Agenda Report
Fullerton City Council
MEETING DATE: NOVEMBER 7, 2023
TO: CITY COUNCIL / SUCCESSOR AGENCY
SUBMITTED BY: STEPHEN BISE, PUBLIC WORKS DIRECTOR
PREPARED BY: MARCELO RIVAS, ADMINISTRATIVE ANALYST I
SUBJECT: ADVANCE RESOURCES, LLC STAFF AUGMENTATION CHANGE ORDER NUMBER TWO FOR TEMPORARY MECHANIC SERVICES
SUMMARY
Award $175,000 change order to Advance Resources, LLC to extend temporary staffing support in lieu of critical vacancies in the Public Works Equipment Division.
RECOMMENDATION
Approve and authorize City Manager, or designee, to award $175,000 change order with Advance Resources, LLC for temporary staffing services.
Authorize City Manager, or designee, to award future change orders within budget if needed.
CITY MANAGER REMARKS
The Human Resources Department has been working with Public Works on reviewing the classification of the mechanics position including looking at how it compares to the market in salaries in the Public Works Department.
This item is to provide the ability to maintain contract services for the mechanics until the time we are successful in recruiting full-time mechanics.
PRIORITY POLICY STATEMENT
This item matches the following Priority Policy Statement:
Fiscal and Organizational Stability.
FISCAL IMPACT
This item generates no net budgetary impact as existing vacancies within the Fiscal Year (FY) 2023-24 adopted budget would support temporary staffing costs. The requested $175,000 change order would extend temporary staffing services in lieu of vacancies within the Public Works Equipment Division. Staff anticipates the Department will need continued temporary staffing services through the end of Fiscal Year 2023-24 at a cost not to exceed $350,000.
DISCUSSION
The Equipment Division obtained temporary staffing services to address a personnel shortfall and ensure continuation of essential services. The Division has six Mechanic II positions budgeted with four vacancies.
The Public Works Director approved a $49,999 purchase order on August 3, 2022, under the Purchasing Authorization Approval Limit, to address the sudden departure of permanent employees. This purchase order allowed the Equipment Division to hire temporary mechanics. The first temporary mechanic started on August 11, 2022 and the second joined on November 8, 2022.
City Council approved a $125,001 change order with Advanced Resources on March 21, 2023, for a $175,000 total. This change order retained the services of two temporary mechanics and hired a third. The City obtained the third temporary mechanic on April 11, 2023. The City has exhausted the purchase order funds, resulting in a delay in compensating these temporary mechanics. The City must retain their services until it can hire permanent mechanics.
The City conducted Mechanic II recruitments from April 12, 2022 to May 15, 2022. These recruitment efforts proved unsuccessful. Human Resources is conducting a pay evaluation before reposting the job for recruitment.
Fullerton Municipal Code Section 2.64 and the Fullerton Policy and Procedures Manual – Policy 4.1.2 Procurement of Goods and Services establish the conditions and procedures for purchases or contracts required by the City for proper department operation in an open and competitive environment. The City Purchasing Agent can enter contracts deemed necessary under these conditions unless otherwise provided by the law. California Government Code Section 53060 permits government agencies to contract for special services and advice in financial, economic, accounting, engineering, legal or administrative matters if such persons have training, experience and competence to perform the required special services.
Staff requests City Council award a $175,000 change order with Advance Resources to extend the temporary staffing services for an amount not to exceed $350,000 through the end of FY 2023-24. This extension would maintain essential service levels while the City secures permanent mechanics. cc: City Manager Eric J. Levitt
Advance Resources, LLC Staff Augmentation Change Order No. Two November 7, 2023 - Page PAGE \* MERGEFORMAT 2