CITY OF BATAVIA DATE: May 13, 2011 TO: Public Utilities Committee FROM: Gary Holm, Steven Allen SUBJECT: Resolution #11-48-R Authorizing the Extension of an Electric Engineering

Consultant Services Agreement Summary: This memo serves as a status report regarding the services provided by the temporary engineering consultant that was approved by City Council via Resolution #11-01-R. This memo also provides alternatives and recommendations for the next steps moving forward. Background: In February of 2011 Bonnie Russell, through Furst Staffing, began working part time to help reduce the backlog of projects that existed in the Electric Utility. City Council approved a total expenditure of $29,000.00 for her services. The monetary limit for her work will be reached in early June. Bonnie has been able to work well with the staff and is very efficient and organized. One of the first things that she was able to do was to take a significant majority of the drafting load away from the Project Engineers. While the engineers were responsible for the development of designs, the drafting of details and layouts was performed by Bonnie. This freed up the engineers to work on other backlogged items such as substation maintenance, mapping, and construction standards. These items also required a good deal of drafting, which Bonnie was extremely proficient at. With her knowledge of AutoCAD she was able to create an automatic spreadsheet that develops a material list based upon the construction standards. She also updated the operating maps of the Electric Utility, which required a great deal of work due to recent system improvements. She also modified the city-wide electric map to have the various line styles in AutoCAD that reflect the actual field conditions of the system. This mapping work will eventually lead to the incorporation of the maps into the City’s GIS system. Bonnie has also been extremely helpful when responding to short term requests from our customers. In one example the Batavia Public Schools requested maps of how their fiber optic cable entered each of their schools. Bonnie was able to produce exhibits that had each school on a separate drawing and created PDF files for use by the schools. She was able to do this within a short time of receiving the request, which would have taken much longer had someone else had to do it. This is due to her utility background and aforementioned AutoCAD acumen. Both the Senior Project Engineer and the Project Engineer estimate that they have been able to catch up by a month each by having this extra help on staff. She has also played a large role in several RFP submittals by having the technical knowledge to review and assemble the packets that were sent to vendors. Upon receipt of the proposals she has been able to assist with the review and ranking of the proposals. To say that having Bonnie working with the Electric Utility part time has greatly helped in this short time is an immense understatement. She is very easy to work with and we have been very impressed with her quality of work, attention to detail, and her work ethic.

Alternatives While Bonnie has helped to reduce the backlog of projects in Electric, there are still several remaining projects that remain unfinished. Moving forward, the alternatives are:

1. Return to using In-House Engineers Only The backlog of work is smaller than it was prior to utilizing the outside consultant. That said, there are several projects remaining that still need to be completed. We feel confident that given enough time our in-house engineers could eventually catch up. As to exactly how much time is unknown. It would likely be a long time. Time sensitive projects would be delayed under this alternative.

2. Let The Current Consultant Agreement Expire and Reevaluate at a Future Date

As stated above, Bonnie has helped to reduce the overall backlog of work. We could consider letting the existing consulting agreement expire and re-evaluate the workload at a future date. If at a future time it is determined that consultant services are needed, then we could enter into a new consultant agreement. Again, time sensitive projects would be delayed under this alternative.

3. Proceed with Extension of the Consultant Agreement This alternative would result in immediate benefits such as time sensitive projects proceeding forward at a quicker pace; Bonnie would continue to work on a part-time basis with no interruption. This alternative would continue to reduce the workload backlog and would enable us to be in a better position to address future projects or opportunities that may come along.

Recommendations We recommend extending the existing consultant services agreement so that the backlog of work within Electric can continue to be reduced. Furthermore, we recommend that the extension be re-evaluated within a short timeframe. This way we can confidently demonstrate that the consultant is only working on high priority projects. Action Recommend that the City Council adopt Resolution #11-48-R Authorizing Extension of an Electric Engineering Consultant Services Agreement in an amount not to exceed $20,000.00.

CITY OF BATAVIA RESOLUTION 11-48-R

AUTHORIZING EXTENSION OF AN ELECTRIC ENGINEERING

CONSULTANT SERVICES AGREEMENT

WHEREAS, the City of Batavia owns and operates an electric utility; and WHEREAS, the utility employs electric engineers to design and maintain the

system components; and WHEREAS, City Staff has determined that it is cost effective to utilize outside

electric engineering consultants to perform certain routine or very specialized tasks; and WHEREAS, the City Staff has reviewed services offered by various consultants;

and WHEREAS, the City Staff has concluded, and does recommend, that the City

utilize a professional staffing agency to provide engineering technician consulting services required by the City;

NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY

COUNCIL OF THE CITY OF BATAVIA AS FOLLOWS:

Section 1. That the Mayor and City Clerk are hereby authorized to execute an extension of an existing consulting services agreement with FurstProfessionals for an amount not-to-exceed $20,000.00, said Agreement being attached hereto as Exhibit A.

PRESENTED to the City Council of the City of Batavia, Illinois, on the ____ day of June, 2011.

PASSED by the City Council of the City of Batavia, Illinois, on the ____day of

June, 2011. APPROVED by me as Mayor of said City of Batavia, Illinois, on the ____day of

June, 2011.

______________________________ Mayor

Ward Aldermen Ayes Nays Absent Abstain Aldermen Ayes Nays Absent Abstain

1 O’Brien Sparks 2 Dietz Wolff 3 Jungles Chanzit 4 Volk Stark 5 Frydendall Thelin Atac 6 Liva Clark 7 Tenuta Brown

Mayor Schielke VOTE: Ayes 0 Nays Absent 0 Abstention(s) counted as ________ Total holding office: Mayor and 14 aldermen

ATTEST: ______________________________ Heidi Wetzel, City Clerk

RES 11-48-R EXHIBIT A

Division Furst Staffing * 2580 Charles Street * Rockford, IL 61108 * 815.997.1442

SERVICE AGREEMENT

Employment Policy FurstProfessionals is a division of Furst Staffing recruits, hires and places individuals without regard to race, religion, age, gender, national origin, marital status or disability. Our goal is to send you the very best available talent to fill your employee requirements. Direct Placement Policy and Guarantee We make a personal investment in our time to personally recruit and interview qualified candidates who have a genuine interest in your company and career opportunity you have to offer. Our direct hire fee is 22% of the base annualized salary. Guarantee placement is 30 days from the date of hire. The guarantee will cover the loss of that

employee for any reason, except for a material change in the job description for which he or she was originally hired, or a company layoff or downsizing.

FurstProfessionals will not solicit candidates hired by our Client. Terms are payable upon receipt. The placement guarantee is void if the payment is not received within

30 days. FurstProfessionals will use its best efforts to recruit a replacement individual at no additional charge.

Conversion Policy FurstProfessionals generates its revenue by services rendered through the efforts of its employees to its customers. Because of this, Furst has a substantial investment in these employees. Our Furst-to-Hire program offers you an opportunity to work with our employees before hiring them, ensuring a good match. A FurstProfessionals employee may be hired after completing 750 hours of service with the Client and

client’s account payable to Furst is in good standing. A FurstProfessionals employee may be converted to the Client prior to the 750 hours. At that time, we

will credit total hours worked, less our associated costs from the total from the Direct Placement fee. The Client shall notify FurstProfessionals prior to offering the employee a position within their

organization. There is a separation fee of $1,500 at the time of the conversion prior to or after the 750 hours. We

have agreed to waive the $1,500 separation fee for the City of Batavia. If the relationship between FurstProfessionals and the Client is terminated prior to a Furst employee

having worked the required 750 hours, the Client agrees not to hire, transfer, or acquiesce in the transfer of this or any other FurstProfessionals employee to its payroll, or to the payroll of any other company for twelve months after the completion of the most recent assignment.

To do so without the written permission from FurstProfessionals will incur a fee equal to 25% of the employee’s annual salary including bonus.

If you wish to hire our employee on any basis other than through FurstProfessionals within twelve months of the last day of the temporary/contract assignment, a settlement is in order.

2580 Charles Street * Rockford, Illinois 61108 * 815-997-1442 (direct) *815-229-9320 (fax)

Service Agreement FurstProfessionals Contract Policy We continue to make the same personal investment to personally recruit and interview qualified candidates who have a genuine interest in your company on a project basis. Project Technical/Professional Staffing Guarantee - FurstProfessionals offers a 100% first day

guarantee if you are not satisfied with our employee’s performance. Please notify our office within the first day of the assignment. You will not be billed for that day.

Minimum Billing/Cancellations - In an effort to retain our quality employees, FurstProfessionals has in

place a “minimum hours worked” policy. This means that we guarantee our employees at least 4 hours of pay when they show up for an assignment but are sent home due to lack of work. We will not bill you for these hours if you have given us enough notice to cancel the employee, but we were unable to do so.

Rates – FurstProfessionals bill rate is 60% and covers all associated employment costs including: We have agreed to a 45% “candidate referral” markup for the City of Batavia.

o Workers’ Compensation o Unemployment Insurance o OASDI/MEDI o Benefit Package

Payrolled Employee Program Furst payroll processing is designed to lower the fixed costs of employee payroll by assuming payroll responsibilities for non-traditional employees. Because of the many issues involved when our Client’s hire employees, outsourcing your payroll to FurstProfessionals is an excellent choice. The Client selects the candidate* of their choice and FurstProfessionals will handle all the payroll duties at a discounted rate. (*FurstProfessionals reserves the right to refuse employment to candidates who do not meet our hiring requirements.) Detailed information regarding our Payrolled Employee Program is available upon request. Timekeeping Records When you hire an individual on a temporary/contract basis through FurstProfessionals Division, we

pay the employee and invoice you weekly for the hours the employee worked at your company. Your signature on our employee’s time slip, or any other agreed-upon record keeping document,

signifies that you have reviewed the hours worked by our employee and have found them to be accurate.

Safety and Regulations Each FurstProfessionals employee is assigned on the basis of a particular job classification/job description and the job duty is not to change or add job duties without prior written approval from FurstProfessionals.

Client assures that they will: provide a workplace which is free from recognized hazards that are likely to cause death or serious injury; conduct required safety training; and ensure that FurstProfessionals employees use any protective equipment necessary to perform the assignments safely.

Client agrees they are in compliance with all laws, rules, and regulations of duly constituted governmental bodies concerning FurstProfessionals employees or any other employees.

2580 Charles Street * Rockford, Illinois 61108 * 815-997-1442 (direct) *815-229-9320 (fax)

FurstProfessionals employees will be oriented/trained in all safety, hazardous communication (MSDS information, etc.) and operational instructions in the same manner as any employees or as required by our policies or law, including safety meetings, etc.

Service Agreement Travel and Expense Reimbursement For some projects the FurstProfessionals employee may need to travel outside the normal commute at the client’s request. Rates for travel and expenses vary by location and will follow client company travel policy guidelines.

Requests for travel must be approved prior to travel (contact FurstProfessionals Manager for details).

Travel time may be compensated at the discretion of the client manager. Such charges must be approved in writing and is not reimbursable unless negotiated specifically prior to travel.

FurstProfessionals employee and client will be provided with specific set of timekeeping guidelines and electronic authorization to approve hours worked.

FurstProfessionals employees expenses will be reimbursed according to the Client expense reimbursement policy.

General Release

FurstProfessionals does not accept liability for property damage to your equipment, machinery, materials or automobiles in the care, custody or control of FurstProfessionals, its agents or employees. You accept full responsibility for damage while a FurstProfessionals employee is operating such vehicles or machinery.

You agree to refrain from entrusting FurstProfessionals field staff with care, custody or control of cash, negotiables or other valuable property.

You accept full responsibility as a result of failure to comply with this request and hold FurstProfessionals, its officers, directors, shareholders, employees, agents, attorney’s, and all others acting on its behalf, including any predecessors or successors-in-interest, harmless from any such claim arising out of breach of the foregoing.

In the event FurstProfessionals brings on action or other proceeding, including but limited to an arbitration proceeding, for breach of the Agreement, or seek a declaration as to, or assert by way of defense, any internal provision of this Agreement, including but not limited to Client’s failure to pay invoices submitted hereunder, FurstProfessionals shall be entitled to recover it’s attorney’s fees and litigation costs in addition to any and all other relief to which it may be entitled, whether or not legal action is instituted. Invoices and Terms

Payment of invoices is due upon receipt and indicates your agreement with hours billed. Delinquent accounts may be subject to late charges of 1.5% on the unpaid balance per month. Please remit payment to FurstStaffing, P.O. Box 5863, Rockford, IL 61125. Payments may also be made via Discover, MasterCard or Visa. Please contact your Furst

representative to set up credit card payments.

2580 Charles Street * Rockford, Illinois 61108 * 815-997-1442 (direct) *815-229-9320 (fax)

2580 Charles Street * Rockford, Illinois 61108 * 815-997-1442 (direct) *815-229-9320 (fax)

This agreement shall be for initial term of one year from the effective date of this agreement, determined by the later date of signature of the parties. Either party upon written notice may terminate this Agreement. It is agreed that Client may limit the hours of employee or terminate employee’s services with Client at any time in its sole discrestion. I understand the above terms and by accepting workers, candidates or resumes referred by FurstStaffing and FurstProfessionals Division, I agree to the terms. Signing this authorizes faxes and electronic communications from FurstStaffing and FurstProfessionals Division. This agreement t is between Client and FurstProfessionals Division and any other Furst Company will operate under a contract unique to their niche. Company Authorized Signature Date Rev 12/10

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HVAC

Insurance

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Local government

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Non-Profit

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Wire Forming

The FurstCompanies Get People...Get Results...Meet Your Deadlines...Grow Your Business.

You Know What Your Objectives Are—We Can Help You Meet Them.

FurstStaffing

Comprehensive staffing solutions for industrial, administrative and office support

positions.

FurstStaffing provides temporary, Furst-to-Hire and direct hire services, as well as

exclusive on-site programs. All services are customized to fit clients’ needs, saving

money and time while improving efficiency. FurstStaffing serves clients throughout

Northern Illinois and Southern Wisconsin. www.furststaff.com

FurstProfessionals

Technical and Professional Division of FurstStaffing.

“FurstPros” provides workforce solutions with a focus on Accounting/Finance,

Engineering, Human Resources, Information Technology, mid-Management, and

Technical specialty careers from project to direct placement opportunities. FurstPros

serves clients throughout the Midwest Region. www.furstprofessionals.com

FurstSearchGroup

Executive and management placement services.

FurstSearchGroup identifies, attracts and evaluates exceptional leadership and

management talent for manufacturing, education and industrial organizations, as well as

the HR function. Senior level search consultants simplify and expedite the search

process—presenting the highest caliber talent while saving time and money.

FurstSearchGroup serves clients across the U.S. www.furstsearch.com

FurstPerson

Assessment, hiring and consulting solutions for call center organizations.

FurstPerson helps contact center hiring managers find, hire and keep better employees.

Specialists provide pre-employment assessments, expert hiring systems and consulting

solutions to reduce turnover, improved new hire job performance quality, reduce hiring

costs and grow profits. FurstPerson serves clients around the world.

www.furstperson.com

FurstTransitions

Outplacement and career management services.

FurstTransitions eases employment transitions for individuals who lose jobs through

layoff or termination. Available counseling and resources make a candidate’s job search

more effective, by helping them determine their best career path, then guiding and

supporting them in their job search. FurstTransitions serves clients across the U.S.

www.fursttransitions.com

We bring the best candidates into focus. We do more than just fill job openings. We provide solutions. On-Site Staffing Management Project/Supplemental Staffing Furst-to-Hire Direct Placement HR Consulting Outsourcing FurstProfessionals Technical and Professional Division of FurstStaffing Don’t just survive in today’s rapidly changing business environment – thrive. In-Depth Knowledge • FurstPros industry focused recruiters understand

the special skills and talent you need. • All of our candidates are screened before you see

them. We confirm our candidates’ experience and their ability to produce long-term benefits and positively impact your bottom line. We save you time.

• We have been an established leader in the Midwest market since 1971.

Industry and Specialty Focus • Accounting/Finance • Executive Support • Human Resources • Computer Science/Information Technology • Engineering • Mid-Management • Technical Specialty

Today’s fluctuating labor market makes the timely search for flexible, qualified, immediately available staff difficult...but not impossible. The task requires a staffing company with a qualified, experienced internal staff and extended hours designed to respond specifically to your needs. Our history and reputation prove we are that company. FurstProfessionals has always been committed to meeting the goals of our clients by providing quality staffing and unique solutions. Our goal has never been to capture the market share. Rather, we remain determined to continue as the staffing service that exceeds expectations and delivers what we promise.

We know how to recognize talent. We have been doing this since 1971.

We listen. We understand. And we can help. www.furststaff.com

Locations: Rockford - Belvidere - Chicago - DeKalb - Darlington (WI) - Stockton

We want to be your staffing partner. We welcome your questions and inquiries.

To begin building your solution, please contact:

Paula Capriola

2580 Charles Street P.O. Box 5863

Rockford, IL 61125

Direct: 815.997.1442 Main: 815.229.7810

paula.capriola@furstpros.com

The FurstProfessionals Difference Exceptional Talent. At FurstProfessionals, our people make the difference. Experienced Staffing. The longevity, knowledge and sound judgment of our staffing professionals allow us to deliver better results to you. Many of our staffing specialists have been with our company for 10, 15, and even 20 years. Comprehensive Staffing Solutions. Whether your needs are small or large, simple or complex, we have the expertise, resources and versatility to custom-tailor an effective solution. Rigorous Screening. Our process ensures we only refer reliable, qualified candidates who are ready to work. We are a family-owned business that has proudly served our community since 1971. Certified Women Owned Business Enterprise (WBENC). Risk Management. Our internal Risk Manager focuses on enhancing our safety program as well as reducing worker’s compensation and unemployment costs. Licensed by the State of Illinois as a Day and Temporary Help Business. Founding member of ANSERTEAM. A group of leading independent staffing firms in North America who work to-gether to service regional and national accounts. Assessments and Testing. FurstProfessionals is proud to be on the cutting edge with our advanced testing and assessment procedures and tools.

Measurable Results. As a partner supporting your success, FurstProfessionals can help: • Quickly access the talent

you need. • Complete projects on-time

and on-budget. • Manage fluctuating

workloads. • Reduce turnover. • Control labor and recruiting

costs. • Increase employee

retention.

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Assurance Agency, Ltd.One Century Centre1750 E. Golf RoadSchaumburg IL 60173-

Phone: (847) 797-5700 Fax: 847-440-9130

Furst Services Company dba FurstStaffing2580 Charles StreetP.O. Box 5863Rockford IL 61125

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