HomeMy WebLinkAboutItem 06 Contracts Over Recess AGENDA ITEM SUMMARY Meeting Date: 12/7/2020
Meeting Type: Regular Meeting
Staff Contact/Dept.: Neil Obringer / Finance
Staff Phone No: 541-736-1032
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 CONTRACTS EXCEEDING $100,000 AND APPROVE AMENDMENTS TO PUBLIC CONTRACTS EXCEEDING LEVELS IN SPRINGFIELD MUNICIPAL CODE SECTION 2.706(3) IN CONFORMANCE WITH ALL OTHER APPLICABLE REQUIREMENTS OF THE SPRINGFIELD MUNICIPAL CODE AND OREGON PUBLIC CONTRACTING LAW DURING THE PERIOD COMMENCING DECEMBER 8, 2020 AND CONTINUING THROUGH JANUARY 3, 2021 WHILE THE COMMON COUNCIL IS IN RECESS.
ACTION
REQUESTED:
Adopt/Not Adopt the following Resolution: A RESOLUTION AUTHORIZING THE CITY MANAGER TO AWARD CONTRACTS EXCEEDING $100,000 AND APPROVE AMENDMENTS TO PUBLIC CONTRACTS EXCEEDING LEVELS IN SPRINGFIELD MUNICIPAL CODE SECTION 2.706(3) IN CONFORMANCE WITH ALL OTHER APPLICABLE REQUIREMENTS OF THE SPRINGFIELD MUNICIPAL CODE AND OREGON PUBLIC CONTRACTING LAW DURING THE PERIOD COMMENCING DECEMBER 8, 2020 AND CONTINUING THROUGH JANUARY 3, 2021 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 administrative 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 2020-2021 winter
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. 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:
ODOT S. A at 4th St and Main St at 14th St
SWIP Project IGA $100,000 DPW Emma Newman /
Brian Barnett
ODOT has started drafting IGA and has requested final
budget and is moving towards IGA being prepared for
signatures. Likely early 2021, butDPW is wanted to list this
contract in case it is ready sooner.
Self Contained Breathing Apparatus $650,000 Eugene Springfield Fire Chris Heppel 12/31/2020
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.
Attachment 1, Page 1 of 1
CITY OF SPRINGFIELD, OREGON
RESOLUTION NO. ________
A RESOLUTION AUTHORIZING THE CITY MANAGER TO AWARD CONTRACTS
EXCEEDING $100,000 AND APPROVE AMENDMENTS TO PUBLIC CONTRACTS
EXCEEDING LEVELS IN SPRINGFIELD MUNICIPAL CODE SECTION 2.706(3) IN
CONFORMANCE WITH ALL OTHER APPLICABLE REQUIREMENTS OF THE
SPRINGFIELD MUNICIPAL CODE AND OREGON PUBLIC CONTRACTING LAW
DURING THE PERIOD COMMENCING DECEMBER 8, 2020 AND CONTINUING
THROUGH JANUARY 3, 2021 WHILE THE COMMON COUNCIL IS IN RECESS.
WHEREAS, Springfield Municipal Code (SMC) section 2.704(1)(a), “Contracting Authority and
Responsibilities,” limits the City Manager’s authority to make purchases and award contracts to
those less than $100,000, without additional authorization from the City Council acting as the
local contract review board;
WHEREAS, SMC 2.706(3) and 2.706(4) prohibit amendments to public contracts where the
amendment cost exceeds certain limits, except when approved by the City Council acting as the
local contract review board;
WHEREAS, delaying approval for all purchases and agreements until the Council meeting on
January 4, 2021 may waste valuable time, increase the City’s exposure to delays, increase
costs, and reduce public service;
WHEREAS, there may occur the need to execute contracts exceeding $100,000 for which
funds have been budgeted and that for reasons of public welfare, safety, and cost effectiveness
need to be awarded during the Council’s winter recess commencing December 8, 2020 and
continuing through January 3, 2021; and
WHEREAS, there may occur the need to amend contracts where the amended cost exceeds
certain specified limits during the Council Summer recess commencing December 8th, 2020 and
continuing through January 3rd, 2021,
NOW, THEREFORE, BE IT RESOLVED BY THE COMMON COUNCIL OF THE CITY OF
SPRINGFIELD AS FOLLOWS:
Section 1: The City Manager is hereby authorized to award the following contracts
and contact amendments for which funds have been budgeted, and that for reasons of public
welfare, safety, and cost effectiveness need to be awarded during the Council’s Winter recess,
provided that all other applicable requirements in the Springfield Municipal Code and Oregon
Public Contracting Code are followed:
A. Contracts in excess of $100,000 based on competitive sealed bids or competitive
sealed proposals;
B. Contracts in excess of $100,000 that are otherwise exempt from being awarded
based on competitive sealed bids or competitive sealed proposals by applicable
provisions of the Springfield Municipal Code or Oregon Public Contracting Code; and
C. Amendments to contracts that exceed the monetary limits imposed by SMC
2.706(3); including but not limited to these set forth on the attached Project/Contract
Summary.
Section 2: The authorization provided in Section 1 supplements and is in addition to,
and not in lieu of, the City Council’s authority.
Section 3: This Resolution will take effect on December 8, 2020 and expires after
January 3, 2021.
Adopted by the Common Council of the City of Springfield this 7th day of December
2020 by a vote of _____ for and _____ against.
ATTEST:
__________________________
A.J. Ripka, City Recorder