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Home My WebLink AboutHR Project Manager for Essential FacilitiescrrY aF Agenda Item No: 3_k AOK I�V"t Meeting Date: October 3, 2016 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Human Resources Prepared by: Stacey Peterson, HR Director City Manager Approval: TOPIC: Approval of Full -Time Fixed -Term Project Manager Position and Salary SUBJECT: ADOPT RESOLUTION APPROVING A 1.0 FTE FIXED -TERM PROJECT ►vi /_1► /_Tr] 4:a a916*1 Y I [a] 01 I_1►1111RIU_1 W_1Will! :7_10 MA RECOMMENDATION: Adopt Resolution BACKGROUND: The San Rafael Essential Facilities Project is well underway and the City is preparing for the construction phases of all three new facilities planned for Phase 1 (Fire Station 52, Fire Station 57, and the Public Safety Center). The construction phases of these 3 projects will be very fast paced, aggressive and demanding, requiring continual prioritization by key team members in order to successfully keep the projects on track. During construction projects, the ability to quickly react to changing circumstances is critical. The decision making process must be designed to deliver informed decisions in a timely manner that also mitigate the risk of future change orders. To that end, Kitchell's on-site construction management staff will require full cooperation and participation from key City team members. The Public Works Department is proposing to establish a 1.0 Fixed -Term Project Manager position to serve as the City's liaison to facilitate timely decisions as issues arise to maintain the project schedule and budget. ANALYSIS: The Fire Stations 52 and 57 and Public Safety Center will be important community assets for years to come. To ensure the success of these projects, City staff recommends a Fixed -Term Project Manager to closely coordinate with Kitchell's Construction Project Manager who will have numerous responsibilities during the construction phase. Some of the key responsibilities of the Kitchell Construction Project Manager include: • Schedules and conducts weekly progress meetings for each project involving the Owner (City), the architect, the general contractor and Kitchell. These meetings address coordination and implementation of construction. FOR CITY CLERK ONLY File No.: 7-4 x 12-22 Council Meeting: 10/03/2016 Disposition: Resolution 14208 SAN RAFAEL CITY COUNCIL AGENDA REPORT / Paee: 2 • Identifies and resolves issues • Tracks schedule coordination and compliance • Tracks and manages RFIs, submittals and substitutions, change orders, field work orders, progress payment applications • Coordinates construction testing and inspections by the inspector of record and local jurisdictions, agencies and utility companies. • Reviews and monitors progress of the contractor's schedule against the scheduled milestones, and provides recommendations necessary to avoid, minimize, or recover from delay • Provides construction progress reporting and public outreach • Escalates project risks/issues to the City's Project Manager The design team (Mary McGrath Architects) will assign a Construction Administration representative from their offices to be the primary point of contact during the construction phase. That person will be responsible for all matters related to the design that require input from the design team and their consultants. This person is expected to be on site at least weekly to review design decisions and changed conditions in order to provide direction to the contractor. The City also needs to have a full-time representative overseeing these projects to evaluate changing circumstances and make the daily decisions needed immediately to keep them running smoothly towards completion. It is imperative that a fully engaged City representative be a primary point of contact throughout the construction phase. The position is needed to be available to the construction team to address issues as they arise that require City input, and work with the contractors to approve change orders up to predetermined amounts, to ensure that construction proceeds uninterrupted on schedule and within budget. Having a dedicated City project manager, with expertise in complex construction project, who can escalate issues for higher level decision making through the City's organizational structure will be critical to successfully completing the projects as planned. This Fixed -Term Project Manager position is recommended to report to the Public Works Director and is anticipated to be needed for up to three years. The salary range recommended is $5,952 to $9,233 monthly. The Fixed -Term Project Manager job description includes the following responsibilities: • Represents the City in day to day decision making to ensure construction activities proceed on the established schedule • Remains available and responds to the construction team on a moment's notice to address items that invariably arise that need City input • Partners with Kitchell, Mary McGrath Architects, and the selected contractors in the processes listed above as well as many others • Evaluates and approves change orders up to a predetermined amount to ensure construction proceeds without interruption • Resolves issues as they arise to keep the projects moving forward without interuption • Escalates issues for higher level decision making through the organizational structure that was established earlier in the process • Serves as a liaison with City Manager, Assistant City Manager, Public Works Director, department heads, and other agencies FISCAL IMPACT: The funding required for the recommended full-time Fixed -Term Project Manager position is estimated to be $136,653 per year. Since the position will not likely be filled until December 2016, the estimated cost for this fiscal year will be $79,714. The SAN RAFAEL CITY COUNCIL AGENDA REPORT / Paee: 3 anticipated cumulative cost is estimated to be $353,020 over the three year period. If approved, the Public Works Department will fund the Fixed -Term Project Manager position with a combination of vacancy savings set aside from previous fiscal years and a temporary reallocation of non -personnel related general fund appropriations. OPTIONS: • Approve the Resolution to implement the above recommendations. • Request changes to the recommendations. • Direct staff to develop alternatives to the recommendations. ACTION REQUIRED: Adopt Resolution. ATTACHMENTS: • Resolution Recommending Approval of a Full-time Fixed -Term Project Manager position and Salary Range. RESOLUTION NO 14208 RESOLUTION OF THE SAN RAFAEL CITY COUNCIL APPROVING A FIXED -TERM PROJECT MANAGER POSITION AND SALARY RANGE. Whereas, the Public Works Department is seeking to ensure successful construction projects for the Essential Services Phase I Projects, Fire Station 52 and 57 and the Public Safety Center; and Whereas, these construction projects will require continual administration by Mary McGrath Architects, Kitchell, and City Staff in order to keep them on track; and Whereas, a designated City staff member will be needed to serve as the City liaison to facilitate timely decisions as issues arise to maintain the project schedule and budget, while working closely with Kitchell's Project Managers and reporting to the Public Works Director; and Whereas, the Public Works Department identified the need for a full-time Fixed -Term Project Manager position to ensure the necessary oversight of the Essential Services Phase I Projects for up to three years with a recommended salary range from $5,952 to $9,233 monthly; and Whereas, the Public Works Department has sufficient appropriations in the current fiscal year to offset the cost of the recommended Fixed -Term Project Manager position and will fund the position in future fiscal years with a combination of prior year vacancy savings that were set aside and other, current operational appropriations in the general fund. NOW, THEREFORE BE IT RESOLVED, that the City Council hereby approves establishing a full-time Fixed -Term Project Manager position. I, Esther Beirne, Clerk of the City of San Rafael, hereby certify that the foregoing resolution was duly and regularly introduced and adopted at a regular meeting of the San Rafael City Council held on October 3, 2016 by the following vote, to wit: AYES: COUNCILMEMBERS: Bushey, Gamblin, McCullough & Mayor Phillips NOES: COUNCILMEMBERS: None ABSENT: COUNCILMEMBERS: Colin ESTHER BEIRNE, City Clerk ROUTING SLIP / APPROVAL FORM INSTRUCTIONS: Use this cover sheet with each submittal of a staff report before approval by the City Council. Save staff report (including this cover sheet) along with all related attachments in the Team Drive (T:) --> CITY COUNCIL AGENDA ITEMS 4 AGENDA ITEM APPROVAL PROCESS 4 [DEPT - AGENDA TOPIC] Agenda Item # Date of Meeting: 10/3/2016 From: Stacey Peterson Department: Human Resources Date: 9/28/2016 Topic: Resolution Approving a Fixed -term Project Manager and Salary Subject: Resolution Approving a Full-time Fixed -Term Project Manager Position and Salary Range Type: ® Resolution ❑ Ordinance ❑ Professional Services Agreement ❑ Other: APPROVALS ® Finance Director Remarks: approved with a few suggested edits to staff report and reso ® City Attorney Remarks: LG -Approved 9/29/16 with minor revisions. ® Author, review and accept City Attorney / Finance changes Remarks: ® City Manager Remarks: