The URL can be used to link to this page

Home My WebLink About140-09 RESOLUTIONRESOLUTION NO. 140-09 A RESOLUTION TO AMEND THE 2009 BUDGET TO AUTHORIZE AND FUND TWO FULL TIME EMPLOYEE POSITIONS FOR PROJECT DESIGN AND MANAGEMENT OF UTILITIES DEPARTMENT PROJECTS AND TO APPROVE THE ATTACHED BUDGET ADJUSTMENT TO REDUCE THE OVERALL WATER AND SEWER BUDGET BY $250,000.00 BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby approves an amendment to the 2009 Budget to authorize and fund two full time employee positions for project design and management of utilities department projects and approves the attached budget adjustment which reduces the overall Water and Sewer Budget by $250,000.00. PASSED and APPROVED this 16th day of June, 2009. APPROVED: Bv.• `v 0 ELD JON, Mayor ATTEST: By:,� (/,q911ACCCt-' SONDRA E. SMITH, City Cle rk lTreasurer 4k\'vTRF�'',,,, Fp o ••_,\I'Y OF•'Gam'': w ▪ 6 • FAY ETi TEVI LLE ; '7;1:74•1431CANSP. J2: David Jurgens Submitted By City of Fayetteville Staff Review Form City Council Agenda Items and Contracts, Leases or Agreements 2 -Jun -09 City Council Meeting Date Agenda Items Only Water/Sewer Division Action Required: Utilities Department Approval of two employee positions for project design and management of Utilities Department projects, and approval of a net cost reduction budget adjustment of $250,000. $ (250,000.00) Cost of this request 5400-0940-4999-99 Account Number Project Number Budgeted Item EME Category / Project Budget Use of Fund Balance Program Category / Project Name Use of Fund Balance Funds Used to Date Program / Project Category Name Water/Sewer Remaining Balance Fund Name Budget Adjustment Attached ,Poui Finance and Internal Services Director {sjle Previous Ordinance or Resolution # Date Original Contract Date: $ Original Contract Number: Date 5- 0-67 Date Received in City Clerk's Office Comments: Revised J uary 15, 2009 larTettaje CITY COUNCIL AGENDA MEMO City Council Meeting of June 2, 2009 To: Fayetteville City Council Thru: Mayor Lioneld Jordan Fayetteville Water and Sewer Committee Don Marr, Chief of Staff From: David Jurgens, P.E. Utilities Director Date: May 14, 2009 Subject: Approval of two employee positions for project design and management of Utilities Department projects, and approval of a cost reduction budget adjustment of $250,000 RECOMMENDATION Fayetteville City Administration recommends approval of two employee positions for project design and management of Utilities Department projects, and approval of a cost reduction budget adjustment of $250,000. BACKGROUND In 2004 the Water/Sewer Committee and City Council approved the concept of an in-house Water and Wastewater project design and management team as this team could execute many projects in-house, resulting in a significant cost savings over hiring consultants for the work. This technique had proven itself in Engineering, where in-house designs have been completed for many projects, some constructed by in-house crews (Trails, Transportation)' and others completed through contract construction. The intent for the Water/Sewer team was to phase in the positions over three years. The first position was a staff engineer, approved in the 2005 budget and filled by Shannon Jones. The two additional positions were included in the 2008 Water and Sewer Rate Study, with both positions budgeted as full time starting in July 2008. With management changes in 2005 and moving WSIP program management in-house in 2006, many water and wastewater capital projects were deferred, as was the continued development of the project design and management team. DISCUSSION As WSIP projects are reaching completion and normal capital work is resuming, now is the time to establish this team. Capital funding with Water and Sewer revenues, impact fees, and grants are projected at an average of $5.5 million per year through at least the next five years. This does not include funding from WSIP, American Recovery and Reinvestment Act (stimulus bill), W/S bond funds, and street bond funds (used for W/S relocations). With this $5.5 million annual capital program, the savings using the in-house project team will range from $333,000 - $680,000 per year. Savings for all funding sources will be greater when execution is optimized for each project. Samples of savings already realized as well as projected future savings are below. Cost Savings To Date > Savings proven in WSIP for design, construction management, and within the construction contracts themselves: • $1,173,474 saved using in-house team instead of contracted program management; WWW Design Team Staffing Request CCMemoJun09 1 Siye City Council Meeting of June 2, 2009 • $947,298 cost reduction change order to MWY West Side WWTP design contract; • WSIP team functioned at 43.5% of approved budget, $326,526 spent of $750,000 approved; • WSIP team savings due in part to filling only two of the three approved positions; ➢ To date, 18 of 19 WSIP construction contracts have been completed below approved funding. Future Cost Savings > Team adoption will result in immediate budget reduction of $250,000. > These two positions were included in rate design in approved 2008 W/S Rate Study, page 4-3. > Annual savings is from $333,000 - $680,000 in next four years even with minimal capital work. Missions (1) in-house design and construction management for water/sewer, WSIP, & other projects; (2) manage and provide quality assurance (QA/QC) for Utilities Department contracted projects; (3) provide hands-on QA/QC for the wastewater treatment operations contract (rebids this year); (4) develop specialized requests for proposal as required (as did for ice storm & mulch removal); (5) perform other Utility and City duties as required, providing expertise to all departments. (6) develop and maintain standardized specifications; and Benefits To City ➢ Saves money by optimizing in-house versus outsourced design and contract supervision. > Increases public service with rapid City response to public calls and complaints. > WSIP biosolids project cost estimates based on in-house design and construction management. These costs will increase if consultants have to be hired. > Enhances public communication due to intimate, day to day staff involvement in projects. ➢ Saves time and significantly increases responsiveness to changing demands and short turnaround opportunities (i.e., stimulus projects, ice storm RFP's and contracts, etc.) by reducing the Engineering selection and Council approval process. ➢ Provides better overwatch on the City's most expensive assets (wastewater treatment plants) and increases City involvement in decision making regarding WWTP operations. ➢ Reduces expenses for tasks such as Water/Sewer Committee minutes. ➢ Reduces other staff overhead by eliminating selection committees. BUDGET IMPACT A budget adjustment reducing the approved Water and Sewer Capital Budget by $250,000 is attached; these funds will be returned to the W/S fund balance. This team will result in a net annual savings exceeding $250,000 per year. The team will be budgeted through a Water/Sewer program, with most funding allocated to supported projects. Thus, if the work is funded by water and sewer revenues, impact fees, or sales tax, that appropriate fund will be used to reimburse team expenses. WWW Design Team Staffing Request CCMemoJun09 RESOLUTION NO. A RESOLUTION TO AMEND THE 2009 BUDGET TO AUTHORIZE AND FUND TWO FULL TIME EMPLOYEE POSITIONS FOR PROJECT DESIGN AND MANAGEMENT OF UTILITIES DEPARTMENT PROJECTS AND TO APPROVE THE ATTACHED BUDGET ADJUSTMENT TO REDUCE THE OVERALL WATER AND SEWER BUDGET BY $250,000.00 BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby approves an amendment to the 2009 Budget to authorize and fund two full time employee positions for project design and management of utilities department projects and approves the attached budget adjustment which reduces the overall Water and Sewer Budget by $250,000.00. PASSED and APPROVED this 2nd day of June, 2009. APPROVED: ATTEST: By: By: LIONELD JORDAN, Mayor SONDRA E. SMITH, City CIerk/Treasurer City of Fayetteville, Arkansas Budget Adjustment Form Budget Year 2009 Department: Operations Division: Water & Wastewater Director Program: WSIP Project Management Date Requested 5/8/2009 Adjustment Number Project or Item Added/Increased: Capital Management Team Program. Project or Item Deleted/Reduced: Mt Sequoyah W/S System Upgrade Project and Sanitary Sewer Rehabilitation Project. Justification of this Increase: Funds are needed to set up the Capital Management Team program. This team would execute in-house design and construction management for appropriate projects in the Utilities Department along with other Utility Department duties as required. This program would save the city monies by optimizing in-house versus contract design and contract supervision on capital projects. Justification of this Decrease: The capital project accounts that are being reduced to set up the Capital Management Team Program are reflecting the cost savings already realized by utilizing some in- house design and construction management by the WSIP Project Management Team. Increase Budget Account Name Account Number Amount Project Number See Attached Detail Account Name Decrease Budget Account Number Amount Project Number Approval Signatures 115 ale ► par o II1 Finnce irector for C 1( c1 Date 15.1100 Date 5- i1-oq Date Date 6'9 09 ate Budget & Research Use Only Type: A B C / D} E Requested By General Ledger Date Posted to General Ledger Posted to Project Accounting Initial Date Initial Date Budget Adjustment Detail Backup Increase Account Name Account Number Budget Salaries & Wages 5400 40205100:00 44;207. Overtime 5400.4020.5103.00 .668. FICA Taxes 5400.4020.5105.00 3,382 Life Insurance .5400.4020.5107.00. .129' Health Insurance 5400 4020.510800 5,562 LTD Insurance 5400.4020.5108.01 138 Decrease Budget Project# Sub# ADD Insurance 5400.4020:5108.02 8.' Retirement Savings Plan 5400.4020.5109...06 5,305 Workers' Compensation Insurance 5400.4020.511.1.00 698 Office Supplies/Printing 5400:40205200.00 1,266 Copies And Lease 5400.4020.5200:01 75 Minor Equipment 5400 402.0.5210.00 1,564, Fuel 5400.4020:5213.04 875: Safety Devices 5400.4020.521.7:00 85 Uniforms/Personal Equipment 5400.4020.5302.00 342 Publications & Dues 5400.4020:5303:00 187 Travel & Training 5400.4020:5304.00 1,966 Telephone Expense 5400.4020.5310.01 801'' Motor Pool Charges ::5:400.4020.533:1.00 .;.736' Replacement Charges ..5400.4020.5331.01 1;973 Shop Overhead Charges :.5400.4020.5381.02i ,4:14 Shop Overhead Insurance 5400.4020;5331-03 .195'. Radio Maintenance . .5400.4020.5402.00. 250 Use of Fund Balance 5400 09404999:99 250£000 • Sewer Improvements 54.00 5700:581.5.00 Water Line Improvements 5400.5600.5808.00 Pop Operation Contract 5400.5140.5328.00,`'. Project Description 125,000 02017 t: R Sanitary Sewer Rehabilitation 125,000 01023 1 R Mount Sequoyah W&S System Upgrade 70,826 320,826 320,826 Page 1 of 2 C:IDOCUME-11KSPRIN-1ILOCALS.11Temp\XPgrpwise\BA Form 2009 - Capital Management Team.xls 1rtyeLae CITY COUNCIL AGENDA MEMO City Council Meeting of June 16, 2009 To: Fayetteville City Council Thru: Mayor Lioneld Jordan Don Marr, Chief of Staff From: David Jurgens, Utilities Director Date: June 12, 2009 Subject: Supplemental Information for request for approval of two employee positions for project design and management of Utilities Department projects. This memorandum provides additional information regarding the two requested Utility Department employee positions. The first attachment is an extract from the Utilities Department Capital Improvement Plan, including projects from all funding sources including Water and Sewer Revenue, Solid Waste Revenue, Impact Fees, Water and Sewer Bonds, Wastewater System Improvement Funds, and Street Bonds (one project). Not all projects are included- this list only includes those projects in which the project design and management team is expected to be heavily involved. The second and third attachments are job descriptions for the two positions being requested. Attachments: Four Year Capital Plan (being updated with current CIP development) Job Descriptions WWW Design Team Staffing Request CCMemo Supplement Jun09 aU ax 69 Ig U�jU � EA 69 FA a U UJ N r N N m N ?,,,g4 I h 69 E9 VE69 69 69 EA 69 UJ o m .- N v ... 44 Fl nn- r Engineering Design & Consh 2010 9 Ue m ry .., ry ry m N a _ _ _ gsn V a m Fl 66 aE x r P. Eq $ 1,320,000.00 $ 7,075,250.00 $ 3,083,110.00 $ 3,150,000.00 $ 2,500,000.00 $ 1,035,893.00 $ 3,300,000.00 $ 765,754.00 $ 15,400.00 0.0 $-- 250,000.00 $ 765,754.00 $ 331,000.00 $ 60,000.00 W/S WSIP -se, 3 Nomy 36 °.,.; 3 O -C�n" 3 3 3 =� e 3 W/S W/S Solid Waste Solid Waste W/S W/S, Developer W/S W/S W/S W/S W/S W/S W/S Project Underground Storage Tank Removal Biosolids Processing, solar and thermal * Cured in Place Sewer Lining * Highway 265 W/S Relocation (Inspection)* South Fayetteville/Greenland Sewer Rehab * Southeast Fayetteville Sewer Rehab * Canterbury Water Tank & Pipes (Inspection) Stormwater Feasibility Study WWTP Capital Upgrades W/S Relocate- Hwy 16 East (Inspection) ISewer Pump Stations - Backup Power' Wedington/Rupple Gas Tank Removal Recycling Drop Off Center Compost Site Slab Expansion * Water System Rehab * Benson Water Tank Replacement Sewer Pump Stations - Backup Power * Replace Sewer Lift Stations 1 & 10 Replace Meter Vault- UofA Farms, Garland Water Line Replace, Rolling Hills Baxter Water Tank Painting Mt Sequoyah Water Tank Painting Wtr Line Reel- College, Sunbridge-Sycamore Total Total Savings aU ax 69 Ig U�jU � EA 69 FA a U aye rne ARKANSAS CITY OF FAYETTEVILLE Position Description POSITION TITLE: CONSTRUCTION AND CONTRACT MANAGER EXEMPT (YIN): Yes SUPERVISOR: Utilities Department Director CITY/EEOC/JG CODES: Job Grade: DEPARTMENT: Utilities DIVISION: Capital Projects DATE REVISED: April 2009 ESSENTIAL DUTIES AND RESPONSIBILITIES: Note: All City of Fayetteville positions require the employee to provide good customer service to both internal and external customers, maintain positive and effective working relationships with other City employees (especially members of his or her own team), and have regular and reliable attendance that is non - disruptive. Other essential duties of this position include the following: 1. Inspect and participate in the work of technical, professional, and operations personnel, including surveying and field work for water, solid waste, wastewater, treatment plants, pumping stations and lines. 2. Employ independent judgment and decision-making abilities to solve on-site problems at construction sites, when developing plans and specifications for construction projects, and when resolving disputes and complaints with customers, owners, and contractors. 3. Oversight of wastewater treatment plant contractor, including all operations, maintenance and capital related to the WWTP contract. 4. Provide experience -based directives to wastewater treatment plant operators when they are faced with wastewater treatment related chemical, biological issues and/or safety concerns. 5. Maintain a current knowledge of wastewater treatment plant equipment. 6. Apply advanced geometry skills as needed to confirm that pipelines are level, routing of pipelines, pumping systems are functioning properly, analysis of the most complex electrical systems including three phase primary and backup power, and to provide assistance to onsite contractors. 7. Participate in easement negotiations and make recommendations to the department Director. 8. Serve as operational division head for wastewater treatment division, supervising contract operations for two wastewater treatment plants and 40 sewer lift stations operated in a contract exceeding $8 million per year including over $1 million in capital projects each year. 9. Review plans and specifications for solid waste, water, and wastewater projects. 10. Assist the Utilities Director in evaluating modifications, making cost estimates on projects and in gathering information for contract negotiations. 11. Assist members of the general public and City departments, advising them on engineering problems, assists in overall office operations, answers telephone calls and public inquiries relating to Utilities -related capital projects. ConstMgrJobDescription 13AprO9 1 12. Perform field construction management for Utilities Department capital projects contracts relating to record keeping, conflict resolution, answering contractor and designing engineer questions and handling customer calls and questions. 13. Assist the Utilities Director in long and short range capital planning. 14. Assist in the preparation of Contract Documents and Requests for Proposals. Review technical requests for information. Make decisions relating to the technical aspects of capital projects design and construction. 15. Coordinate project management and inspections and perform inspections as needed. 16. Review development and other engineering plans for conflicts and circumstances that may impact or be impacted by capital projects. 17. Perform other duties as assigned. SECONDARY DUTIES AND RESPONSIBILITIES include the following: 1. Secondary duties as assigned. MINIMUM QUALIFICATIONS 1. Bachelor's degree (B.A. or B.S.) in Civil Engineering and ten years field experience inspecting or operating WWTP Plants and piping systems and related project management or fifteen years field experience in water, wastewater and/or solid waste operations including no less than five years as an advanced wastewater treatment plant manager in charge. 2. Must possess a valid Arkansas Driver's License. 3. Must possess a minimum Grade III Arkansas Wastewater License. 4. Pass a pre-employment drug screen. 5. Considerable knowledge of the principles and practices of civil engineering, wastewater treatment and the investigation, design, and or construction phases of water and wastewater projects. 6. Ability to evaluate engineering computations and prepare engineering plans and specifications. 7. Ability to plan, supervise and inspect the work of technical and field personnel, consultants & engineers, contractors and to prepare concise technical reports. 8. Skilled in the use and demonstration of civil engineering office and field tools and the ability to train others in such use. 9. Proficient with basic ARCView mapping software. Able to identify utility assets, service accounts, addresses, easements, and prepare maps with specific information for the public, engineers, reports, and presentations. Integrate these maps into presentation and report writing software. 10. Effectively communicate with others orally and in writing. 11. Must be proficient in the use of a personal computer. 12. While performing the functions of this job, the employee is regularly required to talk and hear. The employee regularly is required to stand, walk, and sit; use hands handle, finger or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 150 pounds. 13. While performing the functions of this job, the employee is regularly (daily) exposed to confined spaces (manholes, tanks, etc.), excavated trenches as deep as 30 feet, heights up to ConstMgrJobDescription 13AprO9 2 140 feet on towers or ditches 40 feet deep. The level of noise is generally loud due to heavy equipment running. ConstMgrJobDescription 13AprO9 3 WardASle CITY OF FAYETTEVILLE Position Description POSITION TITLE: PROJECT COORDINATOR — UTILITIES DEPARTMENT EXEMPT (YIN): No DEPARTMENT: Utilities SUPERVISOR: Utilities Department Director DIVISION: Capital Projects CITY/EEOC/JG CODES: DATE REVISED: April 2009 Job Grade: ESSENTIAL DUTIES AND RESPONSIBILITIES: Note: All City of Fayetteville positions require the employee to provide good customer service to both internal and external customers, maintain positive and effective working relationships with other City employees (especially members of his or her own team), and have regular and reliable attendance that is non - disruptive. Other essential duties of this position include the following: 1. Maintain a current knowledge of all capital projects and subprojects, services, issues and community events to provide information to callers and visitors. 2. Write Requests for Proposals, contracts and contract specifications for capital projects. Apply strict attention to detail in writing and reviewing such documents. 3. Research and write grants and other federal and/or state funding sources and determine other methods of financing in support of major capital projects and subprojects. Complete grant applications and reports to various state agencies as required by these funding sources. 4. Create forecasting spreadsheets to include formulas and trends; utilize this information to develop realistic timelines for capital projects. 5. Work under pressure with frequent interruptions and with occasional tight deadlines to accomplish assigned responsibilities. 6. Develop detailed reports for state and other outside agencies. Develop drafts and provide input to special presentations based on pertinent information gleaned from experienced staff and relevant publications and journals; type, design and distribute. 7. Coordinate, administer and monitor specialized and confidential activities, projects and tasks with minimal supervision. 8. Assist department director with schedule, informational needs and researching special projects. 9. Develop City Council and Water/Sewer Committee memorandums and agenda packets. Interact with the City Clerk's office to provide current agenda information, including staff review forms and City Council memos, for City Council meetings and Council committees.and commissions to department director and Department staff. 10. Provide calendar maintenance and meeting organization for the department director and senior department staff. 11. Exercise excellent judgment in structuring and organizing work, balancing the interest of citizens, callers and supervisors and readily adjusting work priorities to respond to their demands. ProjectCoordinatorJobDescription I3AprO9 1 12. Apply tact, initiative and independent judgment in screening calls, dealing with difficult citizen complaints, requests for assistance, information or service to the public. 13. Occasionally visit field sites to meet with customers, contractors, inspectors, escort visitors .and /or inspectors, and meet vendors for deliveries. 14. Communicate with state regulatory (ADEQ, USEPA, Corps of Engineers, Health Department), and funding agencies (ANRC) as needed. 15. Coordinate public education for division, including integrating website updates, brochures, speaking engagements, writing press releases, leading tours, television (CAT) information, etc. 16. Serve as department coordinator, coordinating contractors, state' agencies, engineers, residents, and City staff information exchange and scheduling as necessary. 17. Monitor program budgets ensuring expenses are within budget. 18. Handle all administrative and record keeping requirements for P -card transactions, purchase orders and check requests for the department's staff. 19. Manage travel arrangements to include accounting and record keeping functions for Department staff. 20. Type minutes for Water/Sewer and other Council committee meetings. 21. Purchase or assist in the purchasing of office supplies and minor equipment for department director and project design and management division. 22. Develop and maintain files and record keeping systems for department director and department staff as it pertains to the project. 23. Serve as timekeeper and manage payroll for project design and management division. 24. Compose and type letters, memoranda, correspondence and other materials for department director and project design and management division. 25. Sort and distribute department mail. 26. Perform other related duties as required or assigned. SECONDARY DUTIES AND RESPONSIBILITIES include the following 1. Assist Capital Projects Financial Analyst when required; perform those duties in the absence of the Capital Projects Financial Analyst. 2. Other Secondary duties as assigned. MINIMUM QUALIFICATIONS 1. Associates degree (preferred, but not required) and four years of related office management experience and/or training required. Two years of utility or construction experience preferred. 2. Effectively communicate with others orally and in writing. 3. Valid Arkansas Driver's license. 4. Must be proficient in the use of a personal computer and other related software programs such as word processing applications (i.e. Microsoft Word, WordPerfect), spreadsheet applications (i.e. Excel) and a basic knowledge of presentation software applications (i.e. PowerPoint). Must be able to effectively operate standard office equipment. 5. Be proficient with basic ARCView mapping software. Be able to identify utility assets, service accounts, addresses, easements, and prepare maps with specific information for the public, engineers, reports, and presentations. Integrate these maps into presentation and report writing software. ProjectCoordinatorJobDescription I3AprO9 2 6. Be proficient with basic accounting and billing software to research project budgets (similar to New World and AS400 applications). 7. While performing the functions of this job, the employee is regularly required to stand, move from location to location across the City of Fayetteville crossing various locations. Must be able to regularly sit; use hands to handle, finger or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch. The employee must frequently lift and/or move up to 25 pounds. Specific vision abilities to accomplish computer and office work. ProjeetCoordinator)obDescription 13AprO9 3