HomeMy WebLinkAboutItem 05 Winter Over Recess Contracts AGENDA ITEM SUMMARY Meeting Date: 12/3/2018
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 APPROVE AMENDMENTS TO PUBLIC CONTRACTS IN CONFORMANCE WITH CITY OF SPRINGFIELD MUNICIPAL CODE AND ADMINJSTRATIVE REGULATIONS DURING THE PERIOD COMMENCING DECEMBER 4, 2018 AND CONTINUING THROUGH JANUARY 7, 2019 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 4, 2018 AND CONTINUING THROUGH JANUARY 7, 2019 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 winter recess, staff suggests that the Council authorize the City Manager to approve competitive bid contracts greater than 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:
IGA Lane County: Motorola portable and mobile radio purch $560,000 Police Jessica Crawford Dec. 31, 2018
Street Sweeper Replacement $295,000 DPW Greg Ferschweiler Dec. 31, 2018
Street Bond Project Design Services $1,300,000 DPW Jeff Paschall Dec. 31, 2018
Aparatus Maintenance and Repair $163,000*FIRE Nooshi Dieken Dec. 31, 2018
$360,000 HR Tom Mugleston Dec. 31, 2018
* Amount to be determined. Noted figured based upon budget.
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.
Cascade Health Solutions: Wellness Clinic, Employee
Assistance, First Aid and Occupational Health
AIS ATTACHMENT 1, Page 1 of 1
AIS ATTACHMENT 2, Page 1 of 2
AIS ATTACHMENT 2, Page 2 of 2