HomeMy WebLinkAboutItem 05 Resolution Authorizing City Manager to Award Contracts Over Winter Recess AGENDA ITEM SUMMARY Meeting Date: 11/20/2017
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 ADMINJSTRATIVE REGULATIONS DURING THE PERIOD COMMENCING DECEMBER 5, 2017 AND CONTINUING THROUGH JANUARY 7, 2018 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 5, 2017 AND CONTINUING THROUGH JANUARY 7, 2018
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 2017 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:
Main Street Safety Project IGA w/ ODOT $425,000 DPW Molly Markarian 12/31/2017
Street Sweeper Purchase IGA w/ ODOT $295,000 DPW Tom Boyatt 12/31/2017
S. 28th Street Dust Mitigation IGA w/ ODOT $2,300,000 DPW Tom Boyatt 12/31/2017
Superion (AKA Sungard) IGA: City of Eugene & U of O $150,000 POL Jessica Crawford 12/31/2017
The following is a list winter 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