TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Diego Chavez, Administrative Services Director
PREPARED BY: Michelle Tamez, Senior Human Resources Analyst
SUBJECT:
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Establish a Contract Amount for the Agreement with MuniTemps and Approve Exemption from Competitive Bidding
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ABSTRACT
The City Council is being asked to approve an agreement with MuniTemps for temporary staffing services for a not-to-exceed contract amount of $150,000 per fiscal year. Staff also requests the City Council approve an exemption from the competitive bidding requirements and authorize the City Manager to continue or terminate the agreement each Fiscal Year. The requested not-to-exceed contract amount will allow departments to continue utilizing temporary staffing support on an as-needed basis to maintain operational continuity. Funding for these services will be utilized from available budgetary savings within each respective department’s approved budget. Additionally, the City Council is being asked to appropriate $28,016 in the City Clerks contract services account using General Fund unassigned fund balance.
RECOMMENDATION
recommendation
Amend the Fiscal Year (FY) 2025/26 Operating Budget as referenced in the Fiscal Impact Statement;
Approve the agreement with MuniTemps for temporary staffing services for a not-to-exceed amount of $150,000 per fiscal year for the agreement;
Authorize the City Manager to continue or terminate the agreement with MuniTemps each Fiscal Year; and
Approve an exemption from the City’s competitive bidding requirements for these services in accordance with Municipal Code section 3.08.280.
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PRIOR ACTION/VOTE
None.
STRATEGIC ALIGNMENT
The City Council’s goal of maintaining a high performing organization that values fiscal sustainability, transparency, accountability and organizational efficiency is associated with this administrative priority.
DISCUSSION
The City periodically requires temporary staffing support to address operational needs, such as employee absences, special and new projects, workload fluctuations, and vacancies pending recruitment. MuniTemps specializes in providing temporary personnel to public agencies and has experience placing qualified individuals in a variety of municipal roles.
The City Manager previously entered into a Professional Services Agreement (Attachment 1) with MuniTemps pursuant to his signature authority; however, the agreement did not include a not-to-exceed amount and was therefore limited to the City Manager’s $75,000 contracting authority. Establishing a not-to-exceed amount of $150,000 per fiscal year will allow departments to access temporary staffing resources as needed while ensuring expenditures remain within approved departmental budgets. Each department will be responsible for managing and monitoring its use of temporary staffing services and ensuring adequate funding is available within its existing operating budget.
Additionally, staff recommends that the agreement be exempt from the City’s competitive bidding requirements, in accordance with Municipal Code section 3.08.280, Exception to competitive bidding requirement. MuniTemps provides specialized temporary staffing services tailored specifically to public sector organizations. Utilizing this service allows the City to quickly obtain qualified personnel familiar with municipal operations to support ongoing operations, while reducing administrative burden. Approving the proposed budget authority will provide the City with the flexibility to maintain service continuity as needed each fiscal year.
Staff also requests that the City Council amend the Fiscal Year 2025/26 Operating Budget to establish an appropriation of $28,016 in the City Clerk’s Department contract services account using General Fund Unassigned Fund Balance. This appropriation is necessary to fund recent temporary staffing assignments in the department and to pay MuniTemps for a direct hire conversion fee pursuant to the Agreement terms.
PUBLIC NOTICING
The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item).
CEQA AND REGULATORY OVERVIEW
This action is exempt from the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because this action will not result in a physical change to the environment, directly or indirectly.
FISCAL IMPACT
The fiscal impact of approving this agreement is $150,000 per fiscal year. Services will be funded through budgeted salary savings resulting from vacant positions. The department requesting temporary staffing services will coordinate with Finance to determine whether sufficient salary savings exist within its operating budget. If not, additional appropriations will be requested as part of a quarterly budget update.
Staff also recommends amending the FY 2025/26 Operating Budget to establish an appropriation of $28,016 in the City Clerk’s Department contract services account (1102400-60480), using General Fund Unassigned Fund Balance.
ATTACHMENTS
ATT 1 - Agreement with MuniTemps