For City Council Meeting February 10, 2025
TO: Honorable Mayor and City Council
FROM: Tanya Williams, City Manager
AUTHOR: Edward Carrillo, City Treasurer
Title
Request City Council to Authorize a Second Purchase Order Change Notice #26100151 with Robert Half International, Office Team in the Amount $95,000, to Provide Front Office/ Cashiering Services in the Treasury Department for Fiscal Year 2025-2026, Increasing the Purchase Order to a Total of $190,000.
Body
RECOMMENDATION
Staff Recommends that the City Council:
1) Authorize a Second Purchase Order Change Notice #26100151 with Robert Half International, Office Team in the Amount $95,000, to Provide Front Office/ Cashiering Services in the Treasury Department for Fiscal Year 2025-2026, Increasing the Purchase Order to a Total of $190,000.
BACKGROUND
Beginning in fiscal year 2024-2025 and into 2025-2026, we experienced significant staff turnover. This, combined with a decrease of 2 positions over the last 3 years, has resulted in key financial tasks being completed.
As a result, in July 2025, the Department procured temporary staff support services for the Front Office/ Cashiering from Robert Half International, in the amount of $55,000 (Purchase Order 26100151), to assist with Front Office/ Cashiering due to the vacancy position. Currently, there is one vacant position, specifically a Front Office/Cashier role, which is essential to daily operations, customer service, and cash receipt processing. Due to this vacancy, temporary staffing support has been necessary to maintain continuity of services and meet operational demands.
As a result, a purchase order was established for temporary staffing services; however, due to the continued vacancy and operational needs, an increase to the existing purchase order is required. Staff is requesting an increase of the purchase order to cover temporary staffing services for the remainder of the 2025-2026 fiscal year. This increase will allow us to sustain front office and cashier operations until the position can be permanently filled.
ANALYSIS/DISCUSSION
The Front Office/Cashier position plays a vital role in maintaining uninterrupted treasury operations, including customer transactions, cash handling, and front counter services. Due to the current vacancy, temporary staffing services have been utilized to ensure continuity of operations and maintain service levels.
The existing purchase order for temporary staffing services was initially established with a not-to-exceed amount of $55,000. However, due to the continued vacancy and ongoing operational needs, the remaining balance is insufficient to cover services through the end of the 2025-2026 fiscal year.
To ensure uninterrupted Treasury operations until the position is permanently filled, staff is requesting an increase to the purchase order in the amount of $95,000, bringing the total purchase order amount to $190,000.
ENVIRONMENTAL IMPACT
Pursuant to Section 15378 of the California Environmental Quality Act, the proposed request is not a project. A ‘Project’ means the whole of an action, which has a potential for resulting in either a direct physical change in the environment, or a reasonably foreseeable indirect physical change in the environment. A project does not include the creation of government funding mechanisms or other government fiscal activities that do not involve any commitment to any specific project, which may result in a potentially significant physical impact on the environment or Organizational, or administrative activities of governments that will not result in direct or indirect physical changes in the environment.
GENERAL PLAN CONSISTENCY
LEGAL REVIEW
The City Attorney has reviewed and approved this staff report
FINANCIAL IMPACTS
Operating Budget Impact
There is no impact on the Operating Budget; funds will be reallocated from salary savings due to a vacancy to contract services.
Capital Improvement Budget Impact
There is no impact on the Capital Improvement Budget.
Licensing
This action does not require a business license.
ATTACHMENTS
Balance Report