HomeMy WebLinkAboutReso 2022-3325RESOLUTION NO. 2022 -
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF SUNNY ISLES BEACH,
FLORIDA, APPROVING AN AGREEMENT WITH DOUGLAS W. ROBERTSON TO
PROVIDE LAW ENFORCEMENT ACCREDITATION CONSULTING SERVICES, IN AN
AMOUNT NOT TO EXCEED NINETY-SEVEN THOUSAND DOLLARS ($97,000.00),
ATTACHED HERETO AS EXHIBIT "A"; AUTHORIZING THE MAYOR TO EXECUTE
SAID AGREEMENT; AUTHORIZING THE CITY MANAGER TO DO ALL THINGS
NECESSARY TO EFFECTUATE THIS RESOLUTION; PROVIDING FOR AN EFFECTIVE
DATE.
WHEREAS, the City of Sunny Isles Beach ("City") is in need of a consultant to provide
law enforcement accreditation services, pursuant to the Florida Commission for Law
Enforcement Accreditation ("Services"); and
WHEREAS, Douglas W. Robertson, a former Police Chief, has an extensive background
related to accreditation services, and is willing and qualified to provide the City with the desired
Services; and
WHEREAS, the City Commission now wishes to approve an Agreement with Douglas W.
Robertson to provide law enforcement accreditation services, in an amount not to exceed
Ninety -Seven Thousand Dollars ($97,000.00), attached hereto as Exhibit "A".
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF SUNNY
ISLES BEACH, FLORIDA, AS FOLLOWS:
Section 1. Approval of Agreement. The City Commission hereby approves an Agreement
with Douglas W. Robertson to provide law enforcement accreditation services, in an amount
not to exceed Ninety -Seven Thousand Dollars ($97,000.00), attached hereto as Exhibit "A".
Section 2. Authorization of Mayor. The Mayor is hereby authorized to execute said
Agreement.
Section 3. Authorization of City Manager. The City Manager is hereby authorized to do all
things necessary to effectuate the terms of this Resolution.
Section 4. Effective Date. This Resolution will become effective upon adoption.
PASSED AND ADOPTED this 19th day of May 2022.
Dana Robin Goldman, Mayor
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ATTEST:
Maur cio Beta cur, CMC, City Clerk
APPROVED AS TO FORM
AND LEGAL SUFFICIENCY:
,,Edward A. Dion, City Attorney
I t.
Moved by. f_- ) Seconded by:
Vote:
Mayor Goldman.�/(Yes) (No)
Vice Mayor Viscarra (Yes) (No)
Commissioner Joseph L+(Yes) (No)
Commissioner Lama%,("'es) (No)
,
Commissioner Stuyvesant �7 (Yes) (No)
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Managed Services/In a ndent Co tractor Agreement
This AGREEMENT is entered into the day of 1 , 2022, by and between
Douglas W. Robertson residing at (hereinafter "the
Contractor") and the City of Sunny Isle Beach, a municipal corporation with offices at 18070 Collins Avenue
Sunny Isles Beach, FL 33160 (hereinafter "the City") ("Agreement").
WHEREAS, the City requires managed services in the subject of law enforcement accreditation and desires
to engage the services of Contractor for a period of Eighteen (18) months for the purposes of attaining and
maintaining distinction as an Accredited Law Enforcement agency under the provisions of the Florida
Commission for Law Enforcement Accreditation ("Services"); and
WHEREAS, the Contractor has an extensive background and is qualified as a subject matter expert in law
enforcement accreditation and is willing to provide Services to the City based on this background; and
WHEREAS, the parties do hereby acknowledge and agree that the purpose of this Agreement is to
improve the overall administrative and operational functions of the City's police department and to attain
and maintain distinction as an Accredited Law Enforcement agency under the provisions of the Florida
Commission for Law Enforcement Accreditation. The Contractor does promise to use his best, good -faith
efforts in carrying out the purposes of this Agreement, and the services to be performed in the Managed
Services proposal attached hereto and incorporated herein by reference ("Exhibit A"). The Services
provided by the Contractor under this Agreement are for the sole benefit of the City.
NOW, THEREFORE in consideration of the Agreement hereinafter set forth, the parties do hereby agree
to the terms and conditions as follows:
I. Scope of Services: Contractor is hereby engaged to perform managed services for the City in
respect to evaluating if the City's police department's current policies, procedures, and all other forms
of written directives to determine if they meet or exceed the minimum standards set forth by the
Commission for Florida Law Enforcement Accreditation Program as well as provide the expertise and
services necessary for the City's police department and to attain and maintain distinction as an Accredited
Law Enforcement agency under the provisions of the Florida Commission for Law Enforcement
Accreditation, as more particularly set forth herein, and in Exhibit "A".
A. The Contractor hereby agrees that he shall:
i. Research, develop and publish any revisions to any and all existing policies as approved
by the City necessaryto meetthe standards of the Florida Law Enforcement Accreditation Program;
ii. Research, develop and publish any and all additional polices as approved bythe City, which
do not currently exist which would be required to meet the standards of the Florida Law
Enforcement Accreditation program;
iii. Set -Up, populate and manage a Power DMSO web portal, specific to the City's police
department, to disseminate and maintain all of the police department's written directives, build,
populate and manage an assessment system in accordance with the provisions of the Florida Law
Enforcement Accreditation Standard Compliance files to include creation of the required Two
Hundred Thirty -Five (235) standard compliance files or the total number required to meet the
requirements of the Florida Law Enforcement Accreditation Program in affect at the time of
any such assessment by the Commission for Law Enforcement Accreditation;
iv. The Contractor shall be responsible to create, populate and maintain each standard
compliance file within the Power DMS web portal with a copy or copies of all applicable agency
directives, copy or copies of any and all supporting documentation, agency records,
photographs, etc. necessary to demonstrate compliance with each program standard;
V. Each directive and all supporting documentation shall be formatted and highlighted to
illustrate how each directive/documentation is applicable and demonstrates compliance to the
individual standard;
vi. Perform collection, as necessary of all required or recommended departmental
documentation relevant to demonstrating compliance with program standards;
vii. Attend in-person meetings with the City and its representatives to discuss
project status, non- compliance issues, departmental issues effecting the project, and/or
written directive development purpose and project status;
viii. Be alert to changes in accreditation standards, operations, reporting requirements,
and other issues which may affect the continuing accredited status of the department;
ix. Ensure command staff have fact -based information to make decisions regarding agency
policies regarding accreditation standards;
X. Prepare and submit CFA annual agency report;
A. Coordinate agency personnel, activities, records and systems with regards to
maintaining accreditation standards, including the establishment of proper documentation
demonstrating accreditation compliance;
xii. Advise other appropriate individuals of accreditation compliance/non-compliance
issues and when necessary, recommend corrective action plans;
xiii. Be committed to a high standard of the safety regulations and all of the Citys Police
Department's policies and rules and must be willing to report safety violations and potential
policy violations to appropriate supervisory personnel;
xiv. Follows and supports the mission, values, organizational philosophies, operational
principals, code of conduct, and policies and procedures of the City's Police Department;
xv. Be present for and oversee any and all assessments, either mock assessment as mutually
arranged for by the City and the Contractor, and/or any on-site assessment scheduled by the
Florida Accreditation Office; and
xvi. Comply with all applicable City and police department policies regarding the use of City
computer equipment and systems, social media and internet usage.
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B. The City hereby agrees to provide to the Contractor at no -charge the following:
L An official Sunny Isle Beach email account for the purpose of communicating with City
employees and officials as well as area law enforcement representatives;
ii. A City owned laptop personal computer with Microsoft Office° and Adobe Acrobat Pro°
software installed as well as remote access to the police department network with CJIS security
two factor authentication network in accordance with the City's Criminal Justice Information
Systems policy for the purpose of obtaining any documents, photos, statistical reports,
certifications, training records etc. necessary to obtain documentation required to
demonstrate compliance with any applicable accreditation standards AND access credentials
to the City's police headquarters facilities.
a. The Contractor possesses and agrees to maintain a current Level 2 Criminal Justice
Information Systems (CJIS) Security Awareness certification which currently expires June
23, 2023, a copy of which is annexed as Exhibit B.
iii. The City shall provide the Contractor with a cellular air card or other suitable device to
provide internet and network connectivity in accordance with the department's information
technology and CJIS policies.
iv. Acquire and maintain a separate Power DMS web portal administered and managed by
the police department and agrees to obtain a sufficient number of user licenses to provide
every member of the police department access rightsto a level appropriate fortheir position and
that a minimum the contractor and the Administrative Services Commander shall be provided
with Master Administrative rights to PowerDMS.
V. Provide the Contractor with read access to agency programs and network (i.e. records
management systems, etc.) for the sole purpose to search to obtain proofs for accreditation
standards.
vi. Access credentials to all areas of the City's police headquarters facility except the
property & evidence storage area, armory, and any other areas mutually agreed upon by the
parties as inappropriate or unnecessary.
C. The parties agree that the Contractor shall publicly represent the City and its police department
as the Accreditation Manager at any and all accreditation related events and/or meetings .
D. The Services shall be performed by Contractor to the full satisfaction of the City. Contractor agrees
to furnish all labor and material in a good and workmanlike and professional manner to perform Services.
Contractor agrees to have a qualified representative to audit and inspect the Services provided on a
regular basis to ensure all Services are being performed in accordance with the City's needs and pursuant
to the terms of this Agreement and shall report to the City accordingly. Contractor shall perform their
work in a manner befitting the type and scope of work to be performed. In the event that the Contractor
fails to complete the Services pursuant to the terms of this Agreement and City must undertake the
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completion of performance of Services, Contractor agrees to indemnify the City for all costs incurred with
respect to the completion of those Services and any damages the City may suffer as a result of the
Contractor's failure to perform the Services.
II. Compensation: The City agrees to pay the Contractor at the rate of $40.00 per hour for Services
performed pursuant to this Agreement in a sum NOT TO EXCEED Ninety -Seven Thousand Dollars
($97,000.00). The Contractor may work a maximum of 30 hours a week with the exception of the MOCK
assessment and on-site assessment which the Contractor may work up to 40 hours on those defined
weeks. The Contractor shall work remotely except for those times when his presence is requested or
required to be on-site at the police facility. Travel time to and from the City of Sunny Isle Beach from the
Contractor's residence shall be considered time worked and billable to the project.
All reasonable expenses incurred by the Contractor shall be reimbursed assuming the same have been
authorized bythe City in writing prior to being incurred and are supported by of the appropriate receipts.
Contractor shall submit invoices and time sheets for all payments on a monthly basis. The Contractor
shall also submit monthly progress reports and time sheets outlining the progress made during the
previous thirty (30) day period towards project completion and the hours worked.
III. Limited Services, Indemnification, and Waiver of Liability: Contractor has represented to the City
that he can assist the City and its police department in improving the operational and administrative
effectiveness of the City's Police Department and achieve accredited agency status under the provisions
of the Commission for Florida Law Enforcement Program. The Contractor assumes no liability for any
action(s) by the City, its officers, or employees in violation of the laws of the State of Florida and/or the
policies and procedures of the City's police department approved by the City.
Except as limited above, the Contractor agrees to indemnify and hold -harmless the City, its agents,
representatives, officers, directors, officials and employees from any claims, liabilities, damages, losses
and costs, including, but not limited to, reasonable attorney fees to the extent cause, in whole or in part,
by the professional negligence, error or omission of the Contractor or persons employed or utilized by the
Contractor in performance of Services under this Agreement.
Contractor shall at all times hereafter indemnify, hold harmless and, at the City's option, defend or pay
for an attorney selected by the City to defend City, its agents, representatives, officers, directors, officials
and employees from and against any and all causes of action, demands, claims, losses, liabilities and
expenditures of any kind, including attorney fees, court costs, and expenses, caused or alleged to be
caused by the intentional or negligent act of, or omission of Contractor, including those of their
employees, agents, servants, or officers, or accruing, resulting from, or directly related to the subject
matter of this Agreement including, without limitation, any and all claims, losses, liabilities, expenditures,
demands or causes of action of any nature whatsoever resulting from injuries or damages sustained by
any person or property. In the event any lawsuit or other proceeding is brought against City by reason of
any such claim, cause of action or demand, Contractor shall, upon written notice from City, resist and
defend such lawsuit or proceeding by counsel satisfactory to City. The parties agree that One Hundred
Dollars ($100.00) represents specific consideration to the Contractor for the indemnification set forth in
this Agreement.
The Contractor expressly agrees not to divulge, publish, or communicate any information regarding the
City and or it's police department to any person(s) or entities without the express written consent of the
City. All information obtained by the Contractor during this Agreement and all suggestions and
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recommendations made by the Contractor to the City shall remain the proprietary information of the City,
and the Contractor shall keep all such information confidential.
IV. Future Managed Services Fees: Notwithstanding the foregoing, in the event that the City
engages Contractor at a later time any such future agreements or extensions to this Agreement shall be in
writing, subject to the approval of the parties.
V. Term: The term of this Agreement shall begin on the next business day following execution of
this Agreement by both parties. Unless otherwise extended by both parties, this Agreement will
terminate, and all the Services required to be provided by the Contractor under this Agreement will be
completed within Eighteen (18) months or Five Hundred and Forty -Eight (548) days of the effective
date of this Agreement.
VI. Termination:
A. If, through any cause within reasonable control, the Contractor shall fail to fulfill in a timely
manner or otherwise violate any of the covenants, agreements or stipulations material to
this Agreement, the City shall have the right to terminate the Services then remaining to
be performed. Prior to the exercise of its option to terminate for cause, the City shall
notify the Contractor of its violation of the particular terms of the Agreement and grant
Contractor ten (10) days to cure such default. If the default remains uncured after ten (10)
days the City may terminate this Agreement, and the City shall receive a refund from the
Contractor in an amount equal to the actual cost of a third party to cure such failure. If
Contractor fails, refuses or is unable to perform any term of this Agreement, City shall pay
for services rendered as of the date of termination.
(i.) In the event of termination, all finished and unfinished documents, data and other
work product prepared by Contractor shall be delivered to the City and the City shall
compensate the Contractor for all Services satisfactorily performed prior to the date
of termination.
(ii.) Notwithstanding the foregoing, the Contractor shall not be relieved of liability to the
City for damages sustained by it by virtue of a breach of the Agreement by Contractor
and the City may reasonably withhold payment to Contractor for the purposes of set-
off until such time as the exact amount of damages due the City from the Contractor
is determined.
B. Termination for Convenience of City. The City may, for its convenience and without cause
terminate the Services then remaining to be performed at any time by giving Contractor
ten (10) days written notice. The terms of Paragraph VLA(i) and A(ii) above shall be
applicable hereunder.
C. Termination for Insolvency. The City also reserves the right to terminate the remaining
Services to be performed in the event the Contractor is placed either in voluntary or
involuntary bankruptcy or makes any assignment for the benefit of creditors.
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VII. JURISDICTION, VENUE AND WAIVER OF JURY TRIAL. This Agreement shall be interpreted and
construed in accordance with and governed by the laws of the State of Florida. All parties agree and
accept that jurisdiction of any dispute or controversy arising out of this Agreement, and any action
involving the enforcement or interpretation of any rights hereunder shall be brought exclusively in the
Eleventh Judicial Circuit in and for Miami Dade County, Florida, and venue for litigation arising out of this
Agreement shall be exclusively in such state courts, forsaking any other jurisdiction which either party
may claim by virtue of its residency or other jurisdictional device. In the event it becomes necessary for
the City to file a lawsuit to enforce any term or provision under this Agreement and the City is the
prevailing party then the City shall be entitled to its costs and attorney's fees at the pretrial, trial and
appellate levels. BY ENTERING INTO THIS AGREEMENT, CONTRACTOR AND CITY HEREBY EXPRESSLY
WAIVE ANY RIGHTS EITHER PARTY MAY HAVE TO A TRIAL BY JURY OF ANY CIVIL LITIGATION RELATED TO
THIS AGREEMENT. Nothing in this Agreement is intended to serve as a waiver of sovereign immunity, or
of any other immunity, defense, or privilege enjoyed by the City pursuant to Section 768.28, Florida
Statutes.
VIII. INDEPENDENT CONTRACTOR RELATIONSHIP. The Contractor is an independent Contractor and
shall be treated as such for all purposes. Nothing contained in this Agreement or any action of the parties
shall be construed to constitute or to render the Contractor an employee, partner, agent, shareholder,
officer or in any other capacity other than as an independent Contractor other than those obligations
which have been or shall have been undertaken by the City. Contractor shall be responsible for any and
all of its own expenses in performing its duties as contemplated under this Agreement. The City shall not
be responsible for any expense incurred by the Contractor. The City shall have no duty to withhold any
Federal income taxes or pay Social Security services and that such obligations shall be that of the
Contractor, other than those set forth in this Agreement. Contractor shall furnish its own transportation,
office and other supplies as it determines necessary in carrying out its duties under this Agreement.
IX. PUBLIC RECORDS. The Contractor shall be required to comply with the following requirements
under Florida's Public Records Law:
(i.) Contractor shall keep and maintain public records required by the City to perform the service.
(ii.) Upon request from the City, Contractor shall provide the City with a copy of the requested
records or allow the records to be inspected or copied within a reasonable time at a cost that does not
exceed the cost provided by Chapter 119, Florida Statutes, or as otherwise provided by law.
(iii.) Contractor shall ensure that public records that are exempt or confidential and exempt from
public records disclosure requirements are not disclosed except as authorized by law for the duration of
the contract term and following completion of the contract if the Contractor does not transfer the records
to the City.
(iv.) Contractor shall, upon completion of the contract, transfer, at no cost, to the City all public
records in possession of the Contractor or keep and maintain public records required by the City to
perform the service. If the Contractor transfers all public records to the City upon completion of the
contract, the Contractor shall destroy any duplicate public records that are exempt or confidential and
exempt from public records disclosure requirements. If the Contractor keeps and maintains public records
upon completion of the contract, the Contractor shall meet all applicable requirements for retaining public
records. All records stored electronically must be provided by Contractor to the City, upon request from
the City, in a format that is compatible with the information technology systems of the City.
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IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF
CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR'S DUTY TO PROVIDE
PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE CITY'S
CUSTODIAN OF PUBLIC RECORDS AT (305) 792-1703, CityClerk@sibfl.net, 18070
Collins Avenue, 4th Floor, Sunny Isles Beach, Florida 33160.
X. AUDIT. The Contractor shall make available to the City, or its representative all required financial
records associated with the Agreement for a period of three (3) years.
XI. CRIMINAL BACKGROUND CHECK. Prior to performing work in the City pursuant to the
Agreement, the Contractor shall be required to undergo a criminal background check consisting of a
Florida Department of Law Enforcement ("FDLE") and Florida Crime Information Center/National Crime
Information Center ("FCIC/NCIC") criminal records check. If Contractor does not meet this requirement,
Contractor will not be permitted to perform work under this Agreement. The aforementioned criminal
background check shall be performed through the City's Human Resources Department, at the
Contractor's sole cost and expense. Failure of Contractor to comply with the provisions of this Section
shall be cause for termination of the Agreement.
XII. MISCELLANEOUS.
A. In the event any provision of this Agreement is found to be void and unenforceable by a
court of competent jurisdiction, the remaining provisions of this Agreement shall nevertheless be binding
upon the parties with the same effect as though the void or unenforceable provisions had been severed
and deleted.
B. This Agreement may be executed in multiple identical counterparts, each of which shall
be deemed an original for all purposes.
C. This Agreement shall constitute the entire agreement between the parties with respect
to the subject matter hereof, and it shall supersede all previous and contemporaneous oral and written
negotiations, commitments, agreements, and understandings relating hereto.
D. Any modification of this Agreement shall be effective only if in writing and signed by the
parties to this Agreement.
E. No waiver of any provision of this Agreement shall be valid or enforceable unless such
waiver is in writing and signed by the party granting such waiver.
4.7
Witness the Signatures of the Parties ther'� day of 2022.
City of Sunny Isles I---- ch, Florida
By:
Dana Robln,'bqldrnan, Mayor _
Douglas W. rtson, Contractor
Exhibit A
SUNNY ISLES BEACH POLICE DFEPARTMENT
ACCREDIATION INITIATIVE
261
Submitted by: Chief Douglas Robertson, Retired
April 20, 2022
Contents
ABOUTTHE CONTRACTOR............................................................................................................................7
RiskMitigation..............................................................................................................................................8
FloridaAccreditation.....................................................................................................................................9
BENEFITS TO THE COMMUNITY................................................................................................................9
BENEFITS TO THE AGENCY CEO.................................................................................................................9
BENEFITS TO THE OFFICERS & EMPLOYEES............................................................................................10
Sunny Isles Beach Police Accreditation Efforts TO DATE............................................................................10
ProjectScope..............................................................................................................................................11
ProjectTime Line........................................................................................................................................12
Conclusion...................................................................................................................................................13
Exhibit A Contractors CAS Certification......................................................................................................14
ABOUT THE CONTRACTOR
Chief Douglas W. Robertson- Retired - provides advisory and managed services in the areas of risk
management and mitigation, accreditation, administrative and operational efficiency, cost effectiveness
and emergency planning.
Chief Robertson has over 44 years of public safety and private security management experience. He has
worked with numerous Florida and New York state law enforcement departments to improve their
respective operational effectiveness and efficiency to reduce and mitigate areas of potential liability and
help agencies achieve accredited agency status.
Robertson first became involved in the law enforcement accreditation in 1990 when he was named
Accreditation Program Manager for the North Syracuse New York Police Department. Over the previous
32 years he has worked with numerous law enforcement chief executives and agencies in both Florida
and New York to achieve the distinction of meeting and managing the demanding standards of the
accreditation program.
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As a consultant to a number of law enforcement agencies throughout Florida and New York. He has
provided expert guidance and advice in the areas of accreditation, policy development, risk mitigation,
and operational effectiveness.
In 2005 Robertson was the primary author of the New York State's Division of Criminal Justice Services
Accreditation Manager Training Tutorial. The tutorial served for many years as the primary training
document for new Accreditation Managers and a reference resource for experienced program managers.
Recognizing Robertson's commitment to excellence in law enforcement and to the accreditation process,
former New York Governor George Pataki appointed Robertson to represent the New York State
Association of Chiefs of Police on the New York State Law Enforcement Accreditation Council
(Commission). Robertson held that seat until his retirement and was the first accreditation manager and
assessor to be appointed to the commission.
In 2020 the Florida Police Accreditation Coalition awarded him Certified Accreditation Professional
distinction and he is certified as a law enforcement auditor/inspector. He has served as the accreditation
manager, for three different agencies, an assessor, assessment team leader and has conducted over fifty-
five assessments as well as provided technical assistance to numerous law enforcement agencies.
Doug is an active member of the Florida Police Accreditation Coalition, the current Chair of the of the FLA -
PAC training committee and an active assessor and team leader for the Commission for Florida
Accreditation. He is also a member of the Law Enforcement Inspections and Auditing Group and currently
chairs the Gold Coast Law Enforcement Accreditation Professionals Coalition. He is a retired active life
member of the New York State Association of Chiefs of Police, as well as a life member, past president,
and former board member of the Central New York Association of Chiefs of Police.
RISK MITIGATION
In today's litigiousness society it would be unrealistic to believe that even the most professional law
enforcement agency could totally avoid liability claims. The best defense against lawsuits is to have
implemented sound policies and procedures that are in line with the best practices of the profession and
compliant with current statutes, professional best practices, and court decisions.
A department's written directives are historically one area of law enforcement operations that have a
high degree of liability attached thereto as they establish the policies and procedures that the officers
must adhere to during the performance of their duties.
When issues of liability are raised during litigation, one of the first areas that the discovery process will
focus on is the agency's policies and procedures, and did the involved officers adhere to the agency's
established protocols.
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FLORIDA ACCREDITATION
Accreditation is a progressive and contemporary way of helping police agencies evaluate and improve
their overall performance. It has long been recognized as a means of maintaining the highest standards
of professionalism. Accreditation is the certification by an independent reviewing authority that an entity
has met specific requirements and prescribed standards. Schools, universities, and hospitals are some of
the most well-known organizations that are required to maintain accreditation.
BENEFITS TO THE COMMUNITY
Accreditation increases the law enforcement agency's ability to prevent and control crime through more
effective and efficient delivery of law enforcement services to the community it serves.
Accreditation enhances community understanding of the law enforcement agency and its role in the
community as well as its goals and objectives. Citizen confidence in the policies and practices of the agency
is increased.
Accreditation, in conjunction with the philosophy of community policing, commits the agency to a broad
range of programs (such as crime prevention) that directly benefit the public.
Accreditation creates a forum in which police and citizens work together to control and prevent crime.
This partnership will help citizens to understand the challenges that confront law enforcement. Law
enforcement will, in turn, receive clear direction from the community about its expectations. Thus, a
common set of goals and objectives will be arrived at and implemented.
BENEFITS TO THE AGENCY CEO
Increases cooperation and coordination with other law enforcement agencies and other branches of the
criminal justice system.
The accreditation process requires an in-depth review of every aspect of the agency's organization,
management, operations, and administration to include:
• Establishment of agency goals and objectives with provisions for periodic updating.
• Re-evaluation of whether agency resources are being used in accord with agency goals, objectives,
and mission.
• Re-evaluation of agency policies and procedures, especially as documented in the agency's
written directive system.
• Correction of internal deficiencies and inefficiencies before they become public problems.
• The opportunity to re -organize without the appearance of personal attacks.
The accreditation standards provide norms against which agency performance can be measured and
monitored over time and provides the agency with a continuous flow of Commission distributed
information about exemplary policies, procedures, and projects.
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Accreditation provides objective measures to justify decisions related to budget requests and personnel
policies and may serve as a yardstick to measure the effectiveness of the agency's programs and services.
The services provided are defined, and uniformity of service is assured.
Accreditation streamlines operations, providing more consistency and more effective deployment of
agency manpower.
BENEFITS TO THE OFFICERS & EMPLOYEES
Accreditation requires that agency policies and procedures be current and in written form and are
available to all agency personnel at all times.
Accreditation assures employees that every aspect of the agency's personnel system is in accord with
professional standards, and that the system is both fair and equitable.
The agency is compelled to operate within specific guidelines. It is accountable to the Commission. The
agency must stay in compliance with the standards set forth by the Commission in order to retain its
accreditation.
The morale of the agency is enhanced by increasing the employees' confidence in the effectiveness and
efficiency of their own agency. Operations become more streamlined and consistent.
Accreditation standards address officer safety issues and provide for adequate training and equipment of
the officers.
Accreditation is a coveted award that symbolizes professionalism, excellence, and competence.
Employees will take pride in their agency, knowing that it represents the very best in law enforcement.
SUNNY ISLES BEACH POLICE ACCREDITATION EFFORTS TO DATE
The Sunny Isles Beach Police Department has been attempting to meet the standards of the Florida Law
Enforcement Accreditation Program for a number of years. A lack of trained personnel, staff shortages
and numerous leadership changes have all stymied the departments' goal of achieving accredited law
enforcement agency status. However today, newly appointed police Chief Edward Santiago and City
Manager Stan Morris are fully committed to achieving this distinction for the police department.
Recently the contractor had the opportunity to conduct a review of the department's efforts of the
accreditation initiative. While this review was brief in nature, we did note several items that could further
delay or even prevent the city from achieving his goals.
• Based on our experience with program management the existing written directives are not
indexed in a fashion that lend themselves to successful program management.
• There were no provisions noted for periodic review to ensure that current directives are current
with recent legislative changes.
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• No system of staff distribution or review was observed.
• Several high liability areas of operations were found to be grossly out of compliance with modern
day best practices and CFA standards.
• The City has acquired copies of a neighboring law enforcement agency policies and procedures
which is accredited and has reformatted them into a format for SIB to develop into new directives.
However, these drafts will need to be vetted and revised as necessary to ensure compliance with
the most recent edition standards manual.
The police department provided a matrix of the agency's progress completed to date. Our review of the
matrix has led us to believe that the police department is utilizing an outdated program manual as the
there are no provisions for establishing agency policy for a number of program standards which do not
coincide with the current version 5.17. It should be also noted that the vast majority of the agency's
written directives are outdated (as old as 2006) and despite finding several areas that were obviously
revised to reflect recent statutory changes, there is no tracking history of when or by whom the revisions
were made.
It should be noted that we did not conduct a complete review of all the written directives of the police
department. The indexing scheme utilized was based on a previous version of the standards manual and
therefore we cannot conclude whether any of the work previously done in the area of policy and
procedural development meet the current standards of the law enforcement accreditation program.
PROJECT SCOPE
The contractor proposes to evaluate if the City's police department's current policies, procedures, and all
other forms of written directives to determine if they meet or exceed the minimum standards set forth
by the Commission for Florida Law Enforcement Accreditation Program, AND
• Develop and publish any revisions to any and all existing policies as approved by the City necessary
to meet the standards of the Florida law enforcement accreditation program.
• Develop and publish any and all additional polices as approved by the city, which do not currently
exist which would be required to meet the standards of the Florida law enforcement accreditation
program.
• Set -Up, and populate Power DMSO web portal, specific to the City's police department, to
manage disseminate and maintain all of the police department's written directives, build,
populate and manage an assessment system in accordance with the provisions of the Florida Law
Enforcement Accreditation Standard Compliance files on to include creation of the required Two
Hundred and Thirty Five (235) standard compliance files or the total number required to meet the
requirements of the Florida Law Enforcement Accreditation Program in affect at the time of any
such assessment by the Commission for Law Enforcement Accreditation.
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• Create and populate each standard compliance file with a copy or copies of all applicable agency
directives, copy or copies of any and all supporting documentation, agency records, photographs,
etc. necessary to demonstrate compliance with each program standard.
• Create and populate each standard compliance file with a copy or copies of all applicable agency
directives, copy or copies of any and all supporting documentation, agency records, photographs,
etc. necessary to demonstrate compliance with each program standard.
• Highlight each directive and all supporting documentation to illustrate how each
directive/documentation is applicable and demonstrates compliance to the individual standard.
• Perform on-site collection, as necessary of all required or recommended departmental
documentation relevant to demonstrating compliance with program standards.
• Attend in-person quarterly meetings with the City and its representatives to discuss project status,
non-compliance issues, departmental issues effecting the project, and/or written directive
development purpose and status.
• Be present and oversee for any and all assessments, either mock assessment as arranged for by
the contractor, as well as any on-site assessment scheduled by the Florida Accreditation Office.
• Represent the city and its police department as the accreditation manager and attend any and all
meetings and/or training conferences of the Commission for Florida Law Enforcement
Accreditation.
PROJECT TIME LINE
It is estimated that this project would take at a minimum 18 months to complete and the agency be
accredited under the Commission for Law Enforcement Accreditation program.
The first step towards completing the process is to apply for participation through the electronic tool
found on the CFA website. The agency will receive an agreement, along with an invoice for their
participation in the accreditation process and software fees. Once the agreement is signed, and it is
returned it to the Florida Accreditation office the 24 -month self-assessment phase begins the date the
Executive Director signs the agreement. Agencies have 24 months to call for an on-site assessment by a
team of assessors from the FAO, but may call for an on-site after 12 months.
Agencies should schedule a mock assessment 60-90 days prior to any scheduled assessment. It's the
agency's responsibility to arrange for all aspects of the mock, including assessor selection. CFA can provide
a list of qualified assessors or an agency may select from local assessors.
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CONCLUSION
I look forward to working with the City of Sunny Isles Beach, Chief Santiago, his command staff as well as
City Manager Stan Morris. I am confident that together we can rise to the challenges ahead of us and
achieve our goal of seeing "Accredited Agency" decals adorning all the assets of the Sunny Isles Beach
Police Department.,
If you have questions on this proposal, feel free to contact me at your convenience by email at
or by phone at-. I look forward to hearing from you to arrange a
follow-up to this proposal.
Thank you for your consideration,
Chief Douglas W. Robertson, Retired
EXHIBIT B CONTRACTORS CAS CERTIFICATION
Criminal Justice Information Services
Security Awareness Training
Munny
ARFA
This is to certify that
DOUG ROBERTSON!
has successfully completed the
Level 2 Security Awareness Certification
6/3/2021 6/3/2023
€erdhcation Date Expiration Daae
269
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City of Sunny Isles Beach
18070 Collins Avenue
Sunny Isles Beach, Florida 33160
(305) 947-0606 City Hall
(305)949-3113 Fax
MEMORANDUM
TO: Honorable Mayor and City Commissioners
VIA: Stan Morris, City Manager
FROM: Edward Santiago, Chief of Police
DATE: May 19, 2022
RE: Approval of an Agreement with Doug Robertson for Accreditation Consultin€
Services
RECOMMENDATION:
Staff recommends approval of this Resolution.
REASONS:
Under the direction of Chief Santiago, the Sunny Isles Beach Police Department is seeking accredite(
status by the Commission for Florida Law Enforcement Accreditation. Part of that process towarc
accredited status requires the police department to abide by a strict set of standards established by
the Commission. We are seeking approval to utilize the expertise of Doug Robertson, a former Police
Chief and active Accreditation Manager, to achieve accredited status and meet those standards.
Robertson has vast experience in seeking accreditation and has served as manager for three different
agencies, an assessor, assessment team leader and has conducted over fifty-five assessments as well
as provided technical assistance to numerous law enforcement agencies. The contract is an 18 -month
or 548 -day agreement that will not exceed $97,000.00. At the conclusion of the term, the objective is
to achieve and maintain distinction as an Accredited Law Enforcement Agency under the provisions of
the Florida Commission for Law Enforcement Accreditation.
FUNDING SOURCE:
Funds have been appropriated in account no. 600-3-5210-XXXXXX-XXXXX.
ATTACHMENTS:
Resolution
Agreement
Item Number: 10.E
250