HomeMy WebLinkAbout4G, 2010 Engineering Work Plan_ __ _
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Re uest for Council Action
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Prepared By: Kristine Giga, Civil Engineer
Council Meeting Date: April 26, 2010
2010 Engineering Work Plan- Hiring a Part Time Civil Engineer
Budgeted Amount: Estimated Actual Amount: Funding Source:
$89,107-$105,206 $89,107-$105,206 PIR; Water, Sanitary Sewer,
Surface Water Management
Enterprise Funds
Recommendation:
1. Motion to authorize the City Administrator to write a letter to the City of Roseville requesting to
hire a part time Civil Engineer to assist with the completion of the 2010 engineering work plan.
.....................................................................................................................................................................................................................................................................................................
Supporting Documents:
1. Memorandum from City Staff dated April 26, 2010.
2. Job description.
3. Memorandum from City Staff dated March 15, 2010.
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:�;.� EN HILLS .
MEMORANDUM
DATE: April 26, 2010
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- Hiring an additional Civil Engineer
Back�round/Discussion
At the February 8th City Council Work Session, the Roseville Engineering staff presented 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 1,017.75
Total hours Civil 1,526.50 1,491.75 1,241.00 1,297.00 2,049.25
Engineer
Total Engineering 1,940.33 3,839.00 1,914.50 2,029.50 3,067
hours
Amount over JPA 270.33 2,169.00 244.50 359.50 1,397
hours (1,670)
We have attached the memo from the March 15th worksession, for reference. At that meeting,
the Council and staff had additional discussion surrounding Roseville's capacity and the hours
identified in the 2010 work plan. Three options were discussed to address this issue.
1. Can a consultant be hi�ed to complete the wo�k included on the 201 D Wo�k Plan ?
2. Can the Roseville Joint Powe�s Ag�eement be expanded to include additional hours to
enable Roseville to hi�e a staff person to complete the work on the 2010 Work Plan?
City Council Meeting
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3. Can some of the 2010 Wo�kPlan items be pushed to the end of the year/2011 ?
At that worksession, Roseville recommended the following:
"At this time Roseville 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 proj ects 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."
During the discussion at the March l5th worksession, the City Council expressed concern about
hiring consultants to complete the work as recommended in Option 1, and pushing off work to
2011 as recommended in Option 3. As a result, the City Council requested that staff look further
into option 2. Can the Roseville Joint Powe�s Agreement be expanded to znclude additional
hours to enable Roseville to hire a staff pe�son to complete the work on the 2010 Wo�k Plan ?
Specifically, can an additional employee be hired to assist with the proj ects included on the 2010
work plan?
We have discussed this option with the Roseville City Attorney. It is their opinion that under the
terms of the existing JPA, an additional Part-time employee (PTE) could be hired to address the
identified hours. The attorney has indicated that the extension of the agreement should be
clarified through a letter from the City of Arden Hills requesting that Roseville hire an additional
employee to cover a minimum number of additional hours. That letter would then be attached to
the JPA.
The Roseville Attorney also reviewed the possibility of this PTE being a City of Arden Hills
employee. For liability reasons, they have indicated that Roseville staff should not supervise
Arden Hills staff. The employee would also be unable to have indirect supervision of our other
engineering staff inembers. This could create problems for completing the work plan as
proposed. Arden Hills does not have AutoCAD software or survey equipment. These are
needed to complete some of the tasks included on the work plan. As a result, we are
recommending that the new employee be a Roseville employee.
To complete the 2010 work plan, Roseville would need 800 hours of additional staff time.
Roseville also assumes that we would need 800 hours of time for 2011 based on our past
experience. An additional employee would require hours for the hiring process, coordination
and supervision. This would add around 200 hours over the course of 18 months. We estimate
that it would take about two months to advertise and get a new employee on board.
We have completed the attached j ob description for a Roseville position. The employment
contract would clarify the terms of employment. A summary of the terms:
• Part time employee
City Council Meeting
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• Non-exempt hourly
• Salary Range: $30.94-36.53
• Employment term = 18 months.
• Supervised by City Engineer.
• Estimated 1800 hours.
• Multiplier: Since this is a part time employee and some of the benefits are not the same,
we would propose that the employee hourly cost would be 1.6 times the hourly rate.
This employee would need a computer, Microsoft software licenses, office space, and a desk
phone at Arden Hills City Hall. Optional equipment would include a cell phone. Consistent
with our existing JPA, these would be provided by Arden Hills.
Without hiring additional assistance, the highlighted proj ects in the work plan table from the
March 1 Sth packet (attached) would not be accomplished in 2010. The green highlighted proj ects
would be pushed off to 2011. The yellow highlighted proj ects could not be accomplished in
2010 by existing Roseville staff; the timing of these projects is outside of the City's control.
Recommendation
At this time Roseville staff is recommending that we move ahead with our search for a part time
Civil Engineer to assist with the completion of the 2010 work plan. We are currently going
through a hiring process for an Engineering Proj ect Coordinator; some of the applicants for that
position are qualified for the Civil Engineer position. Once the Arden Hills City Council
provides the City of Roseville with a letter authorizing us to move ahead with this endeavor, we
would propose to start with this pool of applicants to determine level of interest.
Council Action Requested
Authorize the City Administrator to write a letter to the City of Roseville requesting to hire a part
time Civil Engineer to assist with the completion of the 2010 engineering work plan.
City Council Meeting
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Cf T Y al� R4SEVl� L E JC}B DES CRIP TlDi1►
Job Description Title: Civil Engineer FLSA Status: Exempt / Non t�nion
Department/Divisian: Public Warks Position Status: Part Time
Aecountab�e To: City Engineer/ Assistant
Public Work D�r ct r Salary Grade: Non- Exempt
s e o
Preparec� By: Dehra B�aom Revision Date: Apri1 2010
�ob Summar�
To perform cornplex and complete, professlona� clv�l e�gineering se���es for the Clty's par�nership
cities including: infrastructure design, constructi�n �nd maintenance, plan review, and public record
keeping of eng�neering projects. Par�nership c�ti�s include those �vhere the City has an agreement
for provisio� af engineering services.
Scope of Respo�sib�iit_y:
��Vorks under the general supervis��� o� t�e City �Engineer/ 1�sst. Publ�c Works D�r.
➢ Receives work direction from City Ad�nin�s��at�r ar designee from partnershi� cities as
assigned.
� Applies knowled�e of State statutes, di�-e�tives �.nt� a�pr�ved practices pertaining to �ity
er�gineering. App��es en�ineerir�g princl�I�e�, �et�ods, a�d teehr�iques involved in
const�-uction, �and ��rveys, ar�d pub�ic works linfrastructure.
� I�emonstrates written a�d ve�ba� communicat�on skills with internal staff, other depar��nents,
coun��I, �:�d �h� public a� t�e City. �eq�ires pu�lic contact on a daily and eontinuo�s basis,
req��r�ng a hig� ��gree o� tac�, courtes�, and sound judgment.
➢ I�a� �ndirect superv���on specifie to current projeets over:
• �IS Coordinator
• Prt��ect Coordina�ta�- (2�
• Er��neering Techn��ian
�s�e�tial Duties anc� �es �nsibilities:
1 o D�reets or conducts prellminary investiga�ion, design anc� completion af plans and
speci�cation�, and assessments to prov�d� aceurate infarmatian fo�- implementa�ion and
optimurn ut���zation of dollars budgeted for eac� projeet. Prepares feasibi�i�y studies as
direct�d.
20 �ollaborate� with engineering persanne� in the inspec�ion of alI current projects in the City,
providing direction as needed, to assure they a�e meeting specificatlons and schedu�es.
30 �nvestigates cit�zen complaints and/or makes inquiries pertaining to Ci�y engineering proJects
or condit�ons and resolves such matters in a tactfui and equltable manner.
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4o Coordinates constr�ction projects v�i�h other government uni�s or businesses in which the
partner City has an interes� n�a�ntains a cooperative work relationship a� all �irr�es.
5. �ommun�cates vvitl� residents and property owners regarding praposed proj ects and
eng��eering-reiated issues.
6o Warks cooperative�y with developers to achieve high quality development in conformance
with City ordinance requirements and sound engineering principles. Reviews public
infrastructure plan�ing and design for private develapment projects.
7. Ar�alyzes existing procedures and programs to recomrr�e�€� improvements to these s�stems.
8. Asststs in providing supportive �echnical informa#it�� to t�ie �ouncil, related boards, and
other departments an prob�er�s under considera�ion so the sa�ution wil� bes� �neet the needs
of the cammun�ty.
90 Keeps supervisor andf or designee of partnership cities informed of i�por�ant developments
in area of ac�aunt�b��ity to insure prompt resolutlon of prablems and steady progression on
assigned duties. Warks with su�ervisor, and/or �esig��e of partnership czties to plan, d�rect�
and coordinate a comprehensive er�g�neering progra�n for replacement and main�enance of
City infrastructure.
1 Q. Directs the acquisit�on: �� easements and rights-of-�ay to a��ure equitable treatment of all
par�ies �nvolved. _
11 o Respor�sible �or �,��ntair��ng appropriate r�cords of all engineering work perfor�ned so that it
wi11 be available fo� �re�erence �v�en needed.
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12o Ac�s as projec� ma�a.ger ��� engineer can�racts �ith pr�vate consultants.
13 e Ma� supervise othe�-s i� �he per�a�nanee of eng�neering-related duties.
14. Assists �n develop►men� o� �ngineering/Public Works budge�s, capital improvements
program, and �onitors ar�ual budget expenditures.
15 e Directs traffic eoun�s as r�qu�red.
1�. Per�orms other duties and assumes ot�er respansib�lit�es as apparent or ass�gned.
Minimum �ualifications:
Minimum jab requirements are a Bachelor's Degree �� �ivil Engineering and 3— 5 years of re�ated
experience, or equivalent. Workir�g knowledge of computer systems ine�uding GIS anc� CAD
software applications. Experience in municipal engineering is desirable. Valid Minnesota dr�ver's
1lcense.
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Ph_ysical Dernands 8� V�orkin� Conditians:
Most work is in a normal af�ce environmen�. L�mited l�ftin� of t�venty five pounds or less �s
required u� to 15% af t1�e t�me. Travel within t1�e ��ty or region �a view projects or attend mee�ings
is I�ke1y to occur tv�o to three times weekly. There is sorne exposure ta field ar construction site
conditions vvhen visiting projects with�n the City. Occasio�a� attendance at evening Council
meetings and related mee�ings is required.
The Civi� Engineer is respansible for diver�e matters, many of v���ch have deadlines and requ�re
sig�ificant attention to detail. LTp to 45% of the time, work is pe�formed at the highest Ievel of detail
and press�re of deadlines.
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El� �IILLS
MEMQRANDUIVI
DATE: March 15, 2010
�'4: Honorable 1Vlayor and City �ouncil Members
Sue Iverson, Acting C�ty Administrator
�ROM : Debra Bloom, City Eng�neer
Kristine Giga, �ivi� Engineer
SLIBJECT: 2010 Engineering Work Plan
At the February $th City Cauneil �Vork Session, the Rosevllle Enginee�ing s�aff presented
a summary af work completed in 2009 as a part of the Joint Powers Agreement for
Engineeri�g Services. We also initiated a discussion about the 2�1 Q work p1an. What
follows is a summary of englneering hours prov�ded by Rosevi�le over the course of the
JPA, as vvell as an estlmate of hours required ta complete the 2010 �Vork P1an:
20Q6 JPA 2007 JPA 2008 JPA 2�Q9 JPA 2010 JPA
Eng�neering Englneer�ng Engir�eering �ngineering Est�mated
Hours
Total Technic�an hours 413.83 2,347.25 C73.50 732.Sa �,017.75
�'otal hours Civil 1,526.50 1,491.75 1,241.00 1,297.00 2,049.25
Er�gineer
Tota� �ngineering 1,94�.33 3,839.04 1,9� 4.5� 2,029.50 3,067
hours
A�nount over JPA 270.33 2,169.00 244.5� 359.50 1,397
hours (1,670)
Over the course of the partners�ip, Rosevil�e has cons�sten�Iy provided �nare than the
�ninimum hours in �he JPA. 2Q07 was unique beca�se Roseville's work p�an that year
had available time, so our staff was able to assist Arde� Hills vvlth project engineering
serviees for t�e 2007 Pavement Manageme�� Project and the Glenarden Neighborhood
f eId survey and prel�r�inary design. Roseville pravided an additional �,9$a.25 hours of
time fo�- the desig�, contract ad�i�istra�ion, and construetion abservation of those
projee�s In 200�. �Iowe�er, Rosev�Ile's staff does not �ave the capac�ty to prov�de the
hours estimated for the Arden I-�i11s 2010 Work Plan. This was the focus of the
discussian on�February 8t�. At �he conciusion af tha� meeting, the Council requested tha�
City Council Worksession
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staff return to the March �Var� Sess�on wi�h additional infarmation regarding ��ee
op��ons to address this issue.
1 o Can a consultc�nt be hirec� �o camplete the wo�1� included on the 2010 WoYk P�an?
2. Can the Rosevi�le Joint Powe�s 14g�eement be expanded to inelude additional
houj�s to enable Roseville to hi�e a staff pe�san to complete the wo�� on the 2010
�Voj-k �'lan ?
3. Ca�r some of the 201 ��o�k Plan iterns be pushed to the end of the ye�Y� 20I1 ?
Over tl�e course of the las� m.onth, we have worked on how each of these three aptions
cou�d alleviate the estimated Roseville eng�neering hours for the 2014 Work P1an.
1 e C'an a consultant be hired to complete the work included on t�ie 201 Q Wo�k Plan?
When �Zoseville starts work on a project for Arden �ills, we ask, is this a project that we
can complete in ho�se, or should we hire a eonsultant? To make th�s recommendat�on,
we look at the scope of the pra�ect, economies of scale, required teehn�ca� expert�se,
poten�ial cost, and avai�a�le hours. FQr the most par�, every project on the work plan that
Roseville feels can be eompleted by co�sultants �s being comple�ed by eonsultants.
Arden Hills' experience is t�at in-hause oversigh� is criticai to the success of cansuitant
led prajects. As a result, even when a consultant is hired, it does not eliminate the need
fo� englneering invol�ement. Roseville provides oversight ta ensure that the project is
being co�npleted on tl�ne, on budget, and meets the expectations af the City Counc�l.
A few ex�sting consu�tant projects �ave �een identified an the �vark plan where more
responsibility could be t�ansferred to the eansultants that are assigned to them. This
would be accomplished throug� the elimination of a Rosev�l�e staff pres�nce at meetings,
and having the consul�ant write eounc�l actions, correspondence, and admin updates.
Th�s would reduce our time to a one hour a week check in to ensure that the work is
being completed as expectec�.
On �he a�tached table, we have also identified some projects that are pending and need to
b� addr�ssed t�is year that cou�d be eompleted hy a eonsultant. We wou�d reeommend
that these move �orwarc� v�it� consultant ass�s�ance.
This would reduce the 2010 Wark Pla� haurs to �,653.25 Engineering I-�ours and
1,Q01.75 Tec�nician Hours. Hawever, this reduction is not enoug� for Roseville to be
able to de�iver the 2010 Work Plan.
It rr�a� a�so be possib�e ta transfer some consultant and task oversig�t to Arden Hil�s sta�f
if the}� had availab�e eapacity. �his will be evaluated as the yea� progresses.
2e Can the Roseville Joint Powe�s �1g�eeynent be expanc�ed to include add�tiona� hou�s
to enable l�oseville to hiYe a stczff pe�son ta complete the wo�k on the 2010 Wo�k
Plan ?
As indicated above, the 2010 wor� plan, �f unmadifed, would need an additiona� 1,397
hours o�Roseville staff time. These hours could be provided by a shared full-time
City Council Worksession
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pos�tion or a pa� time posit�on dedicated to Arder� Hills. The time�i�es for these aptions
vary.
• Shared fu��-time employee (FT�): A shared FTE would nat possible until 2411.
This is the resul� of the City's budgeting cycle. Raseville does not have the �unds
avallable to pay for a half FTE in the 2010 budget. We would need ta work with
Arden H�lls to determine a set number of adc�itior�al hours based on what your
long term engineering needs are, and then �ustify the rema�ning hours a� a pa�t of
Rosev�l�e's 2011 budget process. If this is acceptable ta both the Arden H�lls and
Roseville �ity Counci�s, it wou�d ae�dress the lang term need, but wo�ld nat
address our abil�ty to del�ver the 2010 Wark Plan.
• Part-time em��oyee (P�'E): if a PTE vvas hired t�at w�s not a sh�red employee,
the timel�ne could be shorter. It vc�ould require tlze amendment of the JPA to
expand the m�n�rnu�n hours to cover a set nu�nber of hours based on what your
long tern� engineering needs are and the approval of the amended 3PA by �oth
C�ties. Once that is eomplete? it would take around three �nonths ta advertise and
hire � new ernplayee. Th�s sti11 would nat address our ability to del��er the 2010
Work Pla�.
�oth of these seenar�os would requ�re that some of the tasks in the 2010 Work P1an be
moved to 2 Q 11.
As a part of the February discuss�o� regarding additiona� Roseville JPA hours, tl�e
Council Was prov�dec� financla� spreadsheets shawing the 20Q9 engineering expenditures.
This information showed ail rnonies paid out to Rasevi��e and Consu�ting co�np�nies to
complete the 2Q09 Work Plan. Attached is a tabl� summarizing the work that could have
been completed with Roseville engineering staff if there �vas available capac�ty.
3. Can soYne of the 2010 Worl� Plan items be pushed to the end of the yea�/ 201� ?
We have high��ghted six tasks on the v�ork p�a� that we recor��mend be shifted to ZQI 1.
This wou�d reduce the 20� 0 work plan to 1,621.25 Engineering Hours and 982.75
Technician Hours. This sti1� would not address our abi�ity to deiiver the 20� 0 Work Plan.
Recommended Optian:
1-�t �his time Staff �s recommending t�at both optiQn l and 3 be im�lemented. T�lIS WOtIIC�
rec�uce the 2010 work plan to 1,425.25 Englneering �ours and 950.75 Tech�ieian Hours.
While this is still 706 over the 1670 hours cammitted to in the JPA, we have determined
that Ro�eville has adequa�e engineer and technician tirne tQ deliver th�s revised work
p1an. If Raseville has the capacity a� the end of the year, it may be pos�ible ta start
working on the �ter�s on �I�e 2010 Work P�an that ar� proposed ta be shifted to 2011.
These warking hours are estimates; some Qf the projects rnay take more hours, wh�Ie
others may take �ess. T�ere wi�l a�so be additional tasks that vvili come up over the
course of the year that �ill affect this work plan.
City Council �Vorksession
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