Item F14BOARD OF COUNTY COMMISSIONERS
AGENDA M SUMMARY
Meeting Date: November 16 2011 Division: Public workslEn ` eerin
Bulb Item: Yes X No Department., Project MMagernent_
Staff Contact Person/Phone #:Jegy Barnett X4416
AGENDA ITEM WORDING: Approval to advertise for a Senior Project Manager position with
Project Management.
ITEM BACKGROUND: The Engineeri.ng/Project Management staff has been reduced by more than
half within the last two years. Previously dormant projects such as the Conch Key Fire Station and the
Stock Island Fire Station are now materiel *m*ng. A new set of projects under development to comply
with statutory mandates, ADA Compliance, cost reduction projects such as Jackson Square and the
Thomas Street Parkin Facility, and quality of life projects such as the TDC funded projects, are ready
g tY
to execute. Project Management now requires a Project Manager to meet the increased workload.
PREVIOUS RELEVANT BOCC ACTION: NIA
CONTRACT/AGREEMENT CHANGES: NIA
STAFF RECOMMENDATIONS: Approval as stated above.
TOTAL COST: Advert 900 INDIRECT COST: BUDGETED: Yes N o
DIFFERENTIAL OF LOCAL PREFERENCE: NIA
COST TO COUNTY: $51,235 - $64,043 per year SOURCE OF S: Fund 304
REVENUE PRODUCING: Yes No X AMOUNT PER MONTH Year
APPROVED BY: County Atty OMB/Purchasing Risk Management
DOCUMENTATION: Included X Not Required
DISPOSITION:
Revised 7/09
AGENDA ITEM #
9_# ff's
MONROE COUNTY
PUBLIC WORKS & ENGINEERING DIVISION
E M 0 R A N D U M
DATE: 25 October 2011
To: County Administrator Approve
f �
FROM: Kevin Wilson
SUBJECT: Approval to Advertise &and Fill Sr. Project Manager Vacancy
I concur with Jerry Barnett's analysis (copy attached).
Action Requested: Approval to advertise and fill the attached Senior Project Manager position in the
Project Management Department.
Basis for Recommendation:
1 In the last two years Engineering staff has been reduced by more than half. Many projects
dormant for years (Conch Key FS, Stock Island FS) are now moving. A new set of projects under
development to comply with statutory mandates (ADA compliance), cost reductions (Jackson
Square, Thomas Street parking), or quality of life (TDC funded) are _ready to execute.
2. The consolidation of Engineering and Public Works eliminated two managers in Public Works
and effectively eliminated a project manager (a doer) from the Project Management Department.
3. Project Managementis making increased use of continuing services contracts for the feasibility
and design work. The number of_those pro1ec#s has increased significantly with a corresponding
need for another experienced project leader.
4. Failure to put a replacement in place risks ,delayina several important projects that have finally
reached execution phase, or worse, inadequate supervision of these projects risks schedule and
cost control.
Background:
The consolidation of Public Works and Engineering eliminated two managers in Public Works. This
proposal adds a project manager position (a doer) to the Engineering staff. This is essential to execution
of the increased project load. That increased project execution load results from the consolidation of
Public Works and Engineering and the resultant addition of the lower Keys TDC projects to the Project
Management workload at the same time several large projects are moving into execution phases. These
include ADA transition, Conch Key Fire Station, and Stock Island Fire Station, development of space
consolidation projects at Jackson Square (Thomas Street parking and renovation of the JBB building)
along with a large number of feasibility and TDC projects initiated by the Project Management
Department. Additionally, I hope to fill this position with a person who might ultimately become the next
generation Director of Project Management.
I considered carefully your guidance to find another position to eliminate to maintain the overall County
headcount unchanged after the addition of this position. I've concluded that the only vacant positions that
might be considered are Public Works field positions, exactly the ones your one-on-one meetings with the
staff concluded were the most important to fill.
COUNTY o MONROE
KEY WEST FLORIDA 33040
(305) 294-4641
Monroe County
Project Management Department
1100 Simonton Street
Key West, FL 33040
(305) 292-4429
Fax (305) 295-4321
TO: Kevin Wilson
FROM: JAB
DATE: 10/11/11
SUBJECT: Justification for new position
BOARD OF COUNTY
Mayor Heather, Carruthers, District 3
Mayor Pro Tem, David Rice, District 4
Kim Wigington, District I
George Neugent, District 2
Mayor Sylvia J. Murphy, District 5
As we begin the new fiscal year there has been some reorganization of Engineering and Public
Works. This has shifted many of the projects handled by former Public Works personnel (King
and Gates) to the Project Management Department (PM).
There was also the elimination of the position formerly held by you which was that of a project
manager for PM plus PM is now sharing its administrative staff with WW` and ES.
We are currently compiling the first of many RFPs for the ADA compliance issues defined in the
ADA Transition Plan. This is a five year, five million dollar project that will require one full time
employee. There will be many RFPs, Agenda items, Contracts, inspections, pay applications
and close outs associated with this project. At present we are having difficulties diverting time
from our current projects to devote to ADA Transition Plan requirements.
Project Management has also entered into a period of heavy work load due to approval of
projects that have been on the list for some time; Conch Key Fire Station, Marathon Courthouse
renovation, Stock Island Fire Station as well as many smaller projects funded by the TDC.
Currently Project Management has only two employees (Mike and I) dedicated to PM and two
(Ann and Holly) that are shared with other departments.
Therefore I am requesting that the additional position of Sr. Project Manager be added to the
Project Management Department.
MONROE COUNTY
JOB DESCRIPTION
Position Title: SENIOR PROJECT MANAGER Date:
Position Level: 11 1 FLSA Status: Exempt Class Code: 11-
GENERAL DESCRIPTION
Primary function is the management of numerous and varied types of projects including, but not limited to
construction projects, studies, assessments, cost estimates, and.research tasks for the Monroe County Project
Management Department. The position will at times include some supervision of Department staff and
coordination with Architects, Engineers, Contractors and other Government entities (City, County, State and
Federal).
KEY RESPONSIBILITIES
1. * Manages construction projects and other projects such as, studies, assessments, cost estimates and research
tasks.
2. * Assists with design services for construction projects.
3. * Prepares or reviews project manuals, RFPs, RFQs, and Addenda for various types of projects including
construction projects.
4. * Prepares technical specifications.
5.. * Reviews plans and specifications for projects.
7. * Reviews Change Order requests and provides recommendations.
S. Investigates complaints and provides solutions.
9. Assists in development of the County's capital projects plans
10. Assists with preparation of permit applications and related documentation and drawings to the Building
Department, FDOT, FDEP, ALOE, US Fish and Wildlife, etc., and responds to agency comments.
11. * Prepares technical reports following the investigation and research of an assignment.
12. Researches technical product information.
13. * Prepares costs analysis for projects.
14. * Prepares correspondence, makes project specific presentations to County management and public.
15. Assists with the training of project managers and inspectors.
16. Other duties as assigned.
17. Must be available for duty during County Emergencies.
* Indicates an `essential" job function.
The information on this description has been designed to indicate the general nature and level of work
performed by employees within this classification. It is not designed to contain or be interpreted as a
comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to
this job.
Position Title: SENIOR PROJECT MANAGER Class Code: 11- Position Level: 11
KEY JOB REQUIREMENTS
.education:
Bachelor's Degree required. Major(s) preferred: management, engineering, or
construction related field.
Lx2erience:
5 to 7 years.
.impact of Actions:
Makes recommendations or decisions which usually affect the assigned department, but
may at times affect operations, services, individuals, or activities of others outside of the
assigned department.
Complexity:
Highly Complex: work is broad in scope covering one or more complicated areas.
Policy, procedures, or precedent are typically created by this position. A high degree of
analytic ability and inductive thinking is required to devise new, non-standard approaches
to highly intricate, technically col lei problems.
Decision Making:
Analytic: Supervision is present to establish and review broad objectives relative to basic
position duties or departmental responsibilities. Indepenent judgment is required to study
previously established, often partially relevant guidelines; plan for various interrelated
activities; and coordinate such activities wtihin a work unit or while completing a project.
Communication
Requires regular contacts to carry programs and to explain specialized matters. Also
with others:
requires continuing contact with officials at higher levels on matters requiring
cooperation, explanation and persuasion or with the public involving the enforcement of
regulations, policies and procedures.
Managerial Skills:
Responsible for making recommendation within a department in the areas of
compensation, staff selection, disciplinary action, complaints, staff performance appraisal,
and similar supervisory duties. Plans, assigns, and evaluates the work of subordinates for
effective operation and results of the unit.
Forking Conditions/
work requires occasional physical exertion and/or muscular strain. work involves
Physical Effort:
several disagreeable elements and/or exposure to job hazards where there is some
possibility of injury. .
On Call
On call 24 hours pending disasters and emergencies.
Requirements:
Other.-
Requires Florida Drivers License. Previous experience with the County in an engineering
position is preferred.
APPROVALS
Department Head:
Name: Jerry A. Barnett
Signature: Date:
Division Director:
Name: Kevin Wilson, PE
Signature: Date:
County Administrator:
Name: Roman Gastesi
Signature: Date:
On this date I have received a copy of my job description relating to my employment with Monroe County.
Name:
Signature: Date: