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Home My WebLink AboutJ-1 Resolution: JRD & Associates, IncCity of .~Vliami ~ard~ens 1515-200 NW 167`~' Street Miami Gardens, Florida 33169 Mayor Shirley Gibson Vice Mayor Oscar Braynon II Councilman Melvin L. Bratton Councilman Aaron Campbell Jr. Councilwoman Sharon Pritchett Councilwoman Barbara Watson Councilman Andre Williams Aqenda Cover Paae Date: Fiscal Impact: No ^ Yes x Public hearing ^ Quasi-Judiciai ^ (If yes, explain in Staff Summary) Ordinance ^ Resolution X Funding Source: Building Dept. Budget 1st Reading ^ 2nd Reading ^ Contract/P.O. Requirement: Yes x No^ Advertising requirement: Yes o No x Sponsor Name/Department: RFP/RFQ/Bid # 973-001-06-1 Building Department Title Authorizing the City Manager to amend an agreement for management consulting services with JRD & Associates, Inc. in an amount not to exceed $85,000.00 in accordance with the State of Florida bid #973-001-06-1 Staff Summarv As you are aware the City has contracted with JRD & Associates, Inc., to perform an organizational analysis of the City Building Department, including the development of a policies and procedures manual (a cost of $24,999.00); and has also contracted with them to conduct a Customer Service Survey and produce their resulting recommendations (a cost of $17,500). On March 14, 2007, JRD & Associates, Inc. presented to the City Council the final report outlining the results and recommendations of their organizational analysis and the policies and procedures for the Building Department and they have undertaken the first phases of their Customer Service Survey. JRD & Associates' rates are based on a competitively bid State Contract and the total that we have contracted with them thus far is $42,499.00. Upon further analysis and as of a result of the findings and recommendations of the above referenced report(s), staff recommends expanding the existing contract to include an analysis of our Permitting Fees including the creation of a simplified fee structure; and the development of Benchmarks and Performance Measures for the Building Department. The additional scope of services will exceed the City Manager's procurement limits as set by our code and therefore requires City Council Approval. The additional scopes are as follows: 1. Analyze and simplify the City's current building permit fees ($20,000.00) • Analyze all building permit fees. J-1) CONSENT AGENDA RESOLUTION Page 1 of 4 ,~ & ASSOCIATES, INC. • Analyze historical, and projected future fee revenue. • Develop a new fee schedule that simplifies the feeing process while maintaining the same amount of total estimated future revenue. • Conduct a comparative analysis of building permit fees for the following municipalities: 2. - Miami-Dade County - City of Coral Gables - City of Miami Beach - City of Miami - Town of Miami Lakes Benchmarking and Development of Performance Measures with baseline values ($17,500.00) • Gather and analyze information from five local (within Miami-Dade and Broward Counties), five state, and five national comparable buildings departments related to department operations, demographics, statistics, and performance measures. • Gather and analyze information from other sources, such as ICMA, ABAG, the Florida Benchmarking Consortium, and others to determine appropriate performance measures and baseline values for the City's Building Department. • Develop performance measures, baseline values, and monitoring methodologies for the Building Department based on customer expectations, benchmarking analysis, and other research. • Develop recommendations for performance improvement based key drivers of customer satisfaction developed through the customer surveys and focus groups; and through evaluation of initiatives underway in other Building Departments that perform well against the recommended key performance indicators. Funding for these expenditures is available in the Development Services Fund (scopes attached as exhibits "A" and "B"). Furthermore the initial results of the Customer Service Survey indicate the possible need for additional customer outreach which may include additional focus groups and/or meetings with the public. It is therefore recommended that we include a$5,000.00 contingency allowing us to cover that additional cost if needed. The total amounts involved are as follows: Organizational Analysis $24,999.00 (approved and completed) Customer Service Survey $17.500.00 (approved and commenced) $42,499.00 Contingency for Customer Service $ 5,000.00 (pending Council approval) Fee Analysis $20,000.00 (pending Council approval) Benchmarking & Performance Measures 17 500.00 (pending Council approval) $42,500.00 Total expenditures if approved by Council 84 999 00 RECOMMENDATION: It is recommended that the City Council approve the attached resolution authorizing the City Manager to amend the agreement with JRD & Associates, Inc. in accordance with the State of Florida's contract 973- 001-06-1 for management consulting services in an amount not to exceed $ 85,000.00. Page 2 of 4 Exhibit "A" City of Miami Gardens Scope of Work Building Department 1. Analyze and sim~lifv the City's current Building Permit Fees • Analyze all building permit fees. • Analyze historical, and projected future fee revenue. • Develop a new fee schedule that simplifies the feeing process while maintaining the same amount of total estimated future revenue. . Conduct a comparative analysis of building permit fees for the following municipalities: - Miami-Dade County - City of Coral Gables - City of Miami Beach - City of Miami - Town of Miami Lakes The deliverables for this project will be draft and final fee schedules. The total fee for this project will be $20,000. This fee is based on State of Florida approved hourly rates of $250 for Jorge R. Duyos, P.E. (President), $165 for Rafael Duyos (Vice President), and $165 for Nora Navarro (Senior Consultant). The project will commence on May 24, 2007 and be completed by August 31, 2007 (dates approximate). Page 3 of 4 Exhibit "B" City of Miami Gardens Scope of Work Building Department l. Benchmarkin and Develo ment of Performance Measures with baseline values • Gather and analyze information from five local (within Miami-Dade and Broward Counties), five state, and five national comparable buildings departments related to department operations, demographics, statistics, and performance measures. • Gather and analyze information from other sources, such as ICMA, ABAG, the Florida Benchmarking Consortium, and others to determine appropriate perfortnance measures and baseline values for the City's Building Department. • Develop performance measures, baseline values, and monitoring methodologies for the Building Department based on customer expectations, benchmarking analysis, and other research. • Develop recommendations for performance improvement based key drivers of customer satisfaction developed through the customer surveys and focus groups; and through evaluation of initiatives underway in other Building Departments that perform well against the recommended key performance indicators. The deliverables for this project will be draft and final reports for the Benchmarking and Development of Performance Measures. The total fee for this project will be $17,500. This fee is based on State of Florida approved hourly rates of $250 for Jorge R. Duyos, P.E. (President), $165 for Rafael Duyos (Vice President), and $165 for Nora Navarro (Senior Consultant). The project will commence on August 1, 2007 and be completed by September 30, 2007 (dates approximate). Page 4 of 4 RESOLUTION No. 2007- A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MIAMI GARDENS, FLORIDA, AUTHORIZING THE CITY MANAGER AND CITY CLERK TO EXECUTE AND ATTEST RESPECTIVELY, THAT CERTAIN ADDENDUM TO THAT CERTAIN AGREEMENT WITH JRD & ASSOCIATES, INC., FOR MANAGEMENT CONSULTING SERVICES TO INCREASE THE AMOUNT OF THE CONTRACT BY AN ADDITIONAL NOT-TO-EXCEED COST OF $85,000.00 A COPY OF WHICH IS ATTACHED HERETO AS EXHIBIT A; PROVIDING FOR INSTRUCTIONS TO THE CITY CLERK; PROVIDING FOR THE ADOPTION OF REPRESENTATIONS; PROVIDING AN EFFECTIVE DATE. 1 WHEREAS, the City has previously contracted with JRD & Associates, Inc., to 2 perform an organizational analysis of the City Building Department, including the 3 development of a Policies and Procedures Manual, and 4 WHEREAS, on March 14, 2007, JRD & Associates, Inc., presented to the City 5 Council their final report outlining the results and recommendations of their 6 organizational analysis and proposed policies and procedures for the Building 7 Department, and 8 WHEREAS, the City staff is now recommending that the City amend the Contract 9 with JRD & Associates, Inc., to permit JRD & Associates, Inc., to analyze and simplify 10 the City's current building permit fee process at an not-to-exceed cost of $85,000.00, 11 and 12 WHEREAS, funding for this item is available in the Building Department Budget, 13 NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY 14 OF MIAMI GARDENS, FLORIDA, as follows: 15 Section 1. ADOPTION OF REPRESENTATIONS: The foregoing Whereas 16 paragraphs are hereby ratified and confirmed as being true, and the same are hereby 17 made a specific part of this Resolution. 18 Section 2. AUTHORITY: The City Council of the City of Miami Gardens, 19 Florida, hereby authorizes the City Manager and City Clerk to execute and attest 20 respectively, that certain addendum to that certain Agreement with JRD & Associates, 21 Inc., for management consulting services to analyze and report on the City's current 22 permit fees, and to draft and produce final reports for Bench Marking and development 23 of performance measures, a copy of which is attached hereto as Exhibit A and Exhibit 24 B. 25 Section 3. INSTRUCTIONS TO THE CITY CLERK: The City Clerk is hereby 26 authorized to obtain three (3) fully executed copies of the subject Addendum, with one 27 to be maintained by the City; with one to be delivered to JRD & Associates, Inc., and 28 with one to be directed to the Office of City Attorney. 29 Section 4. EFFECTIVE DATE: This Resolution shall take effect immediately 30 upon its final passage. 31 PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF MIAMI 32 GARDENS AT ITS REGULAR MEETING HELD ON MAY 23, 2007. 33 34 35 SHIRLEY GIBSON, MAYOR 36 ATTEST: 37 38 39 40 41 RONETTA TAYLOR, CMC, CITY CLERK 42 43 Prepared by SONJA KNIGHTON DICKENS, ESQ. 44 City Attorney 45 46 SPONSORED BY: DANNY CREW, CITY MANAGER 47 48 MOVED BY: 49 50 VOTE: 51 52 Mayor Shirley Gibson (Yes) (No) 53 Vice Mayor Oscar Braynon, II (Yes) (No) 54 Councilman Melvin L. Bratton (Yes) (No) 55 Councilman Aaron Campbell (Yes) (No) 56 Councilman Andre Williams (Yes) (No) 57 Councilwoman Sharon Pritchett (Yes) (No) 58 Councilwoman Barbara Watson (Yes) (No) 59 60 SKD/teh 218394 1. DOC 61 ADDENDUM TO AGREEMENT FOR SERVICES THIS ADDENDUM is hereby made on the day of , 2007, to that certain Agreement for Services between JRD & Associates, Inc., and the City of Miami Gardens, and provides as follows: 1. The scope of work of the original Agreement shall be amended to include that scope of work as outlined on Exhibits "A" and "B" attached hereto. 2. The original Contract amount shall be increased by an amount not to exceed $85,000.00. 3. All of the terms and conditions of the original Contract between the City of Miami Gardens and JRD & Associates, Inc., shall remain in full force and effect. IN WITNESS WHEREOF the undersigned parties have executed this Agreement on the date indicated above. WITNESSES: Signature Print Name: Signature Print Name: ATTEST: Ronetta Taylor, CMC City Clerk JRD & ASSOCIATES, INC. By: Title: APPROVED AS TO FORM: CITY OF MIAMI GARDENS By: DR. DANNY O. CREW, City Manager Date: Sonja K. Dickens, City Attorney