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Home My WebLink AboutItem 08 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 AGENDA ITEM SUMMARY Meeting Date: 7/21/2014 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 COMMENCING JULY 29, 2014 AND CONTINUING THROUGH SEPTEMBER 7, 2014 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 2014 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. Project Name Approximate Dollar Value Department Contact Date contract would be ready for award: Downtown Design Standards $200,000 DPW Linda Pauly 7/29/2014 Franklin/McVay Sanitary Sewer Extension $3,400,000 DPW Mark Van Eeckhout 7/1/2014 LTD Main-McVay IGA Amendment $40,000 (revenue)DPW Tom Boyatt upon execution P21052 Mill Race Stormwater Facility & Path $50k-100k DPW Molly Markarian & Jesse Jones 7/31/2014 P21066 Franklin Design/ROW IGA $1,200,000 DPW Kristi Krueger 7/31/2014 Main Street Pedestrian Crossing Project Construct $190,000 DPW Michael Liebler 7/7/2014 Main Street Lighting Phase One Installation $100,000 DPW Brian Barnett 7/1/2014 Main Street Lighting Phase One Pole Purchase $100,000 DPW Brian Barnett 7/1/2014 Sewer Jet vehicle $189,110 DPW Mike Risley 8/31/2014 City County Insurance Services $703,633 HR Tom Mugleston 8/14/2014 Ambulance Purchase $190,000 F &LS Jana Sorenson 8/31/2014 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 1 CITY OF SPRINGFIELD, OREGON RESOLUTION NO. ________ 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 COMMENCING JULY 29, 2014 AND CONTINUING THROUGH SEPTEMBER 7, 2014 WHILE THE COMMON COUNCIL IS IN RECESS. WHEREAS, Chapter 2, Public Contracts, Section 2.704 “Public Contracts for Goods and Services,” of the City of Springfield Municipal Code limits the City Manager’s authority to make purchases and award contracts; and WHEREAS, Chapter 2, Public Contracts, Section 2.706(3)&(4) prohibits amendments to public contracts where the amendment cost exceeds certain limits except in case of City Council approval; and WHEREAS, delaying these purchases and agreement approvals until the September 7, 2014 Council meeting would waste valuable time, increase the City’s exposure to delays and financial costs and might raise costs and reduce public service; and WHEREAS, there may occur the need to execute contracts which have been competitively bid for which funds have been budgeted and which for reasons of public welfare, safety, and cost effectiveness need to be awarded during the Council’s Summer recess commencing July 29, 2014 and continuing through September 7, 2014; and WHEREAS, there may occur the need to execute contracts resulting from publicly advertised Requests for Proposals or other personal services contracts exempt from bidding requirements under the purchasing regulations, and for which funds have been budgeted, and for reasons of public welfare, safety, and cost effectiveness need to be awarded during the Council’s Summer recess commencing July 29, 2014 and continuing through September 7, 2014; and WHEREAS, there may occur the need to amend contracts where the amended cost exceeds certain specified limits during the Council Summer recess commencing July 29, 2014 and continuing through September 7, 2014. NOW THEREFORE BE IT RESOLVED, by the Common Council of the City of Springfield as follows: 1. During the City Council recess from July 29, 2014 and continuing through September 7, 2014, the City Manager is hereby authorized to award competitive bid contracts, contracts resulting for Requests from Proposals and approve amendments to public contracts in conformance with City of Springfield Municipal Code and contracting procedures where the amendment cost exceeds certain limits imposed by Section 2.706(3) for the Springfield Municipal Code, except in cases of City Council approval, including, but not limited to contracts which have been competitively bid, for which funds have been budgeted, and which for reasons of public welfare, safety, and cost effectiveness need to be awarded during the Council’s Summer recess, provided all other applicable purchasing requirements in the Springfield Municipal Code are followed, including but not limited to these set forth on the attached Project/Contract AIS - ATTACHMENT 2 AI S - AT T A C H M E N T 2