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HomeMy WebLinkAbout15.B.2. Consideration of Public Works Reorganization Proposals IS: 13 .1, . CITY OF SHAKOPEE Memorandum TO: Mayor & City Council Mark McNeill, City Administrator FROM: Bruce Loney, Public Works Director SUBJECT: Consideration of Public Works Reorganization Proposals DATE: February 18, 2003 INTRODUCTION: Part of the goals of staff and City Council is the remodeling of the Public Works building once the Police Department has left the public service building. Also, staff has included a goal to have a Public Works Reorganization Study to coincide with the future remodeling project. BACKGROUND: One of the goals of the City Council, from the past goal setting session, is the remodeling of the Public Works building. With the proposed Public Works remodeling, staff also would like to have the Public Works organization structure analyzed and possible organization changes in structure prior to the remodeling of the public service building. Staff has met with three consultants that could perform a Public Works Reorganization Study to look at the existing structure, future growth in the City and make any recommendations for reorganization structure for the Public Works Department in the next five to ten years. Staff has met with the following companies and did receive proposals from each as follows: . Short Elliott Hendrickson, Inc. . Bjorklund Compensation Consulting . Riley, Dettmann and Kelsey LLC Attached to this memo is the proposal from Short Elliott Hendrickson, Inc., which was the number one proposal selected from the review team of Mark McNeill and Bruce Loney. The deciding difference from the proposals is that Short Elliott Hendrickson has three former Public Works Directors on staff to assist the Public Works staff in reviewing the reorganization needs of the department and make recommendations based on their experience in the Public Works field. Staff feels that this reorganization study is necessary to review the operations of the Public Works Department and provide proper recommendations on the structure for the department for the next five to ten years. This would also be very helpful in planning the remodeling of the public service building to meet this future reorganization structure. Also, attached to this memo is a Request for Proposal for Architectural Services for the modification and remodeling the existing public service building for the Public Works Department. This would include receiving any building code issues that may need to be addressed from the anticipated remodeling and coordination of this remodeling project to a future Public Works expansion to the existing building as identified in the space needs study. Also included is a review of the best site location for a future salt storage facility that was identified in the Capital Improvement Program. Staffwould like Council to review this Draft Request for Proposal for Architectural Services as well as ask for Council direction and approval to proceed with this request for proposal. ALTERNATIVES: 1. Make a motion approving the Public Works Reorganization Study proposals from Short Elliott Hendrickson, Inc. 2. Do not approve the Public Works Reorganization Study at this time. 3. Make a motion approving the Request for Proposal for Architectural Services for the Public Works Department, as attached. 4. Do not approve the Request for Proposal for Architectural Services at this time. 5. Table this item for additional information. RECOMMENDATION: Staff recommends Alternative No.'s 1 and 3, to approve the Public Works Reorganization Study from Short Elliott Hendrickson, Inc., and to approve the Request for Proposal for Artechitectural Services for the remodeling of the existing public service building and future siting for a salt storage facility. ACTION REQUESTED: 1. Make a motion approving the Public Works Reorganization Study proposals from Short Elliott Hendrickson, Inc. 2. Make a motion approving the Request for Proposal for Architectural Services for the Public works Department, as attached. ~~ Public Works Director BUpmp PWREORGANIZA TION ~SfH Butler Square Bldg, Ste 710C, 100 N 6th Street, Minneapolis, MN 55403.1505 612.758,6700 612,758.6701 FAX architecture . engineering . environmental . transportation January 13,2003 RE: City of Shakopee Public Works Reorganization Study SEHNo. P-SHAK00301.00 Bruce Loney, P.E. Public Works Director City of Shakopee 129 Holmes Street South Shakopee,~ 55379-1351 Dear Bruce: Short Elliott Hendrickson Inc.@ (SEH) is pleased to submit this proposal for the Public Works Reorganization Study for your consideration. It is our understanding that the City of Shakopee continues to look for new and better ways to provide high quality, cost effective public works services to the community. In addition, as the community infrastructure has expanded, so has the public works' staff grown to meet the increasing needs. You have long recognized that there would come a day when simply adding staff to a department organized to function effectively at half the size would need to be evaluated. As a result of that awareness, you would like our assistance to explore possible reorganization initiatives in the public works maintenance function to address Shakopee's current and long-term (five to ten years) service needs with the expectation of providing the community with superior public works services. SEH is excited about having the unique opportunity to combine the experience of three former Public Works Directors now on staff with our management, training, facilitation and space needs specialists to assist the Public Works staff in reviewing the reorganization needs of the department. The following paragraphs present our methodology, proposed fees, schedule, and the project team for your consideration. MethOdOlogy We understand that any change, especially an organizational one, will be resisted unless those affected can see the value it brings to the community and the benefit it brings to them individually. In somewhat of an over used slogan, organizational change must provide a "win- win" for the public works' employees and supervisors, the city's administration staff, elected officials, and the public at large. Our approach to this study will include the following steps. Step 1 - Review Current lnfonnation SEH will conduct a review of the department's existing organization, labor contract, employee job descriptions, compensation and pay plan, and work schedules. In addition, we will review the City's comprehensive plan to understand Shakopee's future growth projections. Short Elliott Hendrickson Inc, . Your Trusted Resource . Equal Opportunity Employer Bruce Loney, P .E. January 13, 2003 Page 2 Step 2 - Information Gathering Small group discussions will be organized to determine the perception of what is and what is not working well in providing public works maintenance service to the City and a quality work environment. The groups will then be asked to brainstorm ideas of what needs they perceive are needed to enhance current practices or what changes would lead to an increase in the quality and quantity of service to the public and an improved work environment. The small groups would range in size from two to ten persons. There would be one group consisting of elected officials and administrative heads, another group consisting of public works supervisors and two more groups of public works maintenance employees. Their input would then be consolidated and presented to youfor analysis and discussion. This is perhaps the most critical step in the process, as this information becomes the foundation on which to discuss potential changes to your processes and organizational structure. Step 3 - Analysis SEH will assemble examples of organizational structures and best management practices the former Public Works Directors have used and have been exposed to in other agencies that could be successfully applied to Shakopee. Examples of job descriptions and compensation alternatives will also be provided. Working side by side with you, the most applicable elements from the examples will be molded into conceptual alternatives and then matched with the information gathered in Step 2. The result will be a recommended organizational structure and key features of new job descriptions, educational incentives, and compensation plans. The recommendations will then be compared to your new labor contract and revisions made to the recommendations as needed. Assistance will be provided to you to present the findings, gather input, and revise as needed. Recommendations for training and skill development along with an architectural review of the recently completed space needs study will be provided to ensure that the staff and facilities relate appropriately with the new organizational structure. If the study results in the identification of the need for an Equipment or Fleet Maintenance Division within the Public Works maintenance structure, then the same general methodology described in Step 3 would be used to effectively develop this division. While this work would be beyond the scope of th is proposal, the development of this division includes: 1. Assist in review of Fleet Management Software, 2. Assist in evaluation of personnel capabilities, 3. Develop an in-house/out-sourcing strategy, and Bruce Loney, P .E. January 13, 2003 Page 3 4. Provide an architectural review of fleet maintenance needs as it relates to your existing space needs study. Step 4 - Implementation SEH will assist you to phase in the organizational changes determined by this study. The work could include preparation of draft work schedules to achieve workload balance, finalization of input to job descriptions, compensation plans, educational incentives, and recommended provisions for future labor contract negotiations. Deliverables SEH will provide documentation of the process and conclusions arrived at from this study. The documentation will include: 1. Summary of small group discussions and interview critiques. 2. Implementation, recommendations, and descriptions of changes. 3. Revised organizational structure. 4. Appropriate job description revisions. 5. Pay plan goals. 6. Labor contract recommended changes. 7. Space needs recommendations. 8. Training and skill development recommendations. 9. Executive summary of the study's findings and conclusions. Proposed Fees We have estimated approximately 80 to 90 hours will be needed to complete the assignment and propose a lump sum fee of $6,000 including reimbursable expenses for the study. If the scope of work is expanded to include development of a Fleet Maintenance Division andlor provide for training and skill development, we propose to provide those services on an hourly basis plus customary reimbursement expenses as follows: Personnel Hourly Rate Public Works Specialist No Charge Training Specialist $80.00/Hour Senior Architect $1l0.00/Hour Staff Architect $75.00/Hour Administrative Technician $55.00/Hour Schedule SEH has staff available to assign to the work immediately and understand the work would not begin until a new labor contract is negotiated and signed. The work is expected to take approximately three months to complete that allows for adequate review by all parties. Bruce Loney, P.E. January 13, 2003 Page 4 Project Team The possible reorganization of Shakopee's Public Works Department is more complex than simply putting names in boxes and connecting them with horizontal and vertical lines. What looks good on paper may not work in application due to hidden consequential effects that are not intuitively deduced. As a result, other problems surface that were not expected. The SEH team is uniquely qualified to get to the bottom of the "real" issues and assist you in shaping an organizational structure that will serve the City of Shakopee well into the future. Lloyd M. Pauly will lead the SEH effort. Lloyd brings thirty-five years of responsible experience with twenty-one of those years as Director of Operations and Maintenance (O&M) for the City of Minnetonka. As Director of O&M, he guided the department's growth through similar challenges facing the City of Shakopee. His department was largely shaped over the years from ideas and real world operation experiences Lloyd collected from a variety of Public Works peers in Minnesota and contacts made at the national level through his involvement in the American Public Works Association. He will bring examples of the things other organizations are doing, share his perspective of their usefulness to Shakopee's situation and let you decide what is best. After all, this is your public works department, not ours! Assisting Lloyd during the critical early steps of information gathering and then later, developing recommendations for training and skill development will be Bonnie Morey. With direction from you and Lloyd, Bonnie will facilitate the small group discussions. She will organize the meetings and keep the groups on focus to obtain the information desired. Bonnie has worked in the human development field for twenty-one years. She has an extensive background in group facilitation and employee training and development. Bonnie utilizes the principles of group dynamics in facilitating groups through goal identification, process definition, problem solving, and decision making. She customizes and facilitates meetings and team sessions for a variety of team structures such as public involvement groups, community and city task force groups, departmental teams, corporate focus groups, and project teams. As you develop the options for your possible reorganization, variables that impact your decisions will be operational, maintenance, and capital costs related to the respective changes. Capital costs are generally costs related to changing your facilities that are affected by the reorganization. To help you understand these financial impacts, Nancy Schultz has thirteen years of experience working with cities, and she will use her knowledge to provide you with a review of the existing space need study. She will recommend solutions and respective costs for your reorganization options. She has found that understanding public works organizations and collaborative decision-making has been the cornerstone in each project's success. SEH has a true passion for infrastructure management as evidenced by our active involvement in a number of processional and technical organizations. For example, MPW A has been an organization where Lloyd Pauly, John Flora, Dave Sonnenberg, and others have learned of successful management practices for their Public Works peers such as you and have shared our ideas and experiences in return. SEH is very interested and committed to the success of your Bruce Loney, P .E. January 13, 2003 Page 5 effort. We look forward to working with you on this study and anxiously await your thoughtful consideration of this proposal. Sincerely, SHORT ELLIOTT HENDRICKSON INC. Zf.~ , 0c.o+\- ++~ R. Scott Harri, P.E. Public Works Specialist Client Service Manager eb Enclosures h:\civil\proposallShakopcc\shako030 1 \proposal Itr,doc CITY OF SHAKOPEE REQUEST FOR PROPOSAL FOR ARCHITECTURAL SERVICES PROJECT: Shakopee Municipal Facility CONTACT: Bruce Loney, Public Works Director Shakopee Public Works 129 South Holmes Street Shakopee,~ 55379 (952)233-3800 SUBMITTAL DATE: INTERVIEW DATE: SELECTION DATE: SCOPE OF MUNICIPAL IMPROVEMENTS: . Modification and remodeling to the existing Public Services Building for the Public Works Department. These modifications are necessary to improve the utilization and efficiency of the building for the Public Works Department. A Space Needs Study was conducted in May, 2000 by lEA Architects and will be available for use in the request for proposal services. . Included in the study must be a determination of building code issues that are required to be addressed as a result of the anticipated remodeling. . Coordination of a future Public Work's expansion to the existing building as identified in the Space Needs Study, with the proposed remodeling of the Public Services Building. . Site location of the existing Public Works facility for a salt storage facility (1,700 ton). Salt storage facility is proposed to be a tension membrane (cover-all) structure similar to the Scott County building in Belle Plaine. . The budget for these improvements is as follows: . Public Works Remodeling (2003-2004) $ 175,000 . Salt Storage Construction (2003) $ 95,000 . The successful firm should also be aware that an expansion of the existing Public Works building is scheduled for 2006-2007, in the amount of $3.6 million. In addition, preliminary discussions are taking place regarding the acquisition of an adjacent building currently owned by Shakopee Public Utilities, that could be used to complete this City facility "campus". . The remodeling to the existing Public Services Building is tentatively scheduled to begin in the fall of 2003. The remodeling project must coordinate this improvement phase with the future expansion phase of the Public Services Building which is tentatively scheduled for the year 2006-2007. Site location of the salt storage facility needs to be done this year for the facility to be built before the winter of 2003-2004. BACKGROUND INFORMATION: The Shakopee Public Service was built in 1975. Floor space totals 29,498 square feet. It has concrete block wall and steel bar joist roof. The following related information is available for review (available to those short listed firms): . Original plans for the Public Service Building prepared by Bonestroo, Rosene, Anderlik and Associates, 1975. . Shakopee Public Works Space Needs Study developed by JEA Architects dated May 15, 2000. . A reroofing project, which included installation of skylights, roof insulation and an improved roof drainage system, was completed in April, 2002. STATEMENT OF QUALIFICATIONS: Your firm is invited to submit a Statement of Qualifications for consideration. Your Statement of Qualifications should contain the following information: . A brief history of the firm: Include the owners name, address, telephone number and name of the firm. . Resumes of key personnel who will be assigned to this project and backup plans if one or more of these key personnel should become unavailable for this project. . Describe any direct and/or related experiences with respect to the proposed project - limit to a maximum of five projects. 1. Included reference contact information: name, address and phone numbers if available. 2. Indicate individuals who had responsibility for each project and whether or not these personnel are still members of your firm. 3. Include your firm's budgeting and cost estimating experience with respect to each proj ect and the results. 4. Describe how these experiences relate to the proposed project. . Indicate the location where the majority of the work on this project will be accomplished. . Indicate the ability of your firm to complete work within established time parameters - following schedules. . Indicate whether or not your firm has professional liability insurance. . Provide the name, address and previous experience with any specialty consultants whose services you propose to use on the project. . Indicate your firm's familiarity and ability to work with a construction management service. . The estimated project cost for remodeling and salt storage building is $270,000.00. An estimated architectural service fee based on a percentage of the estimated construction cost and a firm "not-to-exceed" reimbursable cost must be indicated. The hourly compensation rates of individuals involved in the project shall also be included. Indicate any reimbursable expenses that are not part of the architectural service fee. SELECTION PROCESS: . A City committee will review all RFP's and select three firms for an interview. . The finalists will be asked to give a brief presentation on projects with similar requirements, describe who will be working on the project, and how that team will meet the needs as described in this RFP. . The Shakopee City Council will make the final selection on or about _' Your State of Qualifications and requested information with five (5) copies should be submitted to the Public Works Director and must arrive no later than 3 :00 P.M. on - Statements of Qualifications received after submission deadline date will not be considered. Questions about this RFP should be directed to: Bruce Loney, P.E. Director of Public Works City of Shakopee 129 S. Holmes Street Shakopee,~ 55379 Telephone: 952-233-3801 E-Mail: bloney@ci.shakopee.mn.us