HomeMy WebLinkAboutItem 07 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: 7/18/2016
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 26, 2016 AND CONTINUING THROUGH SEPTEMBER 5, 2016 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 2016 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:
Ambulance $235,000 FLS Jana Sorenson 30-Jul-16
Police Armored Vehicle $160,000 POL Deputy Chief Lewis 15-Aug-16
Downtown Lighting - Phase 2 P21102 $390,000 DPW Brian Barnett Unknown
Over/Under CMP Pipe Replacement P21106 $1,100,000 DPW Paul Von Rotz 2-Aug-16
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, Page 1 of 1
AIS ATTACHMENT 2, Page 1 of 2
AIS ATTACHMENT 2, Page 2 of 2