HomeMy WebLinkAboutItem 01 SEDA Contracts Over RecessAGENDA ITEM SUMMARY Meeting Date: 6/13/2022
Meeting Type: Regular Meeting
Staff Contact/Dept.: Neil Obringer / Finance
SPRINGFIELD ECONOMIC Staff Phone No: 541-736-1032
DEVELOPMENT AGENCY Estimated Time: Consent Calendar
ITEM TITLE: 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 14, 2022 AND CONTINUING THROUGH SEPTEMBER
11, 2022 WHILE THE BOARD 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 14, 2022
AND CONTINUING THROUGH SEPTEMBER 11, 2022 WHILE THE BOARD
IS IN RECESS.
ISSUE The City of Springfield conducts sourcing activities for SEDA and follows the City
STATEMENT: 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 City business to proceed as usual
during the recess, the Board may want to authorize the City Manager to approve
such actions.
ATTACHMENTS: Attachment 1: Anticipated Contracts List
Attachment 2: Resolution
DISCUSSION/ Per Article VII, Section 2 of the SEDA Bylaws, SEDA disbursement of funds must
FINANCIAL follow the rules and regulations adopted by the City Council. Specifically,
IMPACT: procurement by SEDA must adhere to the public contracting code in Springfield
Municipal Code Chapter 2. SMC 2.704 allows the City Manager to enter into
contracts only up to $100,000 without SEDA Board authorization. SMC 2.706(3)
prohibits amendments to public contracts where the amendment cost exceeds
certain limits imposed by the Code without SEDA Board approval.
For the duration of the SEDA Board's 2022 summer recess, staff recommends that
the 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 Board 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 SEDA'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
Glenwood Master Plan Consultant
Approximate Dollar Value Department Contact
$300-400K
CMO ISam Kelly-Quattrocchi
Attachment 1, Page 1 of 1
Date contract
would be ready for
award:
Staff will be issuing
an RFP over the
summer with
contract execution
to follow.
SPRINGFIELD ECONOMIC DEVELOPMENT AGENCY, AN URBAN RENEWAL AGENCY
OF THE CITY OF SPRINGFIELD
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 14, 2022 AND CONTINUING THROUGH
SEPTEMBER 11, 2022 WHILE THE BOARD IS IN RECESS.
WHEREAS, SEDA and the City of Springfield have an agreement dated November 20, 2005 and
amended July 21, 2008, November 21, 2011, and June 20, 2016 to advance and repay funds
needed for Urban Renewal Projects;
WHEREAS, The City of Springfield conducts procurement activities for SEDA and follows the
City of Springfield Municipal Code Chapter 2, Public Contracts, Section 2.704 'Public Contracts
for Goods and Services," and Purchasing Guidelines unless otherwise stated as provided in
Article VII, Section 2 of the SEDA Bylaws (adopted by SEDA Resolution 2013-06);
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 Board 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 Board acting as the local
contract review board;
WHEREAS, delaying approval for all purchases and agreements until the Board meeting on
September 12, 2022 may waste valuable time, increase SEDA'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 Board's summer recess commencing June 14, 2022 and
continuing through September 11, 2022; and
WHEREAS, there may occur the need to amend contracts where the amended cost exceeds
certain specified limits during the Board's summer recess commencing June 14, 2022 and
continuing through September 11, 2022,
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF SEDA 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 Board'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;
Attachment 2, Page 1 of 2
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).
Section 2: The authorization provided in Section 1 supplements and is in addition to,
and not in lieu of, the Board's authority.
Section 3: This Resolution will take effect on June 14, 2022 and expires after
September 11, 2022.
Adopted by the Springfield Economic Development Agency, an Urban Renewal Agency of
the City of Springfield this 13th day of June 2022 by a vote of for and against.
Marilee Woodrow, Board Chair
Springfield Economic Development Agency
ATTEST:
Sean VanGordon, Board Secretary
Springfield Economic Development Agency
Attachment 2, Page 2 of 2