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RESOLUTION (ID # 4707) DOC ID: 4707
CITY OF SAN BERNARDINO — REQUEST FOR COUNCIL ACTION
Personnel
From: Helen Tran M/CC Meeting Date: 11/07/2016
Prepared by: Helen Tran, (909) 384-5161
Dept: Human Resources Ward(s): All
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino
Establishing the Classification of Procurement/Contract Support Services Division
Manager (U) and Approving the Job Description; Reclassifying Purchasing Manager to
Procurement/Contract Support Services Division Manager (U); and Deleting the
Purchasing Manager Classification. (#4707)
Current Business Registration Certificate: Not Applicable
Financial Impact:
x The cost differential to fund the Procurement/Contract Support Services Division
Manager (U) position for the remainder of FY 2016-17 is approximately $39,000.00 and
will be absorbed within the Finance's overall operating budget. With the recruitment and
interview process, it is anticipated the position would be filled on or around December
2016.
Motion: Adopt the Resolution.
Synopsis of Previous Council Action:
None.
Background:
Parties connected to the financial affairs over the last several years (Bankruptcy Court
judge, Federal mediation judge, key creditors, grantor agencies, etc.) have made it
abundantly clear the City must provide accurate and timely financial information and
data. Having adequate, qualified staff is essential to making this happen. The
consensus of all parties connected to the City in some manner (independent financial
advisors, independent auditors, etc.) is that the Finance Department has been
significantly understaffed. One of the many existing vacancies is the existing
Purchasing Manager position, which has been vacant for more than four years. In that
time, departments have largely been left to deal with procurement issues on their own
without proper oversight of the process by a Purchasing Manager. Finance staff
provided assistance to departments in some aspects of the process, as it was able.
Changes in workload and processes due to the implementation of the New World
finance system, bankruptcy issues, assumption of the Successor Agency, and various
grant-related responsibilities create a greater need than ever for a Purchasing
professional to help assure that the City is and remains compliant with its own
purchasing rules, and those of other agencies able to impose their requirements on the
City as well (grant agencies). Proper procurement processes, overseen by a
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professional Purchasing Manager, is also a significant part of the necessary "accurate
and timely" financial information.
Further, there are other support duties that can share the same managerial oversight,
such as the Print Shop, with the expectation that greater operating efficiencies can be
generated leading to overall cost reductions for departments being served. Therefore, it
is being recommended that the Purchasing Manager position be reclassified to
Procurement/Contract Support Services Division Manager (U), better reflecting the
duties it will have, and a corresponding salary adjustment.
Analysis:
To achieve the above Finance Department objectives, it is essential that the City find
t and hire highly qualified staff (preferably with successful prior public sector experience)
and proactively reach out to encourage such individuals to apply. As Finance moves
forward with filling its key vacancies, identifying opportunities for efficiency is a primary
goal and consistent with the 20-year fiscal model which anticipates staffing efficiencies.
An effective procurement operation deploying industry best practices, combined with
managing other support functions is consistent with the fiscal model.
When the New World System was implemented, Purchasing was largely decentralized,
but with the lack of a Purchasing Manager in recent years, whatever process was then
designed has been eroded. A seasoned professional with significant experience in the
industry is needed to evaluate the system as it is today, understand the New World
system, and reassemble a process that will take advantage of the efficiencies
associated with decentralization together with the controls associated with a more
centralized process.
The daily duties of the proposed Procurement/Contract Support Services Division
Manager (U) will be to plan, coordinate and manage implementation of the City's
purchasing policies and procedures; negotiate and monitor highly complex contracts for
services and products; manage and participate in the purchasing of a wide range of
materials, supplies, services and equipment for the City; provide technical support,
information and assistance to departments on purchasing issues and the development
of applicable standards and specifications; supervise assigned staff; and perform
related duties as assigned. Also, the individual will immediately be given managerial
responsibility for the Print Shop. Other support services could be added later. As such,
this position will require expert, professional-level purchasing experience within a
sophisticated municipal government agency.
Fiscal Impact:
The 2016-17 adopted budget includes a full-time salary allocation of approximately
$133,000 for the Purchasing Manager position. With a market study and the inclusion of
additional duties, a salary range 4586, $99,036.00 to $120,372.00 is recommended for
the proposed Procurement/Contract Support Services Division Manager (U). With
benefits, the total cost of the new range is $171,238.25 at top step, or an increase of
approximately $39,000.00 over the current salary range. The proposed increase is
necessary to attract an adequately qualified candidate to the position, but will not
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require any additional budgetary allocation for the 2016/17 fiscal year. The new salary
range will be fully funded in subsequent years' budgets and be an increase to the
overall Finance budget.
It is anticipated that an effective, well-managed procurement function will generate
value in the contracts being bid/negotiated with the City's business partners, such that
the savings generated would more than pay for the actual cost of the position. The
other key benefit, is that a strong procurement function helps to assure that the City is
using its resources not only in the most efficient manner, but also consistent with the
variety of regulations with which the City must comply.
1 FROM TO
Purchasing Manager Procurement/Contract
Support Services Division
Manager (U)
Range 4538 Range 4590
Bottom Top Bottom Top
Annual Salary $77,952.00 $94,752.00 $99,036.00 $120,372.00
Benefits $33,381.70 $37,692.42 $45,391.65 $50,866.25
Total $111,333.70 $132,444.42 $144,427.65 $171,238.25
Salary/Benefits
If approved, the cost differential to fund the Procurement/Contract Support Services
Division Manager (U) position for the remainder of FY 2016-17 is approximately
$39,000.00 and will be absorbed within the Finance's overall operating budget. With the
recruitment and interview process, it is anticipated the position would be filled on or
around December 2016.
RECOMMENDATION
1. Establish the position of Procurement/Contract Support Services Division
Manager (U) position, Range 4586, $8,253.00 - $10,031.00/month and approve
the job description.
2. Add one (1) position of Procurement/Contract Support Services Division
Manager (U), Range 4586, $8,253.00 - $10,031.00/month to the Finance's table
of organization.
3. Reclassify the Purchasing Manager, Range 4538, $6,496 - $7,896/month to
Procurement/Contract Support Services Division Manager (U), Range 4586,
$8,253 - $10,031 /month
4. Delete one (1) Purchasing Manager, Range 4538, $6,496.00 - $7,896/month, to
the Finance's table of organization.
5. Move the Print Shop operations from IT to the Finance Department under the
Purchasing Division.
6. Authorize the Interim Director of Human Resources to update Resolution Nos.
97-244 and 2011-218 to reflect these changes.
7. Authorize the Director of Finance to amend the FY 2016-17 budget to reflect
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these changes.
City Attorney Review:
Supporting Documents:
RESOLUTION (DOCX)
EXHIBIT A- PROCUREMENT-CONTRACT SUPPORT SERVICES DIVISION
MANAGER (U) (DOC)
Finance Org Chart - PROPOSED (PDF)
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RESOLUTION NO.
i
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
2 BERNARDINO ESTABLISHING THE CLASSIFICATION O
PROCUREMENT/CONTRACT SUPPORT SERVICES DIVISION MANAGER (U) AN
3 APPROVING THE JOB DESCRIPTION; RECLASSIFYING PURCHASING MANAGER C&
TO PROCUREMENT/CONTRACT SUPPORT SERVICES DIVISION MANAGER (U); c
4 AND DELETING THE PURCHASING MANAGER CLASSIFICATION.
C
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY 0
6 OF SAN BERNARDINO AS FOLLOWS:
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SECTION 1. The classification of Procurement/Contract Support Services
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9 Division Manager (U), Range 4586, $8,253 - $10,031 per month, is hereby established
10 and the job description for said position, attached hereto as Exhibit "A," is hereby L
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11 approved. 0
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12 SECTION 2. The addition of one (1) position of Procurement/Contract Suppor, E
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13 Services Division Manager (U), Range 4586, $8,253.00 - $10,031.00/month to th °
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14 Finance's table of organization is hereby approved. o
is SECTION 3. The classification of Purchasing Manager, Range 4538, $6,496 a
16 $7,896/month, is hereby reclassified to Procurement/Contract Support Services Division
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Manager (U), Range 4586, $8,253 - $10,031 /month. o
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SECTION 4. The classification of Purchasing Manager, Range 4538, $6,496
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$7,896/month, is hereby deleted.
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SECTION 5. The move of the Print Shop operations from the IT Department to
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the Finance Department is hereby approved. w
23 SECTION 6. The Director of Human Resources is authorized to update
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24 Resolution Nos. 97-244 and 2011-218 to reflect these actions. U
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25 SECTION 7. The Director of Finance, or designee, is authorized to amend the
FY 2016/17 budget to reflect these actions.
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1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO ESTABLISHING THE CLASSIFICATION O
2 PROCUREMENT/CONTRACT SUPPORT SERVICES DIVISION MANAGER (U) AN
APPROVING THE JOB DESCRIPTION; RECLASSIFYING PURCHASING MANAGE
3 TO PROCUREMENT/CONTRACT SUPPORT SERVICES DIVISION MANAGER (U);
AND DELETING THE PURCHASING MANAGER CLASSIFICATION. _
4 °
5 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the cc
6 Mayor and Common Council of the City of San Bernardino at a meeting thereof, held on °
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2 the day of 2016, by the following vote, to wit:
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9 COUNCILMEMBERS: AYES NAYES ABSTAIN ABSENT cn
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to MARQUEZ
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11 BARRIOS
12 VALDIVIA
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SHORETT
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NICKEL a
14 RICHARD a
15 MULVIHILL o
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17 Georgeann Hanna, City Clerk
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The foregoing Resolution is hereby approved this of o
19 2016.
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R. Carey Davis, Mayor o
22 City of San Bernardino w
Approved as to form:
23 Gary D. Saenz, City Attorney W
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By:
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EXHIBIT A
• Class Code:
MICC Date Adopted: o
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City of San Bernardino Signature: N
Director, Human Resources .
Bargaining Unit: Management 0)
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Class Specification N
PROCUREMENT/CONTRACT SUPPORT SERVICES DIVISION MANAGER (U)
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JOB SUMMARY
Under general direction from the Director of Finance, plans, coordinates and manages o
implementation of the City's purchasing policies and procedures; negotiates and monitors highly
complex contracts for services and products; manages and participates in the centralized
purchasing of a wide range of materials, supplies, services and equipment for the City; provides
technical support, information and assistance to departments on purchasing issues and the UJ
development of applicable standards and specifications; has managerial responsibility for the ¢
Print Shop; supervises assigned staff; and performs related duties as assigned. This position a
requires expert, professional-level purchasing experience in a municipal government agency.
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DISTINGUISHING CHARACTERISTICS v)
The Procurement/Contract Support Services Division Manager (U) is responsible for the
management of the Purchasing and Reproduction Division of the Finance Department, which ES
includes the functional areas of purchasing, contract administration, reproduction, and mail UJ
services. Develops policies and procedures in compliance with federal, state, City Charter, and j
Municipal Code requirements. The position may be designated as the City's Purchasing Agent w
by the City Manager and shall administer the purchasing system as outlined in San Bernardino W
Municipal Code Section 2.06. Responsible for coordinating and issuing City-wide contracts 0:
including formal, informal, and annual contracts, as well as high-value, specialized or complex a
agreements requiring substantial experience in public sector purchasing. Assures efficient, cost- (-
effective and quality services for various City departments. Assignments are broad in scope and U)
allow for a high degree of administrative discretion and independent judgment in its execution. v
ESSENTIAL DUTIES AND RESPONSIBILITIES z
The duties listed below are intended only as illustrations of the various types of work that may o
be performed. The omission of specific statements of duties does not exclude it from the FL
position if the work is similar, related or a logical assignment to this class. z
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1. Develops division goals and objectives that reflect modern purchasing/materials W
management best practices. v
2. Exercises approval and signature authority for all purchases and City contract 0
agreements as provided in San Bernardino Municipal Code Section 3.04. a
3. Assumes the Purchasing Agent job duties, if delegated by the City Manager, as outlined Q
in San Bernardino Municipal Code Section 2.06.
4. Develops and provides appropriate systems and procedures for soliciting quotations,
bids and proposals, contract administration, reproduction and mailing services, and x
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records management.
5. Provides leadership, direction, and assistance to departments and agencies on d
conducting highly complex contract negotiations with outside vendors. E
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Procurement and Support Services Division Manager(U)
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EXHIBIT A
6. Evaluates acquisition and contract requirements and determines solicitation processes,
such as Request for Proposal (RFPs), Invitation to Bid (ITB), Requests for Quotations o
(RFQs) and Requests for Information (RFI). c
7. Manages multiple contract activities and performs complex financial system transactions N
and prepares written reports and award recommendations. d
8. Investigates and helps resolve purchasing/bid/contract and performance disputes.
9. Provides City staff with guidance and assistance regarding purchasing procedures and
legal requirements; participates with departments in the development of bid and job
specifications. Z
10. Develops procedures and participates directly in the evaluation and awarding of w
responsible bids for supplies and services in accordance with the Municipal Code and
established methods and procedures. o
11. Plans and implements technological changes including automation of purchasing, and V
records management systems.
12. Prepares and updates City-wide Purchasing Manual; develops and provides
seminars/training in purchasing and contract administration for City staff. Ui
13. Makes recommendations for updates to the City Charter and/or San Bernardino Q
Municipal Code related to purchasing systems, best practices and legal requirements. Z
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14. Manages in-house reproduction and mail services to ensure timeliness and quality of
services. z
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15. Develops and implements new concepts in work simplification and cost reduction
including life-cycle costing, systems contracts, value analysis, vendor analysis, cost >_
analysis, price analysis, and lease/purchase agreements. °
16. Maintains vendor/commodity files and/or specifications on sources of supply, costs, w
delivery, vendor ratings, and quality requirements. v
17. Coordinates with City Clerk on the City's record retention and destruction program. w
18. Manages formal contracts, open market procedures and emergency purchases. U)
19. Management and disposal of surplus supplies and equipment.
20. Supports the City in any contracting/outsourcing of any City-related services, to include a
but not limited to professional service agreements, vendor services agreements and °-
contractor agreements. U)
21. Performs related duties and responsibilities U
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GENERAL QUALIFICATIONS Z
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Knowledge of: U
1. Laws, regulations, policies, and procedures related to public sector purchasing, including z
solicitation of bids/proposals, financing, and evaluation of offers, negotiations and 2
awarding of contracts. W
2. Principles, practices, methods and techniques of public agency purchasing and
contracting, including competitive bidding procedures. 0 0
3. Principles, practices and techniques of contract administration. a
4. Federal, state and local laws, regulations and court decisions governing City purchasing a
and contracting activities. t=
5. Typical sources and types of products, commodities and services used by a City
government. w
6. Principles and practices of public administration, including budgeting and the
maintenance of public records.
7. Record-keeping practices and procedures related to a purchasing function. E
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Procurement and Support Services Division Manager(U)
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EXHIBIT A
8. Principles and practices of effective management and supervision.
9. City human resources policies and procedures, Civil Service rules and labor contract c
provisions. c
10. Implementation of procurement techniques consistent with the "best practices" within the N
field of professional purchasing operations. a°
11. Budgeting techniques, and contracts administration.
12. A demonstrated ability in negotiating and selecting contractors, vendors and consultants.
13. Skills required in planning and implementing technological change and automation. N
14. Current management techniques and an ability to supervise a diverse group of
professional, technical and support personnel. w
15. Reproduction and mailing operations.
16. Written and verbal communications skills. o
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Ability to: y
1. Plan, coordinate, manage and evaluate complex work programs of a centralized
purchasing function. UJ
2. Define issues, analyze information and problems, evaluate alternatives and develop a
sound conclusions and recommendations. Z
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3. Present proposals and recommended courses of action clearly and logically.
4. Organize, set priorities and exercise sound independent judgment within areas of Z
responsibility. Y)
5. Analyze and solve complicated contractual terms, investigate sensitive or unusual issues
or complaints, and provide guidance and assistance. °
6. Understand, interpret, explain and apply municipal and state laws and regulations LU
governing purchasing procedures. >
7. Work independently, reason logically, work under �
pressure, adapt to varying w
circumstances, and use sound judgment in the performance of duties.
8. Develop and implement sound, efficient, cost-effective purchasing and contracting 0:
standards, procedures and processes. a
9. Prepare clear, concise and comprehensive correspondence, reports, studies and other °•
written materials. co
10. Exercise sound, expert independent judgment within general policy guidelines. ~
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11. Use tact, discretion and diplomacy in dealing with concerned customers, contractors and
vendors.
12. Maintain confidentiality of privileged information. o
13. Establish and maintain effective working relationships with City Manager, City
department heads, division managers, staff, vendors and others encountered in the Z
course of work.
14. Work effectively with others and be responsive to City-wide departmental needs.
15. Communicate with others and assimilate and understand information in a manner
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consistent with the essential job functions. 0
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MINIMUM QUALIFICATIONS eC
Education, Training And Experience ro
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Any combination of education and experience that provides the required knowledge, skills, X
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and abilities to perform the essential job duties of the position is qualifying. Incumbents will
possess the most desirable combination of training, skills, and experience, as demonstrated a
by their past and current employment. Sufficient education, training and/or work experience E
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Procurement and Support Services Division Manager(U)
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EXHIBIT A
to demonstrate possession of the following knowledge, skills, and abilities which would
typically be acquired through: o
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Bachelor's degree from an accredited institution in Business Administration, Public N
Administration, Finance or Operations Management or closely related field. Master's °a
degree preferred. _
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Six or more years' experience in a purchasing operation within a complex municipal
government organizational structure, with progressively responsible experience in
purchasing and contracting for a variety of supplies, materials, services, public projects, w
and equipment; and
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Six(6) years of which were in a supervisory or management capacity.
Licenses; Certificates; Special Requirements:
A valid California driver's license and the ability to maintain insurability under the City's LU
vehicle insurance policy. a
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Professional certification from the Universal Purchasing Certification Council (CPPO) or the
f' Institute of Supply Management (CPM) is highly desirable. Certified Associate Contracts Z
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Manager, Certified Federal Contracts Manager, Certified Professional Contracts Manager, in
Certified Purchasing Manager or Certified Public Purchasing Officer from a nationally
recognized organization such as the Institute of Supply Management, National Contract °
Management Association or Universal Purchasing Certification Council. v
PHYSICAL DEMANDS
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The physical demands described here are representative of those that must be met by an
employee to successfully perform the essential functions of this class. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential 0 0.
functions. a.
While performing the duties of this job, the employee is regularly required to sit; talk or hear, U
both in person and by telephone; use hands to finger, handle and feel computers and standard
business equipment; and reach with hands and arms. The employee is frequently required to
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stand and walk. 0
Specific vision abilities required by this job include close vision and the ability to adjust focus. Z
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WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee
encounters while performing the essential functions of this class. Reasonable accommodations 0
II may be made to enable individuals with disabilities to perform the essential functions. a
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The employee works under typical office conditions, and the noise level is usually quiet.
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