HomeMy WebLinkAboutSummary FormDate: 09/23/2011
AGENDA ITEM SUMMARY FORM
FILE ID: jIaogqG1
Law Department
Matter ID No.
11-1866
Requesting Department: Employee Relations
Commission Meeting Date: 11/10/2011 District Impacted: ALL
Type: M Resolution n Ordinance n Emergency Ordinance n Discussion Item
f Other
Subject: One (1) Year Extension to Professional Services Agreement for Consulting Services for Police
Sergeant and Police Lieutenant Promotional Examination Processes, RFP No. 04-05-085, without an
increase in funding.
Purpose of Item:
To extend the current promotional testing contract by an additional one (1) year with EB Jacobs, LLC
for Consulting Services for Police Sergeant and Police Lieutenant Promotional Examination
Processes, RFP No. 04-05-085, without an increase in funding.
Background Information:
- Please See Attached -
Budget Impact Analysis
NO Is this item related to revenue?
YES Is this item an expenditure? If so, please identify funding source below.
General Account No: 00001.191501.531000.0000.00000 - Police
General Fund, Professional Services Account
Special Revenue Account No:
CIP Project No:
NO Is this item funded by Homeland Defense/Neighborhood Improvement Bonds?
Start Up Capital Cost:
Maintenance Cost:
Total Fiscal Impact:
CIP
$0.00
$0.00
$222,740.00 ($381,816.69 was approved for FY 2011=2'012),
Final Approvals
(SIGN AND DATE)
'fusing or receiving capital funds
Grants Risk Managernent
Budge
Purchasing_ Ii
Chief
ept. Director
€c -*SV
City Manager
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Background Information:
Extension of Consulting Services for Police Sergeant and Police Lieutenant Promotional
Examination Processes, Request for Proposal (RFP) No. 04-05-085, without increase in funding
The City of Miami Department of Police has a need to fill active, vacant and budgeted positions in
order to meet the ongoing public safety needs of the citizens of the City of Miami.
The Departments of Employee Relations and Police jointly request that the City Commission vote in
favor to extend the current promotional testing contract with EB Jacobs, LLC by an additional one
(1) year without an increase in funding to January 9, 2013. EB Jacobs, LLC is currently under
contract to develop, administer, score and report on legally defensible promotional examinations for
the classifications of Police Sergeant and Police Lieutenant for an initial two-year term (cycle), with
two (2) options to renew for two (2) additional two-year. test cycles. The maximum contracted time
period is for three (3) testing cycles or six (6) years. The time period for the present contract —
including the initial term and two (2) extensions — is from January 10, 2006 to January 9, 2012. The
current contract is in its sixth year, that is, in the second of two (2) two-year extensions. Again, this is
not a request to increase funding for the present contract.
This request is to extend the current contract past the January 9, 2012 contract expiration date, to
January 9, 2013, via the means available to the City so as to provide sufficient time to properly
complete the second cycle of promotional testing for the Department of Police for the classification
of Police Lieutenant. The Police Lieutenant classification is currently under the 1999 Federal Order.
A one (1) year extension to the Police promotional testing contract will provide the City with
sufficient time to comply with paragraph C(5) of the May 1999 Federal Order which states that:
"With respect to each selection device under the purview of this order, the United States' expert in
test development shall be permitted to (a) review examination development parameters, proposals
received, and the selection of a consultant for the development of the examination; and (b) review
and approve the work product, including raw data, at each stage of the development of the
examination before development proceeds to the next step."
On May 27, 2005, the Departments of Employee Relations and Purchasing issued RFP No. 04-05-
085 seeking proposals to secure professional consulting services for the Police Sergeant and Police
Lieutenant Promotional Examination processes for the Department of Police. The RFP Evaluation
Committee evaluated all responsive proposals received by the deadline to the City's RFP. The RFP
Evaluation Committee conducted evaluations on received proposals based upon an a priori RFP
evaluation system. The RFP Evaluation Committee ranked the firm, EJ Jacobs, LLC as the most
qualified of the two (2) firms submitting a responsive proposal to provide said services. Furthermore,
the RFP Evaluation Committee jointly recommended EB Jacobs, LLC to provide promotional
examination consultation services to the City.
Based on the findings and recommendations of the RFP Evaluation Committee, the City Commission
accepted the findings of the RFP Evaluation Committee on December 15, 2005 via Resolution No.
05-1492. Additionally, the City Commission authorized the City Manager to execute an agreement
with EB Jacobs, LLC. The testing contract was executed on January 10, 2006 for an initial term of
two -years (first testing cycle) with two (2) two-year extensions (second and third testing cycles.) To
date, EB Jacobs, LLC has provided the City with legally -defensible exam development services in
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accordance with professional practice in the field of Industrial and Organizational Psychology for up
to two (2) two-year testing cycles. EB Jacobs, LLC provided testing services for the initial term of
two (2) years, at a cost that did not exceed $346,319.00 (i.e., January 10, 2006 through January 9,
2008.) Subsequently, the City renewed this contract for the first of two (2) maximum two-year
extensions. EB Jacobs, LLC provided legally defensible testing services in accordance with
professional practice for the first of two (2) two-year extensions at a cost that did not exceed
$363,634.95 (cost for initial term plus an additional 5% reflecting a cost of business increase.) The
second contract period was from January 10, 2008 to January 9, 2010. The City renewed the present
contract for a second two-year period. The Departments of Employee Relations is currently working
with EB Jacobs, LLC to provide testing services for the second of two (2) two-year extensions at a
cost not to exceed $381,816.69 (5% cost of business increase on the cost for the first renewal.) The
third contract period is from January 10, 2010 to January 9, 2012. Funds were allocated from
Department of Police Professional Services under the General Fund, Account No.
00001.191501.531000.0000.00000.
This contract allows the City of Miami to continue to establish eligibility registers for the
classifications of Police Sergeant and Police Lieutenant. This provides the Department of police with
an active register for both classifications from which to make promotions for the duration of the
contract from January 10, 2006 to January 9, 2012.
In the event that approval for a one (1) year contract extension is not granted by a majority vote of
the members of the City Commission, the current testing contract will expire on January 9, 2012..
Under this time constraint, the City would not be able to fill active vacancies for any of the two (2)
sworn, promotional eligible registers in the Department of Police. Additionally, the City would be
without a new eligible register for the rank of Police Lieutenant.
Without an extension to the current contract for test development for Police Promotional
Examination processes, the City would not be able to provide another promotional examination
process for the Police Lieuteant classification and fill current and anticipated Police Lieuteant
vacancies until new eligible registers could be established. In the interim, the City would incur
overtime costs to fill each unfilled position in both remaining classifications on a daily basis until
such time as new eligiblility registers could be established. The establishment of a new eligible
register for the classifications of Police Lieutenant will take 'approximately 20-22 months. The
eligible register for the classification of Police Sergeant was established on October 1, 2009. To date,
sixty-eight (68) eligible candidates remain on the register from which to fill active, budgeted and
approved vacancies. This register remains frozen in accordance with the May 7, 2009 hiring and
promotional freeze. The City must follow the following steps in order to secure a new testing
contract: solicitation and evaluation of proposals; negotiation and contracting with firms submitting
proposals in ascending rank order, obtaining contract approval from the Office of the City Attorney,
internal routing of contract for required approvals by several Department Directors, obtaining final
approval from the City Commission, conducting a legally defensible job analysis for each
classification in accordance with professional practice, development and administration of new
promotional examination exercises and establishment of new Police Sergeant and Police Lieutenant
eligible registers.
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