DATE:
September 17, 2024
TO:
Paul Buddenhagen, City Manager
FROM:
Lilybell Nakamura, Human Resources Director
SUBJECT:
Resolution Of The City Council Of The City Of Emeryville Authorizing The City Manager To Execute A Fourth Amendment To The Contract With Regional Government Services Increasing The Total Contract Amount By $60,000 From $142,000 To $202,000 For Leave Management Consulting Services Recommendation
Staff recommends that the City Council approve the above-entitled resolution authorizing a Fourth Amendment to the Regional Government Services (RGS) contract to increase the contract amount by $60,000 from $142,000 to $202,000. All other terms and conditions of the contract shall remain in effect.
Background
The payroll function moved from the Human Resources department to the Finance Department as part of an organizational change. To ensure a smooth transition, an immediate need to offload the payroll duties and provide training was identified pending the recruitment of a new Human Resources Technician (Payroll).
In September 2022, the City initially engaged with RGS to facilitate the production and processing of accurate payroll for all City staff.
The City successfully filled the vacant Human Resources Technician (Payroll) position in November 2022 and determined that there was a need to amend the contract to change the scope of services due the anticipated retirement of a long-term Management Analyst in the Human Resources (HR) department.
Discussion
In December 2022, the long-term Management Analyst responsible for safety/risk, disability and leave management and other HR functions retired. The City executed Amendment #1 with RGS to change the scope of contracting services due to the Management Analyst vacancy. These services included coordinating and assisting with leave management, specifically workers’ compensation, medical leaves, and reasonable accommodation.
In May 2023, the City executed Amendment #3 to increase the contract amount by $60,000 from $82,000 to $142,000 due to the continued vacancy of the Management Analyst.
This is expected to be the fourth and final amendment because the Human Resources Department is on track to fill the vacancy by December 31, 2024. This fourth amendment would provide sufficient funding to fulfill the needed functions through the end of the calendar year.
Fiscal Impact
The Fourth Amendment to the contract will increase the contract amount for services by $60,000 from $142,000 to $202,000. The City’s Operating Budget for Fiscal Years 2023-2024 and 2024-2025 includes sufficient funding due to the salary savings from vacant positions.
Staff Communication with the Public
Staff has had no communication with the public related to this contract amendment Conflict of Interest
None.
Conclusion
Staff recommends that the City Council approve the above-entitled resolution authorizing a Fourth Amendment to the Regional Government Services (RGS) contract to increase the contract amount by $60,000 from $142,000 to $202,000 to have continued services in the area of disability and leave management that includes workers’ compensation, medical leaves, and reasonable accommodation.
PREPARED BY: Qiana James, Management Analyst
Approved and Forwarded to the
City Council of the City of Emeryville:
Paul Buddenhagen, City Manager
Attachments
Attachment A – RGS 3rd Amendment
Draft Resolution
Exhibit A – RGS 4th Amendment
RGS Contract Fourth Amendment
City Council Meeting | September 17, 2024
City of Emeryville
CALIFORNIA
MEMORANDUM