TO: ADAM PIRRIE, CITY MANAGER
FROM: JAMIE EARL, ASSISTANT CITY MANAGER
DATE: MARCH 12, 2024
Reviewed by:
City Manager: AP
SUBJECT:
Title
AUTHORIZATION TO AMEND THE EXISTING CONTRACT WITH ROBERT HALF INTERNATIONAL INC., EXTENDING THE TERM AND INCREASING COMPENSATION FOR PROFESSIONAL TEMPORARY EMPLOYMENT SERVICES FOR THE INFORMATION TECHNOLOGY DIVISION (FUNDING SOURCE: GENERAL FUND)
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SUMMARY
On June 26, 2023, the City entered into an agreement with Robert Half International Inc. for a total of $25,000 for professional temporary staffing services for the Information Technology (IT) Division. On July 25, 2023, the City Council authorized the City Manager to amend the agreement, which extended the term through June 30, 2024 and increased compensation by $114,380, bringing the total cost of the agreement to $139,380.
Due to an increase in projects assigned to the IT Division and a staff position vacancy, it is necessary to amend the contract again to extend the term through December 31, 2024 and increase compensation by $136,810, for a total contract amount of $276,190. Doing so will ensure staffing levels are adequate to complete several high priority projects, as well as day-to-day responsibilities of the IT Division.
RECOMMENDATION
Recommended Action
Staff recommends the City Council authorize the City Manager to execute an amendment to the existing contract with Robert Half International, Inc. for professional temporary employment services, extending the term through December 31, 2024, and adding $136,810 in compensation, increasing the total contract amount to $276,190.
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ALTERNATIVES TO RECOMMENDATION
In addition to the recommendation, there are the following alternatives:
A. Request additional information from staff.
B. Do not authorize the contract amendment.
FINANCIAL REVIEW
The additional costs for continued professional temporary employment services through December 31, 2024, is $136,810 bringing the total contract amount to $276,190. The amount of the contract amendment can be absorbed by the operating budget of the IT Division due to salary savings from a vacant position as a result of a staff retirement. The City will not be obligated for employee benefit costs through the California Public Employees’ Retirement System (CalPERS) or other associated employee benefits since the services will be performed by contract staff.
This purchase is a professional service that does not require bidding and complies with all City purchasing guidelines. Contract documents are available for review in the City Clerk’s office.
The staff cost to prepare this report is estimated at $485 and is included in the operating budget of the Administrative Services Department.
ANALYSIS
The City’s IT Division has been tasked with implementing several projects that will introduce organizational efficiencies, improve network security, and allow staff to better serve internal and external customers. The implementation of these projects have required additional resources beyond existing City staff to meet the estimated deadlines, and in some cases, require additional skillsets. The City entered into an agreement with Robert Half International, Inc. in June 2023 to provide temporary IT support services. On July 25, 2023, the City Council authorized an amendment to the agreement that extended the term through June 30, 2024 and increased compensation for a total contract amount of $139,380.
Since that time, IT staff has made significant progress on high priority projects such as VXRail migrations, backup solutions, domain controller upgrades, SQL server upgrades, among many others. The IT Division also saw the retirement of a long-term employee whose primary duties served the needs of the Police Department. Since that time, the Information Systems Officer has had to reallocate a large portion of their duties to the Police Department to ensure continuity of operations. The ongoing projects and staff vacancy result in the need to continue utilizing contract IT services through the end of the calendar year.
Staff recommends amending the current contract with Robert Half International Inc. extending the term through December 31, 2024 and increasing compensation by $136,810, for a total contract amount of $276,190. The proposed amendment will allow the City to continue receiving high-level tiered support services at an administrator level and will allow the addition of technician level assistance as well. Continuing to utilize contract services will assist the Division in completing projects and will give management staff the opportunity to evaluate Division staffing levels and make necessary internal organizational changes, all while ensuring the continuity of operations.
LEGAL REVIEW
The City Attorney has reviewed the contract amendment and approved it as to form.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City’s strategic and visioning documents and finds that it applies to the following City Planning Documents: Council Priorities, Sustainable City Plan, General Plan, and the 2022-24 Budget.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act (CEQA).
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk’s Office.
Submitted by: Prepared by:
Jamie Earl Edgar Trenado
Assistant City Manager Information Systems Officer