A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF THE CITY OF MIAMI BEACH, FLORIDA, ACCEPTING THE RECOMMENDATION OF THE CITY MANAGER, PURSUANT TO REQUEST FOR QUALIFICATIONS (RFQ) 2023-006-WG COST ALLOCATION CONSULTANT, AUTHORIZING THE ADMINISTRATION TO ENTER INTO NEGOTIATIONS WITH MATRIX CONSULTING GROUP, LTD., THE TOP-RANKED PROPOSER; AND, IF UNSUCCESSFUL, AUTHORIZING THE ADMINISTRATION TO NEGOTIATE WITH MGT OF AMERICA CONSULTING, LLC, THE SECOND-RANKED PROPOSER; AND, IF UNSUCCESSFUL, AUTHORIZING THE ADMINISTRATION TO NEGOTIATE WITH MAXIMUS US SERVICES, INC., THE THIRD-RANKED PROPOSER; AND FURTHER, AUTHORIZING THE CITY MANAGER AND CITY CLERK TO EXECUTE AN AGREEMENT UPON CONCLUSION OF SUCCESSFUL NEGOTIATIONS BY THE ADMINISTRATION.

The Administration recommends that the Mayor and City Commission of the City of Miami Beach, Florida, approve the Resolution accepting the City Manager’s recommendation pertaining to the proposals received, pursuant to RFQ 2023-006-WG, Cost Allocation Consultant, authorizing the Administration to enter into negotiations with Matrix Consulting Group, Ltd, as the top-ranked proposer; and, if unsuccessful, authorizing the Administration to enter into negotiations with MGT of America Consulting, LLC, as the second-ranked proposer; and, if unsuccessful, authorizing the Administration to enter into negotiations with Maximus US Services, Inc., as the third-ranked proposer. The Resolution further authorizes the City Manager and City Clerk to execute an agreement upon the conclusion of successful negotiations.

This solicitation is currently under the cone of silence.

On December 15, 2021, the City entered into an Agreement with Matrix Consulting Group, pursuant RFLI 2022-051-JA to provide cost allocation plans for the purpose of distributing administrative and/or overhead costs to various funds and functions and other related services. The Agreement allowed for the completion of cost allocation plans for the fiscal years ending 2021 and 2022.

The cost allocations plans specifically focus on the following areas:

1. Citywide Federal and Full Cost Allocation Plans (FCAP) based on actual financial and statistical data.

2. Cost of City services eligible to be funded from resort taxes collected by the City, based on actual financial and statistical data.

The plans document the costs of services under each area and allocate the costs to the department which spent the funding and provided the intended services. The consultant must use a standard cost allocation methodology and cost principles based on full (FCAP) and federal (2 CFR Part 200) cost principles. The studies clearly outline the methodology utilized and the actual calculated allowable allocation rates.

Accordingly, the Administration prepared RFQ 2023-006-WG seeking proposals with the intent of selecting the most qualified firm(s) with whom a replacement agreement could be negotiated.

On December 14, 2022, The Mayor and City Commission approved the issuance of RFQ 2023-006-WG Cost Allocation Consultant. The Procurement Department issued bid notices to 10580 companies utilizing the City's e-procurement system, with 37 prospective bidders accessing the solicitation. RFQ responses were due and received on January 26, 2023. The City received proposals from the following firms: Matrix Consulting Group, Ltd., Maximus US Services, Inc., and MGT of America Consulting, LLC.

On March 20, 2023, the Evaluation Committee appointed by the City Manager convened to consider the proposals received. The Committee was comprised of Maria Cerna, Division Director, Capital Improvement Projects, Natasha Diaz, Deputy Director, Building Department, Carmen Sanchez, Deputy Director, Planning Department, Tameka Otto Stewart, Director, Budget and Performance Improvement Department, and Shandelle Stewart, Financial Analyst Ill, Public Works 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 evaluation process resulted in the proposers being ranked by the Evaluation Committee in the following order (See Attachment A):

1st ranked – Matrix Consulting Group, Ltd.

2nd ranked – MGT of America Consulting, LLC

3rd ranked – Maximus US Services, Inc.

The following is a summary of the three firms.

Matrix Consulting Group, Ltd

The Matrix Consulting Group was founded in 2002, incorporated, and headquartered in California, with regional offices in Irvine (CA), Edwardsville (IL), the Dallas Metroplex, Portland (OR), and the Tampa (FL) area. The firm is a management consulting firm dedicated to providing quality analytical assistance to local and state governments.

Matrix Consulting has worked with over 1,500 government agencies, conducting cost-of-service and management studies and providing recommendations relating to operations, improvements, and cost recovery. The firm has conducted 300+ cost-of-service studies for municipalities over the last 20 years across the United States, with recent clients including Miami Beach, Cape Coral, Fort Lauderdale, and Osceola County; Juneau, (AK), and Dallas (TX).

MGT of America Consulting, LLC

MGT of America Consulting, LLC (MGT) began operations in 1974 as a public sector research firm and has expanded its consulting capabilities and client offerings over the years. MGT is organized as a privately held, employee-owned, limited liability company with a deep roster of experienced cost allocation experts, and support resources. Prior to working as consultants, many of its consultants have worked in government agencies as managers and staff.

MGT provides a wide range of cost allocation services, ranging from city and county indirect plan preparation, calculation, and negotiation of statewide indirect cost allocation plans, to public assistance cost allocation narrative review, development, and federal claiming assistance.

MGT currently provides cost allocation plans for various Florida cities and counties such as the City of Fort Lauderdale, Broward County, Pinellas County, Collier County, and South Florida Water Management District.

Maximus US Services, Inc.

Maximus US Services, Inc. (Maximus), a wholly owned subsidiary of Maximus, Inc. As one of the nation’s leading providers of government cost accounting services, Maximus has completed thousands of cost studies for state and local governments for over 47 years.

Maximus offers the City of Miami Beach both a national perspective and in-depth knowledge specific to Florida local government. In addition, the proposed project team has a thorough working understanding of the U.S. Office of Management and Budget (OMB) cost principles and proven success in executing the standard methodology.

Maximus has extensive cost allocation experience, working with dozens of Florida state and local governments. Some of their current clients include Hallandale Beach, Palm Bay, Collier County, Manatee County, Palm Beach County, and Miami-Dade County.

Services for this contract would be funded through the Department's operational budget.

Historically, resort tax and citywide cost allocation services have been billed on a lump-sum (per-study) basis. The initial studies were provided at a cost of $25,000 per study. However, because the studies have only required updates during the last three fiscal years, costs have been negotiated down to $15,000 per study.

After reviewing the proposal and the results of the evaluation committee, it is recommended that contract negotiations proceed with Matrix Consulting Group, Ltd., the top-ranked proposer, as the most qualified proposer.

While all of the proposing firms have sufficient experience to provide services for the City of Miami Beach, Matrix Consulting Group, Ltd., is the most experienced with City operations as it has developed the City's most recent Internal Services Cost Allocation Plan, Citywide Cost Allocation, OMB Compliant Cost Allocation, and Resort Tax Cost Allocation Plans. As such, the firm possesses unique familiarity with the City’s financial structure and needs. The firm has also worked with the City on other studies including a fleet analysis and law enforcement studies. Matrix is proposing the same project team as has worked with the City previously to maintain the knowledge base.

For the reasons stated herein, it is recommended that the Mayor and City Commission approve the Resolution authorizing the Administration to enter into negotiations with Matrix Consulting Group, Ltd., as the top-ranked proposer; and, if unsuccessful, authorizing the Administration to enter into negotiations with MGT of America Consulting, LLC, as the second-ranked proposer; and, if unsuccessful, authorizing the Administration to enter into negotiations with Maximus US Services, Inc., as the third-ranked proposer. The Resolution further authorizes the City Manager and City Clerk to execute an agreement upon the conclusion of successful negotiations.