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RESOLUTION NO. R04-14~'
A RESOLUTION OF THE CITY OF BOYNTON BEACH,
FLORIDA, AUTHORIZING EXECUTION OF TASK
ORDER NO. U04-03-01 TO BROWN AND CALDWELL
IN THE AMOUNT OF $110,000, FOR CONDUCTING AN
ANALYSIS OF THE UTILITIES DEPARTMENT TO
AS SES S ITS CURRENT ORGANIZATIONAL
STRUCTURE AND PROCESSES; AND PROVIDING AN
EFFECTIVE DATE.
WHEREAS, the City's Utility department serves over 90,000 people within its
service area, and rapid development and redevelopment of properties within this service
area will place higher demands on the Department staff and procedures, to properly
maintain customer satisfaction; and
WHEREAS, City staff has determined that it would be in the best interests of the
customers and the Department to have an organization that compares favorably to others
that have adopted national best management practices, and toward this end, the City has
requested that Brown and Caldwell's Business Consulting Practices (BCP) representatives
conduct an in-depth review of the Utilities Department organization, staff and practices, and
develop recommendations to maximize operational efficiency and customer satisfaction ~n
this situation has also resulted in a need to deliver improved fire flows to areas where multi-
story buildings are planned or currently under construction, which concerns have made it
necessary for the Utilities Department to re-evaluate its infrastructure and its ability to meet
its commitments to its customers, now and in the future; and
WHEREAS, the City Commission, upon staff's recommendation, has deemed it
appropriate and in the best interests of the public to approve Task Order No.U04-03-01 to
Brown and Caldwell to provide for an analysis of the Utilities department to assess its
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current organizational structure and processes.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF
THE CITY OF BOYNTON BEACH, FLORIDA, THAT:
Section 1. The foregoing "Whereas" clauses are hereby ratified and confirmed
as being true and correct and are hereby made a specific part of this Resolution upon
adoption hereof.
Section 2. The City Commission of the City of Boynton Beach, Florida does
hereby authorize and direct the approval and execution of Task Order No. U04-03-01, in the
amount of $110,000.00 to Brown and Caldwell, for conducting an analysis of the Utilities
department to assess its current organizational structure and processes.
Section 3. This Resolution shall become effective immediately upon passage.
PASSED AND ADOPTED this -/ day of~, 2004.
CITY OF BOYNTON BEACH, FLORIDA
~a/Yor / /-"/
./"
ATTEST: "Commissio~
Amendment No. 1
To Task Order No. 1 - U04-03-01
Organization Assessment of
The Boynton Beach Utilities Department
A. BACKGROUND
Numerous employees of the City of Boynton Beach with many years of experience have
retired in the recent past, or are scheduled to retire in the near future. The Utilities
Department is impacted by these retirements in that the last Department Director retired
almost two years ago and two Assistant Directors have retired this year. This has resulted
in a loss of institutional knowledge, covering decades of experience in the City, as well as
several unfilled positions throughout the Department.
The City's Administration will not approach this situation as a crisis of lost institutional
knowledge, but as an opportunity for progress. The purpose of this assessment is to
identify a business model and organizational structure for the Department that ensures
alignment with the broader City organization, meets the level of service expectations of
customers and supports the professional growth and development of staff. This model
and structure will be based on best practices from other high performing utilities, tailored
to fit the unique needs of Boynton Beach.
In pursuit of this goal, the City has requested that Brown-and Caldwell's Business
Consulting Practices (BCP) representatives lead an effort to assess the current Utilities
Department structure, processes and organization, and compare these with other
municipal utilities across the United States. This effort will include identifying national
Best Management Practices for Utilities and exploring opportunities for their application
to the Boynton Beach Utilities Department.
These services were approved by the City Commission and are described in Brown and
Caldwell's Task Order No. 1, titled: "Water and Wastewater Utility Management
Services", dated May 18, 2004. The first service described under Task 3 - "Utility
Personnel Administration" states: "Review the existing organizational structure of the
Utilities Department and provide recommendations to the City Manager regarding
opportunities for improvement." Furthermore, the fourth item under Task 3 states:
"Perform a functional analysis of Utility Department personnel and material resources to
evaluate operational efficiency."
C:Documents and Settings/gomezn/My Documents/Amendment #1 - Task Order I 1
The purpose of this task order amendment is to further define the scope of services
identified above, identify project deliverables, and provide appropriate funding and
billing terms for this work.
B. SCOPE OF SERVICES
In order to assist the City in achieving its goals, Brown and Caldwell (B&C) has
assembled a group of industry leaders from its Business Consulting Services Practice, led
by Mr. Richard Stahr, P.E. Mr. Stahr, with local B&C support from the West Palm
Beach and Miami Offices and other senior resources, will undertake the following Tasks:
Task 1 -Document Collection and Review
B&C will develop a list of documents to be collected and assembled by Utilities
Department Staff, which will be reviewed prior to the Project Kick-off Meeting and
subsequent Staff interviews, in order to develop a baseline of information for the Project.
A listing of the information collected will be generated as the Deliverable for this Task.
Task 2 - Pro|ect Kick-off Meeting
B&C will develop an agenda and will conduct a Project Kick-off Meeting with the City
Manager and the Project Steering Committee to review the objectives of the Assessment,
as well as Project approach, scope of work, deliverables and schedule. A major objective
of this meeting will be to achieve consensus and define the final deliverable for this
Project.
A meeting summary will be generated as the Deliverable for this Task.
Task 3 - On-Site Interviews
B&C will conduct on-site interviews with individuals and small groups to identify the
existing practices and procedures. The interviews will be conducted across a range of
Staff, to the front line supervisor level, and will be used as a representative sampling of
Utilities and related department staff.
The results of the interviews (raw data) will be assembled into a summary document that
will constitute the Deliverable for this Task.
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Task 4 - Proiect Status Briefing
B&C will conduct a Project Status Briefing with the City Manager and the Project
Steering Committee to present the preliminary results of the "On-site Interviews". This
meeting will be used to validate the findings from the interview process and to reaffirm
consensus on the final product(s) for this project.
The Deliverable for this Task will be a summary of the discussion during the Briefing.
Task 5 - Proiect Workshop
B&C will conduct a Workshop ~vith the City Manager and the Project Steering
Committee to review various organizational models and processes used by other utilities
in developing an aligned utilities organization. The purpose of this Workshop will be to
provide and preview options for Boynton Beach, and to eliminate models and processes
that are not aligned with the City's objectives.
The Deliverable of this Task will be a summary of the conclusions arrived at during the
Workshop.
Task 6 - Utilities Staff Briefing
B&C will conduct a Project Briefing for Utilities Staff and front line Supervisors,
including collective bargaining unit representatives (Union Stewards), to present the
organizational options selected during the Task 5 Project Workshop.
The Deliverable for this Task will be a summary of discussion items during the Briefing.
Task 7 -Report
B&C project staffwill generate a Draft Report that will highlight the findings of the On-
site Interviews, Utilities Staff Briefing and the options for organizational alignment. Said
report will be submitted to the City Manager and Steering Committee for their review and
comment. The Draft Report will then be revised to accommodate the review comments
and will be finalized.
The Deliverables for this Task will be a Draft and a Final Project Report.
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Task 8 - City, Commission Presentation (Optional)
B&C will prepare and will conduct a presentation of the completed project for the City
Commission. It is anticipated that this presentation would take place within thirty (30)
days from delivery of the Final Report, under Task 7, herein.
Task 9 - Pro|ect Closeout Meeting with Utilities Department (Optional)
In order to conclude this project, B&C will conduct a meeting with Utilities Department
Staff to revie~v the Final Report and to discuss its findings and recommendations.
C. ASSUMPTIONS
The projected level of effort and schedule for the Organization Assessment has been
based on the City providing the following information within two weeks from Notice to
Proceed for the project:
· Information regarding the current organization
D. CONTRACT REFERENCE
This task order shall be performed under the terms and conditions described within the
Agreement for General Engineering Consulting Services dated November 18, 2003
between the City of Boynton Beach and Brown and Caldwell.
E. ADDITIONAL SERVICES
Additional services requested by the City may be provided under an amendment to this
Task Order, or under separate contract.
F. OBLIGATIONS OF THE CITY
The City will provide information and documentation pertinent to this project within
fifteen (15) calendar days from request by Brown and Caldwell.
It is also anticipated that the review process for draft documents submitted for this project
will be completed within fifteen (15) calendar days.
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G. COMPENSATION
The budgets for each Sub-task and corresponding percent value are as follows:
Task 1 - Document Collection and Review $ 4,746 (4%)
Task 2 - Project Kick-off Meeting $ 8,235 (7%)
Task 3 - On-site Interviews $23,957 (22%)
Task 4- Project Status Briefing $13,101 (12%)
Task 5 - Project Workshop $21,336 (19%)
Task 6 - Utilities Staff Briefing $ 5,241 (5%)
Task 7 - Report $23,582 (21%)
Task 8 - City Commission Presentation (Optional) $ 5,989 (5%)
Task 9 - Project Closeout Mtg. with Utilities Dept. (Optional) $ 5,241 (5%)
Total Fees = $110,800
Compensation for services rendered under this Amendment No. 1 to Task Order No. 1
will be based on a Lump Sum Fee of $110,800 (including the "optional" tasks 8 and 9).
Therefore, it is requested that the originally approved budget of $128,000 be increased to
$238,800 in order to fund this amendment. Monthly invoices will be based on "percent
complete", in accordance with individual sub-task values listed in this section.
H. SCHEDULE
It is anticipated that this effort will be concluded within ninety (90) days (excluding the
"optional" tasks 8 and 9) after receipt of a Notice to Proceed (NTP). Individual Tasks
will be completed within the stated number of days following the NTP as follows:
Task 1 - Document Collection and Review 15 days
Task 2 - Project Kick-offMeeting 30 days
Task 3 - On-site Interviews 35 days
Task 4 - Project Status Briefing 45 days
Task 5 - Project Workshop 60 days
Task 6 - Utilities Staff Briefing 70 days
Task 7 - Report 90 days
Task 8 - City Commission Presentation (optional) 120 days
Task 9 - Project Close-out Mtg. with Utilities Dept. (Optional) 125 days
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I1
APPROVED BY:
CITY OF BOYNTO~
By:
Kurt Bressner, City Manager
Dated this fi { day of ~ , 2004.
Dated this
SUBMITTED BY:
Phil/Feeney, P.E.
Senior Vice President / Regional Manager
day of ,2004
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