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HomeMy WebLinkAbout00-276 Resolution No. 00-276 RESOLUTION AUTHORIZING EXECUTION OF AN AGREEMENT WITH MUNICIPAL ADVISORS INCORPORATED FOR AN ORGANIZATIONAL EVALUATION STUDY OF THE PARKS AND RECREATION DEPARTMENT BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS, that pursuant to Elgin Municipal Code Section 5 . 02 . 020B (6) the City Council hereby finds that an exception to the requirements of the procurement ordinance is necessary and in the best interests of the city; and BE IT FURTHER RESOLVED that Joyce A. Parker, City Manager, and Dolonna Mecum, City Clerk, be and are hereby authorized and directed to execute an agreement on behalf of the City of Elgin with Municipal Advisors Incorporated for an organizational evaluation of the Parks and Recreation Department, a copy of which is attached hereto and made a part hereof by reference . s/ Ed Schock Ed Schock, Mayor Presented: December 13 , 2000 Adopted: December 13 , 2000 Omnibus Vote : Yeas 6 Nays 0 Attest : s/ Dolonna Mecum Dolonna Mecum, City Clerk AGREEMENT THIS AGREEMENT made and entered into this�3 day of December 2000,by and between the CITY OF ELGIN, an Illinois municipal corporation, hereinafter referred to as "CITY" and MUNICIPAL ADVISORS INCORPORATED,a 5Loo cvictoei 5 corporation,hereinafter referred to as"CONSULTANTS". WHEREAS,the CITY desires to engage the CONSULTANT to furnish certain professional services in connection with the Parks and Recreation Department Organizational Evaluation Study, hereinafter referred to as the "PROJECT". AND WHEREAS, the CONSULTANT represents that he is in compliance with Illinois Statutes relating to professional registration of individuals and has the necessary expertise and experience to furnish such services upon the terms and conditions set forth herein below. NOW, THEREFORE, it is hereby agreed between the CITY and the CONSULTANT that the CITY does hereby retain the CONSULTANT for an in consideration of the mutual promises and covenants contained herein,the sufficiency of which is hereby acknowledged to act for and represent it in all consulting manners involved in the PROJECT, subject to the following terms and conditions and stipulations, to-wit: I. SCOPE OF SERVICES A. All work hereunder shall be performed under the direction of the Director of Parks and Recreation of the CITY, herein after referred to as the "DIRECTOR". B. The services provided will be as they are outlined as follows: 1. Evaluate the current organizational arrangement and staffing. 2. Develop recommendations for improved efficiency under the existing situation. 3. Provide a comparison of organization and staffing with other cities and agencies comparable to Elgin in size and scope of facilities and services. 4. Evaluate the need and desirability for staff expansion (i.e., recreation superintendent,parks supervisor,marketing specialist,office manager,special events coordinator, etc.) in 2001 budget. 5. Evaluate the need for additional staffing for the new family recreation center. -1- 6. Develop class descriptions,job descriptions and recommend salary levels for new positions or classes recommended above. II. WORK PRODUCTS All work products prepared by the CONSULTANT pursuant hereto including, but not limited to, reports, calculations, studies, and recommendations shall be the property of the CITY and shall be delivered to the CITY upon the request of the DIRECTOR provided, however, that the CONSULTANT may retain copies of such work products for its records. Such work products are not intended or represented to be suitable for reuse by the CITY on any extension of the PROJECT or on any other project, and such reuse shall be at the sole risk of the CITY without liability or legal exposure to the CONSULTANT. III. PAYMENTS TO THE CONSULTANT(Not to Exceed Method) A. For services provided the CONSULTANT shall be reimbursed at a total fee not to exceed $15,000 plus reimbursables not to exceed$4,500 unless substantial modifications to the scope of work are authorized in writing by the DIRECTOR. The CONSULTANT shall submit a final invoice in a format approved by the CITY for work performed . IV. TERMINATION OF AGREEMENT Notwithstanding any other provision hereof,the CITY may terminate this Agreement at any time upon seven(7)days written notice to the CONSULTANT and the CONSULTANT will be reimbursed a percentage of the total fees based on the percentage of work completed. Venue for the resolution of any disputes and the enforcement of any rights arising out of or in connection with this agreement shall be in the Circuit Court of Kane County, Illinois. V. TERM This agreement shall become effective as of the date the CONSULTANT is given a notice to proceed and, unless terminated for cause, shall be deemed concluded on the date the CITY determines that all the CONSULTANT'S work under this agreement is completed. A determination shall not constitute a waiver of any rights or claims which the CITY may have or thereafter acquire with respect to any term or provision of the Agreement. VI. NOTICE OF CLAIM If the CONSULTANT wishes to make a claim for additional compensation as of a result of action taken by the CITY, the CONSULTANT shall give written notice of his claim within 15 days after occurrence of such action. No claim for additional compensation shall be valid unless so made. Any changes in the CONSULTANT'S fee shall be valid only to the extent that such changes are included in writing signed by the CITY and the CONSULTANT. Regardless of the decision of the DIRECTOR relative to a claim submitted by the -2- CONSULTANT,all work required under this Agreement as determined by the DIRECTOR shall proceed without interruption. VII. BREACH OF CONTRACT If either party violates or breaches any term of this Agreement, such violation of breach shall be deemed to constitute a default, and the other party has the right to seek such administrative, contractual or legal remedies as may be suitable to the violation or breach; and, in addition, if either party, by reason of any default, fails within fifteen (15) days after notice thereof by the other party to comply with the conditions of the Agreement,the other party may terminate this Agreement. VIII. NONDISCRIMINATION In all hiring or employment made possible or resulting from this Agreement,there shall be no discrimination against any employee or applicant for employment because of sex, age,race, color,creed,national origin,marital status,or the presence of any sensory,mental or physical handicap,unless based upon a bona fide occupational qualification,and this requirement shall apply to,but not be limited to,the following: employment advertising, layoff or termination, rates of pay or other forms of compensation and selection for training, including apprenticeship. No person shall be denied or subjected to discrimination in receipt of the benefit of any services or activities made possible by or resulting from this Agreement on the grounds of sex, race, color, creed, national origin, age except minimum age and retirement provisions, marital status or the presence of any sensory,mental or physical handicap. Any violation of this provision shall be considered a violation of a material provision of this Agreement and shall be grounds for cancellation, termination or suspension, in whole or in part, of the Agreement by the CITY. IX. SEVERABILITY The parties intend and agreed that, if any paragraph, sub-paragraph, phrase, clause or other provision of this Agreement, or any portion thereof, shall be held to be void or otherwise unenforceable, all other portions of this Agreement shall remain in full force and effect. X. WRITTEN COMMUNICATIONS All recommendations and other communications by the CONSULTANT to the DIRECTOR and to other participants which may affect cost or time of completion, shall be made or confirmed in writing. The DIRECTOR may also require other recommendations and communications by the CONSULTANT be made or confirmed in writing. -3- XL NOTICES Al]notices,reports and documents required under this Agreement shall be in writing and shall be mailed by First Class Mail, postage prepaid, addressed as follows: A. As to CITY: Monica Meyers, Director of Parks and Recreation 31 South Grove Avenue Elgin IL 60120 B. As to CONSULTANT: Roger Scott Municipal Advisors, Inc. P. O. Box 45 Virginia Beach, VA 23450 IN WITNESS WHEREOF, the undersigned have placed their hands and seals upon and executed this Agreement in triplicate as though each copy hereof was an original and that there are no other oral agreements that have not been reduced in writing in this statement. For the CITY: ATTEST: THE CITY OF ELGIN By ft 4 4./ (4--r,---e-Z.L-dre - B itat, , /c2frs—A, 0 City C rk I ity Manager (Seal) -4- . , . • For the CONSULTANT: ATTEST: MUNICIPAL ADVISORS, INC. (By 11 -5- • .4 OF E4O CS%A.N $1 itCity of Elgin Agenda Item No. 4 : I ED -1.0r 0 .0 . 01 November 15, 2000 int 4 " r III I qi P 31111 \II: 1111111 .0' .01 1 • TO: Mayor and Members of the City Council FINANCIALLY STABLE CITTGOVERNMENT EFFICIENT SERVICES. AN)QUALIT V INFRASTRUCTURE FROM: Joyce A. Parker, City Manager SUBJECT: Parks and Recreation Department Organization and Staffing Evaluation by Municipal Advisors, Incorporated PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information to enter into a contract with Municipal Advisors, Incorporated (MAI) to conduct an evaluation of existing Parks and Recreation Department staffing levels and organization. BACKGROUND The City Council awarded a contract to MAI on October 18, 1999 in the amount of $54, 550 to perform a salary and classification study of all non-bargaining City positions . An evaluation of current staff levels is necessary to determine where the greatest needs are and to evaluate staff efficiencies relative to job responsibilities . The Parks and Recreation Department has been experiencing consistent growth in programs, services, park land and renovated facilities . During the 2001 budget process, the Parks and Recreation Department proposed several new full-time positions throughout the department to manage this fast-paced growth. In 1995, staff also performed an evaluation of staff and operations and reorganized according to the results of the evaluation. After several years implementing the plan conceived in 1995, staff is dissatisfied with the plan and feels that a professional review of the department' s staff and operations is necessary. This new contract would consider the current department organization as compared to other parks and recreation operations similar to the size and scope of Elgin' s as well as considering rft. internal expected growth with new facilities, park land and services . The scope of services for this amended contract are as follows : • ew Parks and Recreation Staffing Study November 15, 2000 Page 2 • Evaluate the Parks and Recreation Department organization and staff duties as they are currently modeled. • Provide a recommendation of the organization and staff' s duties with concentration on the potential for improved efficiency. Provide comparison with other municipalities of Elgin' s size and scope of facilities and services . • Evaluate the department' s proposed positions to provide recommendation on these additional positions or other positions as an outcome of the evaluation. • Evaluate the full-time staffing levels of the new Family Recreation Center and provide recommendation for its planning. • Recommendations on new positions will include a recommended job description and salary range. Attached is a copy of the MAI proposal totaling $15, 000, plus a not-to-exceed reimbursable amount of $4, 500 . Cost and time savings are anticipated in this project by utilizing MAI, due to the information available from the previous study recently completed for the City. Data pertaining to the Parks and Recreation Department current, full-time staffing will be extrapolated for this study. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED None . plic FINANCIAL IMPACT This expenditure was not contemplated or budgeted, However, funding is available in the amount of $19, 500 from General Fund contingency, account number 010-6902-719. 84-01 . LEGAL IMPACT Entering into a contract with MAI to take advantage of time and cost savings would be done so as an exception to the procurement ordinance which would require a two-thirds majority vote. tow • tow- Parks and Recreation Staffing Study November 15, 2000 Page 3 ALTERNATIVES Not to enter into a contract with MAI . RECOMMENDATION It is recommended that Mayor and members of the City Council approve a contract with Municipal Advisors, Inc. in an amount not to exceed $19, 500 to conduct an evaluation and provide recommendations for the Parks and Recreation Department' s table of organization and staffing. Res.ectfully submitted, Jrce A. Parker City Manager rm. tow NUJ-1b-2bW 10 32 FROM MA I/SPR I NGSTED TO 18479316144 P.03/15 MUNICIPAL ADVISORS INCOR.PORA 1"a) r • June 1, 2000 Ms. Monica Meyers Director of Parks and Recreation City of Elgin 31 South Grove Avenue Elgin,IL 60120-5555 Dear Monica: This is in response to your request for a proposal/price quote to perform an evaluation of the Parks and Recreation Department's organizational arrangement and staffing. The following six general areas will be included in the study. • An evaluation of current organizational arrangement and staffing • Development of recommendations for improved efficiency under existing situation • Provide a comparison of organization and staffing with other cities and agencies comparable to Elgin in size and scope of facilities and services • Evaluate the need and desirability for staff expansion (i.e., assistant director, marketing specialist,special events coordinator,etc.) in 2001 budget • Evaluate the need for additional staffing for the new family recreation center • Develop class descriptions and recommend salary Ievels for new positions or classes recommended above. MAI is prepared to initiate the work on or about mid-July and complete the project within sixty days. Our fee for conducting the study will be $15,000 plus direct out-of-pocket expenses not to exceed $4,500. I hope it will be our privilege to assist you with this project. If we can provide additional information,please let me know. Res•, . ly submitted, 4; 1.AL ADVISORS INCORPORATED In Roger 4. Scott Vice President 1206 Laskin Road,Suite 210 • Virginia Beach,VA 23451 • Telephone 757-422-1711 • Facsimile 757-422-6617