HomeMy WebLinkAboutPW Staff Assistance; Jim Forbes
Agenda Item No: 4.f
Meeting Date: December 7, 2015
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Public Works
Prepared by: Director of Public Works (DA)City Manager Approval: __________
TOPIC: ENGINEERING SERVICES FOR TEMPORARY STAFF ASSISTANCE
FILE 01.01.02.01
SUBJECT: A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
AUTHORIZING THE CITY MANAGER TO EXECUTE PROFESSIONAL
SERVICE AGREEMENTS FOR TEMPORARY STAFF ASSISTANCE WITH PARK
ENGINEERING IN AN AMOUNT NOT TO EXCEED $ 43,200, JIM FORBES
TRAFFIC CONSULTING IN AN AMOUNT NOT TO EXCEED $39,000, AND W-
TRANS IN AN AMOUNT NOT TO EXCEED $ 49,920
RECOMMENDATION:
Adopt the resolution authorizing the City Manager to execute three Professional Service Agreements for
temporary staff assistance.
BACKGROUND:
Trecently announced her resignation and has now vacated the position. A
recruitment to permanently fill the position will soon be underway and is expected to take four months.
Until the position is filled contract services will be required to continue needed services. This report
recommends that contracts be awarded to three firms who collectively will temporarily fill the position of
Associate Engineer and also perform work related to the vacant Assistant Engineer position and
associated needs.
ANALYSIS:
Required services include traffic engineering and project management. Traffic engineering services are
required to oversee SMART-related capital projects, on-going traffic engineering services such as signal
maintenance, and for responding to traffic-related requests from the public. Project Management services
are required to oversee a number of capital projects.
Traffic Engineering Services
The needed traffic engineering services are highly specialized. The individual(s) filling the position must
be familiar with the City of San Rafael, must be familiar with the computer traffic model, and must
understand the intricacies of the Regional Transportation System Enhancements (RTSE), and Queue
____________________________________________________________________________________
FOR CITY CLERK ONLY
File No.: 4-3-605 x 4-3-606 x 4-3-607
Council Meeting: 12/07/2015
Disposition: Resolution 14042
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
Cutter projects. After considering a number of individuals and firms, it was concluded that the City
would be best served by engaging the services of two individuals for traffic engineering services.
Dalene Whitlock, with W-Trans, is uniquely qualified to provide services related to the C
model, and on-going traffic engineering services. She is familiar with the City of San Rafael, and is
familiar with the traffic model. The rate proposed by W-Trans, $208 per hour, is competitive due
to the highly specialized nature of the work. The recommended action includes a recommendation that a
time-and-material contract be awarded to W-Trans in the amount not to exceed $49,920 to allow for up to
15 hours per week for a four-month period.
Jim Forbes is uniquely qualified to provide services related to the RTSE and Queue Cutter capital
projects. The team working on these projects needs the expertise of an individual with firsthand
experience constructing such improvements in an urban setting. Jim Forbes has such expertise. The rate
proposed, $150 per hour, is competitive for the nature of the work that he will be providing. The
recommended action includes a recommendation that a time-and-material contract be awarded to Jim
Forbes for an amount not to exceed $ 39,000. This would allow for up to 10 hours per week for six
months.
Project Management Services
The required project management services are routine and for this reason a statement of qualification, and
rate schedule was requested from three firms:
Firm Qualifications of individual Hourly rate
Park Engineering Orinda, CA Former Public Works Director $ 135
CSG Foster City, CA Project Manager $ 180
Willdan Associates Sacramento, CA Former Public Works Director $ 140
Based on a review of qualifications, the proposal from Park Engineering offers the best value for the City
for project management services. The recommended action includes a recommendation that a time-and-
material contract be awarded to Park Engineering for an amount not to exceed $43,200, to allow for up to
20 hours per week for a four month period.
Adopting the staff recommendation will award contracts to three engineering firms that will provide staff
assistance during the time the City is recruiting for a new Associate Engineer. The total cost of this action
will be cost neutral to the adopted FY 2015 16 Budget because there is a corresponding salary savings
from unfilled positions in the Public Works Department.
FISCAL IMPACT:
The total cost of the recommended contracted services will not exceed $132,120.
Proposed Contract Amount
W- Trans $ 49,920
Jim Forbes $ 39,000
T:\\CITY COUNCIL AGENDA ITEMS\\2015\\12-07-2015\\Staff Reports\\PW_Staff Assistance
Report.doc
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 3
Park Engineering $ 43,200
Total Estimated Cost $ 132,120
The cost of these three new contracts will be offset from salaries savings from the Associate Engineer
position, as well as a vacant Assistant Engineer position.
only the actual needed services will be compensated. For example, should a new Associate Engineer
begin employment with the City prior to the expiration of these contracts and the outside assistance is no
longer needed, the contracts will be terminated.
OPTIONS:
The City Council has the following options to consider in this matter:
1. Adopt the attached resolution as presented.
2. Adopt the resolution with modifications.
3. Direct staff to return with more information.
4. Take no action. Staff does not recommend this option, as temporary services are needed until a
permanent replacement is hired for the Associate Engineer.
RECOMMENDED ACTION:
Adopt the attached Resolution Authorizing the City Manager to Execute Professional Service Agreements
for Temporary Staff Assistance with Park Engineering in an Amount not to Exceed $43,200, Jim Forbes
Traffic Consulting in an Amount not to Exceed $39,000, and W-Trans in an Amount not to Exceed
$49,920
ATTACHMENTS:
1. Resolution
2. Proposals from W-Trans, Jim Forbes, and Park Engineering
3. Draft Contracts with W-Trans, Jim Forbes, and Park Engineering
T:\\CITY COUNCIL AGENDA ITEMS\\2015\\12-07-2015\\Staff Reports\\PW_Staff Assistance
Report.doc
RESOLUTION NO. 14042
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
AUTHORIZING THE CITY MANAGER TO EXECUTE PROFESSIONAL SERVICE
AGREEMENTS FOR TEMPORARY STAFF ASSISTANCE WITH PARK
ENGINEERING IN AN AMOUNT NOT TO EXCEED $ 43,200, JIM FORBES TRAFFIC
CONSULTING IN AN AMOUNT NOT TO EXCEED $39,000, AND W-TRANS IN AN
AMOUNT NOT TO EXCEED $ 49,920
WHEREAS,
tently announced her resignation; and
WHEREAS
, a recruitment to permanently fill the position is underway and is expected
to take four months; and
WHEREAS
, until the position is filled contract services will be required to provide the
needed traffic engineering and project management services; and
WHEREAS
, the needed traffic engineering services will be highly specialized; and
WHEREAS
, the individual(s) filling this position must be familiar with the C
computer traffic model, must be familiar with the City of San Rafael, and must understand the
intricacies of the Regional Transportation System Enhancements (RTSE), and Queue Cutter
projects; and
WHEREAS,
after considering a number of individuals, staff concluded that it was in the
Cof WTrans, and Jim Forbes Traffic Consulting for the
required traffic engineering services; and
WHEREAS,
project management services are required to oversee a number of
capital projects; and
WHEREAS
, after considering a number of firms, and reviewing proposals from three
firms capable of providing the required project management services, it is concluded that Park
Engineering offers the best value for the City; and
WHEREAS
, there are sufficient funds in the General Fund appropriations for fiscal year
2015-2016 to support these traffic engineering and project management services.
NOW, THEREFORE, BE IT RESOLVED
that the City Council of the City of San
Rafael does hereby authorize the City Manager to execute Professional Service Agreements for
staff assistance, in a form to be approved by the City Attorney, with Park Engineering in an
amount not to exceed $43,200, Jim Forbes Traffic Consulting in an amount not to exceed
$39,000, and W-Trans in an amount not to exceed $49,920, for services related to temporary
staff assistance.
I, ESTHER C. 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
th
City Council of said City held on Monday, the 7 day of December, 2015 by the following vote:
AYES: COUNCILMEMBERS: Bushey, Colin, Gamblin, McCullough & Mayor Phillips
NOES: COUNCILMEMBERS: None
ABSENT: COUNCILMEMBERS: None
ESTHER C. BEIRNE, CITY CLERK
File No.: 01.01.02.01