HomeMy WebLinkAbout12-Facilities Management
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: James Sharer, Director Subject:
Authorize the Director of Finance to amend the FY 01-
. ., '. L 02 Facilities Management adopted budget and transfer
Dept: Facilities Management C ,. . savings from salary accounts to contractual services
, i . j "". · . .' \ accounts as outlined below and authorize the Purchasing
Manager to extend the POs with the contractual services
Date: January 2, 2002 agencies accordingly.
Synopsis of Previous Council Action:
None
Recommended Motion:
L Adopt Resolution.
2. Authorize the Director of Finance to amend the FY 01-02 Facilities Management adopted budget and transfer
$25,300.00 from 631-331-5011 to 631-331-5502 and $15,000,00 from 001-326-5011 to 001-326-5502.
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Contact person:
James Sharer
James W. Sharer
Director of Facilities Management
Phone: 384-5244
Supporting data attached:
Staff Report
Ward(s): N/A
FUNDING REQUIREMENTS:
Amount: $25,300.00 from 631-331-5011 to 631-331-5502
$15,000.00 from 001-326-5011 to 001-326-5502
Source: As described above
Bar~~ V-Ir~.
Director of Finance
Council Notes:
';2C.lSP:Jlt?CC2.22
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Agenda Item No. J:J.,
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
SUBJECT
Resolution authorizing the Purchasing Manager to increase purchase orders to Account Temps,
Apple One, and Kimco for the provision of temporary clerical staffing services in the Facilities
Management Department.
BACKGROUND
The Facilities Management Department is responsible for facilities and custodial maintenance,
facilities-related projects, parking control, telephone support, and facilities-related accounts
payables.
The support positions for parking control, telephone support, and facilities-related accounts
payables are normally staffed by three full-time permanent employees; however, these positions
are currently vacant. While staff has sought to fill these full-time permanent vacancies with
qualified individuals, the complex level of customer service requirements of these positions
causes higher than average turnover and also makes them more difficult to fill. However, staff
anticipates that these vacancies will be filled by the end of the fiscal year. In the meantime, it
was necessary to bring in temporary contract employees from Account Temps, Apple One, and
Kimco.
Facilities Management currently has purchase orders with three vendors (Kimco, Account
Temps, and Apple One) for the provision of temporary clerical support. Two of the three
agencies are located in San Bernardino. Because of the difficulty in finding and retaining even
temporary help, the use of at least three agencies was necessary. It is requested that the purchase
orders with the temporary contract employee agencies be increased as follows:
Al!encv PO# Current Amount Increase
Account Temps (Ontario) 995295 $ 3,319.82 $22,385.34
Apple One (San Bernardino) 995296 $ 7,781.44 $ 6,565.23
Kimco (San Bernardino) 995197 $ 6.500.00 $11.322.53
Total $17,601.26 $40,273.10
Total
$25,705.16
$14,346.67
$17.822.53
$57,874.36
Because of the lack of qualified individuals for the three full-time permanent employees and the
continued need for temps, the line item budget for temporary employee services has been
exhausted. To continue to staff these positions until such time as full-time permanent employees
are retained by the City, it will be necessary to transfer savings from full-time salaries to
contractual services.
FINANCIAL IMPACT
Staff is requesting budget transfers of $25,300 from 631-331-5011 to 631-331-5502 and $15,000
from 001-326-5011 to 001-326-5502. This request should cover these positions through the end
of the fiscal year. The savinl!s is realized as follows:
# Months
Vacant
Monthly Account (7/1/01 to
Sal & Ben. Number 12/31/01)
$2,427 631-331-5011 6
$2,374 001-326-5011 6
Total Savings Available
Position
Account Clerk II
Typist Clerk III
#Months
Vacant
(1/1/02 to
6/30/02)
6
6
Total
Savinl!s
$29,124
$28.488
$57,612
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Sufficient permanent salary savings exist to fund budget transfers of $25,300 from 631-331-5011
to 631-331-5502 and $15,000 from 001-326-5011 to 001-326-5502.
RECOMMENDATION
1. Adopt Resolution
2. Authorize the Director of Finance to amend the FY 01-02 Facilities Management adopted
budget and transfer $25,300 from 631-331-5011 to 631-331-5502 and $15,000 from 001-
326-5011 to 001-326-5502.
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RESOLUTION NO.
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY 0
SAN BERNARDINO AUTHORIZING THE PURCHASING MANAGER TO INCREAS
PURCHASE ORDERS TO ACCOUNT TEMPS, APPLE ONE, AND KIMCO FOR TH
PROVISION OF TEMPORARY CLERICAL STAFFING SERVICES FOR FACILITIE
MANAGEMENT DEPARTMENT.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AS FOLLOWS:
SECTION 1. Account Temps provides temporary clerical staffing services to the
Facilities Management Department. which must be extended until vacant full-time permanent
positions are filled. Pursuant to this determination, the Purchasing Manager is hereby authorized
and directed to increase Purchase Order 995295 to Account Temps by $22,385.34 to a total of
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$25.705.16.
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SECTION'2. Apple One provides temporary clerical staffing services to the Facilities
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Management Department. which must be extended until vacant full-time permanent positions are
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filled. Pursuant to this determination, the Purchasing Manager is hereby authorized and directed
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to increase Purchase Order 995296 to Apple One by $6,565.23 to a total of$14,346.67.
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SECTION 3. Kimco provides temporary clerical staffing services to the Facilities
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Management Department, which must be extended until vacant full-time permanent positions are
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filled. Pursuant to this determination, the Purchasing Manager is hereby authorized and directed
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to increase Purchase Order 995197 to Kimco by $11,322.53 to a total of $17,822.53.
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SECTION 4. The authorization to execute the above-referenced Change Purchase
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Orders for the aforementioned changes is rescinded ifnot issued within sixty (60) days of the
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passage of this resolution.
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY 0
SAN BERNARDINO AUTHORIZING THE PURCHASING MANAGER TO INCREAS
PURCHASE ORDERS TO ACCOUNT TEMPS, APPLE ONE, AND KIMCO FOR TH
PROVISION OF TEMPORARY CLERICAL STAFFING SERVICES FOR FACILITIE
MANAGEMENT DEPARTMENT.
I HEREBY CERTIFY that the foregoing resolution was duly adopted by the Mayor and
Common Council of the City of San Bernardino at a meeting thereof,
held on the day of , 2002, by the following vote, to wit:
Council Members:
AYES
NAYS
ABSTAIN
ABSENT
ESTRADA
LIEN
MCGINNIS
SCHNETZ
SUAREZ
ANDERSON
McCAMMACK
City Clerk
The foregoing resolution is hereby approved this
day of
,2002,
Judith Valles, Mayor
22 City of San Bernardino
23 Approved as to form and legal content:
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2;
es F. Penman, City Attorney
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** FOR OFFICE USE ONLY - NOT A PUBLIC DOCUMENT **
RESOLUTION AGENDA ITEM TRACKING FORM
Meeting Date (Date Adopted): / -.).:2 - Ci.:2- Item # / ,;L
Vote: Ayes Jfi ,) ,'l.,-G Nays r;j
Change to motion to amend original documents;
Resolution # ~DC>:;2 - '2 ;;;2..
Abstain .e-- Absent ~
Reso. # On Attachments: ~ Contract teno: -
Note on Resolution of Attachment stored separately: -=--
Direct City Clerk to (circle I); PUBLISH, POST, RECORD W/COUNTY
Date Sent to Mayor: I J;;...t.f /0:2-
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Date of Mayor's Signature: t - ~ -6:;1
Date of Clerk/CDC Signature: I-d "\ -(,,;)
Date Memo e
See Attached:
ttached;
See Attached:
e;
60 Day Reminder Letter Sent on 30th day:
90 Day Reminder Letter Sent on 45th day:
Request for Council Action & Staff Report Attached:
Updated Prior Resolutions (Other Than Below):
Updated CITY Personnel Folders (6413, 6429, 6433,10584,10585,12634);
Updated CDC Personnel Folders (5557):
Updated Traffic Folders (3985, 8234, 655, 92-389):
Copies Distributed to:
City Attorney r/" Code Compliance
Dev. Services
Parks & Rec.
Police
Public Services
Water
Notes:
NulINoid After: !co DI+{ S } .~ ',}5-o.:J-
f
By:
Reso. Log Updated: V
Seal Impressed: /
Date Returned:
Yes / No By
Yes No~ By
Yes No~ By"
Yes No ~y
Yes No _ By
EDA
Finance /'
Others: ~U17t$
MIS
BEFORE FILING, REVIEW FORM TO ENSURE ANY NOTATIONS MADE HERE ARE TRANSFERRED TO THE
YEARLY RESOLUTION CHRONOLOGICAL LOG FOR FUTURE REFERENCE (Contract Term, etc.)
Ready to File~
Date: Iluii) Od-
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Revised 0 I /12/0 I