HomeMy WebLinkAboutItem 05 Contracts Over Summer Recess AGENDA ITEM SUMMARY Meeting Date: 6/25/2018
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
JUNE 26, 2018 AND CONTINUING THROUGH SEPTEMBER 4, 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 2018 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:
Washington Dept. of Corrections - Municipal Jail Food Service $150,000 POL Lt. Boring 30-Jun-18
Cascade Health Care Inmate Medical and Mental Health Care
Services $360,000 POL Lt. Boring 30-Jun-18
Justice Center/Jail Security Camera Replacement $150,000 POl Jessica Crawford 30-Jul-18
Police Vehicle Purchase $175,000 POL Jessica Crawford 30-Jul-18
HUD Funding Approval/Agreement $524,000 DPW Erin Fifield 1-Aug-18
Human Services Commission CDBG Allocation $100,000 DPW Erin Fifield 1-Aug-18
P21130 Sanitary Sewer Rehab – A $755,000 DPW Paul von Rotz Unknown
P21142 Main Street Pedestrian Crossing Phase III $195,000 DPW Michael Liebler 9-Jul-18
Glenwood Riverfront Path IGA $750,000 DPW Kristi Krueger Unknown
IGA - Regenerative Air Sweeper (CMAQ funding)$280,000 DPW Greg Ferschweiler 30-Jul-18
IGA - CMAQ S. 28th Street Paving Project $2,300,000 DPW Jeff Paschall 30-Jul-18
IGA -Traffic Signals Modernization (CoS contract #2029 )$278,614 DPW Eric Neimeyer 30-Jul-18
City Prosecutor Amendment $321,231 CMO Bob Duey 30-Jun-18
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
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