HomeMy WebLinkAboutItem 11 Proposed Updates to Municipal Code Sectoins 2.702, 2.703, 2.706, 2.708, 2.709 and 2.710 Regarding Public Contracting AGENDA ITEM SUMMARY Meeting Date: 11/25/2013
Meeting Type: Regular Meeting
Staff Contact/Dept.: Jayne McMahan, FIN 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: Provide Financially Responsible and
Innovative Government Services
ITEM TITLE:
PROPOSED UPDATES TO MUNCIPAL CODE SECTIONS 2.702, 2.703, 2.706,
2.708 2.709 and 2.710 REGARDING PUBLIC CONTRACTING
ACTION REQUESTED:
Conduct a second reading and adopt/not adopt the following ordinance’s: AN ORDINANCE AMENDING SECTIONS 2.702, 2.706, 2.708, AND 2.709 OF
THE SPRINGFIELD MUNICIPAL CODE REGARDING PUBLIC CONTRACTING;
AN ORDINANCE AMENDING SECTIONS 2.703, 2.706, 2.708, AND 2.710 OF THE SPRINGFIELD MUNICIPAL CODE REGARDING PUBLIC
CONTRACTING
ISSUE STATEMENT:
Shall the Council amend the Public Contracting Municipal Code to address Oregon Legislative changes to the informal bid threshold and housekeeping changes to the
Qualified Based Selection (QBS) process.
ATTACHMENTS:
ATT 1: Ordinance Regarding Housekeeping Changes and Clarifies Definitions ATT 2: Ordinance Regarding Change in Purchasing Threshold for Informal Bids
DISCUSSION/ FINANCIAL IMPACT:
These amendments arose after a review of the City Attorney’s Office and public contracting laws subsequent to the 2013 Oregon Legislative session. The first
ordinance change is necessary to incorporate housekeeping changes to the Qualified
Based Selection (QBS) process, clarifying definitions of QBS personnel and ORS recitations. The second ordinance change increasing the ceiling requirement for
exemption from competitive bidding and request for proposals from $5,000 to $10,000 is a legislative change for State agencies but is optional for local governments. The amendments assure that the Springfield Municipal Code with
reference to public contracts is correct and accurate and consistent with the State of Oregon Public Contracting Law.
Currently for the Small Informal Bid process for the City – up to $5,000 – the City staff gathers quotes from a minimum of three qualified suppliers via telephone,
email or web services. The City documents the quotes and the bid is awarded to the
lowest bidder. Following the State Statue increase to up to $10,000 will not only be a process improvement, but also comes with cost savings in terms of time.
Informality will not dispense with the requirements for documentation and
accountability. A first reading on these ordinances was held on October 21, 2013.
RECOMMENDED ACTION: Direct City Staff to update the Municipal Code to
address the enacted HB2212, to revise the Municipal Code by raising the threshold of informal solicitations from $5,000 to $10,000, and to update the Municipal Code
for housekeeping changes.
AT
T
A
C
H
M
E
N
T
1
AT
T
A
C
H
M
E
N
T
1
AT
T
A
C
H
M
E
N
T
1
AT
T
A
C
H
M
E
N
T
2
AT
T
A
C
H
M
E
N
T
2
AT
T
A
C
H
M
E
N
T
2