HomeMy WebLinkAbout06. (Handout) Revised Presentation (Attachment 2) Item 6. - Revised Att. 2
(Handout)
PLANNING AND DEVELOPMENT SERVICES
Lot ON-CALL AGREEMENTS
- i
- Danea Gemmell
Planning and Development Services Division Manager
Board Meeting
August 1, 2019
A
REQUEST FOR QUALIFICATION TIMELINE PROCESS
April 26-May
� •
Request . Qualifications
Four Firms Submitted •Q
NotifiedFour Firms Shortlisted for
Interviews
Three Firms Selected and
July 22, 0 •
Board Award of Contract-
LAugust 1,2019
_ � z
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SCOPE OF SERVICES
Development Services Support
Permit Counter Staff Augmentation:
• Provide front line support at Central San's Permit Counter; assist
the public by handling service requests by telephone, e-mail,or in
person
• Review and interpret plans
Right-of-Way Support:
• Evaluate right-of-way and other real property-related work for
Central San collection system and pumping stations; identify real
property rights
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PROPOSED ON-CALL SERVICES
Description of Anticipated Estimated Total
Scope of Services for Expenditures Agreement
• Agreement
4 Leaf, Inc. Permit Counter Staff $250,000 $250,000*
Augmentation
Associated Right of Right-of-Way Support $150,000 $450,000
Way Services, Inc.
Kathleen West Right-of-Way Support $75,000 $225,000
Rodriguez
'This agreement is for up to one year,ending June 30,2020.
CENTRALSAN
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PERMIT COUNTER ACTIVITY REPORT
Public Benefit Applications New Applications Originated in Month
Processed
Mainline
permitr.
(inc
Actions to exiting Commercial Commercial Residential Residential"manhole Commercial
Phone Walk-In General applications st reed applications repair applications repair only" Encroachnnorl InformationAverage
Calls Customers E-mails in previous months /permits permits /permits permits permits)Verifications* Only Total Per Day
019-lune 435 102 245 254 27 2 75 71 1 174 25 1411 71
2019-M.y 433 112 275 286 18 10 121 63 3 204 26 1551 71
019-April 499 101 230 321 22 1 58 93 3 163 16 1507 69
019-March 485 101 281 313 17 2 131 64 1 145 20 1560 74
019-February 432 59 241 254 22 4 122 49 2 123 16 1324 74
019-January 425 102 233 258 16 5 79 76 1 154 16 1365 65
2018-
December 320 70 155 212 10 2 115 82 3 84 8 1061 59
018-
November 479 53 177 240 18 1 76 50 1 127 15 1237 65
018-October 564 57 169 280 24 3 55 114 1 185 18 1470 64
018-
e ember 468 69 1 151 23523 2 72 65 1 130 25 1241 65
018-Au ust 565 65 268 312 25 s 48 69 1 197 15 1570 68
018-1u1 457 70 227 240 21 3 77 59 0 160 7 1321 63
Totaid 5562 1 961 1 2652 1 3205 1 243 1 40 1 1029 1 855 1 38 1 1846 1 207 16618 67
The top row is in bold font to stand out as the most current month
*No fees generated for these items
` s
CENTRAL SAN
PERMIT COUNTER ACTIVITY
F —
Plans Just Submitted
Walnut Creek Transit Village
C
3
ALTERNATIVES/CONSIDERATIONS
• Alternative 1: Use consultants to temporarily augment staff.
• Alternative 2: Use temporary employees.
• Alternative 3: Temporary increase of FTEs.
• Alternative 4: This alternative combines component of
Alternatives 1 and 3.
• Alternative 5: Do nothing alternative (No staff augmentation).
CURRENT
PERMIT COUNTER ORG CHART
Total FTE: 291
Development
WorkloadSupervisor
Engineering
Assistant III
Engineering
Assistant 11
Peak Augmentati:
n EngineeringConsultant Assistant 11
4
8
CENTRALSAN
4
ALT 1 AND ALT 4 (6-12 MONTHS
PERMIT COUNTER ORG CHART
Total FTE:291
Development
Supervisor
Only 50%Available
For ERP Support
Peak Wo rkload
Augmentation Engineering
Assistant 11
Consultant
Peak Workload
Augmentation Engineering
Consultant Assistant 11
ALTERNATIVE 4 YEAR 2 & 3)
PERMIT COUNTER ORG CHART
Total FTE:293Development
Supervisor
ssistant III
Engineering Engineering
Assistant 1/11 Assistant 11
2 positions cancelled upon
retirement of EA III positions
Engineering Engineering within P&D Division
Assistant 1/11 Assistant 11
5
YEAR 4+
PERMIT COUNTER ORG CHART
Total FTE:291Development
Supervisor
Engineering
Assistant 11
Evaluated
based Engineering
on Economy , Assistant 11
and Workload
CENTRALSAN
COST ALTERNATIVE ANALYSIS
FOR THREE YEARS
Alt 4
Alt 3 I Year Consultant+ Alt 5
A=
Ak 1 Temporary Temporary Increase Temp Increase No Staff
E FTE 6 2 FTE by 2 Augmentatidg
Permit Counter Current Staff
Costs 2,046,000 2,046,000 2,.B,.O 2,046,00 2,046,000 2,046,00
Additional Overtime Needed 70,000 70,000 330,0
Permit Counter New Staff Costs' 583,000 628,000 503,000
Permit Counter Augmentation 450,00
1 Year ERP Staff Augmentation 200,000 650,000 250,00
Total 2,696,000 2,696,000 2,699,00 2,7",000 2,799,000 2,376,000
Potential Cost Savings due to 1
EAIII Retirement over 3 Yr Period 1185,000) (185,000)
Difference Under Cnler Bud et 137,00C 82,000 320,00
On-call contracts Method used in Trained Staff; Trained Staff; Reduce O&M
arenot guarantee past to provide Possible Staff Possible Staff Budget
of work;Contract staff Savings at Savings at$185,000
workers can exit augmentation $185,000 peryear per year for each
during work slow foreach retirement
Pros downs retirement
Not Training Temporary Staff No extra coverage Possible need to hire Significant
Permanent Staff often leave to during 6 month consultant in future Reduction in Level
Pursue permanent Recruitment; of Service at PC
positions,requiring Significant OT; including reduced
retraining and Reduced Level of Open Hours;
additional Service Significant OT
Cons recruitments
*Assume New positions are EA-I at Step C-$135,000 annually 12
CENTRALSAN
6
RECOMMENDED BOARD ACTION
1. Authorize the General Manager to execute the following three
agreements, to provide on-call services for the Planning and
Development Services Division:
a) A professional consulting services agreement for Permit Counter services
with 41-eaf, Inc.with a cost ceiling of$250,000 with a one-year term;
b) A professional consulting services agreement for Right-of-Way
services with Associated Right of Way Services, Inc.with a cost ceiling of
$450,000 with a three-year term; and
c) A professional consulting services agreement for Right-of-Way
services with Kathleen West Rodriguez with a cost ceiling of$225,000 with
a three-year term.
2. Authorize the General Manager to temporarily add two FTEs to
provide Permit Counter support, increasing the total number of
FTEs from 291 to 293 to provide the services in-house rather than
hiring consultants. This temporary increase in the total number of
FTEs would be reduced back to the approved amount of 291 FTEs
upon staff retirement expected in FY 2019-20 or FY 2020-21.
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CENTRAL SAN
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