE Certification by City, if applicable YES
6.8 Conflict of Interest, if applicable YES
6.9 Complete Proposal with all required documentation, with Fee Proposal submitted YES
in a Separate Sealed Envelope with Proposal
33
City of Miami, Florida
6.1. RFP Information Form
Issue Date: May 27, 2005
RFP No.: 04-05-085
Police Promotional Exam Processes RFP 04-05-085
Buyer: Pamela Burns, CPPB
Email: pburns(u7ci.miami.tl.us
Commodity Codes:
907-75; 918-06; 918-38; 918-58; 918-65; 918-66; 918-83; 918-85; 924-20
TERM CONTRACT
CONSULTING SERVICES FOR POLICE LIEUTENANT AND
POLICE SERGEANT EXAMINATION PROCESSES
RFP NO. 04-05-085
I certify that any and all information contained in this Proposal is true; and 1 further certify that this
Proposal is made without prior understanding, agreement, or connections with any corporation, firm
or person submitting a Proposal for the same materials, supplies, equipment, or services and is in all
respects fair and without collusion or fraud. I agree to abide by all terms and conditions of the RFP,
and certify that I am authorized to sign for the Proposer. Please print the following and sign your
name.
Firm's Name:
Principal Business Address:
Mailing Address:
Telephone:
Fax:
E-mail address:
Name:
Title:
Authorized Signature:
34
City of Miami, Florida Police Promotional Exam Processes RFP 04-05-085
STATE OF
) SS:
COUNTY OF
6.2
CERTIFICATE OF AUTHORITY
(IF CORPORATION)
I HEREBY CERTIFY that a meeting of the Board of Directors of the
a corporation existing under the laws of the State of , held on , 20
the following resolution was duly passed and adopted:
"RESOLVED, that, as President of the Corporation, be and is hereby authorized to execute the Proposal dated,
, 20 , to the City of Miami and this corporation and that their execution thereof, attested by
the Secretary of the Corporation, and with the Corporate Seal affixed, shall be the official act and deed of this
Corporation."
I further certify that said resolution is now in full force and effect.
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the corporation this
day of , 20 -
Secretary:
(SEAL)
FAILURE TO COMPLETE, SIGN, AND RETURN THIS FORM MAY DISQUALIFY YOUR RESPONSE.
35