PREPARED BY: CHIARA HANNA DATE OF MEETING: 04/01/2024
SUBJECT:
TITLE
CONSIDER ADOPTING RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN PABLO (1) AUTHORIZING THE CITY MANAGER TO EXECUTE AN AMENDMENT TO INCREASE COMPENSATION BY $75,000, FOR A TOTAL AUTHORIZED NOT TO EXCEED AMOUNT OF $125,000, FOR THE CONSULTING SERVICES AGREEMENT BETWEEN THE CITY OF SAN PABLO AND ROBERT HALF INC.; AND (2) REALLOCATING FUNDS IN THE AMOUNT OF $115,879 IN SALARY SAVINGS FROM THE FISCAL YEAR 2023/24 PUBLIC WORKS DEPARTMENT SALARY OPERATING BUDGETs TO THE FISCAL YEAR 2023/24 PUBLIC WORKS DEPARTMENT PROFESSIONAL SERVICES OPERATING BUDGETS
CEQA: This proposed action is not a project as defined by CEQA.
Label
CITY MANAGER RECOMMENDATION
Recommendation
Adopt Resolution
Body
Compliance statements
Increasing the compensation of this agreement is necessary for the ongoing operations of the City of San Pablo.
BACKGROUND
On September 5, 2023, the City entered into a Consulting Services Agreement with Robert Half Inc. to provide temporary administrative staffing services for the Public Works Department. Since the original agreement was within the City Manager’s approval authority, City Council approval was not required.
Due to the volume of active projects both in design and construction, and ongoing Maintenance Division activities and projects currently being managed by Public Works, having temporary staffing services has been critical in continuing daily operations. In addition, Public Works currently has one staff member on extended leave that is not expected to return for a few months, and four vacant positions.
As a result of unforeseen staffing vacancies, staff recommends increasing the total compensation and extending the term through December 31, 2024 for temporary staffing services for the Public Works Department. Although State law mandates formal, sealed competitive bidding for certain public works/construction contracts, the City can adopt its own procurement policies for other services such as consulting services. Chapter 3.16 of the San Pablo Municipal Code sets forth the mandatory requirements of the City’s purchasing process with more detailed procedures set forth in the City’s Finance Policies, which were administratively adopted in October 2018 and further revised in April 2021.
Starting in Fiscal Year 2023/24, Public Works has had several vacant positions, including two (2) Maintenance Workers, one (1) Engineering Aide, and one (1) Senior Administrative Clerk. On December 18, 2023, through Resolution 2023-174, the City Council approved reallocation of salary savings for Public Works staffing vacancies through March 31, 2024, and future unused salary savings in an amount not to exceed $115,879. Staff does not anticipate filling any of the vacant positions until July 1, 2024, or later. Therefore, staff is seeking authorization to transfer additional funds in the amount of $115,879 from Fiscal Year 2023/24 Public Works Salary Operating Budgets to the Fiscal Year 2023/24 Public Works Professional Services Operating Budgets through the end of June 30, 2024. The amount requested represents the unused budgeted salary during FY 2023-24 for two (2) vacant Maintenance Workers, one (1) vacant Engineering Aide, and one (1) Senior Administrative Clerk for three months (April 2024 through June 2024).
Staff intends to obligate unused salary funds by Fiscal Year 2023/24 year-end for expenditures incurred for temporary staffing services, various CIP projects, on-call professional services consulting, and maintenance and trade services. Additionally, Human Resources recruitments have already been initiated for the two (2) vacant Maintenance Workers during March 2024, and one (1) vacant Engineering Aide position will commence before June 2024, with all F/T appointments on or after July 1, 2024. The vacant Senior Administrative Clerk will remain vacant/deferred per the City Manager Operational Directive as of March 16, 2024 due to current budget constraints.
Staff is seeking authorization for the City Manager to: 1) execute a First Amendment to Robert Half Inc.’s agreement for consulting services. The First Amendment will increase compensation by $75,000 to an amount not to exceed $125,000 and extend the term through December 31, 2024; and 2) reallocate salary savings in the amount of $115,879.
FISCAL IMPACT
The fiscal impacts are outlined in the tables below for the FY 2023-24 period ending June 30, 2024. Any future professional services costs beyond July 1, 2024 not obligated in Fiscal Year 2023/24 will be borne through future adoption of the next 3-year budget (FY 2025 -2027) and budgeted in the PW Department Budget accordingly.
Consulting Services
|
Consultant |
Service |
Agreement |
Date |
Amount |
|
Robert Half Inc. |
Temporary staffing services |
Original |
9/5/23 |
$50,000 |
|
Robert Half Inc. |
Temporary staffing services |
Amendment #1 |
Current Request |
$75,000 |
|
TOTAL AUTHORIZATION NOT TO EXCEED |
$125,000 |
The fiscal impacts for the budget reallocation/transfer request are outlined in the table below.
|
Action |
From |
Amount |
To |
Amount |
|
Transfer |
100-3410-41000: FY2023/24 Property Maintenance Salary |
$6,517 |
100-3410-43600: FY2023/24 Property Professional Services |
$6,517 |
|
Transfer |
200-3710-41000: FY2023/24 Streets Maintenance Salary |
$38,988 |
200-3710-43600: FY2023/24 Streets Professional Services |
$38,988 |
|
Transfer |
237-3610-41000: FY2023/24 SLLD Maintenance Salary |
$32,471 |
237-3610-43600: FY2023/24 SLLD Professional Services |
$32,471 |
|
Transfer |
255-3510-41000: FY2023/24 NPDES Maintenance Salary |
$37,903 |
255-3510-43600: FY2023/24 NPDES Professional Services |
$37,903 |
|
TOTAL |
$115,879 |
ATTACHMENTS
Att A - Resolution
Att B - Robert Half Inc. Amendment No. 1 Draft