HomeMy WebLinkAboutItem 02 Contracts Over Summer RecessAGENDA ITEM SUMMARY
SPRINGFIELD
CITY COUNCIL
Meeting Date:
Meeting Type:
Staff Contact/Dept.:
Staff Phone No:
Estimated Time:
Council Goals:
6/28/2021
Regular Meeting
Nathan Bell / Finance
541-726-2364
Consent Calendar
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 JUNE 29, 2021 AND CONTINUING THROUGH SEPTEMBER
6, 2021 WHILE THE COMMON COUNCIL IS IN RECESS.
ACTION Adopt/Not Adopt the following Resolution: A RESOLUTION AUTHORIZING THE
REQUESTED: 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 JUNE 29, 2021
AND CONTINUING THROUGH SEPTEMBER 6, 2021 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:
Attachment 1: Contract Summary
Attachment 2: Resolution
DISCUSSION/
The Municipal Code sets administrative limits on the City Manager's signature
FINANCIAL
authority to make purchases and award contracts. Council authorization is required
IMPACT:
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 2021 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. 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.
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.
Project Name
Approximate Dollar Value Department Contact
Date contract
would be ready for
award:
SirsiDynix 7 -year Customer Success Agreement (CSA)
$365,093
Library
Emily David/ Carrie Schindele-Cupples
7/15/2021
Excavator Purchase
$120,000
DPW -OPS
Tonja Kling
7/31/2021
Gradall Purchase
$460,000
DPW -OPS
Ryan Sederlin
7/31/2021
Purchase 2 Street Sweepers
$600,000
DPW -OPS
Tonja Kling
7/31/2021
Vactor Purchase
$400,000
DPW -OPS
Tonja Kling
7/31/2021
Lane County/Engr/Matlap 21-26
$175,000
DPW -CMD
Kristi Krueger
7/15/2021
HUD Agreement for FY2022 CDBG Funds
$573,000
DPW -CMD
Erin Fifield
7/15/2021
CDBG Agreement with Lane County/HSC
$101,000
DPW -CMD
Erin Fifield
8/15/2021
CDBG Agreement with Catholic Community Services
$333,000
DPW -CMD
Erin Fifield
7/15/2021
General Fund Agreement with Lane County/HSC
$162,250
DPW -CMD
Erin Fifield
8/15/2021
Phone Cabling Replacement Project
$250,000
IT
Brandt Melick
8/15/2021
PeopleSoft Managed Services Contract
$125,000
IT
Brandt Melick
8/15/2021
Lane County Network services
$114,272
IT
Brandt Melick
7/15/2021
CAHOOTS services
$460,000
1 Police
liessica Crawford/Lt. George Crolly
7/15/2021
Public safety systems hosting IGA with City of Eugene
$162,000
1 Police
liessica Crawford
7/31/2021
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 JUNE 29, 2021 AND CONTINUING THROUGH
SEPTEMBER 6, 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
September 7, 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 June 29, 2021 and
continuing through September 6, 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 June 29, 2021 and
continuing through September 6, 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 Summer 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
Attachment 2, Page 1 of 2
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 June 29, 2021 and expires after
September 6, 2021.
Adopted by the Common Council of the City of Springfield this 28th day of June, 2021
by a vote of for and against.
ATTEST:
A.J. Nytes, City Recorder
Attachment 2, Page 2 of 2