HomeMy WebLinkAboutItem 04- Resolution- Over Recess Contracts AGENDA ITEM SUMMARY Meeting Date: 7/1/2024
Meeting Type: Regular Meeting
Staff Contact/Dept.: Jessica Mumme /
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 JULY 2, 2024 AND CONTINUING THROUGH SEPTEMBER 2, 2024 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 JULY 2, 2024
AND CONTINUING THROUGH SEPTEMBER 2, 2024 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: 1: Summer Over Recess Contracts
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 2024 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.
Project Name Approximate Dollar Value Department Contact
Estimate of
when contract
will be ready for
award:
Engineering Bond Package #1 Estimated $500,000 to
$1 million DPW Amanda Clinton July 2024
Quad Design Consultant Contract $100,000 to $200,00 DPW Amanda Clinton August 2024
B21002 Engineering and Design Services for Bond Package #2 Estimated $500,000 to
$1 million DPW-ENG Mariah Kimpton August 2024
P21197 42nd Street Levee Feasibility Study
Estimated $800,000
total/$400,000 City share
(50/50 cost share agreement)
DPW-OPS Ken Vogeney July 2024
January 2024 Winter Storm Public Assistance Reimbursement (State of Oregon
Emergency Management)$5,000,000 DPW-OPS Ken Vogeney July 2024
Change Order for Storm Damaged Streetlight Repair $906,735 DPW-OPS Scott Miller August 2024
Inmate Medical Services $1,300,572 Police- Jail Lt. Thomas Rappe August 2024
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. Council recess is July 2, 2024 through September 2, 2024.
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 JULY 2, 2024 AND CONTINUING THROUGH
SEPTEMBER 2, 2024 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 3, 2024 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 July 2, 2024 and
continuing through September 2, 2024; and
WHEREAS, there may occur the need to amend contracts where the amended cost exceeds
certain specified limits during the Council summer recess commencing July 2, 2024 and
continuing through September 2, 2024,
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
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 City Council’s authority.
Section 3: This Resolution will take effect on July 2, 2024 and continue through
September 2, 2024.
Adopted by the Common Council of the City of Springfield this 1st day of July 2024 by a
vote of _____ for and _____ against.
ATTEST:
__________________________
Allyson Pulido, City Recorder