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CITY COUNCIL AGENDA ITEM NO. 9

Meeting Date: January 13, 2004

Subject/Title: Approve a Resolution Establishing a Project Services Division within the Engineering Department and Establishing Compensation and Classification Descriptions for Project Services Manager and Project Services Specialist

Submitted by: Karen Stein, Assistant City Manager

Approved by: John Stevenson, City Manager

RECOMMENDATION

Authorize the creation of a Project Services Division within the Engineering Department and adopt a resolution to establish the compensation and classification descriptions for a Project Services Manager and a Project Services Specialist. Eliminate the Engineering Contract/Project Manager classification from the classification series and compensation plan.

BACKGROUND

The Capital Improvement Program (CIP) is supported by a large proportion of the City’s annual resources in both capital expenditures and employee time. The CIP also builds the physical improvements that support our emerging municipality and provides our residents improving and convenient infrastructure and services which also includes the rehabilitation of existing infrastructure. The front line management of the CIP is provided by Project Managers who not only supervise the design and construction of the specific CIP projects but are also responsible for coordination with the Finance Department and the administration of the many contracts and deliverables associated with the work.

Project Managers, by both training and passion, typically give highest priority to design considerations and inevitable construction conflicts that occur in the field (technical plans and specifications issues). The areas pertaining to contract management are often not addressed to the greatest extent possible until potential problems are identified. Staff believes that significant potential liabilities may currently exist and additional staff time should be invested to minimize the affects by establishing a division to manage citywide procedures and compliance with city, state and federal laws and policies.

An informal project management approach has been employed for the new Police Station and City Hall project that creates a team of a project manager and a contract administrator to share the responsibility for the management of the project. This approach is proving to be very effective in assigning specific tasks to the individuals who have the training and passion to perform them most effectively. It is recommended that this project management approach be formalized by the creation of a Project Services Division that will be responsible for the contract administration and Finance Department coordination for all CIP projects. This approach should be formalized and applied citywide, not only for CIP projects but areas that require contracting, management and financial project coordination at this level. This division is responsible for uniformity and management of citywide contract documentation including the bidding process, construction and professional services documentation and associated deliverables such as bonding and insurance.

Although the Division will be housed in the Engineering Department, the staff will work closely with all other Departments. The original idea for this concept was developed jointly by the Director’s of Economic Development, Finance, Parks and Recreation and Engineering. At the direction of the Department Directors, DMG consulting firm conducted a study of comparable positions and prepared job descriptions and suggested salary ranges for two positions. The addition of the two proposed positions will eliminate the need for the current Engineering/Contract Manager position. Therefore, the net increase in the number of staff will be one position.

Human Resources Staff completed a review of the scope of duties and responsibilities necessary to effectively oversee citywide contract administration. The result of this review is a new classification description that clearly defines the high level of responsibility and function above and beyond that of the current Engineering Project/Contract Manager description. This high-level support position will be responsible for contract administration, project management, and financial quality control for the Project Services Division. The creation of this new Division to centralize contract administration will include the addition of a Project Services Specialist to assist the Project Services Manager. Once the Project Services Division is created, the current Engineering Project/Contract Manager will be re-classified to the Project Services Manager and a recruitment will commence for the Project Services Specialist position. The compensation recommended for the two positions is based on internal equity with existing classifications as well as salary survey data from our benchmark jurisdictions.

PREVIOUS ACTION

None.

FISCAL IMPACT

The fiscal impact this fiscal year equals approximately $42,000. Development Fee Funds are available in the approved 2003/04 Final Budget.

Attachments:

• Resolution
• Exhibit A – Project Services Manager
• Exhibit B – Project Services Specialist

RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD APPROVING THE CREATION OF A PROJECT SERVICES DIVISION WITHIN THE ENGINEERING DEPARTMENT AND APPROVING THE COMPENSATION AND CLASSIFICATION DESCRIPTIONS FOR THE PROJECT SERVICES MANAGER AND PROJECT SERVICES SPECIALIST

WHEREAS, staff from various departments have identified the need for a Contract Services Division to manage, oversee, and administer City contracts from multiple departments, and

WHEREAS, staff prepared classification descriptions for the new classifications of Project Services Manager and Project Services Specialist, and,

WHEREAS, the new classification descriptions are attached as Exhibit A (Project Services Manager) and Exhibit B (Project Services Specialist), and

WHEREAS, staff recommends approval of the new classification descriptions as defined and based upon internal equity with existing City classifications and a salary survey of other benchmark jurisdictions, staff recommends the annual salary ranges as follow:

Project Services Manager $76,817.35 - $93,395.64
Project Services Specialist $59,115.84 - $71,845.92

WHEREAS, staff recommends the elimination of the Engineering Contract/Project Manager classification from the classification series and compensation plan;

NOW, THEREFORE BE IT RESOLVED the City Council of the City of Brentwood approves the creation of a Project Services Division.

NOW, THEREFORE BE IT FURTHER RESOLVED the City Council of the City of Brentwood approves the compensation and classification descriptions for Project Services Manager and Project Services Specialist, and authorizes the recommended reclassification to Project Services Manager, as well as authorizing staff to begin recruitment efforts to hire a Project Services Specialist.

NOW, THEREFORE BE IT FURTHER RESOLVED the City Council of the City of Brentwood eliminates the Engineering Contract/Project Manager classification from the classification series and compensation plan.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on January 13, 2004 by the following vote:

EXHIBIT A
FLSA: Exempt Adopted: 1/13/04

CITY OF BRENTWOOD

PROJECT SERVICES MANAGER

Class specifications are only intended to present a descriptive summary of the range of duties and responsibilities that are associated with specified positions. Therefore, specifications may not include all duties performed by individuals within a classification. In addition, specifications are intended to outline the minimum qualifications necessary for entry into the class and do not necessarily convey the qualifications of incumbents within the position.

DEFINITION:

Under direction, responsible for citywide contract administration, project management, and financial quality control and oversight for the Project Services Division within the Engineering Department; performs other related duties as required.

DISTINGUISHING CHARACTERISTICS:

The Project Services Manager is responsible for overall management of the Project Services Division within the Engineering Department, as well as contract administration and project management for citywide projects. This requires a thorough and in-depth knowledge of departmental procedures and precedents, as well as City policies and other governmental compliance issues. Incumbents work independently in the management and oversight of assigned projects and contracts and are expected to exercise sound and professional judgment. Incumbents also perform difficult, diverse and sensitive duties in support of key management personnel and their organizational units. This class is distinguished from other project support classifications in that the incumbent provides overall department management over professional, technical, and clerical staff, as well as oversight and supervision of various contract consultants.

SUPERVISION RECEIVED/EXERCISED:

Receives direction from the City Engineer. Exercises direct and indirect supervision over professional, technical and clerical staff.

ESSENTIAL FUNCTIONS: (include but are not limited to the following)

Contract Administration:

Provides contract administration and oversight as part of the Engineering Department. Responsible for all aspects of contract definition, negotiation, coordination, administration, and management functions. Job functions include:

• Coordinates and supervises quotation, pricing and other functions performed by contracts staff.

PROJECT SERVICES MANAGER
Page 2

• Prepares bid documents and or proposals, process specifications, test and progress reports, and other exhibits that may be required.

• Reviews bids from firms for conformity to contract requirements to determine acceptable bids.

• Participates in and oversees contractual and pricing negotiation.

• Advises on policy and procedures for City and other governmental compliance issues.

• Trains staff as needed.

• Provides support to managers in the preparation of management reports, proposal inputs, and other tasks as needed.

• Works in conjunction with Redevelopment Management Team by providing project services.

Project Management

Plans, directs and coordinates activities of designated projects to ensure that goals and objectives of project are accomplished within prescribed time frame and funding parameters. Job functions include:

• Reviews project proposals or plans to determine time frame and funding limitations, procedures to accomplishing project, staffing requirements, and allotment of available resources to various phases of the project.

• Works with/coordinates with engineers, architects, consultants and other City departments through the conceptual design, schematic design, and design development phase of community facilities or projects.

• Confers with project staff to outline work plan, responsibilities and scope of authority.

• Coordinates and reviews project activities to ensure project is progressing on schedule and within prescribed budget, and that work completed is within required guidelines and parameters. Provides advice and assistance in resolving problems or delays.

• Provides project status (including reports and presentations) to management, City Council and other agencies.

• Works with/coordinates construction managers, contractors, subcontractors, inspectors, and City departments through construction completion of projects.

PROJECT SERVICES MANAGER
Page 3

Financial / Quality Control oversight

Provides financial and departmental management, oversight and quality control in order to set and meet departmental, City, and project goals and to ensure that the Project Services Division is meeting the needs established by the Department and the City. Functions include:

• Assists in the development of departmental goals, objectives, policies, programs and priorities.

• Directs, coordinates, and reviews project services work of professional, technical and administrative employees to ensure acceptable performance; coordinates and participates in the selection, training and evaluation of assigned personnel; provides and/or coordinates staff training.

• Monitors and evaluates the efficiency and effectiveness of service delivery methods and procedures; makes recommendations for improvements and corrective actions.

• Assists in the proposal and development of new projects in order to meet/respond to City needs; compiles and analyzes supporting data, and formulates and presents findings and recommendations.

• Provides input, information and oversight with regards to preparation of Division budget; manages Division finances; monitors program expenditures.

• Provides technical information and professional advice to City Council, other departments, management, the public and other agencies.

• Prepares, updates and reviews project documents to ensure they conform to industry standards and City requirements.

• Participates in training and industry seminars to stay current with regards to industry and legal requirements and guidelines; researches and reviews new methods and develops guidelines to implement improved and innovative techniques with regards to projects and programs.

• Maintains data relative to legal and City requirements and disseminates information to staff in the form of training and/or assistance.

• Prepares reports on Division activities to communicate and document status and issues; Prepares special studies and reports related to projects.

• Represents Division and City at meetings and other functions.

PROJECT SERVICES MANAGER
Page 4

WORKING CONDITIONS:

Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement and fine coordination in preparing reports using a computer keyboard. Additionally, the position requires near and far vision in reading reports and work-related documents. Acute hearing is required when conducting phone and in-person communication. Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.

QUALIFICATIONS: (The following are minimal qualifications necessary for entry into the classification)

Education and/or Experience

Any combination of education or experience that has provided the knowledge, skills, and abilities necessary for a Project Services Manager. A typical way of obtaining the required qualifications is to possess the equivalent of a four-year degree from an accredited college or university in public or business administration, construction management, architecture, engineering or related field plus (5) years of increasingly responsible work experience managing contracts and projects and/or management of related subject area, including 3 years providing supervision to support and para-professional staff.

License/Certificate:

Possession of, or the ability to obtain, a valid Class C California driver’s license.

KNOWLEDGE/ABILITIES/SKILLS: (The following are a representative sample of the KAS’s necessary to perform essential duties of the position)

Knowledge of:

Basic principles, practices and terminology used in civil engineering and administration as applied to the design and construction of public works facilities and technical inspection services; principles and practices of contract and project management relating to construction and engineering activities; methods and practices of municipal budgeting and finance management; public administration policies and procedures; principles, structure and organization of public sector agencies; principles and practices of program development and administration; applicable laws and regulatory codes, as well as methods, materials and techniques related to development and construction of public works; basic principles and practices of personnel management; modern office practices, methods and equipment, including a computer and applicable software and applications.

PROJECT SERVICES MANAGER
Page 5

Ability to:

Direct, coordinate and review the work of assigned staff; analyze budgetary, administrative, operational and procedural problems, evaluate alternatives and reach sound conclusions; monitor and ensure attainment of deadlines; prepare clear and concise administrative documents and reports; interpret and apply applicable laws, codes and regulation; review and prepare complete and accurate complex reports, manage engineering plans and specifications processes; communicate clearly and concisely, both orally and in writing; establish and maintain effective working relationships.

Skill to:

Operate an office computer and variety of software applications specific to the work to be performed.

EXHIBIT B
FLSA: Exempt Adopted: 1/13/04

CITY OF BRENTWOOD

PROJECT SERVICES SPECIALIST I/II

Class specifications are only intended to present a descriptive summary of the range of duties and responsibilities that are associated with specified positions. Therefore, specifications may not include all duties performed by individuals within a classification. In addition, specifications are intended to outline the minimum qualifications necessary for entry into the class and do not necessarily convey the qualifications of incumbents within the position.

DEFINITION:

Under general supervision of the Project Services Manager, provides contract administration and construction project support for the Project Services Division; performs other related duties as required.

DISTINGUISHING CHARACTERISTICS:

The Project Services Specialist is responsible for contract administration and project support functions for citywide projects as part of the Project Services Division. The position requires thorough knowledge of contract administration practices, department procedures and precedents, and basic principles of construction engineering. Incumbents work independently and are expected to exercise sound and professional judgment. Incumbents also perform diverse duties in support of management personnel and their organizational units. This class is distinguished from other project support classifications in that the incumbent is required to oversee the work of contract consultants, and provide both administrative and technical support.

SUPERVISION RECEIVED/EXERCISED:

Receives direction and supervision from the Project Services Manager.

ESSENTIAL FUNCTIONS: (include but are not limited to the following)

• Provides pre- and post-award administrative contract support for the Project Services Division.

• Obtains and evaluates proposals and bids from contractors or other vendors on approved projects; assists with review of bids for conformity to contract requirements.

• Provides technical and administrative support in the preparation of reports, proposals and other documents.

• Reviews and monitors processes of all approved purchase orders modifying contract limits.

• Maintains division forms and templates; updates documents as needed.
PROJECT SERVICES SPECIALIST
Page 2

• Coordinates collection and dissemination of project information.

• Conducts project tracking and maintains files of project contacts, reports, updates and other pertinent information.

• In the absence of the Project Services Division Manager, reviews and processes documents related to contract administration and project management.

• Assists with research and assembly of information from a variety of sources for the preparation of records and reports; distributes reports and information as needed.

• Coordinates Citywide Capitol Improvement Process (CIP) bidding.

WORKING CONDITIONS:

Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement and fine coordination in preparing reports using a computer keyboard. Additionally, the position requires near and far vision in reading reports and work-related documents. Acute hearing is required when conducting phone and in-person communication. Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.

QUALIFICATIONS: (The following are minimal qualifications necessary for entry into the classification)

Education and/or Experience

Any combination of education or experience that has provided the knowledge, skills, and abilities necessary for a Project Services Specialist. A typical way of obtaining the required qualifications is to possess the equivalent of a two-year degree (Associate of Arts) from an accredited college or university in public or business administration, construction management, architecture, engineering or related field plus (2) years of increasingly responsible work experience administering contracts and providing project support

License/Certificate:

Possession of, or the ability to obtain, a valid Class C California driver’s license.

KNOWLEDGE/ABILITIES/SKILLS: (The following are a representative sample of the KAS’s necessary to perform essential duties of the position.)

PROJECT SERVICES MANAGER
Page 3

Knowledge of:

Basic principles, practices and terminology used in civil engineering and administration as applied to the design and construction of public works facilities and technical inspection services; principles and practices of contract and project management relating to construction and engineering activities; public administration policies and procedures; principles, structure and organization of public sector agencies; applicable laws and regulatory codes, as well as methods, materials and techniques related to construction of public works; Capitol Improvement Process (CIP); modern office practices, methods and equipment, including a computer and applicable software and applications.

Ability to:

Understand and interpret construction and project documents including permits, drawings, bids and regulations information; monitor and ensure attainment of deadlines; prepare clear and concise administrative documents; demonstrates a full understanding of all applicable policies, local, state laws and engineering procedures associated with assigned duties; review and assist in the preparation of complete and accurate complex reports; work independently and prioritize multiple tasks/assignments; communicate clearly and concisely, both orally and in writing; establish and maintain effective working relationships.

Skill to:

Operate an office computer and variety of software applications specific to the work to be performed.
 

City Administration
City of Brentwood City Council
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Brentwood, CA 94513
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E-mail allcouncil@brentwoodca.gov