HomeMy WebLinkAboutItem 04 Contracts Over Recess AGENDA ITEM SUMMARY Meeting Date: 7/6/2020
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
JULY 7, 2020 AND CONTINUING THROUGH SEPTEMBER 7, 2020 WHILE
THE COMMON COUNCIL IS IN RECESS.
ISSUE
STATEMENT:
During the City Council’s summer 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 2020 summer recess,
staff suggests that the Council authorize the City Manager to approve competitive
bid contracts 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:
Cornerstone Detention Contract Amendment for building
security system support services
$120,000. (Additional
$40,000/year, 2 years)Police Jessica Crawford 15-Jul-20
White Bird CAHOOTS services to Springfield $220,000 Police Jessica Crawford 15-Jul-20
Lane County Regional Information Systems Support $177,500 IT Brandt Melick 31-Jul-20
Telephone Replacement System $250,000 IT Brandt Melick 31-Jul-20
Housing and Urban Development Funding
Approval/Agreement $554,179 DPW Erin Fifield 31-Jul-19
Lane County Human services Intergovernmental Agreement
with General Fund contributions
$160,252 CMO Erin Fifield 15-Aug-20
Regional Fuel Facility Diesel Tank Replacement $75,000-$150,000 DPW Mike Manley 3-Aug-20
Oregon Department of Transportation Intergovernmental
Agreement G St., 21st St. and 5th St. Crossings $150,000-$300,000 DPW
Jeff Paschall 31-Jul-19
Mohawk and Olympic Overlay $4,500,000 DPW Kristi Krueger 31-Jul-19
Lane County Human Services Intergovernmetnal Agreement
with Community Development Block Grants $100,000
DPW Erin Fifield 15-Aug-20
National Alliance on Mental Illness (NAMI) Lane County
Community Development Block Grant Agreement $365,000 DPW Erin Fifield 15-Aug-20
Cornerstone Community House - Pre-Development Costs
Community Development Block Grant Agreement $350,000 DPW Erin Fifield 15-Aug-20
Traffic Signal Modernization $120,000 DPW Brian Barnett 15-Aug-20
Ambulance $300,000 FIRE Emily Hayes 15-Jul-20
Cabling for new phone system $140,000 IT Brandt Melick 31-Jul-20
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, Page 1 of 1
CITY OF SPRINGFIELD, OREGON
RESOLUTION NO. ________
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 JULY 7, 2020 AND CONTINUING THROUGH SEPTEMBER 7, 2020 WHILE THE
COMMON COUNCIL IS IN RECESS.
WHEREAS, Chapter 2, Public Contracts, Section 2.704 “Public Contracts for Goods and
Services,” of the City of Springfield Municipal Code limits the City Manager’s authority to make
purchases and award contracts; and
WHEREAS, Chapter 2, Public Contracts, Section 2.706(3)&(4) prohibits amendments to public
contracts where the amendment cost exceeds certain limits except in case of City Council approval; and
WHEREAS, delaying these purchases and agreement approvals until the September 8, 2020
Council meeting would waste valuable time, increase the City’s exposure to delays and financial costs
and might raise costs and reduce public service; and
WHEREAS, there may occur the need to execute contracts which have been competitively bid for
which funds have been budgeted and which for reasons of public welfare, safety, and cost effectiveness
need to be awarded during the Council’s Summer recess commencing July 7, 2020 and continuing
through September 7, 2020; and
WHEREAS, there may occur the need to execute contracts resulting from publicly advertised
Requests for Proposals or other personal services contracts exempt from bidding requirements under the
purchasing regulations, and for which funds have been budgeted, and for reasons of public welfare,
safety, and cost effectiveness need to be awarded during the Council’s Summer recess commencing July
7, 2020 and continuing through September 7, 2020; and
WHEREAS, there may occur the need to amend contracts where the amended cost exceeds
certain specified limits during the Council Summer recess commencing July 7, 2020 and continuing
through September 7, 2020.
NOW THEREFORE BE IT RESOLVED, by the Common Council of the City of Springfield as
follows:
1. During the City Council recess from July 7, 2020 and continuing through
September 7, 2020, the City Manager is hereby authorized to award competitive
bid contracts, contracts resulting for Requests from Proposals and approve
amendments to public contracts in conformance with City of Springfield
Municipal Code and contracting procedures where the amendment cost exceeds
certain limits imposed by Section 2.706(3) for the Springfield Municipal Code,
except in cases of City Council approval, including, but not limited to contracts
which have been competitively bid, for which funds have been budgeted, and
which for reasons of public welfare, safety, and cost effectiveness need to be
awarded during the Council’s Summer recess, provided all other applicable
purchasing requirements in the Springfield Municipal Code are followed,
including but not limited to these set forth on the attached Project/Contract
Attachment 2, Page 1 of 2
Summary. This authorization supplements and is in addition to and not in lieu of
Council authority.
2. This Resolution shall take effect on the 7th day of July, 2020 and shall elapse on
September 8, 2020.
Adopted by the Common Council and approved by the Mayor of the City of Springfield, Oregon
this sixth day of July, 2020 adopted by a vote of _____ for and _____ against.
_______________________________________
Mayor
ATTEST:
_______________________________________
AJ Ripka, City Recorder
Attachment 2, Page 2 of 2