It is recommended that the Mayor and City Commission approve the Resolution authorizing the Administration to negotiate with Industrial/Organizational Solutions, Inc, as the top-ranked proposer. If the Administration is not successful in negotiating an agreement with the top-ranked proposer, the Resolution authorizes negotiations, in order of rank until a successful negotiation occurs, with Ergometrics & Applied Research, as the second-ranked proposer and Vortech Solutions LLC d/b/a GovSource, as the third-ranked proposer. Further, the Resolution authorizes the City Manager and City Clerk to execute an Agreement upon successful negotiations by the Administration.

This solicitation is under the cone of silence.

The City currently outsources the testing services utilized for recruitment and promotional opportunities for the Miami Beach Police and Fire Departments to a third party experienced in these matters pursuant to RFQ 2018-007-JC. The current Agreement for these services expires on July 18, 2023.

In anticipation of the expiring Agreement, through the RFQ, the Administration sought proposals from qualified firms to provide the following services:

1) develop, validate, administer, score, report, and review testing programs to determine qualified applicants for police and fire entry-level positions and classified promotional classifications; and

2) provide related consulting services, including but not limited to developing job analysis metrics, entry-level and promotional tests, scoring, minimum job requirements, and background test requirements for sworn and non-sworn positions.

To secure a replacement agreement upon expiration of the current agreement, the Administration developed the RFQ. 

On December 14, 2022, the Mayor and City Commission approved the issuance of the Request for Qualifications (RFQ) No. 2023-010-WG for personnel testing and related services for police and fire positions and classified promotions. The RFQ was released on December 14, 2022, and a voluntary pre-proposal meeting was held on January 12, 2023. The Procurement Department issued bid notices to 8,388 companies utilizing the City's e-procurement system, with 33 prospective bidders accessing the solicitation. RFQ responses were due and received on February 3, 2023. The City received proposals from Ergometrics & Applied Research, Vortech Solutions LLC d/b/a Gov Source, and Industrial/Organizational Solutions, Inc.

On March 8, 2023, the Evaluation Committee, appointed by the City Manager via Letter to Commission No. 039-2023, convened to consider the proposal received. The Committee was comprised of Digna Abello, Deputy Fire Chief, Fire Department; Jason Casanova, Beach Patrol Operations Supervisor, Fire Ocean Rescue; David De La Espriella, Police Support Major, Police Department;  Kenneth Ingersoll, Human Resources Administrator II, Human Resources Department; Ramon Suarez, Human Resources Administrator II, Human Resources Department.

The Committee was provided an overview of the project and information relative to the City's Cone of Silence Ordinance and the Government Sunshine Law. The Committee was also provided with general information on the scope of services and a copy of each proposal. The Committee was instructed to score and rank each proposal pursuant to the evaluation criteria established in the RFQ.

The RFQ established evaluation criteria for experience and qualifications. As detailed in Attachment A, the evaluation process resulted in the proposers being ranked by the Evaluation Committee in the following order:

1st ranked – Industrial/Organizational Solutions, Inc.

2nd ranked – Ergometrics & Applied Research

3rd ranked – Vortech Solutions LLC d/b/a Gov Source

This Administration recommends negotiating an agreement beginning with the top-ranked firm and, if unsuccessful, with the second and third-ranked firms in order of rank. The RFQ stipulated that the agreement will have an initial term of three (3) years with two (2) one (1) year renewal options.

The following are summaries of the firms based on the information each firm has provided.

Industrial/Organizational Solutions, Inc

Industrial/Organizational Solutions, Inc. (IOS) was established in 1997 and is comprised of approximately 50 employees. IOS specializes in public safety entry-level and promotional selection, and the majority of its employees are trained in personnel selection, psychometrics, and legal issues associated with selection. Its team consists of some of the most recognized and experienced leaders in the highly specialized and litigious field of public safety selection. Its consultants are all trained in industrial/organizational psychology and specialize in employment testing and public safety human resources consulting. Industrial/Organizational Solutions, Inc. also includes technical advisors in the areas of law enforcement, fire service, and legal issues.

Industrial/Organizational Solutions, Inc is the incumbent firm providing entry-level and promotional processes for the Miami Beach Police Department, Fire Department, and Ocean and Rescue Department for the past ten years. The City has been satisfied with the services performed. It uses state-of-the-art tools that assist agencies with public safety recruitment services, allowing them to make sound decisions regarding recruitment and promotions.

Ergometrics & Applied Research

Established in 1981, Ergometrics & Applied Research is a human resource management firm specializing in personnel selection and training within the public safety industry. It has provided personnel testing services to thousands of clients in North America, including local and state government agencies. Ergometrics tests are professionally validated and conform to all legal and professional standards for validation. Over a million applicants have participated in testing led by Ergometrics.

Vortech Solutions LLC d/b/a GovSource

GovSource is an online criminal justice educational source for study guides, state exam prep, and recruiting solutions. It is owned and operated by active law enforcement, corrections, and military Veterans. GovSource provides a wide selection of courses and services geared toward a career in Criminal Justice. It includes academy study guide quizzes, State Officer Certification (SOCE) mock exams, Academy for Equivalency of Training (EOT), auxiliary, crossover, or academy chapter exams. Govsource employs rigorous and reliable methods for evaluating test results, calculating scores, and interpreting scores. This includes determining the strengths and weaknesses of the participants based on the results of the testing program, providing a comprehensive assessment of their abilities and skills, and using the results to make informed decisions.

The average expenditure under the current Agreement for personnel testing and related services is approximately $73,000 annually, although the specific expense in each year may vary. The available budgeted amount is $165,000 annually. Fees will be established through the negotiation process. Services pursuant to the award of this RFQ shall be subject to funds availability approved through the City's budgeting process. Grant funds are not anticipated to be utilized for these services. 

Fire/ Ocean Rescue: $100,000

011-1210-000312-19-401-598-00-00-00-

011-0960-000312-19-401-508-00-00-00-

Police: $65,000

            011-1130-000312-20-401-595-00-00-00

After reviewing the submission and the results of the Evaluation Committee process, it is evident that Industrial/Organizational Solutions, Inc. has the experience necessary to provide the City with the personnel testing and related services needed for the Police and Fire Department's positions and classified promotions. Industrial/Organizational Solutions, Inc. is the incumbent city consultant, delivering familiarity and experience with the City's current approach to entry-level and promotional operations of the Fire and Police Departments. The firm is knowledgeable about the city's challenges as it establishes and promotes its personnel and deals with workforce litigation issues and collective bargaining agreements. Staff reports that the firm has performed well during the current contract term. It has also worked with large public and private sector organizations across the U.S. In addition to the personnel testing services, Industrial Organizational Solutions has experience in personnel selection, psychometrics, and legal issues associated with selection that are beneficial for the City's bargaining process preparations.

Ergometrics & Applied Research and Vortech Solutions LLC d/b/a GovSource, the second and third-ranked firms, respectively, are also well qualified and should be considered if a successful agreement with Industrial/Organizational Solutions cannot be finalized.

For the reasons stated herein, it is recommended that the Mayor and City Commission approve the Resolution authorizing the Administration to negotiate with Industrial/Organizational Solutions, Inc., as the top-ranked proposer; and, if not successful, authorizing the Administration to negotiate with Ergometrics & Applied Research, as the second-ranked proposer; and if not successful, authorizing the Administration to negotiate with Vortech Solutions LLC d/b/a GovSource, as the third-ranked proposer. The Resolution also authorizes the City Manager and City Clerk to execute an agreement upon conclusion of successful negotiations.