REPORT TO THE CITY COUNCIL
DATE: Regular Meeting of February 13, 2024
TO: Mayor and Members of the City Council
SUBMITTED BY: Dante Hall, City Manager
SUBJECT: Consideration And Proposed Adoption Of A Resolution Authorizing The City Manager To Execute Amendment No. 2 To The Professional Services Agreement With Regional Government Services (RGS) For Human Resources Assistance In The Amount Not To Exceed $115,000 RECOMMENDED ACTION:
Staff recommends City Council adopt the attached Resolution and authorize the City Manager to execute Amendment No. 2 in the amount of $115,000 to the Professional Services Agreement with Regional Government Services (RGS) for human resources assistance.
BACKGROUND:
The Hercules Human Resources Division is responsible for a wide range of functions, which include recruitments, managing employee relations, benefits administration, FMLA/medical leaves of absence, performance management and training, and ensuring compliance with labor laws and regulations. The Human Resources Division consists of a Human Resources Administrator and a part-time Human Resources Administrative Assistant. The Administrator position has been vacant since November 2023.
On January 17, 2023, the City Manager executed a contract with Regional Government Services (RGS) for an amount not to exceed $50,000 to assist with some immediate needs in human resources. As part of the FY 23-24 Budget adoption, the Council authorized a $65,000 amendment to the RGS contract to continue addressing Human Resource needs for a total of $115,000 over two fiscal years (Amendment #1).
RGS is a JPA established in 2002 to provide organizational services to California public agencies. RGS has extensive human resources experience in California public agencies and provides a variety of human resources consulting services.
ANALYSIS:
The City continues to face staffing shortages within the Human Resources Division and wishes to expand the scope of the Professional Services Agreement that was executed with RGS. RGS will provide immediate ongoing Human Resources Management consulting services, which include ad hoc consultation and initiation of work on identified priority projects, including but not limited to:
Provide professional human resources expertise regarding best practice to facilitate the effective and compliant administration of City’s human resources policies and practices.
Analyze a variety of information and recommend appropriate management action; provide written documentation of analysis and recommendations as needed.
Draft specific documentation relevant to resolving a range of personnel issues; facilitate meetings and coach supervisors on conducting sensitive personnel conversations.
Draft required management communications to employees and facilitate effective interpersonal skills and relationship building.
Develop and/or update human resources administrative policies, procedures, forms and templates as needed to develop an effective and compliant system of human resources management practices and personnel transactions.
Confer with staff as requested to obtain input and/or feedback regarding policy and procedure recommendations, or to obtain information relevant to the resolution of personnel issues.
Staff is recommending a second amendment to the agreement for an additional $115,000 to provide much-needed assistance to the Human Resources Division for the remainder of FY 23-24.
FISCAL IMPACT:
The estimated fiscal impact of contract amendment Number 2 is for a not-to-exceed amount of $115,000. A combination of salary savings and other costs are being realized through the current vacant positions at approximately $130,000. Based on the estimated timeframe to fill the vacancy it is estimated that the cost savings will be sufficient to offset the increased cost of the contract.
ATTACHMENTS:
Resolution RGS Contract Amendment #2
Contract with RGS for HR Services
Amendment # 1 to RGS Human Resources Agreement
Adopted FY 2023-24 Budget – RGS Services
Amendment # 2 to RGS Human Resources Agreement