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HomeMy WebLinkAbout1A, 2010 Engineering Work Plan E HILLS MEMORANDUM DATE: March 15, 2010 Item LA TO: Honorable Mayor and City Council Members Sue Iverson, Acting City Administrator FROM: Debra Bloom, City Engineer Kristine Giga, Civil Engineer SUBJECT: 2010 Engineering Work Plan At the FebruarySt City Council Work Session the Roseville Engineering staff resented Y � g g p a summary of work completed in 2009 as a part of the Joint Powers Agreement for Engineering Services. We also initiated a discussion about the 2010 work plan. What follows is a summary of engineering hours provided by Roseville over the course of the JPA, as well as an estimate of hours required to complete the 2010 Work Plan: 2006 JPA 2007 JPA 2008 JPA 2009 JPA 2010 JPA Engineering Engineering Engineering Engineering Estimated Hours Total Technician hours 413.83 2,347.25 673.50 732.50 15017.75 Total hours Civil 15526.50 15491.75 15241.00 15297.00 25049.25 Engineer Total Engineering 1,940.33 3,839.00 15914.50 25029.50 31067 hours Amount over JPA 270.33 25169.00 244.50 359.50 15397 hours (1,670) Over the course of the partnership, Roseville has consistently provided more than the minimum hours in the JPA. 2007 was unique because Roseville's work plan that year had available time, so our staff was able to assist Arden Hills with project engineering services for the 2007 Pavement Management Project and the Glenarden Neighborhood field survey and preliminary design. Roseville provided an additional 1,980.25 hours of time for the design, contract administration, and construction observation of those projects in 2007. However, Roseville's staff does not have the capacity to provide the hours estimated for the Arden Hills 2010 Work Plan. This was the focus of the discussion on February8th. At the conclusion of that meeting, the Council requested that g� q City Council Worksession \\Metro-inet.us\ardenhills\PR&PW\Engineering\Council_Actions\2010\Worksessions\3-15-l OMemo_2010Workplan.doc Page 1 of 3 staff return to the March Work Session with additional information regarding three options to address this issue. 1. Cana consultant be hired to complete the work included on the 2010 Work Plan? 2. Can the Roseville Joint Powers Agreement be expanded to include additional hours to enable Roseville to hire a staff person to complete the work on the 2010 Work Plan? 3. Can some of the 2010 Work Plan items be pushed to the end of the year/2011? Over the course of the last month, we have worked on how each of these three options could alleviate the estimated Roseville engineering hours for the 2010 Work Plan. 1. Can a consultant be hired to complete the work included on the 2010 Work Plan? When Roseville starts work on a project for Arden Hills, we ask, is this a project that we can complete in house, or should we hire a consultant? To make this recommendation, we look at the scope of the project, economies of scale, required technical expertise, potential cost, and available hours. For the most part, every project on the work plan that Roseville feels can be completed by consultants is being completed by consultants. Arden Hills' experience is that in-house oversight is critical to the success of consultant led projects. As a result, even when a consultant is hired, it does not eliminate the need for engineering involvement. Roseville provides oversight to ensure that the project is being completed on time, on budget, and meets the expectations of the City Council. A few existing consultant projects have been identified on the work plan where more responsibility could be transferred to the consultants that are assigned to them. This would be accomplished through the elimination of a Roseville staff presence at meetings, and having the consultant write council actions, correspondence, and admin updates. This would reduce our time to a one hour a week check in to ensure that the work is being completed as expected. On the attached table, we have also identified some projects that are pending and need to be addressed this year that could be completed by a consultant. We would recommend that these move forward with consultant assistance. This would reduce the 2010 Work Plan hours to 1,653.25 Engineering Hours and 1,001.75 Technician Hours. However, this reduction is not enough for Roseville to be able to deliver the 2010 Work Plan. It may also be possible to transfer some consultant and task oversight to Arden Hills staff if they had available capacity. This will be evaluated as the year progresses. _ 2. Can the Roseville Joint Powers Agreement be expanded to include additional hours to enable Roseville to hire a staff person to complete the work on the 2010 Work Plan? As indicated above, the 2010 work plan, if unmodified, would need an additional 1,397 hours of Roseville staff time. These hours could be provided by a shared full-time City Council Worksession \\Metro-inet.us\ardenhills\PR&PW\Engineering\Council_Actions\2010\Worksessions\3-15-1 OMemo_2010Workplan.doc Page 2 of 3 position or a part time position dedicated to Arden Hills. The timelines for these options vary. • Shared full-time employee (FTE): A shared FTE would not possible until 2011. This is the result of the City's budgeting cycle. Roseville does not have the funds available to pay for a half FTE in the 2010 budget. We would need to work with Arden Hills to determine a set number of additional hours based on what your long term engineering needs are, and then justify the remaining hours as a part of Roseville's 2011 budget process. If this is acceptable to both the Arden Hills and Roseville City Councils, it would address the long term need, but would not address our ability to deliver the 2010 Work Plan. • Part-time employee (PTE): if a PTE was hired that was not a shared employee, the timeline could be shorter. It would require the amendment of the JPA to expand the minimum hours to cover a set number of hours based on what your long term engineering needs are and the approval of the amended JPA by both Cities. Once that is complete, it would take around three months to advertise and hire a new employee. This still would not address our ability to deliver the 2010 Work Plan. Both of these scenarios would require that some of the tasks in the 2010 Work Plan be moved to 2011. As a part of the February discussion regarding additional Roseville JPA hours, the Council was provided financial spreadsheets showing the 2009 engineering expenditures. This information showed all monies paid out to Roseville and Consulting companies to complete the 2009 Work Plan. Attached is a table summarizing the work that could have been completed with Roseville engineering staff if there was available capacity? 3. Can some of the 2010 Work Plan items be pushed to the end of the year/2011? We have highlighted six tasks on the work plan that we recommend be shifted to 2011. This would reduce the 2010 work plan to 1,621.25 Engineering Hours and 982.75 Technician Hours. This still would not address our ability to deliver the 2010 Work Plan. Recommended Option: At this time Staff is recommending that both option 1 and 3 be implemented. This would reduce the 2010 work plan to 1,425.25 Engineering Hours and 950.75 Technician Hours. While this is still 706 over the 1670 hours committed to in the JPA, we have determined that Roseville has adequate engineer and technician time to deliver this revised work plan. If Roseville has the capacity at the end of the year, it may be possible to start working on the items on the 2010 Work Plan that are proposed to be shifted to 2011. These working hours are estimates; some of the projects may take more hours, while others may take less. There will also be additional tasks that will come up over the course of the year that will affect this work plan. 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