HomeMy WebLinkAboutSummary FormAGENDA ITEM SUMMARY FORM
FILE ID: /kr
Date: 08/29/2011
Commission Meeting. Date: 10/L72011 District Impacted: ALL
Type: Z Resolution ❑ Ordinance ❑ Emergency Ordinance El Discussion Item
i
Law Department
Matter ID No.
11-1375
Requesting Department: Employee Relations
❑ Other
Subject: Six (6) Month Extension to Professional Services Agreement for Consulting Services for Fire
Lieutenant, Fire Captain and Chief Fire Officer Promotional Examination Processes, RFP No. 04-05-
121, without an increase in funding.
Purpose of Item:
To extend the current promotional testing contract by an additional six (6) months with EB Jacobs,
LLC for Consulting Services for Fire Lieutenant, Fire Captain and Chief Fire Officer Promotional
Examination Processes, RFP No. 04-05-121.; without an increase in funding.
Background Information:
- Please See Attached
Budget Impact Analysis
_.__ND Is .this item related to revenue?
YES Is this item an expenditure? -If so, please identify funding source below,.
General Account No: 00001.181000.531000.0000.00000. — Fire -Rescue
Administration, 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:
$0.00
$0.00
$352,199 ($380,972.1.8 was approved for FY 201 1-2012):
Final Approvals
(SIGN AND DATE)
CIP Budgeter
• If using or receivingcapital funds
Grants
Risk Management
1/
Purchasing' De t Directo
l elk ikdti;
Chief %� �� ` ��. , City. Manager
F'aee 1 of 3
Background Information:
Extension of Consulting Services for Fire Lieutenant, Fire Captain and Chief Fire Officer
Promotional Examination Processes, Request for Proposal (RFP) No. 04-05-121 without
increase in funding
The City of Miami Fire -Rescue Department 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 Fire -Rescue jointly request that the City
Commission vote in favor to extend the current promotional testing contract with EB Jacobs,
LLC by an additional six (6) months without an increase in funding to August 26, 2012. EB
Jacobs, LLC is currently under contract to develop, . administer, score and report on legally
defensible promotional examinations for the classifications of Chief Fire Officer, Fire Captain
and Fire Lieutenant for an initial two-year tern (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 teiui and
two (2) extensions — is from February 27, 2006 to February 26, 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
February 26, 2012 contract expiration date, to August 26, 2012, via the means available to the
City so as to have sufficient time to properly complete the third and final cycle of promotional
testing for the Department of Fire -Rescue for all three (3) Fire -Rescue promotional
examinations.
On September 6, 2005, the Departments of Employee Relations and Purchasing issued RFP No.
_04-05-121 seeking prop-asals _to . secure professional _consulting services for the _Fire .-Lieutenant,
Fire Captain and Chief Fire Officer Promotional Examination processes for the Department of
Fire -Rescue. 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 three (3) 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 January 12, 2006 via
Resolution No. 05-01492. Additionally, the City Commission authorized the City Manager to
execute an agreement with EB Jacobs, LLC. The testing contract was executed on February 27,
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 accordance with professional practice in the field of
Industrial and Organizational Psychology for 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
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$345,553.00 (i.e., February 27, 2006 through February 26, 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 $362,830.65 (cost for initial term
plus an additional 5% reflecting a cost of business increase.) The second contract period was
from February 27, 2008 to February 26, 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 $380,972.18 (5% cost of business increase on the cost for the first renewal.) The
third contract period is from February 27, 2010 to February 26, 2012. Funds were allocated from
the Department of Fire -Rescue General Operating Budget, Account No. 001000.280601.6.270.
This contract allows the City of Miami to continue to establish eligibility registers for the
classifications of Fire Lieutenant, Fire Captain and Chief Fire Officer. This provides the
Department of Fire -Rescue with an active register for each classification from which to make
promotions for the duration of the contract from February 27, 2006 to February 26, 2012.
In the event that approval for a six (6) month contract extension is not granted by a majority vote
of the members of the City Commission, the current testing contract will expire on February 26,
2012. Under this time constraint, the City would, at best, only be able to renew two (2) of the
three (3) sworn, promotional eligible registers in the Department of Fire -Rescue. The City would
be without a new eligible register for at least one rank.
Without an extension to the current contract for test development for Fire -Rescue Promotional
Examination processes, the City would not be able to provide another promotional examination
process for the Chief Fire Officer and Fire Lieutenant classifications and fill current and
anticipated Chief fire —Of cer and Fire Lieuteant vacancies until new eligible registers could be
established. In the interim, due to current contractual obligations; the City would incur: (a)
Overtime costs to fill each unfilled osition in both remaining classifications on a dail basis
until such time as new eligiblility registers could be established, (b) Acting officer pay costs, and
(c) Retroactive promotional pay costs. The establishment of new eligible registers for the
classifications of Chief Fire Officer and Fire Lieuteant will take approximately 20 months. 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 Chief Fire Officer and Fire
Lieutenant eligible registers.
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