HomeMy WebLinkAboutItem 04 Resolution for Police Vehicles Purchase AGENDA ITEM SUMMARY Meeting Date: 10/2/2023
Meeting Type: Regular Meeting
Staff Contact/Dept.: Chief Shearer/ Police
Staff Phone No: 541-726-3729
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: Provide Financially
Responsible and
Innovative Government
Services
ITEM TITLE: A RESOLUTION AUTHORIZING THE CITY MANAGER TO AWARD
PUBLIC CONTRACTS AND APPROVE AMENDMENTS FOR THE
PURCHASE OF VEHICLES EXCEEDING $100,000 IN CONFORMANCE
WITH ALL OTHER APPLICABLE REQUIREMENTS OF THE SPRINGFIELD
MUNICIPAL CODE, OREGON PUBLIC CONTRACTING LAW, AND
OREGON BUDGET LAW DURING THE PERIOD COMMENCING OCTOBER
2, 2023 AND CONTINUING THROUGH JUNE 30, 2024.
ACTION
REQUESTED:
Adopt/Not Adopt the following Resolution: A RESOLUTION AUTHORIZING
THE CITY MANAGER TO AWARD PUBLIC CONTRACTS AND APPROVE
AMENDMENTS FOR THE PURCHASE OF VEHICLES EXCEEDING $100,000
IN CONFORMANCE WITH ALL OTHER APPLICABLE REQUIREMENTS OF
THE SPRINGFIELD MUNICIPAL CODE, OREGON PUBLIC CONTRACTING
LAW, AND OREGON BUDGET LAW DURING THE PERIOD COMMENCING
OCTOBER 2, 2023 AND CONTINUING THROUGH JUNE 30, 2024.
ISSUE
STATEMENT:
The City has been advised of continued changes to vehicle manufacturing schedules
and ordering processes for government customers, which has reduced the time
frame in which purchase orders are accepted. Seemingly minor delays in placing
purchase orders may prevent the City from successfully ordering new vehicles
planned for with the appropriated FY2023-24 Fiscal Year budget, which exceeds
$100,000. To allow City business related to vehicle purchases to proceed, City
Council may want to authorize the City Manager to award contracts and contract
amendments that exceed the City Manager’s signature authority imposed by
Springfield Municipal Code Section 2.706 (3).
ATTACHMENTS: 1: 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. Staff have been advised to anticipate shortened
government vehicle order windows, with vehicle pricing not available until the
order window has opened. Staff suggests that Council authorize the City Manager
to approve contracts that exceed the intermediate procurement threshold and to
approve amendments to public contracts where the amendment cost exceeds the
limits imposed by Section 2.706 (2)(c) related to vehicle purchases 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
procurements to stay on schedule and limit the City’s exposure.
{00025134:1}
CITY OF SPRINGFIELD, OREGON
RESOLUTION NO. ________
A RESOLUTION AUTHORIZING THE CITY MANAGER TO AWARD PUBLIC CONTRACTS
AND APPROVE AMENDMENTS FOR THE PURCHASE OF VEHICLES EXCEEDING
$100,000 IN CONFORMANCE WITH ALL OTHER APPLICABLE REQUIREMENTS OF
THE SPRINGFIELD MUNICIPAL CODE, OREGON PUBLIC CONTRACTING LAW, AND
OREGON BUDGET LAW DURING THE PERIOD COMMENCING OCTOBER 2, 2023 AND
CONTINUING THROUGH JUNE 30, 2024.
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 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, national supply chain disruptions and other industry variables have resulted in auto
dealerships implementing new ordering processes, such as limiting the time frame in which orders
are accepted, and announcing order windows with little advance notice;
WHEREAS, obtaining Council approval for individual vehicle purchases and amendments to
existing purchase agreements may result in minor delays in placing purchase orders, which may
prevent the City from successfully ordering new or replacement vehicles that have been planned
for purchase and for which funds are appropriated in the FY2023-2024 Fiscal Year budget;
WHEREAS, failing to meet auto dealerships’ purchasing windows may waste valuable time,
increase the City’s exposure to delays, increase costs, and reduce public service; and
WHEREAS, the Council finds it in the public interest to authorize the City Manager to
execute contracts for the purchase of vehicles and related equipment exceeding $100,000, or
amendments to such contracts, for which funds have been budgeted and that for reasons of
public welfare, safety, and cost effectiveness need to be awarded without individual Council
approval,
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 appropriated, and that for reasons of public
welfare, safety, and cost effectiveness need to be awarded, provided that all other applicable
requirements in the Springfield Municipal Code and Oregon Public Contracting Code are followed:
A. Contracts for the purchase of vehicles and related equipment in excess of $100,000
based on competitive sealed bids, competitive sealed proposals, cooperative purchase
agreement, or as a sole source procurement; and
B. Amendments to such contracts that exceed the monetary limits imposed by SMC
2.706(3).
ATTACHMENT 1, Page 1 of 2
{00025134:1}
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 immediately upon adoption and will
continue through June 30, 2024, unless extended by subsequent Resolution.
Adopted by the Common Council of the City of Springfield this 2nd day of October 2023
by a vote of _____ for and _____ against.
ATTEST:
__________________________
AJ Nytes, City Recorder
ATTACHMENT 1, Page 2 of 2