SR-20080513-1E~~~
City Council Report
City of
Santa Monica
City Council Meeting: May 13, 2008
Agenda Item: j ~ ~
To: Mayor and City Council
From: Joan Akins, Acting Director -Environmental and Public Works
Management
Subject: Temporary Project Management Services for Various Capital
Improvement Projects
Recommended Action
Staff recommends that the City Council:
1. authorize the City Manager to negotiate and execute a professional services
agreement with Willdan Group, Inc. in an amount not to exceed $189,500 to
provide temporary project management services for various Capital Improvement
Projects; and
2. authorize the budget changes as outlined in the Financial Impacts and Budget
Actions section of this report.
Executive Summary
The Civil Engineering and Architectural Services Division has experienced recent
staffing vacancies of key capital project managers. To address these vacancies, a
purchase order of $69,900 was issued in January 2008 to Willdan Group, Inc. to provide
project management services for various capital improvement projects. The purchase
order assigned approximately 607 hours of project management services for assistance
on scheduling and coordinating capital projects with critical timelines. Services provided
under this purchase order will conclude in May 2008. The Division anticipates that
permanent appointments will made in July 2008. Continuing the services of Willdan
Group, Inc. will provide for project management continuity on critical capital projects
while staff vacancies are filled and allow a smooth transition period after staff is hired.
Willdan staff is currently providing support on the Palisades Bluffs, Bicknell Avenue
Green Street, California Incline, and Pier Bridge Projects. Due to staffing vacancies and
planned summer vacations of staff members, additional project management services
are vital to project delivery. The cost of professional project management services will
be paid fully from salary savings of the vacant positions and savings generated by use
of work orders.
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Discussion
In order to manage the workload related to several capital improvement projects while
authorized full-time positions are vacant, it is necessary to utilize temporary contract
project management services. The vacancies were caused by unexpected staff
departure and the need to re-evaluate and modify the job classification specification to
improve the ability to recruit and retain qualified candidates. The changes to the job
classification specification were reviewed and approved by the Personnel Board on
March 27, 2008. Recruitment for the permanent position will commence this month,
with an open recruitment period of approximately 6 weeks. It is anticipated that an
eligible list for this position will be available in June, with a permanent appointment by
July 2008.
Consultant Selection
Staff contacted three firms that provide municipalities with professional staff
augmentation services. The three firms provided resumes and hourly rates of available
professional staff for temporary project management services. Staff interviewed several
candidates proposed by the three firms. One project manager proposed by Willdan
Group, Inc., was selected as the most qualified. This project manager has recent
successful experience managing capital improvement projects for the City of Glendale.
Additionally, this project manager has successfully provided a variety of engineering
services as an extension of staff for several local agencies. Willdan staff work almost
exclusively for public agencies and have extensive experience acting as an extension of
agency staff to provide a full range of engineering expertise. Additionally, the hourly
rates for professional staff from Willdan were similar to the hourly rates for comparable
staff from the other firms. A Request for Proposals (RFP) for temporary project
management services was not issued in order to expedite the employment of an interim
project manager. The RFP process was estimated to take approximately six weeks
longer then contacting firms providing temporary employees.
Financial Impacts & Budget Actions
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The total cost of providing temporary project management services is not to exceed
$189,500, including the original purchase order of $69,900. Funds in the amount of
$189,500 are to be deducted from 01402.511680 (Salary Savings) and are to be
transferred to 01402.555060 (Professional Services).
Prepared by:
Mark Cuneo, P.E., Principal Civil Engineer
Approved: Forwarded to Council:
i /,/jff
Joan kins, Acting Director P. mont Ewel
Environmental and Public Works City Manager
Management Department
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Reference Contract
No. 8924 (CCS).