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HomeMy WebLinkAboutStaff Report 4.B 7/15/2013 Agenda'Itenvv#4.3 . /ass DATE: July 15, 2013 TO: Honorable:Mayor-and"Membersrof the City Council through City Manager FROM: Dan St.: s.7 ' rector, Public Works and Utilities LarryZitnmer, P.E. —Capital Projects.Manager SUBJECT: Resolution Authorizing Position Allocations for Two Engineering Technician 11 positions in the Capital-Improvements Division of the,Public Works and Utilities Department. RECOMMENDATION Approval of the Resolution Authorizing Position Allocations for Two Engineering Technician II PP Authorizing positions in the Capital lmprovements.Division Of the Public Works and Utilities Department. BACKGROUND The Capital Improvement Division within the Department ofthe Public Works and Utilities is . responsible for the development,management, and implementation of capital improvement projects. The staff time necessary to deliver the City's CIP and to provide engineering support to the operation is accomplished,by.the engineer, techniciahyinspector-,;and project manager positions. These services generally entail project management, design and design review, cost estimating and alternatives development, bid phase, and construction services. Lately, the divisionihas felt the reduction'pfCity staffing and has compensated by seeking consultant services'..to fill the gaps. This has particularly been true in the aremof construction phase services; which involves construction contract administration,on-site'construction observation, and problem solving to imit-contractor claims and to deal With changed conditions during construction. Recently;,staff solicited a consultant proposal for construction management. services for two relatively small sewer pump station projects. The.pr_oposals included an estimated fee of approximately $300,000 prompting staff to:consider-the:alternative of performing the services "in-h"ouse". Staff estimates that by assigninglconstruction engineering tasks to,the City project manager and utilizing the expertise of current engineering technicians, the City can perforrwconstruction management for a fraction of the proposal costs. Unfortunately,reassignment„of the engineer/project manager and engineering technicians to these projects will displace other important, yet less urgent, assignments envisioned for those staff members. The hiring of two additional engineering°technicians will allow the CIP division Agenda Review:, - City Attorney Finance Dire ± ! y Managee� • to continue performing cotstructionphase services inThouse while providing sufficient work force to continue support of otherprograins including design support and technical support tasks from operations. The two new positions, if;appioved, would entirely focused on CIP projects for the purpose of delivering those projects quicker and'for less money than if the City had to increase its reliance on hiring consultants. The Engineering Technician position:series includes Engineering Technician I, which is the entry-level position, Engineering Technician IIthat has similarTduties as the entry level but requires a certain knowledge level,.andainally the Senior Engiheering Technician. The department feels that the Engineering Technician II"position"will fit the needs of the division and department. DISCUSSION Until recently there were two separate Capital Iinprovement;Divisionswithin the City. Public Works CIP historically did not,have•Engineering Technicians since the vast majority of the design and construction management of projects was done,through use`of consultants. The CIP group in WRC (former Water Resources and Conservation Department) was more evenly proportioned with staff performing design<and construction management on typical infrastructure projects such as sewer and water main replacements, and consulting out the less common or more coinplicated work, such as construction of Ellis Creek Water Recycling Facility. The WRC CIP group had a more:typical project warn consisting of a Senior Engineer, one or two Associate Engineers, and two:or three Engineering Technicians, which was more optimal for delivering projects "in-house" than:the former Public Works CIP team. The now combined Capital-ImprovementsDivision currently has 5:project managers (2 Senior Civil, I Associate Civil,and 2,ProjectManagers, one of whom is.part,time) and only two technicians. In addition to CIP tasks;.the:two teehnicians;areresponsible for a large variety of assignments,not related to.delivering capital projects such as the Sewer Lateral Grant Program, Utility GIS Program, asset management ,stormwatermanagement program including illicit discharge, preparing standard plans, updating the Department website;along with a variety of, miscellaneous technical support tasks. As we enter into'the first full fiscal year as a combined department, we are assessing our needs in an attempt to perform as much of the Construction management as possible utilizing City, staff. To meet that objective both this year and in,future years, the:CIP Division needs more technical staff as requested in the•attached:resolution seeking the additi'on•of two new Engineering Technician,II positions. The recruitment will be for the Engineering Tech II which is expected to be the best lit to assist-in project delivery including.consiruction phase services. The recommended action•represents=a,cost-effective ineans:to provide the City with the technical support and expertise'necessary to deliver.moreaof the current and future capital program. Therefore, it is respectfully recommended that the City Council approve the position allocations for two Engineering II'Technicians.. 2 If approved, staff anticipates advertising for theirecruitment of the two new positions immediately. .The recruitment process;is=expected,to takelfour months from the point the positions are advertised until:the successful candidates/assume their nevv duties. FINANCIAL IMPACTS The starting,salary:Toran.Engineering Technician II is $58,718.40, and the top step salary the is $71,391.42.. The position salaries will;be•funded directly through currently budgeted capital projects. This action will not inipactthe operational funds or theTgeneral fund. ATTACHMENTS 1. Resolution 3 Attachment I AUTHORIZING THE POSITION ALLOCATIONS FOR TWO ENGINEERING TECHNICIAN II POSITIONS3.IN THE CAPTIAL IMPROVMENTS DIVISION OF THE PUBLIC`WORKS,AND'UTILITIES DEPARTMENT WHEREAS, the Department of Public Works and Utilities has inadequate staffing to deliver the budgeted Capital Improveinent Pfogram;.and, WHEREAS, the addition of Engineering Technician II positions will allow existing.staff to deliver moreCapital Projects in a cost effective manner; and, WHEREAS, the City Manager/Personnel Officer has determined that certain duties and responsibilities are•appropriately allocated to the+classifications of Engineering Technician 11; and, • NOW, THEREFORE, BE IT RESOLVED.Mat the,City Council of the City of Petaluma does hereby authorize the position allocations:of two Engineering Technician II position in the Capital Improvenients.section of the Public Works and Utilities DepartMent effective upon the adoption of this Resolution. • 4