HomeMy WebLinkAbout08-15-2017 Item 10 - Human Resources and Finance Departments Office Reconfiguration Spec No. 91525 Meeting Date: 8/15/2017
FROM: Daryl Grigsby, Director of Public Works
Monica Irons, Director of Human Resources
Xenia Bradford, Director of Finance
Prepared By: Violeta Esparza-Reniere, Engineer III
SUBJECT: HUMAN RESOURCES AND FINANCE DEPARTMENTS’ OFFICE
RECONFIGURATION, SPECIFICATION NO. 91525
RECOMMENDATIONS
1. Approve construction documents for "Human Resources and Finance Departments’ Office
Reconfiguration"; and
2. Authorize staff to advertise for bids and authorize the City Manager to award the construction
contract if the lowest responsible bid is within the Engineer’s Estimate of $112,939; and
3. Authorize allocation of $185,848 from the General Fund balance.
DISCUSSION
In the 2016-17 Budget Supplement the City Council approved a Significant Operating Program
Change (SOPC) titled Organizational Efficiency, Effectiveness, and Transparency Initiative. This
project identified the need for both the Finance, Information Technology, and Human Resources
departmental re-organization. Specifically, the project approved additional one-time personnel
increases in the Human Resources and Finance Departments during the re-organization and
implementation of an Enterprise Resource System. Due to the personnel increase and functional re-
organization, current workspaces require reconfiguration to meet current and future staff needs. The
proposed office space remodel will improve community and city staff interactions and will address
Americans with Disabilities Act (ADA) deficiencies at the Finance public counter.
The scope of this project is to reconfigure the office spaces to increase the number of workstations
and remodel the front counter. In the 2016-17 Budget Supplement $75,000 was identified as minor
capital for additional work space to address immediate needs, including the purchase of computers
and workstations to temporarily accommodate the additional staff. Further analysis was performed
during 2016-17 fiscal year, following the re-organization, and showed that reconfiguration of the
office space will enhance efficiencies by addressing internal workflows and create the required
number of desk spaces. Currently, only minor adjustments could be made by placing temporary
desks. These configurations are not sufficient to house contract and consulting staff to implement
the objectives of the Organizational Efficiency, Effectiveness and Transparency Initiative.
Currently, approximately $35,000 of the funding for this project is encumbered for architectural
design services. Another $20,000 was used to purchase furniture and workstations for the new hires
in both Human Resources and Finance departments. Of the original $75,000 identified for this
project, the $20,000 balance was returned to the general fund at the end of the fiscal year.
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CONCURRENCES
This project is a collaborative effort from the Human Resources, Finance, and Public Works
departments. The project team concurs with these recommendations. Currently, the Community
Development Department is reviewing the project plans for future issuance of building permit.
ENVIRONMENTAL REVIEW
The Community Development Department has determined that this project is categorically
exempt from CEQA pursuant to Section 15301 (existing facilities).
FISCAL IMPACT
The total estimate to complete the project is $185,848. Of the $75,000 allocated for this purpose
in the 2016-17 Budget Supplement, $20,848 was unused, lapsed at the end of the fiscal year and
was returned to General Fund balance. The Finance Department estimates that $100,000 is
available through savings due to staffing vacancies as well as general carryover from the 2016-
17 fiscal year. These savings will also be returned to General Fund as part of 2016-17 fiscal year
close. As of the 2016-17 Mid-Year report, the estimated General Fund unassigned fund balance
was approximately $3 million. In order to timely address Finance and Human Resources staffing
space needs and given the project savings in 2016-17, staff recommends that $185,848 be
authorized and allocated for this Capital Improvement Project at this time. Given the savings in
2016-17 from expenditures that were originally allocated for the Organizational Efficiency,
Effectiveness and Transparency Initiative, it is estimated that the impact to the General Fund
balance is $60,000. 2016-17 Financial Statements are currently being prepared and this
allocation will be reflected in the fund balance analysis presented with the Mid-Year report in
February of 2018.
Construction (Engineer’s Estimate):
Staff Relocation $1,750
IT Cabling & Workstation Reconfiguration $54,566
Remodel Work $112,939
$169,255
Construction Contingencies:$15,593
Printing and Advertising $1,000
Total Estimated Project Cost:$185,848
Human Resources and Finance Departments' Office Reconfiguration, Specification No.
91525
ALTERNATIVES
Deny approval of funding transfer from the General Fund Balance. City Council may choose to
deny or defer the approval to transfer the funding. Staff does not recommend this option.
Should this be denied or deferred, the needed Finance and Human Resources Departments’
office space remodel will not occur. This project will improve the workflows within the Human
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Resources and Finance Departments. Current configuration of office space is not aligned with
the internal workflows of the departments. Should this project be deferred then construction,
material and labor costs will continue to rise and additional funds may be required.
Attachments:
a - Council Reading File - Remodel Plans
b - Council Reading File - Remodel Specifications
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