HomeMy WebLinkAboutItem 04 Resolution Authorizing The City Manager To Award Competitive Bids, Requests For Proposals, Other Personal Services Contracts Exempt From Bidding Requirements AGENDA ITEM SUMMARY Meeting Date: 12/5/2016
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 APPROVE AMENDMENTS TO PUBLIC CONTRACTS IN CONFORMANCE WITH CITY OF SPRINGFIELD MUNICIPAL CODE AND ADMINSTRATIVE REGULATIONS DURING THE PERIOD COMMENCING DECEMBER 6, 2016 AND CONTINUING THROUGH JANUARY 2, 2017 WHILE THE COMMON COUNCIL IS IN 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
DECEMBER 6, 2016 AND CONTINUING THROUGH JANUARY 2, 2017 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 Manager’s 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 winter 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:
Pacific Source - Third Party Administrator - Medical
Benefits
$820,115 HR Laura Turner Dec. 31, 2016
Armored Suburban Vehicle $160,000 POL Chief Rick Lewis Mid- Dec
P11007 - City Hall Seismic Bracing - Package 3 $100,000 DPW Jeff Paschall Dec. 31, 2016
P21129 - 13th Street Sidewalk Connector $200,000 DPW Jeff Paschall Dec. 31, 2016
P21135 - CDBG neighborhood lighting project $100,000 DPW Brian Barnett Dec. 31, 2016
Operations Mower $200,000 DPW Greg F Dec. 31, 2016
WA State Correctional - Jail Food Contract (1 1/2 years)$349,500 POL Lt. Russ Boring Mid- Dec
Cascade Health Solutions - Jail Medical Contract 90 Day
Extension
$221,204 POL Lt. Russ Boring Mid- Dec
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.
ATTACHMENT 1
AIS ATTACHMENT 2, Page 1 of 2
AIS ATTACHMENT 2, Page 2 of 2