TO: LINDA REICH, CITY MANAGER
FROM: GERIANN KINGSLAN, DIRECTOR OF HUMAN RESOURCES
SUBJECT
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Approve a contract amendment to extend contract terms and increase contract 2022-078 by $84,545, for a total contract amount of $161,930, for the Citywide study services by Koff & Associates, an Arthur J. Gallagher Company.
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RECOMMENDATION
Approve a (1) contract amendment for an extension of term for contract 2022-274 for services provided for the Public Works Department’s Utility System Operations; (2) contract amendment for an extension of term and an increase in the amount of $84,545 for a total contract amount of $161,930 for contract 2022-278 for services provided for the Citywide study; and (3) authorize the City Manager to execute all necessary documents on behalf of the City.
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FISCAL IMPACT
Sufficient funds exist in the Fiscal Year 2023-24 Operating Budget.
CITY OF CHINO MISSION / VISION / VALUES / STRATEGIC ISSUES
The recommendation detailed above further the City’s values and strategic issues that serve as key pillars on which identified priorities, goals, and action plans are built, by fostering:
• Positive City Image
• Responsible Long-Range Planning
• Public Service Excellence through Internal and External Partnerships
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Expenditure: 6405020-43650 |
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BACKGROUND
A Professional Services Agreement (Agreement No.2022-274) was originally created in order to complete a classification, compensation, and organizational assessment for the Public Works Department’s Utility System Operations. Thereafter, staff was directed to expand the scope of the project to encompass all positions Citywide.
A separate Professional Services Agreement (Agreement No. 2022-278) was executed in order to expand the scope of the project. Unfortunately, the agreement was written to include only 10 position classifications rather than the Citywide study City Council directed.
ISSUES/ANALYSIS
The Citywide contract was written to include a nominal fraction of the total job classifications in our organization (10 vs. 128). As a result, a contract amendment is needed in order to pay for the scope of work involved in a study of this magnitude that encompasses over 400 employees.
The process of conducting a Citywide Classification and Compensation Study is time intensive and is a multi-layered undertaking requiring completion of lengthy, detailed questionnaires, interviews, job analysis, review by supervisors, department directors and interactive discussions with Human Resources staff, union representatives and employees in an effort to form a consensus on language of job descriptions, job titles and job classifications fit for compensation comparison, and attention to the effect of time passing has on the validity of the data collected.
The consultant has provided compensation study results for all sworn classifications (7 total) on two occasions thus far, once in December, 2022 and again in August, 2023 in order to assist the City in meeting the obligations contained in the Amendment to the Memorandums of Understanding (MOU) with the employee associations to maintain the most current comprehensive benefit information for comparison purposes. Staff will request an update on study results again in August 2024 as a result of negotiated terms with sworn employee associations.
There are 29 job classifications included in the Public Works study. The consultant has completed, and the employees have had the opportunity to review the results obtained through the study. Staff is confident this portion of the study will be completed by the close of this calendar year.
The remainder of the job classifications (92 total) are in various stages of completion. All employees have completed a Position Description Questionnaire, and many interviews have been conducted using the funds on the existing Citywide contract. However, in order to complete the remainder of the interviews and prepare the results for various stages of review and input, an increase to the total number of job classifications is required.
Therefore, staff is requesting contract amendments be approved in order to extend the term of both contracts as well as increase the total contract amount by $84,545 to right-size the total number of job classifications studied in order to complete this important project as directed.
Attachment:
Contract Amendment No. 1 (Agreement No.2022-274) - Public Works Department’s Utility System Operation
Contract Amendment No. 1 (Agreement No.2022-278) - Citywide Study