Item Coversheet

Resolutions - R7  I




COMMISSION MEMORANDUM

TO:Honorable Mayor and Members of the City Commission 
FROM:Jimmy L. Morales, City Manager 
DATE:June  5, 2019
 



SUBJECT:

A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING AND ENDORSING THE RECOMMENDATIONS OF THE MATRIX GROUP DEVELOPMENT AND PERMITTING STUDY.


RECOMMENDATION

The administration recommends that the City Commission adopt the attached Resolution, endorsing the recommendations of the Matrix Group and refer the appropriate LDR amendments to the Planning Board.

ANALYSIS

HISTORY:
On April 10, 2019, at the request of Commissioner John Elizabeth Aleman, the City Commission referred a discussion item to the Land Use and Development Committee regarding the Matrix Group development and permitting process recommendations (Item C4W). On May 22, 2019, the Matrix Group presented its findings and recommendations to the LUDC. The discussed the item and made the following recommendations:

1. Recommend that the City Commission accept the recommendations of the administration.

2. Provide a timeline for the recommendations moving forward, including oversight by a City Commission Committee.

3. Recommend that the City Commission refer the necessary amendments to the LDR’s to address the recommendations to the Planning Board.

BACKGROUND:

In order to ensure that the City’s regulations and processes relating to private development projects are fair, balanced and efficient, the city solicited proposals from qualified firms to provide data-driven regulatory and process reviews, peer and best practice recommendations and recommendations for process improvement (both administrative and legislative). The goal of this comprehensive effort is to ensure that the regulations and processes affecting private development are efficient and streamlined. Specifically, the goals are to:

• Attract sustainable and resilient development;
• Safeguard quality of life within neighborhoods;
• Promote historic preservation;
• Improve both the customer experience and staff process.

On January 19, 2018 RFQ 2018-074-KB for consulting services for a review of the city’s regulations and processes relating to private development projects was issued. The Procurement Department issued solicitation notices to 441 firms utilizing www.publicpurchase.com. 76 prospective proposers accessed the advertised solicitation.

A voluntary pre-proposal conference to provide information to the proposers submitting a response was held on February 6, 2018. RFQ responses were due and received on March 19, 2018. The City received a total of four proposals.

The City Manager’s recommendation after reviewing all of the submissions and the Evaluation Committee’s rankings and commentary, concurred with the Evaluation Committee and found Matrix Consulting Group, Ltd to be the best qualified firm for the project.

ANALYSIS
The Matrix Group project team took a phased approach to completing this project that included the following activities:

• Interviews with staff from all review disciplines, including department directors, intake staff, managers, and reviewers.
• Personal observation in the City’s permit center.
• Mapping each development review and permitting process for the Building and Planning Departments.
• An analysis of planning and building permit data from the past year.
• A review of operational documents, including public educational materials, standard operating procedures, the city’s charter and land use code, and examples of staff memos and comments.
• Reviewing the analysis of the stakeholder and focus groups conducted by Public Participation Partners.

These project components provided an in-depth understanding of the City’s development review and permitting operations.

Focus groups were conducted as part of this study to analyze the customer’s understanding of the development review process. The project team interviewed permit expeditors, local developers, architects, and engineers and found that they all had a general understanding of the different roles that both departments had in the process. However, two architects the project team spoke with indicated they occasionally struggled to know which land use board their application needed to go before. The architects did indicate that when they spoke with staff and explained their project, they were directed to the proper board. Development professionals have an understanding of what applications must go to the Building and Planning departments.

Matrix provided 33 recommendations:
• 12 for the Building Department
• 19 for the Planning Department
• Two for other departments

19 recommendations are administrative in nature and can be implemented by the Administration:
• 11 for the Building Department
• 7 for the Planning Department
• Two for other departments

Finally, 14 recommendations require policy changes and legislative action, for Commission consideration. Attached is a chart summarizing all of the recommendations of the Matrix Group, and the corresponding staff recommendations.

CONCLUSION

The administration recommends that the City Commission:

1. Adopt the attached Resolution accepting and endorsing the attached recommendations of the Matrix Group that have been agreed to by the administration.

2. Refer a discussion item to the Land Use and Development Committee to oversee a workplan, with timelines, for all of the recommendations agreed to by staff.

3. Refer the applicable amendments to the Land Development Regulations that are required to implement the changes specified in the recommendations, to the Planning Board.
Legislative Tracking
Planning
Sponsor
Office of the City Manager

ATTACHMENTS:
Description
Matrix Summary Chart
Resolution