HomeMy WebLinkAboutAdd on: JRD & Associates Inc. agreementf~ U~ ~~~~~ _~ -r c~=~-~1
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City 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 Andr~ Williams
Aaenda Cover Paae
Date:
Fiscal Impact: No o Yes x Public hearing ^
(If yes, explain in Staff Summary) Ordinance ^
Funding Source: Building Dept. Budget 1st Reading ^
Contract/P.O. Requirement: Yes x No^ Advertising requirement:
Sponsor Name/Department: RFP/RFQ/Bid # 973-001-06-1
Building Department
Quasi-Judicial ^
Resolution X
2nd Reading ^
Yes o No X
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; and has also contracted with them for a Customer
Service Survey and their resulting recommendations. 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.
Upon further analysis and as of a result of the findings and recommendations of the
report, staff recommends expanding the existing contract to include an analysis of our
permitting fee structure including creating a simplified fee structure, and the
development of Benchmarks and Performance Measures for the Building Department.
The additional scopes will exceed the procurement limits set by our code and therefore
require City Council Approval. The scopes are as follows:
1. Analyze and simplify 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.
2. Benchmarking and Development 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
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 Building Department (scopes attached
exhibit "A").
The State of Florida solicited competitive proposals for management consulting service and
awarded to several management consulting firms including JRD & Associates, Inc. located
in Coral Gables, Florida. When JRD & Associates was requested to provide management
consulting services, it was not contemplated that it would be greater than the City Manager's
authority to approve, however, in order to continue with the analysis, benchmarking and
performance measures the additional services will exceed the sums the City Manager is
authorized to spend. To date the organizational analysis and report totaled $24,999, the
current customer survey is an additional $17,500.
RECOMMENDATION:
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.
Exhibit "A"
City of Miami Gardens
Scope of Work
Building Department
1. Analyze and simplify 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 1, 2007 and be completed by July 31, 2007 (dates
approximate).
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, 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 additional cost of $17,500.00, and
11 WHEREAS, funding for this item is available in the Building Department Budget,
12 NOW, THEREFORE, BE IT RESOLVED BY THE CiTY COUNCIL OF THE CITY
13 OF MIAMI GARDENS, FLORIDA, as follows:
14 Section 1. ADOPTION OF REPRESENTATIGNS: The foregoing Whereas
15 paragraphs are hereby ratified and confirmed as being true, and the same are hereby
16 made a s~ecific part of this Resolution.
17 Section 2. AUTHORITY: The City Council ofi the City of Miami Gardens,
18 Florida, hereby authorizes the City Manager and City Clerk to execute and attest
19 respectively, that certain addendum to that certain Agreement with JRD & Associates,
20 Inc., for management consulting services to analyze and report on the City's current
21 permit fees, a copy of which is attached hereto as Exhibit A.
22 Section 3. INSTRUCTIONS TO THE CITY CLERK: The City Clerk is hereby
23 authorized to obtain three (3) fully executed copies of the subject Addendum, with one
24 to be maintained by the City; with one to be delivered to JRD & Associates, Inc., and
25 with one to be directed to the Office of City Attorney.
26 Section 4. EFFECTIVE DATE: This Resolution shall take effect immediately
27 upon its final passage.
28 PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF MIAMI
29 GARDENS AT ITS REGULAR MEETING HELD ON MAY 9, 2007.
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ATTEST:
K(~NETTA TAYLOR, CMC, CITY CLERK
SHIRLEY GIBSON, MAYOR
Prepared by SONJA KNIGHTON DICKENS, ESQ.
City Attorney
SPONSORED BY: DANNY CREW, CITY MANAGER
MOVED BY:
VOTE:
Mayor Shirley Gibson
(Yes) (No)
50 Vice Mayor Oscar Braynon, II (Yes) (No)
51 Councilman Melvin L. Bratton (Yes) (No)
52 Councilman Aaron Campbell (Yes) (No)
53 Councilman Andre Williams (Yes) (No)
54 Councilwoman Sharon Pritchett (Yes) (No)
55 Councilwoman Barbara Watson (Yes) (No)
56
57 SKD/teh
218394_1. DOC
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ADDENDUM TO AGREEMENT FOR SERVICES
THIS ADDENDUM is hereby made on the day of , 2007, to that
certain Agreement for Services befinreen 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 Exhibit "A" attached hereto.
2. The original Contract amount shall be increased by the amount of $20,000.00.
3. All of the terms and conditions of the original Contract between the City of Miami
Gardens and JRD & Associates, Inc., dated , 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
APPROVED AS TO FORM:
JRD & ASSOCIATES, INC.
By: _
Title:
CITY OF MIAMI GARDENS
By:
DR. DANNY O. CREW,
City Manager
Date:
Sonja K. Dickens, City Attorney