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REQUEST FOR COUNCIL ACTION Date: March 2, 2015 Item No.: 8.d Department Approval City Manager Approval Item Description: Approve Contract for Facility Management B ACKGROUND 1 On January 26, 2015, Public Works staff dicussed with the Council proposed organizational 2 changes to the department that had been anticipated in the department strategic plan. Due to a 3 recent retirement, an opportunity to revisit our staffing and service delivery needs presented 4 itself. 5 Public Works staff recommended contracting facility management to the private sector and 6 creating a customer service position along with shifting of a number of duties within the 7 Department. 8 The PW Department Strategic Plan has indicated a need to relook at facility management 9 services delivery to gain more expertise and professional experience in facility management 10 service delivery. We have had conversations with private sector facility management firms 11 going back several years to understand what they could provide in this area. We have recently 12 renewed those conversations in light of the recent retirement. 13 Facility management duties are approximately 50 percent of the job description duties of the 14 Fleet and Facilities Supervisor position. Fleet management, NPDES Stormwater compliance, 15 pavement management database and ratings, and special projects making up the other 50 percent 16 of job description duties. We discussed utilizing approximately $45,000 of the funding for the 17 current position to contract for professional facility management services to a private firm. 18 After talking to several firms that provide management services, staff requested a proposal from 19 McGough Facility Management, a local Roseville firm located on Fairview Avenue. They can 20 provide web based service request response in a timely fashion. They will monitor existing 21 energy management systems and receive 24 hour round the clock alarms for the HVAC systems. 22 The following is a summary list of the management duties under the proposed contract: 23 Assist with any special project management that may occur to the buildings from 24 time to time. 25 Meet and coordinate any additional subcontractor work that may be required to 26 maintain buildings. 27 Review all monthly invoices for correctness. 28 Perform regular and routine general building assessments, noting items that require 29 repair. 30 From time to time, meet with service technicians to review equipment operations. 31 Page 1 of 3