HomeMy WebLinkAboutItem 04 Resolution Authorizing the City Manager to Award Competitive Bids, Requests for Proposals, Other Personal Services Contracts Exempt from Bidding Requirements under the City Purchasing Regulations, and to Approve Amendments to Public Contracts Dur
AGENDA ITEM SUMMARY
SPRINGFIELD
Meeting Date:
Meeting Type:
Department:
Staff Contact:
Phone Number:
Estimated Time:
July 21,2008
Regular
Finance
Bob Duey ~~
726-3740
Consent Calendar
CITY COUNCIL
ITEM TITLE: RESOLUTION AUTHORIZING THE CITY MANAGER TO AWARD
, COMPETITIVE BIDS, REQUESTS FOR PROPOSALS,OTHER PERSONAL
SERVICES CONTRACTS EXEMPT FROM BIDDING REQUIREMENTS
UNDER THE CITY PURCHASING REGULATIONS, AND TO APPROVE
AMENDMENTS TO PUBLIC CONTRACTS DURING THE CITY COUNCIL
RECESS.
ACTION REQUESTED: Adopt/Not Adopt the following Resolution: A RESOLUTION AUTHORIZING
THE CITY MANAGER TO A WARD COMPETITIVE BIDS EXCEEDING
$35,000, REQUESTS FORPROPOSALS, OTHER PERSONAL SERVICES
CONTRACTS EXEMPT FROM BIDDING REQUIREMENTS UNDER THE
PURCHASING REGULATIONS, AND APPROVE AMENDMENTS TO PUBLIC
CONTRACTS DURING THE PERIOD OF JULY 22, 2008 TO SEPTEMBER 8,
2008 WHILE THE COMMON COUNCIL IS IN RECESS~
ISSUE STATEMENT: During the City Council's summer recess the City will need to award contracts
costing more than $35, 000 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: A.) Resolution
B.) Project/Contract Summary
DISCUSSION: The Municipal Code sets a $35,000 limit on the City Manager's authority to make
purchases and award contracts. Council authorization is required for amounts
greater than $35,000. 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 2008 summer recess, staff suggests that the Council
authorize the City Manager to approve competitive bid contracts greater than
$35,000, 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, including, but not limited to, the projects and
contracts, as well as purchases. 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.
CITY OF SPRINGFIELD, OREGON
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO A WARD COMPETITIVE BIDS
EXCEEDING $35,000, REQUESTS FOR PROPOSALS, OTHER PERSONAL SERVICES
CONTRACTS EXEMPT FROM BIDDING REQUIREMENTS UNDER THE PURCHASING
REGULATIONS, AND APPROVE AMENDMENTS TO PUBLIC CONTRACTS DURING THE
PERIOD OF JULY 22, 2008 TO SEPTEMBER 8, 2008 WHILE THE'COMMON COUNCIL IS IN
RECESS.
WHEREAS, Chapter 2, Public Contracts, Section 2.706, "Public Contracts for Goods and
Services," (2)(b)&(c), of th,e City of Springfield Municipal Code limits the City Manager's authority to
make purchases and award contracts to amounts exceeding $35,000; and Section 2.706(3)&(4) prohibits
amendments to public contracts where the amendment cost exceeds certain limits except in case of City
Council approval; and
WHEREAS, delaying these purchases and agreement approvals until the September 8, 2008
Council meeting would waste valuable time, increase the City's exposure and might raise costs and
reduce public service; and
WHEREAS, there may occur the need to execute contracts which have been competitively bid
for which funds have been budgeted, and for which the lowest responsible bid is in excess of $35,000
and which for reasons of public welfare, safety, and cost effectiveness need to be awarded during the
Council's summer recess from July 22, 2008 to September 8, 2008; and
WHEREAS, there may occur the need to execute contracts resulting from publicly advertised
Requests for Proposals for which the most responsible and responsive proposal is in excess of $35,000 or
other personal services contracts exempt from bidding requirements under the purchasing regulations,
and for which funds have been budgeted, and for reasons of public welfare, safety, and cost effectiveness
need to be awarded during the Council's summer recess from July 22, 2008 to September 8, 2009; and
WHEREAS, there may occur the need to amend contracts where the amended cost exceeds
certain specified limits during the Council winter recess from July 22, 2008 to September 8, 2008.
NOW THEREFORE BE IT RESOLVED, by the Common Council of the City of Springfield as
follows:
During the City Council recess from July 22, 2008 to September 8, 2008, the City Manager is
hereby authorized to award and execute competitively bid contracts for amounts for which the lowest
responsible bid is in excess of $35,000, and approve amendments to public contracts where the
amendment cost exceeds certain limits imposed by Section 2.706(3) for the Springfield Municipal Code,
except in cases of City Council approval, and award and execute contracts resulting from publicly
advertised Requests for Proposals for which the most responsible and responsive proposal is in excess of
$35,000 and other personal services contracts exempt from bidding requirements under the purchasing,
regulations, for which funds have been budgeted, and which for reasons of public welfare, safety, and
cost effectiveness need to be awarded during the Council's summer recess, provided all other applicable
purchasing requirements in the Springfield Municipal Code are followed, including but not limited to
these set fourth on the attached Project/Contract Summary.
Attachment A
This Resolution shall take effect on July 22, 2008 and shall elapse on September 8, 2008.
Adopted by the Common Council and approved by the Mayor of the City of Springfield, Oregon
this twenty-first day of July; 2008 adopted by a vote of _ for and ~ against.
Mayor
ATTEST:
Amy Sowa, City Recorder
f.!~~r:~EWtDgi r~~OV[O
~1F1r~ L<<A~
DATE: ...:l.J'-<) J o~ I
OFFICE OF CITY ATTORNEY
Attachment A
HIGH VALUE PROJECT/CONTRACT SUMMARY
FOR THE PERIOD JULY 22, 2008 THROUGH SEPTEMBER 8, 2008
Contract,
Department
Cost
Contract
Department
Cost
Contract
Department
Cost
Contract
Department
Cost
Contract
Department
Cost
Contract
Department
Cost
Contract
Department
Cost
Contract
Department
Cost
Contract
Department
Cost
Roadway Design Work
Public Works
(Contact -Tom Boyatt)
$50,000
2009 Ford Escape Hybrid (State Contract)
Public Works Environmental Services Division
(Contact Bill Hamann)
$27,000
2009 Overlay, Thurston Road P-2I0I0
Public Works
(Contact Jeff Paschall)
, $250,000
42" Pipe Rehab, Marcola Meadows P2I0II
Public Works
(Contact Jeff Paschall)
$200,000
PW /ESDMinor Office Remodel,
Public Works Maintenance Division
(Contact Keith Miyata)
$35,000
Wellness Clinic
Human Resources
(Ardis Belknap)
$40,000
, HV AC System Springfield Depot
Public Works
(Contact Jim Polston)
$40,000
MSA Equipment - Sole Source Request
Fire Department
(Contact Jana Sorenson)
$37,500
PeaceHealth Riverbend Cache Equipment
Fire Department
(Contact Jana Sorenson)
$50,000
Attachment B