HomeMy WebLinkAboutItem 01 Public Contracts During SEDA Recess AGENDA ITEM SUMMARY Meeting Date: 6/22/2020
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
ECONOMIC DEVELOPMENT AGENCY
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 SEDA 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 SEDA BOARD IS IN RECESS.
ISSUE
STATEMENT:
The City of Springfield conducts sourcing activities for SEDA and follows the City
of Springfield’s Municipal Code Chapter 2, Public Contracts, Section 2.704 “Public
Contracts for Goods and Services,” and Purchasing Guidelines unless otherwise
stated.
During the SEDA Board’s summer recess, SEDA will need to award contracts that
exceed the City Manager’s 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 Board. To allow SEDA business to proceed as usual
during the recess, the SEDA Board 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 administrative limits on the City Manager’s signature
authority to make purchases and award contracts. The SEDA Board 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 SEDA Board approval. For the duration of the SEDA’s 2020 summer recess,
staff recommends that the SEDA Board 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 SEDA Board approval, including, but not limited to, the
projects and contracts, as well as purchases. All expenditures shall 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 SEDA’s exposure.
Project Name Approximate Dollar Value Department Contact Date contract would be ready for award:
As of the time of the AIS approval process there are not any contract awards anticipated during the summer recess. 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
SPRINGFIELD ECONOMIC DEVELOPMENT AGENCY, AN URBAN RENEWAL
AGENCY OF THE CITY OF SPRINGFIELD
RESOLUTION NO. ________
A resolution of the Springfield Economic Development Agency hereinafter “SEDA” authorizing
the following:
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
BOARD IS IN RECESS.
WHEREAS, SEDA and the City of Springfield have an Agreement dated November 29, 2005 and
amended July 21, 2008 November 21, 2011 and June 20, 2016 to advance and repay funds needed for
Urban Renewal Projects; and
WHEREAS, pursuant to a Cooperation and Services Agreement dated November 2005 and
amended July 21, 2008, the City of Springfield conducts sourcing activities for SEDA and follows the
City of Springfield’s Municipal Code Chapter 2, Public Contracts, Section 2.704 “Public Contracts for
Goods and Services,” and Purchasing Guidelines unless otherwise stated; and
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 Board approval; and
WHEREAS, delaying these purchases and agreement approvals until the September 8, 2020
Board meeting would waste valuable time, increase the SEDA’s exposure to financial costs, delays 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 SEDA Board’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 Board’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 set forth in the Springfield Municipal Code during the SEDA Board Summer
recess commencing July 7, 2020 and continuing through September 7, 2020.
NOW THEREFORE BE IT RESOLVED, by the Board of SEDA as follows:
1. During the Board recess from July 7, 2020 through September 7, 2020, the City
Manager is hereby authorized to award competitive bid contracts, contracts
AIS ATTACHMENT 1, Page 1 of 2
resulting from Requests for Proposals in conformance with City of Springfield
Municipal Code and contracting procedures and approve amendments to public
contracts where the amendment cost exceeds certain limits imposed by Section
2.706(3) for the Springfield Municipal Code, except in cases of Board 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 Board’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 Summary. This authorization supplements and is in
addition to and not in lieu of Board authority.
2. This Resolution shall take effect on the 22nd day of June, 2020 and shall elapse on
September 8, 2020.
Adopted by the Springfield Economic Development Agency, an Urban Renewal Agency of the
City of Springfield by a vote of _____ for and _____ against this ______ day of June, 2020.
_______________________________________
Marilee Woodrow, Chair
Springfield Economic Development Agency
ATTEST:
_______________________________________
A.J. Ripka, City Recorder
6/9/2020
AIS ATTACHMENT 1, Page 2 of 2