Res No 087-96-9841RESOLUTION NO. 87-96-9841
WHEREAS, Coral Gables Secretarial Services, possesses resources that have law
enforcement and legal background which enabled this company to be an ideal, candidate for the
completion of this manual.
READ AND APPROVED AS TO FORM:
CITY ATTORNEY
C:IOFFICF1WPWINkWPDOCSIRESOLIMilSOP.WPD
COMMISSION VOTE: 4-0
Mayor Cunningham: Not present
Vice Mayor Robaina: Yea
Commissioner Price: Yea
Commissioner Bethel:Yea
Commissioner Young: Yea
1 6
TO:
FROM:
YOR AND
DIE COX,
CITY MANA
A
CITY OF SOUTH MIAMI
INTER- OFFICE MEMORANDUM
COMMISSION DATE: 4/23/96
RE: AGENDA ITEM # �_
CONIM. MTG. 5/07/96
PAYMENT TO CORAL
GABLES SECRETARIAL
SERVICES $3,,878.35
The South Miami Police Department, as part of the Accreditation process, revised it's Rules and
Regulations Manual.
Coral Gables Secretarial Services possesses resources that have law enforcement and legal
background which enabled this company to be an ideal candidate to assist in the completion of this
manual. Their invaluable suggestions and contributions to the finalization of the Rules and
Regulations manual allowed for a finished product of high caliber.
I recommend your approval of this expenditure. The cost of this expenditure will be taken from 08-
1910 -3100 (State Law Enforcement Trust Fund/Professional Services).
EC /sv
SOP.WPD
U
a
TO: Rafael P
Via Chai
FROM: Sergeant
Services
DATE: April 16
City of South Miami
Police Department
INTER - OFFICE MEMORANDUM
�• 1
r: • l; /JJ
CV't\ „ O Y •� 1
vJ\
Hernandez- Jr. , Chief of Police
n of Conmvaand
D. Salerno
Divis ion Commander
1996
SUBJECT: Cost of the Departmental Manual
The Police Department while
entered into an agreement wilt
Law Enforcement Agencies to
September of 1985. As part o
the Police Department began
manual. Several options were
under the command
h the Commission on
began the accredit
f the Accreditation
rewriting it ' s rule
checked out for the
of Chief Selsky,
Accreditation for
ration process in
process, in 1991,
s and regulations
completion of the
for the manual. Chief Turner,
budget for another secretarial
typing of the material
that he did not want to
The rewriting of
times and it was
secretaries
the manual.
the rules and regulati
felt that the erratic
ons was
schedul
moving
ing of
advised me
position .
slowly at
temporary
would result a number of different people working on
It was felt that this would be impractical. I obtained
the cost per hour for three or four secretarial services, and
presented them to Chief Turner.
Secretarial Services, who rate of
with the other services. Coral
on the new manual on and off
years. During
manual.
the last two
He decided
$25.
Gables
to use Coral Gables
00 per hour was competitive
Secretarial Service worked
from 1991 to 1993,
years, there was no
approximately two
work done on the
In the middle of December 1995, Major Romine advised me that. we
needed to complete the new Departmental Manual as soon as possible.
I advised him that Coral Gables Secretarial Service had done all of
the typing on the manual, they had the data in their computer. The
Department had no finished product at that time. Also they were
familiar with the type of information that we were providing tQ be
typed for the manual. I recommended that we continue to use their
services to expedite the completion of the manual.
I took copies of all of the new Administrative Orders, and changers
to the rules and regulations to Coral Gables Secretarial Services.
Nancy Morgan looked over the material and advised me that it would
Cl
.
costs between $800.00 to $1000.00 to add the new material to the
manual. I advised Ma or Romine of the estimated cost and that they
could start right away. It was decided that Coral Gables
Secretarial Service, was to reinstate the project that they had
began in 1991 and had not yet completed.
As the add i it ions and changes were being made , I reviewed the entire
manual and f ound numerous add i t i onal changes . Some of the changes ,
such as the reorganization of chapter 4, took several additional
hours to complete. As I discovered issues that needed adding,
deleting, or correcting, I was continuously instructing the service
to implement the changes. I did not realize over the extended
time, how many addi t
I should have asked
additional changes,
as possible.
Tonal hours. I was building up . I realize that
for a running bill or "tab ".
When I made the
I was attempting to make the manual
The work on the manual
was done as
as correct
quickly as
possible. Mrs. Morgan gave me an partial bill, the amount
$2400.00. When I returned to the station I discussed how to submit
the partial bill with Ms. Whitlon . I advised her that most of the
remaining work had been completed by that time. She suggested that
I , get the f final bill f or payment, which, I did . When I received the
final bill of $3284.50, to say the least, I was shocked. I.
immediately took it to Major Romine . I can' t think of a word to
describe his reaction. He then advised you and you directed both
Major Romine and myself to begin this j ustif ication documentation.
was
When the typing of the manual was completed, a final review was
done by the department's staff officers. The staff made
recommendations to you for all final changes and corrections in the
text. The approved changes were sent to Coral Gables Secretarial
Service . The changes and corrections were made and a f final copy of
the text was printed, at an additional cost of $593.95. The final
copy was printed, collated, cut to size, and placed into binders by
department personnel. The completed Departmental Manual has been
issued to all department personnel.
dft
r
TO:
FROM:
DATE:
SUBJECT
CITY OF SOUTH MIAMI
0 • r r 1/ 1 1 • 7
Major D.
Chief Raf a
March 29, 1996
Coaching
f
__ =_____= __:__`_`___ =____
The purpose of this memorandum is for documentation purposes of a
coaching session tha t I held with you in my off ice on Wednes da Y ,
March 27, 19960
In the middle of December, 1995,
process of drafting a new set of
Miami Police Department. You had
Chief Turner the department had b
to as expeditiously as possible
Salerno had been supervising the
recoaamaendation that he maintain
manual redrafting.
I directed you to restart the
Rules & Regulations for the South
informed me that previous ly under
egun this process. I directed you
finish the pro j ec t . As Sgt. Dan
previous efforts, I approved your
the continuity and restart the
Sgt . Salerno contacted the secretarial service that had previously
been typing the manual. A verbal cost of between $800 - $1000 was
given. Subsequent to that time period you gave me a bill submitted
by the secretarial service for is excess of $3,000. This cost
overrun was not brought to your attention by Sgt. Salerno and the
proper purchasing procedures, as distributed by the City Manager' s
office, had not been followed.
I have coached you on this date is say office regarding thorough
follow -up and re- emphasized following the proper purchasing
procedures
understand
of the CIO ty .. You have
the significance
indicated to me
of
indicated to me tha t you
this situation and you
that this situation will not
1
�
��r�/i /9G
re- occur.
fully
have
A
TO:
FROM:
DATE:
SUBJECT:
CITY OF SOUTH MIAMI
Sgt. Dan Salem
Chief Rafael P
March 29, 1996
Coaching
a
_________ __ = MW == _= ___= _= __ =_ =_
The purpose of this memorandum is for documentation purposes of a
coaching session
March 27 that I held with is 1996, y my office ce on Wednesday,
In the middle of December, 1995, Ma " or Romiae
r � directed
restart the you to
process of drafting a new set of Rules & Regulations*6
for the South Miami Police De par . You had
previously under P saf ormed me that
P y der Chief Turner the department had be th'
process. Ma 0 3 ire or Rom d g� is
cted you to as expeditiously as possible
f is the project . As you had been su ervi •
effort y P s iag the previous
s , .I approved Ma] or Romiae' s rec n "it tie that you mai.at i
the continuity and restart y a a
t the menus 1 redrafting,
t iag .
You contacted the secretarial service that had previously
t is the ma P usly been
YP g al . A verbal cost of between $800 - $1000 was
given. Subsequent to that time period you gave Ma ' or Romiae a i
submitted b the ] b 11
y secretarial service for is excess of $3,000.
This cost overrun was not brought to- Ma ' or Romiae' s attention tteatioa by
you and the proper purchasing procedures, as distributed by the
City Manager's off ice , had not been followed.
I have coached you on this date is office
regarding ag thorough follow -u p and re _ emphasized f of lowing
procedures
understand
indicated
or the city. You have
the s ignif icance %of
the proper purchasing
iadi ca ted to me tha t you
this situation and you
to me that this situation will
n
not re- occur,
NEW
i
or
161
fully
have
Ab
w
Coral Gables
S E C R ETA R 1 A L S E R V I C E S
The Resource Center for Aliattti's Business raid Profcssiottai Cuttttttuttity
February 5, 1996
South Miami Police Department
c/o Sergeant Dan Salerno
Manager of Accreditation
6130 Sunset Drive
South Miami, Florida 33143
1 �
STATEMENT FOR SERVICES
INVOICE NO* 6085
_ (0 353
( si94
e
P
Project:
Revision and Creation of five chapter Manual, including charts design, printing.
December 21, 1995 through �y 2, 1996 February
er. 1995
21st, 27th, 28th 229th
Monthly hours logged = 14.25
nuarv. 1996:
2nd, 3rd, 4th, 5th, 6th, 9th, 10th, 11th, 12th, 15th, 16th, 17th, 18th, 23rd, 24th, 26th, 29th, 30th,
31st
Monthly hours logged = 7015
Februa
1996: D
rked
1 St. 2nd
Monthly hours logged = 500
Total of 89.50 hours @ $35 per hour:
Printing camera -ready copy of all chapters:
TOTAL DUE UPON RECEIPT:
$3,132.50
$152.00 �
$3,284.50
It is a pleasure to be of continuing service to the South Miami Police Department.
Terms: Net on presentation. Finance Charge: 1.5% per month.
334 Minorca Avenue, Suite 100, Coral Cables, Florida 33134
Phone 305 443 -8973 Fax 305 443-5040
e
P
Project:
Revision and Creation of five chapter Manual, including charts design, printing.
December 21, 1995 through �y 2, 1996 February
er. 1995
21st, 27th, 28th 229th
Monthly hours logged = 14.25
nuarv. 1996:
2nd, 3rd, 4th, 5th, 6th, 9th, 10th, 11th, 12th, 15th, 16th, 17th, 18th, 23rd, 24th, 26th, 29th, 30th,
31st
Monthly hours logged = 7015
Februa
1996: D
rked
1 St. 2nd
Monthly hours logged = 500
Total of 89.50 hours @ $35 per hour:
Printing camera -ready copy of all chapters:
TOTAL DUE UPON RECEIPT:
$3,132.50
$152.00 �
$3,284.50
It is a pleasure to be of continuing service to the South Miami Police Department.
Terms: Net on presentation. Finance Charge: 1.5% per month.
334 Minorca Avenue, Suite 100, Coral Cables, Florida 33134
Phone 305 443 -8973 Fax 305 443-5040
0
U
r,
Coral Gables
S E C R E TA R I A L S E R V ICES
The Resource Center for Miami's Business and Professional Community
April 8, 1996
South Miami Police Department
c/o Sergeant Dan Salerno
Manager of Accreditation
6130 Sunset Drive
South Miami, Florida 33143
Pro j ect:
STATEMENT FOR SERVICES
INVOICE NO. 6441
r Revisions of chapters one through five of SMPD Accreditation Manual;
printing of new originals for reproduction, March 1996;
Total of 9.75 protect hours plus print* and paper a -� 35 hr •
Labor:
Printing-
.
TOTAL DUE UPON RECEIPT:
u P& \) �
r.
0
$341.25
$252.70 ./
$593.95
It is a pleasure to be of continuing service to the South Miami Police Department.
Terms: Net on presentation. Finance Charge: 1.5% per month.
334 Minorca Avenue, Suite 100, Coral Gables, Florida 33134
Phone 305 443 -8973 Fax 305 - 43.5040