SR-032508-1N~®
~;tYaf City Council Report
Santa Monica
City Council Meeting: March 25, 2008
Agenda Item: 1-N
To: Mayor and City Council
From: Elaine Polachek, Community Maintenance Director
Subject: Temporary Staffing Services for Fleet Management Division
Recommended Action
Staff recommends the City Council authorize a purchase order not to exceed $131,280
with Aerotek Commercial Staffing for temporary mechanics for the Fleet Management
Division.
Executive Summary
Fleet Management Division has used temporary mechanics to fill vacant positions
during the transition of Police Department vehicle maintenance into Fleet Management
and to fill positions resulting from retirements. In the current fiscal year. Fleet
Management Division has spent $98,780 to date and estimates that an additional
$32,500 will be needed for a total of $131,280 to pay for temporary mechanics until new
employees are hired. This additional funding will enable mechanic positions to be filled
until conclusion of a recruitment process.
Discussion
Temporary mechanics are used to fill positions that are vacant over an extended period
of time. There are 16 full-time Mechanic positions and two as-needed Mechanic
positions in the Fleet Management. budget. Staff planned to utilize temporary
mechanics to fill two full-time and two as-needed vacant positions during the recruitment
process and while Police Department vehicle maintenance was integrated into the Fleet
Management Division.
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Three additional vacancies were created due to two unexpected retirements and the
untimely passing of an employee. This left the operation with a total of seven vacant
positions -five full-time Mechanics and two as-needed Mechanics. The recruitment has
been completed for the five full-time positions and these employees will be in place
within the next few weeks. The recruitment process has recently begun for the two as-
needed mechanics. Staff anticipates these mechanics will be hired within
approximately four weeks.
Fleet Management provided a list of specialized (non-clerical) agencies to the Human
Resources Department. All agencies were then contacted and provided a job
specification to determine if they were able to provide a temporary employee for the
mechanic position. Aerotek Commercial Staffing was selected based on the
recommendation from Fleet Management, its ability to provide the mechanic position,
and the pay rate of the temporary employees. The Purchasing Division verified that
Aerotek Commercial Staffing met the City's insurance, business license and living wage
requirements.
Purchase orders totaling $98,780 have been approved by the Human Resources
Department and issued by the Purchasing Division for the current fiscal year to Aerotek
Commercial Staffing. An additional $32,500 is needed to provide coverage until all the
new employees are hired. This brings the total contract with Aerotek Commercial
Staffing to $131,280.
Financial Impacts & Budget Actions
The total contract amount of $131,280 will be offset by salary savings from vacant
positions and paid from the Vehicle Management Fund (54) account number
54554.511690.
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Prepared by:
Renee Cowhig, Maintenance Manager
Approved:
Director, Community Maintenance
Forwarded to Council:
Ewell
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