HomeMy WebLinkAboutItem 06 Resolution Authorizing the City Manager to Award Competitive Bids and Approve Amendments to Public Contracts During the City Council Recess
AGENDA ITEM SUMMARY
CITY COUNCIL
Meeting Date:
Meeting Type:
Department:
Staff Contact:
Phone Number:
Estimated Time:
November 19,2007
Regular
Finance
Bob Duey O\:)
726-3740
Consent Calendar
SPRINGFIELD
ITEM TITLE: RESOLUTION AUTHORIZING THE CITY MANAGER TO A WARD
COMPETITIVE BIDS AND 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 A WARD COMPETITIVE BIDS EXCEEDING $35,000
AND APPROVE AMENDMENTS TO PUBLIC CONTRACTS DURING THE
PERIOD OF DECEMBER 4,2007 TO JANUARY 6, 2008 WHILE THE
COMMON COUNCIL IS IN RECESS.
ISSUE STATEMENT: During the City Council's winter recess the City will need to award contracts costing
more than $35,000 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: A.) Resolution
B.) Project/Contract Summary
DISCUSSION: The Municipal Code sets a $35,000 limit on the City Manager's authority to make
purchases and award contracts. Council authorization is required for amounts
greater than $35,000. 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 2007 winter recess, staff suggests that the Council
authorize the City Manager to approve competitive bid contracts greater than
$35,000, and 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.
CITY OF SPRINGFIELD, OREGON
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO A WARD COMPETITIVE BIDS
EXCEEDING $35,000 AND APPROVE AMENDMENTS TO PUBLIC CONTRACTS DURING THE
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PERIOD OF DECEMBER 4, 2007 TO JANUARY 6, 2008 WlllLE THE qOMMON COUNCIL IS IN
RECESS. I
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WHEREAS, Chapter 2, Public Contracts, Section 2.706, "Publk Contracts for Goods and
Services," (2)(b )&( c), of the City of Springfield Municipal Code limits the City Manager's authority to
make purchases and award contracts to amounts exceeding $35,000; and Se9tion 2.706(3)&(4) prohibits
amendments to public contracts where the amendment cost exceeds certain limits except in case of City
Council approval; and :
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WHEREAS, delaying these purchases and agreement approvals until ithe January 7, 2008 Council
meeting would waste valuable time, increase the City's exposure and might ~aise costs and reduce public
service; and I
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WHEREAS, there may occur the need to execute contracts which ~ave been competitively bid
for which funds have been budgeted, and for which the lowest responsible i bid is in excess of $35,000
and which for reasons of public welfare, safety, and cost effectiveness ne~d to be awarded during the
Council's winter recess from December 4,2007 to January 6, 2008; and
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WHEREAS, there may occur the need to amend contracts wherel the amended cost exceeds
certain specified limits during the Council winter recess from December 4, 2007 to January 6, 2008.
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NOW THEREFORE BE IT RESOLVED, by the Common Council bf the City of Springfield as
follows: I
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During the City Council recess from December 4, 2007 to January 6', 2008, the City Manager is
hereby authorized to award competitive bid contracts for amounts for which the lowest responsible bid is
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in excess of $35,000, and approve amendments to public contracts where the amendment cost exceeds
certain limits imposed by Section 2.706(3} for the Springfield Municipal Cbde, except in cases of City
Council approval, including, but not limited to contracts which have been 90mpetitively bid, for wllich
funds have been budgeted, and which for reasons of public welfare, safety, aJ,ld cost effectiveness need to
be awarded during the Council's holiday recess, provided all other applicablr purchasing requirements in
the Springfield Municipal Code are followed, including but not limited to these set fourth on the attached
Project/Contract Summary. i
This Resolution shall take effect on December 4, 2007 and shall elap~e on January 6, 2008.
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Adopted by the Common Council and approved by the Mayor of thel City of Springfield, Oregon,
this nineteenth day of November, 2007 adopted by a vote of _ for and L against.
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Mayor
ATTEST:
Attachment A
REVIEWED & APPROVED
A& TO FORMJ,
.J ... )~L~"*t
DATE: \\ , .bl
LEGAL COUNSEL
Amy Sowa, City Recorder
. HIGH VALUE PROJECTI CONTRACT SUMMARY
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FOR THE PERIOD DECEMBER 4,2007 to JANUARY 6,2008
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Item Approximate Dollar: About When
HV AC SYSTEM - SPRINGFIELD $35,000 I LATE
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DEPOT I DEC. 2007
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DOCUMENT IMAGING
SERVICES - OUTSOURCED ,
$75,000 DEC. 21,2007
BACK SCANNING !
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Attachment B