HomeMy WebLinkAboutItem 09 Resolution Authorizing the City Manager to Award Contracts Over Recess AGENDA ITEM SUMMARY Meeting Date: 7/20/2015
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 28, 2015 AND CONTINUING THROUGH SEPTEMBER 7, 2015 WHILE THE COMMON COUNCIL IS IN RECESS.
ISSUE
STATEMENT:
During the City Council’s winter 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 2015 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:
Two Ambulance Replacements $450,000 F&LS Jana Sorenson Early - September
Motorola Radio Console Replacement/ Upgrade $400,000 POL Mike Harman Aug. 1, 2015
RIS Annual Contract $130,000 IT Brandt Melick Jul. 31, 2015
Main Street Pedestrian Crossing Construct PH II $200,000 DPW Michael Liebler Aug. 15, 2015
Transportation-ODOT IGA-Virginia Daisy Bike Boulevard
Project
$698,400 DPW Emma Newman/Tom Boyatt Mid - August
Replacment Two Street Sweeper's $417,142 DPW Mike Risley Early - September
Replacement Aerial Bucket Truck $120,000 DPW Mike Risley Early - September
Network Infrastructure Repair for CJIS $120,000 IT /POL Brandt Melick Early - September
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.
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