HomeMy WebLinkAboutItem 06 Authorize City Manager to Award Contracts Over Summer Recess AGENDA ITEM SUMMARY Meeting Date: 6/17/2013
Meeting Type: Regular Meeting
Staff Contact/Dept.: Jayne McMahan
/Finance
Staff Phone No: 541-726-3708
Estimated Time: Consent Calendar
S P R I N G F I E L D
C I T Y C O U N C I L
Council Goals: Financially Responsible
and Stable Government
Services
ITEM TITLE: RESOLUTION AUTHORIZING THE CITY MANAGER TO AWARD
COMPETITIVE BIDS, REQUESTS FOR PROPOSALS, OTHER PERSONAL
SERVICES CONTRACTS EXEMPT FROM BIDDING REQUIREMENTS
UNDER THE CITY PURCHASING REGULATIONS, AND TO APPROVE
AMENDMENTS TO PUBLIC CONTRACTS DURING THE CITY COUNCIL
RECESS.
ACTION
REQUESTED:
Adopt/Not Adopt the following Resolution: A RESOLUTION AUTHORIZING
THE CITY MANAGER TO AWARD COMPETITIVE BIDS, REQUESTS FOR
PROPOSALS, OTHER PERSONAL SERVICES CONTRACTS EXEMPT FROM
BIDDING REQUIREMENTS UNDER THE PURCHASING REGULATIONS,
AND APPROVE AMENDMENTS TO PUBLIC CONTRACTS IN
CONFORMANCE WITH CITY OF SPRINGFIELD MUNICIPAL CODE AND
ADMINISTRATIVE REGULATIONS DURING THE PERIOD OF JULY 16,
2013 THROUGH SEPTEMBER 8, 2013 WHILE THE COMMON COUNCIL IS
IN RECESS.
ISSUE
STATEMENT:
During the City Council’s summer recess the City will need to award contracts that
exceed the City Managers signature authority and may need to approve
amendments to public contracts where the amendment cost exceeds the limits
imposed by Springfield Municipal Code Section 2.706 (3). These actions are
normally approved by the Council. To allow City business to proceed as usual
during the recess, the Council may want to authorize the City Manager to approve
such actions.
ATTACHMENTS: 1.) Project/Contract Summary
2.) Resolution
DISCUSSION/
FINANCIAL
IMPACT:
The Municipal Code sets administratively limits on the City Manager’s signature
authority to make purchases and award contracts. Council authorization is required
for amounts greater than the intermediate threshold. Section 2.706(3) of the
Springfield Municipal Code prohibits amendments to public contracts where the
amendment cost exceeds certain limits imposed by the Code except in certain cases
of City Council approval. For the duration of the Council’s 2013 summer recess,
staff suggests that the Council authorize the City Manager to approve competitive
bid contracts greater that exceed the intermediate procurement threshold, Requests
for Proposals, other personal services contracts exempt from bidding requirements
under the purchasing regulations, and to approve amendments to public contracts
where the amendment cost exceeds the limits imposed by Section 2.706 (2)(c)
without Council approval, including, but not limited to, the projects and contracts,
as well as purchases. All expenditures have been budgeted and all purchasing
provisions of the Municipal Code are to be followed. City Manager authorization
will allow projects to stay on schedule, public service to continue uninterrupted,
and limit the City’s exposure.
ATTACHMENT 1
1
Project NameApproximate Dollar Value Department ContactDate contract would be ready for award:
Vactor Jet Replacement$184,542DPWMike RisleyEarly Sept.
P21050 Island Park Stormwater Project~$135,000 DPWJesse JonesEarly to Mid July
Channel 6 Stormwater Master Plan$100,000+DPWMolly MarkarianJuly
Franklin/McVay Sanitary Sewer Line Extension ($250,000DPWMark Van EeckhoutMid July
10th and N Sewer Upgrade - Phase 2$1,200,000DPWKyle GreeneJuly/August
Downtown Parking Enforcement Revenue Share CMOCourtney GrieselAugust
Worker's CompensationApprox $650,000HR Tom MuglestonJuly
Property InsuranceApprox $240,000HR Tom MuglestonJuly
Liability, Auto & Crime InsuranceApprox $300,000HR Tom MuglestonJuly
Self Insured Dental CoverageApprox $602,000HRTom MuglestonJuly
ODOT contract with OTAK consulting firm//
TGM Grant Maint Street$208,000 DPW Linda PaulyJune
The following is a list summer recess contract awards currently anticipated. Other contracts or amendments may come up during the
recess time that will be needed to be actioned.
AIS - ATTACHMENT 2
AIS - ATTACHMENT 2