Miami-Dade Legislative Item
File Number: 111756
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File Number: 111756 File Type: Supplement Status: Presented
Version: 0 Reference: Control: County Commission
File Name: SUPPLEMENT TO AWARD CONTRACT 9432 - 4/16 Introduced: 8/24/2011
Requester: NONE Cost: Final Action:
Agenda Date: 9/20/2011 Agenda Item Number: 8O1ASUPPLEMENT
Notes: Title: SUPPLEMENT TO RECOMMENDATION TO AWARD CONTRACT 9432-4/16; AGENDA ITEM 801A
Indexes: TEMPORARY PERSONNEL SERVICES
Sponsors: NONE
Sunset Provision: No Effective Date: Expiration Date:
Registered Lobbyist: None Listed


Legislative History

Acting Body Date Agenda Item Action Sent To Due Date Returned Pass/Fail

Board of County Commissioners 9/20/2011 8O1A SUPPLEMENT Presented

Board of County Commissioners 9/1/2011 8O1G SUPPLEMENT Deferred 9/20/2011 P
REPORT: The foregoing proposed supplemental report was deferred to the September 20, 2011 County Commission Meeting.

County Mayor 8/24/2011 Assigned County Attorney 9/1/2011
REPORT: supplement to 111321 (Agenda Item No. 8O1G on 9/1/11 BCC agenda). Hugo Benitez worked with the department to develop the supplement.

County Mayor 8/24/2011 Assigned Alina Tejeda-Hudak 8/24/2011 8/24/2011

Legislative Text


TITLE
Supplement to Recommendation to Award Contract 9432-4/16;Agenda Item 801G

HEADER
Date:

To: Honorable Chairman Joe A. Martinez
and Members, Board of County Commissioners

From: Carlos A. Gimenez
Mayor

Subject: Supplement to Recommendation to Award Contract 9432-4/16;Agenda Item 801G

MANAGER'S BACKGROUND
This supplement serves to provide additional information for your consideration to approve an amendment to Contract 9432-4/16 for contract employee services. On July 19, 2011, the recommendation to award this contract was not approved by the Board; on August 2, 2011, the Board reconsidered the recommendation to award based on my request that the item be deferred to this Board meeting. The additional time has provided an opportunity to carefully review each department’s use of contract employees in regard to criticality, funding source, and tenure. I share the Board’s concerns about the layoffs proposed in the Fiscal Year 2011-2012 budget. In order to address this concern, I commit that we will take every opportunity to match employees that are impacted through layoff actions to available positions on this contract when possible and practical.

As I stated earlier in an August 1 memorandum, the employees covered in this contract should be referred to as “contract” employees rather than temporary services employees, as this is a misnomer and does not effectively represent the operational use of these services. There are 449 contract employees covered by this contract, who provide vital services to Miami-Dade County. Contract services employees offer a cost-effective, flexible option to the County to meet seasonal requirements, complete special projects, provide back-up for permanent staff on maternity/medical leave, and provide other critical services and functions. In many instances, particularly when using certain grant funds, it is more cost effective to employ the services of contract employees as many grant funded positions do not allow for fringe benefits, making a contract services employee the best solution.

For example, contract employees provide a variety of critical social service delivery functions, including activities and meals at senior centers, direct Head Start Program services to children, weatherization and low income energy assistance services, as well as federally regulated low income and subsidized housing programs that are supported by these employees. The Park and Recreation Department hires staff which has successfully secured grants for the County representing close to $1 million dollars a year. In addition, contract employees provide support for the ongoing Federal Transportation Administration’s audit of the Transit Department. Revenue collection operations in Finance (processing Value Adjustment Board dispositions), Public Works (toll collection), and Property Appraiser benefit significantly from the use of contract staff.

This supplement includes five attachments that identify critical positions required by each department, by funding source:

* Attachment A includes all grant funded positions (47.66% of positions),
* Attachment B includes all positions funded with proprietary revenues (40.09% of positions),
* Attachment C includes positions funded by the General Fund (6.90% of positions),
* Attachment D includes positions that are funded through blended fund sources (5.12% of positions), and
* Attachment E includes positions funded by the CITT/PTP Surtax (0.23% of positions).

I have evaluated the justification for each position and determined it to be in the County’s best interest to use contract service employees to meet the service, and operational needs as noted in each of the attachments.

Recommended Amendments
I am recommending that the Board adopt a resolution approving Contract 9432-4/16 with the following four amendments:

1. Change the name of the contract and replace all references in the award recommendation from “Temporary Employment Agency Services” to “Contract Employee Services”

2. Remove the following departments and allocations from the contract as shown below:


DEPARTMENTS AND ALLOCATIONS REMOVED

Department Allocation Comment

Office of the Clerk $2,080,000 The Office of the Clerk has awarded a contract for the positions required for its operations under the Clerk’s constitutional authority.
Capital Improvements $12,000 Positions are not critical
Citizens’ Independent
Transportation Trust $10,000 Position is not critical
Consumer Services $9,000 Positions are not critical
Corrections
& Rehabilitation $80,000 Positions are not critical
Economic Advocacy Trust $13,000 Positions are not critical
Elections $100,000 Positions are not critical
Emergency Management $40,000 Funding no longer available
Environmental Resources
Management $100,000 Positions are not critical
Housing Finance Authority $5,000 Positions are not critical
Medical Examiner $93,000 Positions are not critical
Park and Recreation $200,000 Positions are not critical

Department Allocation Comment
Planning and Zoning $25,000 Positions are not critical
Police $136,000 Positions are not critical
Sustainability $35,000 Positions are not critical
TOTAL: $2,938,000

3. Reduce the total number of County departments using this contract to 22, and modify the allocation of each department to support critical needs only. The following summarizes the allocation for each department’s critical needs as shown in the attachments:


DEPARTMENTS AND ALLOCATIONS BASED ON CRITICAL NEEDS


Department Funding Source(s) Amount per Funding Source Contract Allocation
Grant Funds $108,000
Animal Services General Fund and
Department (ASD) Proprietary Funds $301,000 $409,000

Building and
Neighborhood
Compliance (BNC) Proprietary Funds $89,000 $89,000

Community Action Federal Grants $3,084,000
Agency (CAA) General Fund $70,000 $3,154,000

Cultural Affairs (CUA)* Proprietary Revenue $500,000 $500,000

Enterprise Technology
Services (ETSD) Proprietary Funds $331,000 $331,000

Finance (FIN) Proprietary Funds $685,000 $685,000

Fire Rescue (FR) Fire District Funds $813,000 $813,000

Housing & Community
Development (HCD)* Federal Grants $31,000 $31,000

Government Information
Center (GIC) Proprietary Funds $272,000 $272,000

General Services
Administration (GSA) Proprietary Funds $994,000 $994,000

Public Housing
Agency (MDPHA) Federal Grants $2,209,000 $2,209,000

Human Resources (HR) Proprietary Funds $89,000 $89,000

Human Services (HS) Federal Grants $1,206,000
General Fund $623,000 $1,829,000

Library (LIB) Grant Funds $159,000 $159,000

Property Appraiser (PA) General Fund $193,000 $193,000

Procurement Management (DPM) Proprietary Funds $33,000 $33,000

Public Works (PW) General Fund and
Proprietary Fund $462,000 $462,000

Seaport (SP) Proprietary Funds $76,000 $76,000

Solid Waste Management (SWM) Proprietary Funds $162,000 $162,000

Transit (MDT) MDT Operating $68,000 $68,000

Vizcaya (VZ) Proprietary Funds $30,000 $30,000

Water and Sewer (WASD) Proprietary Funds $238,000 $238,000
TOTAL ALLOCATION: $12,826,000

*Added Departments


4. Reduce the total requested allocations from $17,808,000 to $12,826,000.


____________________________
County Manager/Deputy Mayor




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