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Home My WebLink About12/05/2006 Blue Sheet Request for Personnel Public Works TOWN COUNCIL MEETING INFORMATION TOWN OF MARANA MEETING DATE: December 5, 2006 AGENDA ITEM: 1.3. TO: MAYOR AND COUNCIL FROM: Regina Fleming, Human Resources Director SUBJECT: Relating to Personnel: Requests for additional personnel in the Pub- lic Works Department DISCUSSION: The following positions were not included in the FY approved budget but are requested under the CIP projects except a new Office Support Clerk position which is not included in the CIP budget. · Utilities Coordinator - Public Works Department · Construction Manager - Public Works Department . CIP Project Manager - Public Works Department Estimated fiscal impact of the three requests would be as follows: Utilities Coordinator $1,920 $49,171 + $12,441 = $61,612 additional operating expenses Construction Manager $28,588 $61,408 + $17,744 $79,152 additional operating expenses CIP Project Manager $1,920 $61,408 + $14,521= $75,929 additional operating expenses Total Annual Costs for above positions: One time estimated costs: Fiscal Year Impact for the remainder of the year: $ 216,693 $ 32,428 $ 148,781 Part-time Office Support Clerk $ 5,861 + $2,685= $8,546 Fiscal Year Impact for the remainder of the year with part-time Office Support Clerk: $ 157,327. {OOOOOlOO.DOC I} FJC/cds A TT ACHMENT(S) Position descriptions for each position. ADDITIONAL INFORMATION The following positions are currently being paid wholly or partially out of CIP Projects: Keith Brann, Assistant Director of Public Works (partially); Assistant Director of Public Works (partially, vacant); James Flores, Construction Inspector; Mac Murray, Construction Inspector; Morris Reyna, Construction Division Manager; Scott Leska, CIP Division Manager; Carl Larson, CIP Project Manager; Tom Houle, Construction Manager The requested positions will be rmanced through the following Projects: Silverbell Road Improvements 99-050 Ina Road 1-10 to Camino de La Tierrra 99-053 Linda Vista/Twin Peaks Interchange 1-10 2001-44 Camino de Manana/Dove Mountain 2001-52 Honea Heights Sewer Improvements 2002-02 Santa Cruz Bank Protection 2002-04 Moore Road-Camino de Oeste to Thomydale Road 2002-18 Thomydale/Orange Grove road Improvements 2002-58 Barnett Linear Park and Flood Control 2003-16 Thomydale/Tangerine Intersection 2006-012 Tangerine Road Signals at 1-10 2006-15 RECOMMENDATION Staff recommends authorization to hire a Utilities Coordinator, Construction Manager, a CIP Project Manager, and a part-time Office Support Clerk with the estimated fiscal impact of $157,327. SUGGESTED MOTION I move to approve the recommended positions. -2- Human Resources Department Justification for new staff Position Title: Utilities Coordinator Department: Public Works Introduction To create a new staff position, the supervisor of the unit or the department manager must submit a request to create the position to the appropriate department head, who will submit a recommendation to the Human Resources Department. Following review by the HR department, the request will be submitted to the Town Manager's office for review. The Department Head will provide along with the justification, a personnel requisition, position description, associated budget necessary to staff the new position. [8J New Position D Additional staff for existing position D Other (explain) Do you expect to fill the position with a current employee? DYes [8J No If so, do you expect the resulting vacant position to be backfilled DYes D No Full-time [8J Part-time D ExemptD Non-ExemptD Process: Provide information relevant to the replacement position: What services have not been offered due to the vacancy; has there been irreparable harm (impact on department effectiveness) due to the vacancy, etc.? One of the noticeable problems we have continued to experience in the delivery of CIP Projects is related to utilities and other interfacing facilities or operations that have a direct effect on the scope and timing in design and construction of a project. Lack of coordination of utility issues have caused extensive delays, created excessive errors and increased costs in design which have caused an increase of difficulties.. .as well as the much greater inconvenience to the Public and affected businesses.. .during construction. In order to obviate these problems the Public Works Department has identified and defined a specific set of critical activities and responsibilities that would be assumed by the newly created position of Project Utilities Coordinator. The Department expects that the individual assigned in this new position would, in successfully performing the assigned or "as necessary" tasks, provide and coordinate accurate and valid information on a timely basis to all of our construction and design endevours and ensure that the errors, conflicts, bad information, lack of coordination and general misunderstanding and costly lack of performance would be minimized to the point of negligible effect. The position would monitor the Town's Consultants and Designers to assure that thier performance is at an acceptable level of due diligence and that they locate and incorporate all known utility data into their designs. This will include potholing and other means of discovery acceptable to standard engineering practices and proceedures. Theis individual would also assure that Utility Companies are completely involved during the planning and design process on every Town project. This Human Resources Department individual will ensure the timely implementation of any facilities improvements, so that the Town's projects would be carried out in the most effective and efficient manner. Th Utilities Coordinator would work with all of the Utility Companies and Consultants to standardize requirements for all the Town's design and construction projects to improve and assure quality and performance of the finished products. This individual would assure the maximum effective use of mutual planning to avoid unnecessary delays and errors on road projects within the Town limits. Finally, the individual would assure that the delays in design and construction due to inaccurate or inadequate information, or changes in planning or information are minimized, and truly on an unforeseeable and unavoidable basis. As the Town grows and expands in size, utility interfacing, mutual planning and project coordination will be essential to minimize the costs and delays for the improvements of the Town's facilities. Does this position require a high degree of specialization that the existing staff cannot adequately provide to maintain the integrity and continuity of the department? (If so, explain) No, however the Department is greatly extended and this is to provide a position that demands a high degree of skill that the current staff does not have time to contribute. This position requires extensive knowledge in utility work, planning, constructing and to a the degree necessary for a comprehensive review of engineered plans, design experience. This requires extensive knowledge of the Pima County/City of Tucson Standard Specifications and Standard Details for Public Improvements, ADOT, road and bridge construction; extensive underground utility and roadway construction experience required. Working knowledge and experience with civil engineering design, traffic control, MUTCD, ADA, OSHA trench safety, surveying and staking, geotechnical materials sampling and testing; use of personal computers for word processing, spread sheets, data bases and scheduling required. This position needs to be highly trained in the design and construction methods of heavy civil engineering. Are the department services in jeopardy without this position and is there evidence of workload demand? (if so, explain) The Department cannot keep pace with the current demand of project workload to adequately move projects forward from inception to construction completion. The current staff loads are creating a situation where the time frame to design projects, procurement of construction and delivery of completed projects are hindered, not proceeding according to the set milestone dates, increasing the potential for errors, liability and inability to maintain necessary processes. Office accommodation and furniture required. This position will require an office, laptop computer, vehicle, and cell phone. Human Resources Department Budget Implications: ITEM Associated Cost Annual Salary: $51,661-$78,608 Employee related expenses: (30% of salary) Office/workspace costs: $400 phone Other entitlements (car allowance, phone, laptop etc. attach justification) $20,000 truck $300 cell phone IT associated costs: $1500 laptop Total costs for position $73,861 Does the department have sufficient resources in the budget for this position? YesD No[gl If no, provide justification: Salary savings from the departure of one of the Assistant Directors provides funding which can be used for the new position. *Note: please provide a separate addendum with quantifiable data to show workload increase if applicable. Human Resources Department Addendum A Town of Marana Job Description Job Code: 1512 Utilities Coordinator (Eligible for Overtime) Definition: Under the general supervIsion of the Manager, CIP Engineering Division, performs comprehensive project review and coordination duties related to owners or operators of utilities and railroads, and other agencies, Uointly known herein as "others") and their interfacing with Town activities, rights-of-way, or projects, including coordination and scheduling, design and construction, for all Department of Public Works Projects and Projects by others within the Town rights-of-way or otherwise affecting or impacting the Town by the planning or activities of the others and or otherwise affecting or impacting others by the planning or activities of the Town, utilizing a wide variety of complex technical, administrative and civil engineering work tasks. The incumbent will also coordinate, apply and obtain all permits necessary from others to plan, design, or to enter and build any Town project in situations where the others maintain rights of permission. The incumbent may also perform inspections of utility company projects within the Town's rights-of-way using professional civil engineering specifications and methods; assure engineering plans are reflected in field conditions and all conflicts are identified and resolved; and monitor street cuts made and restored by utilities service companies or contractors. There is considerable latitude granted for the exercise of independent judgment and initiative. The principal duties of this class are performed in an office environment and in a field environment that may involve exposure to adverse weather conditions, noise, uneven terrain and equipment associated with a construction site. Essential Functions: (Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills, and other characteristics. This list of tasks is IllUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by positions in this class.) Tasks: Assures coordination between the Town, the consultants and the various utilities, the railroad owners, and other agencies, ("others") during planning, design, permitting, and construction of Town projects for discovery and address of all existing and planned facilities that affect or are affected by the project. Notifies affected others of Town projects or planning that may impact their facilities or right(s)-of-way or future facilities improvements. Keeps current on facilities improvement planning by others and advises the Town of such planning of future facilities improvements or impending projects that may impact the rights-of-way, projects or general activities of the Town. Coordinates planning and timing of construction of utility facilities for optimum conditions, maximum benefit and minimized impact. Provides project plan packages and information to utility companies to allow the companies to develop projects to relocate, modify and/or adjust their facilities; Reviews engineering plans for each utility project to ensure compliance with construction plans and meets field conditions; make field adjustments as required Reviews engineering plans for each utility project to ensure compliance with field conditions. Oversees the timely submittal review and return of comments to utility companies from Town on utility projects. Oversees the timely submittal review and return of comments from utility companies on Town Projects; C:\Documents and Settings\JLeer\Local Settings\Temporary Internet Files\OLK10\Utilities Coordinator.doc - 1 - 11/28/2006 Town of Marana Job Description Job Code: 1512 Utilities Coordinator (Eligible for Overtime) Ensures that comments by others are implemented into Town CIP project plans and off-site development plans; Ensures proper engineering plans have been issued to all others as appropriate. Ensures that proper permits have been applied for, issued and received. Coordinates meetings with Construction Management Division, CIP Engineering Division, utility companies and other affected parties to resolve issues relating to proposed and/or existing utilities; Assures that as-built and record documents accurately reflect the field condition and are distributed to both the Utilities and the Town. Responds to phone calls from utility companies, contractors, and subcontracts about permits, codes, and city specifications pertaining to construction methods and Town standards; Prepares technical reports, agreements and permit applications; Oversees activities regarding relocation, adjustment or modification of facilities belonging to utility companies resulting from construction or modification of Town owned transportation systems; Reviews utility plan submittals for constructability, technical accuracy, compliance and conformance with proposed Town projects. Ensures that utility companies relocate, modify and/or adjust their facilities in a timely manner to allow for the timely construction of CIP projects; Performs ongoing inspections of contractor/subcontractor's work for compliance with all applicable city, county, and industry standards; provides alternatives to contractors to help resolve conflicts Coordinates and signs off on final walk-through of projects to verify all field conditions comply with specifications; Interacts with citizens and business owners and managers to resolve all concerns including restoration and purpose of projects; Inspects job sites to assess and audit the contractors and the workers implementation of and conformance to the contractors construction safety and traffic plan. Performs all work duties and activities in accordance with Town policies, procedures and safety practices; Attends the pre-bid and pre-construction meetings; Attends open house and public outreach programs; Assists the Construction Manager on contract change orders, supplemental agreements on an as- needed basis related to utility and/or railroad issues; Performs other assigned or logical duties as directed by the Manager, CIP Engineering Division. Supervision Exercised: Oversees the work of the Department of Public Works with consulting firms, local jurisdictions, utility and railroad companies in relation to utility and railroad work tasks. C:\Documents and Settings\JLeer\Local Settings\Temporary Internet Files\OLK10\Utilities Coordinator.doc - 2- 11/28/2006 Town of Marana Job Description Job Code: 1512 Utilities Coordinator (Eligible for Overtime) Knowledae. Skills. Abilities and Other Characteristics: Extensive Knowledge of: Principles, theories, and practices of highway or road engineering and construction; Principles, theories, and practices of utility engineering and construction; Principles, theories, and practices of railroad engineering and construction; Pima County/City of Tucson Standard Specifications and Standard Details for Public Improvements, latest edition and any approved/accepted amendments/revisions; Arizona Department of Transportation Standard Specifications and Standard Details for Road and Bridge Construction, latest edition and any approved/accepted amendments/revisions; City of Tucson Standard Specifications and Details for Water Line and Appurtenant Construction, latest edition and any approved/accepted amendments/revisions; Pima County Wastewater Management Standard Specifications and Details for Sanitary Sewer and Appurtenant Construction, latest edition and any approved/accepted amendments/revisions; Town of Marana Subdivision Street Standards, latest edition and any approved/accepted amendments/revisions; Pima County Roadway Design Manual, latest edition and any approved/accepted amendments/revisions; Federal Highway Administration Manual on Uniform Traffic Control Devices for Streets and Highways, latest edition and any approved/accepted amendmentslrevisions; Legal ramifications of Intergovernmental Agreements, Design and Construction Contracts, Contract Change Orders, Supplemental Agreements, Contract Addenda, Pre-Bid Conferences, Pre- Construction Conferences and Summaries of Meetings; Principles and techniques for the review of engineering, subdivision and development plans; Applicable Federal, State, County and Town ordinances, rules, regulations and guidelines; Permitting requirements and processes to assure the Town and contractors working on its behalf have all authorization and rights necessary before proceeding to affect the facilities of others. Knowledge of: Department of Public Works Directives, standard operating procedures, policies, guidelines, rules and regulations; Principles, practices and techniques of successful negotiating; Application of computer-based resources to document activities, prepare correspondence and legal documentation, and maintenance of databases. Extensive Skill in: C:\Documents and Settings\JLeer\Local Settings\Temporary Internet Files\OLK10\Utilities Coordinator.doc - 3- 11/28/2006 T own of Marana Job Description Job Code: 1512 Utilities Coordinator (Eligible for Overtime) Reviewing and interpreting engineering plans, subdivision and development plans. Planning and design interfacing of project elements, utilities and civil road design. Skill in: Establishing and maintaining effective relationships with department associates, utility company staff, Town employees and the public; Arranging or coordinating the arrangements, for relocation, modification and/or adjustment of utility facilities affected by Town activities; Utilizing successful methods and techniques in negotiations; Creating and maintaining activity, legal and administrative records; Utilizing computer and information technologies to enhance productivity and performance; Communicating effectively, both orally and in writing. Qualifications: (1) Bachelor's Degree in Civil Engineering or closely related field and a minimum of five (5) years of increasingly responsible work experience directly related to public works, utility and/or railroad design and inspection; (2) or any combination of education and/or experience that will provide the desired knowledge, skills, abilities and other characteristics. Special Requirements: Must possess, or be able to obtain, a valid and appropriate Arizona driver's license within six (6) months of employment, as required for job-related duties. Workina Conditions: Work is performed primarily in a normal office setting with moderate noise (primarily from office equipment). Occasionally, work is performed outside near moving parts and possibly in inclement weather such as rain, extreme heat or extreme cold. Outside work is normally limited to on- site inspection to resolve issues on construction sites with moderate to high noise possible (from construction equipment on-site). The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function. While performing the duties of this job, the employee is frequently required to sit and talk or hear, use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to walk, short distances, sometimes over uneven terrain. Hazards: There is high risk of personal injury when performing the duties in the field especially when the work involves the presence of heavy construction equipment in operation. There is low to moderate amount of driving required to perform duties. Selection Guidelines: Formal application; review and rating of education and experience; job-related tests may be required; oral interview and reference check. The job description does not constitute an employment agreement between the Town (employer) and the employee and is not intended to limit or fully describe all of the requirements, tasks, or responsibilities of the position. The job description is subject to change by the Town (employer) as the needs of the Town or requirements of the job change. C:\Documents and Settings\JLeer\Local Settings\Temporary Internet Files\OLK10\Utilities Coordinator.doc - 4- 11/28/2006 Town of Marana Utilities Coordinator (Eligible for Overtime) Workers' Compensation Code: 9410 EEOC Code: 2 Salary Range: 58 Effective date November 2006 C:\Documents and Settings\JLeer\Local Settings\Temporary Internet Files\OLK10\Utilities Coordinator.doc - 5- 11/28/2006 Job Description Job Code: 1512 Human Resources Department Justification for new staff Position Title: Construction Manager Department: Public Works Introduction To create a new staff position, the supervisor of the unit or the department manager must submit a request to create the position to the appropriate department head, who will submit a recommendation to the Human Resources Department. Following review by the HR department, the request will be submitted to the Town Manager's office for review. The Department Head will provide along with the justification, a personnel requisition, position description, associated budget necessary to staff the new position. C8J New Position D Additional staff for existing position D Other (explain) Do you expect to fill the position with a current employee? DYes C8J No If so, do you expect the resulting vacant position to be backfilled DYes D No Full-time C8J Part-time D ExemptD Non-ExemptD Process: Provide information relevant to the replacement position: What services have not been offered due to the vacancy; has there been irreparable harm (impact on department effectiveness) due to the vacancy, etc.? In the first half of 2007 the Town anticipates having six major CIP Projects begin and remain active throughout 2007 and into 2008; Project No. 99-076, CORTARO FARMS ROAD; UPRR TO STAR GRASS DRIVE; Project NO. 2003-14, HONEA HEIGHTS ROADWAY IMPROVEMENTS; PROJECT NO. 2006-137 BREAKERS ROAD; PROJECT NO. 2002-58, THORNYDALE ROAD ORANGE GROVE ROAD, TO CDO WASH; PROJECT NO. 99-050, SILVERBELL ROAD, CORTARO ROAD TO INA ROAD; PROJECT NO. 2004-36, and TANGERINE FARMS IMPROVEMENT DISTRICT; in addition, PROJECT NO. 2002-02, HONEA HEIGHTS COLONIA SANITARY SEWER CONVEYANCE SYSTEM, will be active in the first quarter of 2007 but is anticipated to be completed before the second quarter of 2007. Because of the initial approach to design development, the Cortaro Farms Road Project is very demanding on the time of Staff to resolve issues so that construction can take place with minimal delay and cost impact. Thornydale Road is anticipated to be the same, with substantial coordination to keep an oversubscribed traffic corridor as problem free as possible. The Tangerine Farms Construction Contract has been awarded at a cost of $24 million and the NTP will be issued shortly. Currently, there is insufficient Staff to administer, manage and provide inspection on these Projects. It is very important to fill the vacant position of CIP Construction Manager to administer and control the Contractors and manage and direct the Construction Inspectors to ensure the safe, timely delivery of Projects associated with the Capitol Improvement Program. Human Resources Department Does this position require a high degree of specialization that the existing staff cannot adequately provide to maintain the integrity and continuity of the department? (If so, explain) Yes, this position requires work experience in a field related to public works engineering, such as construction, inspection, surveying, and materials testing. Extensive knowledge of the Pima County/City of Tucson Standard Specifications and Standard Details for Public Improvements, ADOT, road and bridge construction; extensive underground utility and roadway construction experience required. Working knowledge and experience with civil engineering design, traffic control, MUTCD, ADA, OSHA trench safety, surveying and staking, geotechnical materials sampling and testing; use of personal computers for word processing, spread sheets, data bases and scheduling required. This position needs to be highly trained in the design and construction methods of heavy civil engineering. Are the department services in jeopardy without this position and is there evidence of workload demand? (if so, explain) The Department cannot keep pace with the current demand of project workload to adequately move projects forward from inception to construction completion. The current staff loads are creating a situation where the time frame to design projects, procurement of construction and delivery of completed projects are hindered, not proceeding according to the set milestone dates, increasing the potential for errors, liability and inability to maintain necessary processes. Office accommodation and furniture required. This position will require an office, laptop computer, vehicle, and cell phone. Human Resources Department Budget Implications: ITEM Associated Cost Annual Salary: $58,449-$64,517 Employee related expenses: (30% of salary) $17,535-$19,305 Office/workspace costs: $7,000 Other entitlements (car allowance, phone, laptop etc. attach justification) $3,300 IT associated costs: Total costs for position $86,234-$93,954 Does the department have sufficient resources in the budget for this position? YesD No~ If no, provide justification: Salary savings from the department of one of the Assistant PW Directors provides funding which can be used the new position. *Note: please provide a separate addendum with quantifiable data to show workload increase if applicable. Human Resources Department Addendum A T own of Marana Job Description Job Code: 01610 CIP Construction Manager (Not Eligible for Overtime) Definition: Under the direction and supervision of the Senior Construction Manager performs various Construction Management, Construction Administration, and Construction Engineering tasks associated with Public Works Construction and Civil Engineering Work; specifically provides supervision, oversight, direction and mentoring to Construction Inspectors, Technicians, Aides, Interns, and others in administering, managing, inspecting, and providing other services as needed to successfully manage construction activities and deliver construction related projects under the administration of the Department of Public Works in a safe, timely, and cost efficient manner. Essential Functions: (Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills, and other characteristics. This list of tasks is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by positions in this class. It does not imply that all positions within the class perform all of the duties listed, nor does it necessarily list all possible duties that may be assigned.) Tasks: · May perform the duties of the Senior Construction Manager in his/her absence. · Assists the Senior Construction Manager to develop a comprehensive Construction Management Division Program including Directives, Policies, Programs, and Procedures · Assists Senior Construction Manager on an as-needed basis to manage and administer outsourced services, and provides direct accountability of such services. · Assists Senior Construction Manager with review of workload, and staff requirements; assures adequate coverage to administer current and imminent construction contracts, inspect, accept work, obviate problems, minimize inconvenience to the Public, and deliver a quality project in a timely manner. · Directly responsible for supervising, managing and providing direction to Construction Inspectors, Technicians, Aides and Interns, as-needed geotechnical firms/materials testing firms and Construction Management and Contract Administration Consulting firms, including review of planning, scheduling and progress earned, estimate of probable cost and progress payments, Contract Change Orders, review of design problems, quality of work, and other associated or assigned activities on assigned projects, for the Capital Improvement Program (CIP). · Directly responsible for assuring sound resolution of minor design and engineering issues in the field and assuring that Senior Construction Manager is informed so that significant issues are raised to Engineering Staff for professional resolution. · Assists Senior Construction Manager with review of plans for constructability and planning, technical documents, Bid Schedule and Estimate of Quantities and Estimation of Probable Costs during design. · Assists Senior Construction Manager in reviewing the final project Construction Plan And Schedule, Preliminary Phasing And Traffic Control Plans, Quality Control Plans at 30%, 75% design review and provides final review at 90% design submittal. · Reviews Project Construction Contract Documents for constructability and Planning, Technical Documents, Bid Schedule and Estimate Of Quantities and Estimation of Probable Costs before package is advertised for procurement. · Attends Pre-Bid Meetings with potential Bidders. · Assists Senior Construction Manager in Preparing the Pre-Construction Conference Agenda. Town of Marana Job Description Job Code: 01610 CIP Construction Manager (Not Eligible for Overtime) · Chairs the Pre-Construction Meeting in the absence of the Senior Construction Manager. · Participates in implementation of the public outreach program, including the arrangements and information to hold construction open houses, construction alerts, and advisories. Attends Open House · Works with Public Works Department Staff, Senior Division Managers, Senior Construction Manager, Division Managers, and Staff. · Works directly on a daily basis with Contractors, Subcontractors, Consultants and all personnel associated with the Construction Contract. · Directly responsible for visiting the Project Construction Site and maintaining a Town presence at the Site to the extent necessary, and directly responsible for maintaining both daily routine and exceptional Project Construction documentation, with photos, reports and by any means necessary to assure a complete and accurate record of the Work, when appropriate. · Interfaces with Division Managers as required, and extensively with the Public and general Stakeholders in information and outreach programs. · Provides appropriate information to the with Document Control Coordinator in order to prepare and provide management timely updates, reports and presentations on construction related projects · Reviews invoices, quantities, requested progress amounts and value earned for progress payments, recommends payment and reviews invoice with Senior Construction Manager, and works with Document Control Coordinator on processing and payment. · Provides appropriate information to the Document Control Coordinator to assure each Project Budget item, available, committed, spent, funded, is accounted and reported to the Senior Construction Manager, Senior Division Manager of Construction, Deputy Director of Public Works and other Management personnel as requested. · Provides appropriate information to the Document Control Coordinator to process the Liens Release, release of Project Retention, and file the Notice of Completion. · Responsible for gathering and providing all pertinent information on Contract Change Order(s), and Supplemental Agreements(s) to the Document Control Coordinator and assists as necessary in preparing and processing the Change Package. · Responsible for gathering and providing all pertinent information on Claims or potential Claims to the Document Control Coordinator to prepare packages for consideration of Claims or back charges as necessary. · Responsible for gathering and providing all pertinent information, research and data collection to Document Control Coordinator for preparation of the reports, presentations, Contract Changes or as otherwise required. · Receives public inquires and provides relative and necessary information concerning projects all in accordance with Department's Directives, Policies, Guidelines, Rules and Regulations. · Directly responsible for assuring appropriate inspection and testing and documentation of activities on construction related projects, and to monitor inspection and testing documentation and compliance with all applicable requirements. · Identifies and defines claims or potential claims and reviews with Senior Construction Manager; provides input and review of recommendations for disposition. 2 Town of Marana Job Description Job Code: 01610 CIP Construction Manager (Not Eligible for Overtime) · Responsible for providing supervision surveillance, documentation and Contract Administration and Management for all assigned Construction Projects under the administration of the Department of Public Works. · Responsible for providing appropriate review of submittals for compliance with the Plans, Specifications, Special Provisions, and Contract Documents. · Responsible for providing appropriate review of material reports for compliance with the Plans, Specifications, Special Provisions, and Contract Documents. · Performs other tasks as required, requested, or as directed. Supervision Exercised: Independently and directly supervises Construction Inspectors, Technicians, Aides and Interns, directly contracted Consultant personnel, and supervision, direction, management and administration of the Construction Contract.. Knowledge, Skills, Abilities and Other Characteristics: · Extensive knowledge of the Pima County/City of Tucson Standard Specifications and Standard Details for Public Improvements, latest edition, and any approved/accepted amendmenVrevisions. · Extensive knowledge of ADOT's Standard Specifications and Standard Details for Road and Bridge Construction, latest Edition, and any approved/accepted amendments/revisions. · Extensive knowledge of the City of Tucson's Standard Specifications and Details for Water Line and Appurtenant Construction. · Extensive knowledge of Pima County Wastewater Management's Standard Specifications and Details for Sanitary Sewer and Appurtenant Construction. · Extensive knowledge of Pima County/City of Tucson (PC/COT) Signing and Pavement Marking Manuals, latest edition. · Extensive knowledge of Pima County/City of Tucson (PC/COT) Roadway Design Manual, latest edition. · Extensive knowledge of the Manual of Uniform Traffic Control Devices (MUTCD), latest edition. · Extensive knowledge of the legal ramifications of Construction Contracts, Contract Change Orders, Supplemental Agreements, Contract Addenda, Project Construction Schedules, Pre-Bid and Pre-Construction Conferences, weekly Project Meeting Agenda and minutes, submittals and execution of the Work. · Extensive knowledge of the various components of the Contract Documents for construction. · Working knowledge of Department's Directives, Standard Operating Procedures, Polices and Guidelines. · Working knowledge of office computers and data processing programs. · Working knowledge of general accounting practices and procedures. · Extensive knowledge of the principles and practices of civil engineering. · Extensive knowledge of the basic principles of engineering as related to design and construction of public works facilities and projects. · Extensive knowledge of methods, materials and techniques employed in public works construction and engineering. 3 T own of Marana Job Description Job Code: 01610 CIP Construction Manager (Not Eligible for Overtime) · Extensive knowledge of the methods and techniques as applied to the design and maintenance of public works projects. · Extensive skill in making engineering calculations, preparing estimates, providing designs, and the preparation of Plans, and Specifications, and Special Provisions. · Skill in planning, assigning and supervising the work of office and field personnel. · Skill in conducting engineering research work and in writing technical reports. · Skill in communicating effectively, both orally and in writing. · Skill in using personal computers and appropriate software. · Extensive knowledge of construction materials testing and inspection procedures, methods and techniques of material sampling and testing and the interpretation of the results. · Considerable skill in supervising road construction projects (in-house projects). · Extensive skill in reading, understanding and interpreting Construction Plans, Supporting Documents, Special Provisions and Contract Documents · Considerable knowledge of the principles of supervision and training. · Ability to understand, transmit and follow written and verbal instructions. · Ability to handle stressful situations in a professional manner. · Ability to establish and maintain effective working relationships with Town Staff, Consultants, Contractors, Customers, the Public and other personnel associated with the Private and Public Firms/Agencies. Working Conditions: Work is performed equally in an office setting and in the field on a construction site. Noise level is usually low to moderate, primarily from office machines in the office setting. When work is performed in the field there may be substantial levels of noise due to the operation of construction equipment and the motoring public. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit and talk or hear, use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms. The employee is often required to walk short distances, sometimes over uneven terrain. Hazards: There is high risk of personal injury when performing the duties in the field especially when the work involves the presence of heavy construction equipment. There are moderate amounts of driving required to perform duties. Qualifications: Minimum High School or GED, two years college in related field, such as Construction Technology, Construction Management, Civil Engineering or Civil Engineering Technology, preferred, four year degree in similar technically related field desirable. Candidate must have ten (10) years direct relevant experience in construction, civil engineering, construction contract management and administration, with experience emphasis on the construction of infrastructure, roads and utilities construction, subdivision development and construction, small commercial or institutional construction; Seven (7) years of the relevant experience must have been in supervisory or management position, above the position of 4 ~'-----""""~"~"'~"""'''''_''''''''''''''''''_'__''''''''''''''''_h''''''''''~._'~'' T own of Marana Job Description Job Code: 01610 CIP Construction Manager (Not Eligible for Overtime) foreman, if the experience is qualified as construction craft related, or five (5) years of the relevant experience must have been as construction engineer or construction manager if experience is qualified as management related. Candidate must demonstrate extensive understanding of construction documents, including plans, contracts and specifications; Candidate must demonstrate extensive understanding of planning and scheduling, review of progress and pay estimates, inspection and quality control of work in progress, contract administration, including change management and accounting. Candidate must demonstrate extensive communication skills, both written and verbal, and practical experience in using of Microsoft Office, Word, Excel, Access, MS Project, Primavera, or SureTrak. Any combination of education and experience that will provide the desired knowledge, skills and characteristics will be considered. Special Requirements: Must possess, or be able to obtain, a valid and appropriate Arizona drivers license as required for job related duties. Selection Guidelines: Formal application, review and rating of education and experience, job related written tests may be required, oral interview, reference check Thejob description does not constitute an employment agreement between the Town (employer) and the employee and is not intended to limit or fully describe all of the requirements, tasks, or responsibilities of the position. The job description is subject to change by the employer as the needs of the Town or the requirements of the job change. Workers' Compensation Code: 9410 EEOC Code: 2 Salary Range: 67 Last revised: November 2006 5 Human Resources Department Justification for new staff Position Title: CIP Project Manager Department: Public Works Introduction To create a new staff position, the supervisor of the unit or the department manager must submit a request to create the position to the appropriate department head, who will submit a recommendation to the Human Resources Department. Following review by the HR department, the request will be submitted to the Town Manager's office for review. The Department Head will provide along with the justification, a personnel requisition, position description, associated budget necessary to staff the new position. [gj New Position D Additional staff for existing position D Other (explain) Do you expect to fill the position with a current employee? DYes [gj No If so, do you expect the resulting vacant position to be backfilled DYes D No Full-time [gj Part-time D Exempt[gj Non-ExemptD Process: Provide information relevant to the replacement position: What services have not been offered due to the vacancy; has there been irreparable harm (impact on department effectiveness) due to the vacancy, etc.? The current project design related workload of the CIP Projects Division (in the Department of Public Works) indicated by active projects requiring staff effort now, and projects in planning that will soon become active and require further staff effort, requires the addition of one new Project Manager to work with Engineering Consultants in the design of CIP projects to ensure that CIP projects are delivered to the level of quality required by the Town and in a timely fashion to support the demand for increased services due to the rapid growth of the Town. With the recent departure of Kevin Thornton and the reorganization of the construction mangagement and engineering divisions into the CIP Project Delivery Team and their tasking by the Assistant Town Manager with improvement of the CIP process and the specific improvement of project delivery, the engineering division, which did not have sufficient staff to manage projects before Kevins' departure, has been has seriously extended to the detriment of the Town. The engineering (project design management) division currently consists of two staff, the Manager of the Division and one Project Manager to handle a workload of approximately thirty identified projects in either the design, procurement or construction stages. The division has also assumed some of the duties previously performed by Kevin Thornton. Human Resources Department Lack of adequate staff to oversee the activities of the Consultants has resulted in plans and construction documents that are not to the Towns standards (unacceptable quality), causing rework and delay in the procurement of the construction project, or if not caught, presenting problems in the construction stage that causes more work for the construction division staff, which is also understaffed, and ends up costing the Town money and loss of public support due to unacceptable delivery of services. Problems and delays in construction directly translates to additional and unneccesary inconvenience to affected businesses and the Public. Project schedules are also slipping because the staff level, iinadequate for the workload, does not allow the quality time required to stay on top of the Consultants and assure they are staying on task for the Town rather than dedicating resources, which are limited and much in demand, to other projects more driven by the client. Does this position require a high degree of specialization that the existing staff cannot adequately provide to maintain the integrity and continuity of the department? (If so, explain) The problem is not in degree of specialization but in the number of individuals currently assigned as staff and the workload they have been assigned, for which they are responsible, and the fact that existing staff level is not commensurate with the demand of the work. The position does require the education and experience that would provide the department with a individual completely competent to review the design, plans and documentation created by professional engineering consultants, and to actively take a contributing part in the CIP Project Delivery Division. The individual will interface with design and construction professionals, manage their work, review and accept or reject their work, and generally be in a position where an individual would be overwhelmed by the "other side" if not greatly experienced and fully qualified, unable to hold his own. Project delays, increased costs, and inferior product are directly related to the perceived integrity of the Department and the Town. Are the department services in jeopardy without this position and is there evidence of workload demand? (if so, explain) As stated, there is already slippage in the delivery of designs and in the lack of quality of the design and construction documents which are directly reflected by construction delays, increased costs and increase in unnecessary inconvenience to the Public. Office accommodation and furniture required. cubical or office furnishings $7,000 Computer and associated $3,000 PDAlPalm Pilot $300 Human Resources Department Budget Implications: ITEM Associated Cost Annual Salary: $58,449-$64,517 Employee related expenses: (30% of salary) $17,535-$19,305 Office/workspace costs: $7,000 Other entitlements (car allowance, phone, laptop etc. attach justification) $3,300 IT associated costs: Total costs for position $86,234-$93,954 Does the department have sufficient resources in the budget for this position? YesD No~ If no, provide justification: Salary savings from the departure of one of the Assistant PW Directors provides funding which can be used for the new position. *Note: please provide a separate addendum with quantifiable data to show workload increase if applicable. Human Resources Department Addendum A Town of Marana Job Description Job Code: 01560 CIP Project Manager (Not Eligible for Overtime) Definition: Under the direction and supervision of the Manager of the Engineering Division, and the oversight of the Assistant Director of Public Works and the Director of Public Works, the Project Manager has primary responsibility for the successful design of Capital Improvement Program (CIP) Projects, which includes review of and comment on plans and technical documents to completion of construction documents for procurement, design and project management of consultants in the execution of their work as contracted, defining the contractual scope of the consultants' work and deliverables for design projects, and review of contract documents that will assure delivery of a satisfactory product in a timely and efficient and professional manner. Works closely with the CIP Team Staff to assure effective, comprehensive review of design documents. Provides updates on design projects; assists the Manager of the CIP Engineering Division with the management of projects as assigned; attends and may conduct Town and public outreach meetings relative to design projects. Essential Functions: (Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills, and other characteristics. This list of tasks is IllUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by positions in this class). Tasks: . . . . . . . . . . . Authorized Deputy for Manager of the Engineering Division, as required and/or assigned. Interfaces with Town Council, Town Management, the public and others as required. Assists the Engineering Division Manager in developing a comprehensive Design Management Program. Assists in the preparation and analyses of SOQ's and RFP's for Consulting services. Keeps the Engineering Division Manager informed and updated on the status of projects; assumes project responsibility as assigned. Schedules meetings with Consultants to resolve issues related to design services. Assists in the preparation of designs, specifications and contract documents for project design (in-house Projects). Assists in planning, prioritizing and scheduling Design Projects. Performs detailed analysis of storm water plans to verify compliance with the Town's requirements. Receives public inquires and provides relative and necessary information concerning projects all in accordance with Town Ordinances and the Department's Directives, Policies and Rules. Assists in the preparation of the Contract Documents for formal and/or informal bidding; attends all pre-bid meetings; assists in the preparation of Contract Agreement(s) for Consulting services; assists in the preparation of Contract Change Order(s) and Supplemental Agreement(s); assists in the processing of Project Bid Documents. · Reviews submittals for compliance with Standard Specifications and Details from appropriate agencies and affiliations. Reviews submittals for compliance with the scope of work contained in the Executed Contract Agreement. · Conducts data research, compiles and analyzes data and prepares report(s) associated therewith. · Performs other related, similar or logical duties as assigned or required. Town of Marana Job Description Job Code: 01560 CIP Project Manager (Not Eligible for Overtime) · Receives Public inquiries and provides relative and necessary information concerning projects all in accordance with Department policies and rules. · Performs other required, assigned or logical duties as needed. Supervision Exercised: Provides oversight and administration of Consultants in the performance of engineering activities and production of design documents. Generally no direct supervision of other staff. Knowledge, Skills, Abilities, and Other Characteristics: · Extensive experience and skill in direction, management, administration and negotiations with Contracts, Consultants and other engineering professionals in engineering design activities. · Extensive experience in quality assurance for operations of Consultants and other engineering professionals in engineering design activities for the production of a final design product produced in an efficient, cost effective, timely and professional manner, to a level of care and accuracy standard to the profession and acceptable to the Town. · Extensive skill in reading, understanding and interpreting Construction Plans, Supporting Documents, Special Provisions and Contract Documents. · Extensive knowledge and use of Standard Specifications, Standard Details and Standard Requirements and Provisions in technical resource, reference and governing documents such as: o Pima County/City of Tucson Standard Specifications and Standard Details for Public Improvements, latest edition, and any approved/accepted amendment/revisions; o ADOT Standard Specifications and Standard Details for Road and Bridge Construction, latest Edition, and any approved/accepted amendments/revisions; o Town of Marana's Subdivision Street Standards, latest edition; o Pima County/City of Tucson (PC/COT) Signing and Pavement Marking Manuals, latest edition; o Pima County/City of Tucson (PC/COT) Roadway Design Manual, latest edition; o Federal Highway Administration, Manual of Uniform Traffic Control Devices (MUTCD), latest edition; o ADOT Roadway Design Guidelines, latest edition; o AASHTO, Roadside Design Guide, latest edition; and o AASHTO, A Policy on Geometric Design of Highways and Streets, latest edition. · Extensive practical knowledge of the principles and practices of civil engineering. · Extensive practical knowledge of the basic principles of engineering as related to design and construction of public works facilities and projects. · Extensive practical knowledge of methods, materials and techniques employed in public works construction and engineering. · Extensive demonstrated skill in the methods and techniques of engineering as applied to the design and maintenance of public works projects. · Extensive practical skill in making engineering calculations, preparing estimates, providing designs, and the review, checking and preparation of Plans and Specifications. · Reasonable practical experience and skill in writing and editing of technical documents. 2 Town of Marana Job Description Job Code: 01560 CIP Project Manager (Not Eligible for Overtime) · Reasonable practical knowledge of material testing procedures and the interpretation of test results. · Reasonable practical experience and skill in formulation and administration of contracts, knowledge of strengths and weaknesses of different project delivery systems, knowledge and skill in management of contractors and consultants. · Reasonable experience and skill in project controls, including planning and scheduling, cost engineering and accounting, change order and claim management. · Reasonable practical experience in working with property owners, contractors, general public and to effect satisfactory relationships. · Advanced skill in using personal computers and software appropriate for engineering, design, and general office. · General knowledge of general accounting practices and procedures. · Practical skill in communicating effectively, both orally and in writing. · Ability to understand, transmit and follow written and verbal instructions. · Ability to handle stressful situations in a professional manner. · Ability to establish and maintain effective working relationships with Town Staff, Consultants, Contractors, Customers, the Public and other Personnel associated with the Private and Public Firms/Agencies. Qualifications: Any combination of experience and education that provides the required knowledge and skill that would be: equivalent that expected of a person with a Bachelor's degree from an accredited college or university with a major in civil engineering or closely related field and a minimum of four years of practical civil engineering experience including three years direct practical experience in the design of civil engineering and public works projects. Bachelor's degree in civil engineering plus four years experience desired; possession of a P.E. registration and license with an emphasis in civil engineering in the state of Arizona or the ability to obtain registration within 6 months preferred. Special Requirements: Must possess or be able to obtain a current Arizona Professional Engineer license. Working Conditions: . Work is performed in normal office setting with moderate noise (primarily from office equipment). Occasionally work is performed in the field where there is substantial levels of noise due to the operations of construction equipment and the motoring public. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function. . While performing the duties of this job, the employee is frequently required to sit and talk or hear, use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to walk, short distances, sometimes over uneven terrain. Hazards: Mainly those present in a normal office setting; no known significant hazards. 3 Town of Marana Job Description Job Code: 01560 Selection Guidelines: CIP Project Manager (Not Eligible for Overtime) . · Formal application; review and rating of education and experience; job related written tests may be required, oral interview; reference check. The job description does not constitute an employment agreement between the Town (employer) and the employee. The job description is subject to change by the employer as the needs of the Town or the requirements of the job change. Workers' Compensation Code: 9410 EEOC Code: 2 Salary Range: 67 Last revised: November 2006 4. Human Resources Department Justification for new staff Position Title: Office Support Clerk Department: Public Works Introduction To create a new staff position, the supervisor of the unit or the department manager must submit a request to create the position to the appropriate department head, who will submit a recommendation to the Human Resources Department. Following review by the HR department, the request will be submitted to the Town Manager's office for review. The Department Head will provide along with the justification, a personnel requisition, position description, associated budget necessary to staff the new position. [gJ New Position D Additional staff for existing position D Other (explain) Do you expect to fill the position with a current employee? DYes [gJ No If so, do you expect the resulting vacant position to be backfilled DYes D No Full-time D Part-time [gJ ExemptD Non-ExemptD Process: Provide information relevant to the replacement position: What services have not been offered due to the vacancy; has there been irreparable harm (impact on department effectiveness) due to the vacancy, etc.? The new position will help with tasks in Public Works Administration; master file and management, Library catalog and management; assist divisions on general typing, filing and faxing; and assist part-time Document Imaging clerk with back log of scanning for the department. Real Property is in needs of clerical assistance to complete duties no longer covered by existing administrative staff. These tasks include File management of all CIP Acquisition files; file management of all right-of-way deed files, includes mapping of Town owned properties and submittal to GIS; development of all records for each public rights-of way; verify all right-of-way documents are in Document Imaging system; audit and manage Town License Agreement files; general typing, filing and faxing; and assisting with project completion as needed. Does this position require a high degree of specialization that the existing staff cannot adequately provide to maintain the integrity and continuity of the department? (If so, explain) No, the duties are of general office support. Utilizing highly skilled employees to perform this work takes away from those employees' critical functions, and is not a cost effective use of the departments resources and budget. --.,.-_.--....._----."~"'....~....."""""'............_.~ Human Resources Department Are the department services in jeopardy without this position and is there evidence of workload demand? (if so, explain) The department is experiencing a serious backlog of work and without the position is not able to provide the level of customer service desired. Office accommodation and furniture required. None Human Resources Department Budget Implications: ITEM Associated Cost Annual Salary: 10,884 Employee related expenses: 130% of salary) 3265 Office/workspace costs: 0 Other entitlements (car allowance, phone, laptop etc. attach justification) 0 IT associated costs: 0 Total costs for position 14,149 Does the department have sufficient resources in the budget for this position? YesD No[gl If no, provide justification:The department must utilize more highly skilled and higher paid staff to perform these tasks which is not a good use of its resources and budget. This position was requested two years ago. *Note: please provide a separate addendum with quantifiable data to show workload increase if applicable. Human Resources Department Addendum A -~---,---""""''''"''''_.._~''''"'',..._,,....,~.....~_..__.. Town of Marana Job Description Job Code: 0120 Office Support Clerk-Public Works (Eligible for Overtime) Definition: Under direct supervision, performs a variety of clerical/office support and general secretarial/administrative functions. Essential Functions: (Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, knowledge, skills, and other characteristics. This list of tasks is ILLUSTRATIVE ONLY, and is not a comprehensive listing of all functions and tasks performed by positions in this class.) Tasks: Catalog and manage Public Works Master File. Catalog and manage Public Works Library. Assist multiple divisions with general typing, filing, and faxing. Assist part-time Document Imaging Clerk with back log of scanning for the department. File Management of all CIP Acquisition files. File Management of all Right-of-Way Deed files; tasks include mapping of Town owned properties and submittal to GIS. Development of all records for each public Right-of-Way. Verify all Right-of-Way documents are in the Document Imaging system. Audit and manage Town License Agreement files. Assist department with clerical tasks for project completion. Assists other staff members with general office and clerical tasks; run errands as needed. Performs other related, similar or logical duties as assigned or required. Supervision Exercised: None Knowledae. Skills. and Other Characteristics: Some knowledge of standard office management practices and principles. Some Knowledge of assigned department/project operations and functions. Working knowledge of computer basics. Working knowledge of the practices and principles of outstanding customer service. Skill in handling stressful situations in a professional manner. Skill in preparing and maintaining a variety of records, reports and basic correspondence. Skill in operating a variety of office equipment and tools. Skill in establishing and maintaining effective working relationships with other Town department personnel, outside agencies and the general public. ~~'_"'"""_"'_"""'<-~',..,~~~...."-"","-.,-,-"...........~..",---...",,,"~"~,,..'"'-''' Town of Marana Job Description Job Code: 0120 Office Support Clerk-Public Works (Eligible for Overtime) Skill in working effectively in an environment subject to quickly changing priorities, and frequent interruptions. Ability to make sound decisions. Ability to maintain confidential department and project information. Ability to communicate effectively orally and in writing. Ability to meet attendance schedule with dependability and consistency. Qualifications: Experience equivalent to two years full time office supporVclerical work involving some customer relations and bookkeeping responsibilities; OR completion of a post high school course/program in Office Management, Customer Relations, or closely related area may substitute for one year required experience. Special Requirements: Possession of a Valid and appropriate driver's license when required for job- related duties. Workina Conditions: Work is performed in normal office setting. Noise level is moderate (primarily from office equipment). The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit and talk or hear, use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms. The employee is often required to walk short distances, sometimes over uneven terrain. Hazards: No perceptible hazards. Selection Guidelines: formal application; rating of education and experience; oral interview and reference check; job-related tests may be required. The job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the Town or the requirements of the job change. Workers' Compensation Code: 8810 EEOC Code: 6 Salary Range: 27 Effective date/date of last revision: November 2006 2 ------"""-=-~--~_.M.""""'=~,"'_.,._.._.__..,."....=__...."W~..._~,,'~.," _.,_,