HomeMy WebLinkAboutItem 06 Contracts Over RecessAGENDA ITEM SUMMARY
SPRINGFIELD
CITY COUNCIL
Meeting Date:
Meeting Type:
Staff Contact/Dept.:
Staff Phone No:
Estimated Time:
Council Goals:
6/20/2022
Regular Meeting
Neil Obringer / Finance
541-736-1032
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 28, 2022 AND CONTINUING THROUGH SEPTEMBER
5TH, 2022 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 28, 2022
AND CONTINUING THROUGH SEPTEMBER 5TH, 2022 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 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 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/
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 2022 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 of summer recess contract awards currently anticipated. Other contracts or amendments may come up during
recess which will need to be actioned.
Project Name
Approximate Dollar Value Department
Estimate of when
contract will be
Contact ready for award:
Microsoft Enterprise Agreement Renewal
$365,000 (3 year)
IT
Chris Sarrett
July
Jasper/Dondea, P21180
$400,000
DPW -Engineering
Amanda Clinton
July
Gateway/Kruse, P21165
$213,000
DPW -Engineering
Amanda Clinton
August
Mill Street ROW Services - ODOT IGA
$150,000
DPW -Engineering
Kristi Krueger
August
Fischer Village (Habitat for Humanity)
$300,000
DPW -Community
Erin Fifield
July
HUD CDBG Grant Agreement FY23
$554,506
DPW -Community
Erin Fifield
August
Lane County Human Services Commission - CDBG IGA FY2023
$104,000
DPW -Community
Erin Fifield
August
Lane County Human Services Commission - General Funds IGA FY23
$160,252
DPW -Community
Erin Fifield
August
Lane County Human Services Commission - CDBG-CV IGA FY23
$136,920
DPW -Community
Erin Fifield
August
Ebbert Methodist Church - Sprinklers for Egan Warming Center
$600,000
DPW -Community
Erin Fifield
July
Ann's Heart Women's Shelter
$500,000
DPW -Community
Erin Fifield
July
Filbert Grove Cooperative Permanent Financing
$445,000
DPW -Community
Erin Fifield
August
Cascade Health - Occupational Medicine, Wellness Clinic Admin, Employee
Assistance Program (EAP), First-aid training (1 year)
$380,000
HR
Tom Mugleston
July
CAHOOTS Services
$470,000/year
Police
Jessica Crawford
July
Jail Health Services
$715K/year (estimate,
waiting on updated quote)
Police
Lt. Matt Neiwert,
Jessica Crawford
August
Police Dispatch Phone System
$165K year one, $275K five
year total
Police
Jessica Crawford
July
Police Department Vehicles
$220K
Police
Jessica Crawford
August
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 28, 2022 AND CONTINUING THROUGH
SEPTEMBER STH, 2022 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 6, 2022 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 summer recess commencing June 28, 2022 and
continuing through September 5th, 2022; 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 28, 2022 and
continuing through September 5th, 2022,
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 contract 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 28, 2022 and continuing through
September 5, 2022.
Adopted by the Common Council of the City of Springfield this 20th day of June 2022 by
a vote of for and against.
ATTEST:
AJ Nytes, City Recorder
Attachment 2, Page 2 of 2