HomeMy WebLinkAboutItem 03 Contracts Over Recess AGENDA ITEM SUMMARY Meeting Date: 12/2/2019
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 ADMINISTRATIVE REGULATIONS DURING THE PERIOD COMMENCING DECEMBER 3, 2019 AND CONTINUING THROUGH JANUARY 5, 2020 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 03, 2019 AND CONTINUING THROUGH JANUARY 5, 2020 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: Attachment 1: Project/Contract Summary
Attachment 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 2019 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:
Hughes Fire Apparatus Maintenance Contract Amendment $280,000 FIRE Monica Brown Dec. 31, 2019
Pacific Source Health Plans $820,000 HR Tom Mugleston Dec. 31, 2019
P11013, Regional Fuel Facility Diesel Tank Replacement $85,000-$120,000 DPW Terri White Dec. 20, 2019
ODOT IGA S. 42nd/Daisy Roundabout $990,000 DPW Kristi Krueger Dec. 31, 2019
ODOT Mill Street $9,101,000 DPW Kristi Krueger Dec. 31, 2019
Novac Industries, LLC - Wastewater Collection and Masterplan assistance.$250,000 DPW Jeff Paschall Dec. 31, 2019
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 ATTACHMNET 1, Page 1 of 1
Attachment 2, Page 1 of 2
Attachment 2, Page 2 of 2