Subject:
Title
Authorization of Building Construction Project Manager Position.
Body
EXPLANATION AND SUMMARY:
Our Director of Parks and Recreation who has accepted a job offer to become the City of Fairfax’s Director of Parks and Recreation was managing the Community Center Renovation design development, taking advantage of her unique training and experience managing building projects. The Director of Planning & Zoning will be interim project manager, delaying his work on the Comprehensive Plan Update as well as his other Planning and Zoning responsibilities.
No project managers are designated for the Police Station Renovation or Operations & Maintenance Campus CIP projects. Considering the millions in public investment, we strongly recommend an assigned project manager for each project. The individual would work with the using agency, monitor the construction contract & payments, oversee the designer for any revisions, and report progress to all concerned.
The project management function for building construction typically ranges from 2.8% to 5% (which would be an estimated cost of $252,000 on the low side and $400,000 on the high side for an $8 million project) of the project cost on the Community Center Renovation. By comparison, the Town would pay the building construction Project Manager an estimated amount of $225,000 (this amount includes benefits) to manage the project regardless of the duration of the project. We recommend the direct costs be charged to the project account as part of the project expense.
The DPW Construction Engineer (formally classified as a Civil Engineer I) for transportation and utility projects is authorized in the DPW budget with a chargeback to the CIP accounts he or she works on. The downside of a position charged to projects is the position must be eliminated when project funding ceases. The Civil Engineer I position requires an engineering degree and experience, the Civil Engineer II also requires a professional engineering license. The maximum anticipated salary & benefits would be $110,000 + 35% benefits = approximately $150,000 annually. This amount can be covered by unspent Northside Property Yard generator funds out of the 2014 CIP. The Northside Property Yard generator came under budget by more than $100,000 and those dollars can be used to fund this position through March of 2016. The 2016 CIP will fund the anticipated cost of this position for the duration of the Community Center Renovation project.
For several years, managing the Community Center then Police Station renovations will be a full time job. Assigning this duty to the Planning and Zoning Director requires delaying the Comprehensive Plan and less attention to Maple Avenue Corridor rezoning applications and will cause him to have less time for his other Planning and Zoning duties. The Department of Public Works Construction Engineer is swamped with a dozen active projects and many homeowner interactions daily. The Department of Public Works Civil Engineer, who managed the Town Hall HVAC project, is also swamped with site & grading plan review backlog of over a month and more complex developer storm water requirements beginning July 1.
Project managers are available through engineering firms (as DPW did in 2011 for DeSale Street) or may be contracted directly but at a higher cost. However the Town’s interests will be better represented by a Town employee, not a contactor. Town Council will need to modify the approved budget to authorize the additional position, although there is no financial impact. To allow immediate recruitment, we recommend adding the position to the budget now from existing CIP and future CIP funds.
Departmental Recommendation: Authorize an additional full-time project manager position to manage the Community Center, Police Station and Operations & Maintenance projects, charged to the CIP.
Finance Recommendation: One full-time equivalent employee to be funded through CIP generally, specifically for Community Center project 300707 (2014 & 2016 GO Bonds). Recommend approval.
Purchasing Recommendation: N/A
Town Attorney Recommendation: The Town Council may approve the creation of a capital improvement projects’ Project Manager position in its discretion.
Town Manager's Recommendation: Although it is our practice to address personnel needs with the Town’s operating budget process, the Director of Parks and Recreation taking the Director’s position with the City of Fairfax has caused me to address this personnel need now rather than waiting for next year’s budget process, particularly because of the Community Center Renovation project needing immediate professional oversight.
Cost and Financing: $150,000 in 2014 CIP Funds
Account Number: CIP funded generally, specifically for Community Center project # 300707 - salary and benefit accounts.
Decision Needed by This date: July 6, 2015
PROPOSED/SUGGESTED MOTION
Recommended Action
"I move to approve the Department of Public Works (DPW) budget to add one full-time equivalent employee to their staffing levels, a DPW Capital Improvements Project Engineer - CIP Funded position allocation from one to two in FY 2016."
Or
Other action deemed necessary by Council.