HomeMy WebLinkAbout02/02/2009 Regular
City of Springfield
Regular Meeting
MINUTES OF THE REGULAR MEETING OF
THE SPRINGFIELD CITY COUNCIL HELD
MONDAY, FEBRUARY 2,2009
The City of Springfield Council met in regular session in the Council Meeting Room, 225 Fifth
Street, Springfield, Oregon, on Monday, February 2, 2009 at 7:05 p.m., with Mayor Leiken
presiding.
ATTENDANCE
Present were Mayor Leiken and Councilors Lundberg, Wylie, Leezer, Ralston, Woodrow and
Pishioneri. Also present were City Manager Gino Grimaldi, Assistant City Manager Jeff Towery,
City Attorney Matthew Cox, City Recorder Amy Sowa and members of the staff.
PLEDGE OF ALLEGIANCE
The Pledge of Allegiance was led by Mayor Leiken.
SPRINGFIELD UPBEAT
1. Thurston High School Varsity Football Team Recognition.
Mayor Leiken introduced Justin Starck, head coach for the Thurston High School Varsity
Football Team. The Thurston High School Varsity Football team capped their inaugural season,
with all home games played at THS, by going undefeated (7-0) at home. Wow, what a home field
advantage. In addition, they won every regular season game, including a 41-0 win at Springfield.
During the regular season, they averaged over 50-points per game..,an unprecedented number.
This was by far the most dominant and successful season in Thurston football history. They truly
re-wrote the offensive record books and capped things off with an appearance in the State
Championship Game.
Mayor Leiken also noted the great season from the Springfield High School football team.
Mayor Leiken said the community was so proud and their accomplishments meant a lot. As the
economy was failing, Thurston's football team boosted people's attitude. When he attended the
game, he was very proud of the team and the effort they made. The full Council was proud of
their accomplishments. It was the greatest season in the school's history. Congratulations.
Coach Starck said this was tremendous group of young men. They never missed the opportunity
to spend time together, socially or in training. They were truly a family. He thanked the students
and their families for attending.
Mayor Leiken said he knew many of the boys since they were small, so in many ways was like
watching his own kids. He again congratulated the team and the coach on a great season.
City of Springfield
Council Regular Meeting Minutes
February 2, 2009
Page 2
CONSENT CALENDAR
IT WAS MOVED BY COUNCILOR RALSTON WITH A SECOND BY COUNCILOR
LUNDBERG TO APPROVE THE CONSENT CALENDAR. THE MOTION PASSED
WITH A VOTE OF 6 FOR AND 0 AGAINST.
1. Claims
2. Minutes
a. January 12,2009 - Work Session
b. January 12,2009 - Regular Meeting
3. Resolutions
a. RESOLUTION NO. 09-03 - A RESOLUTION TO ACCEPT PERMIT PROJECT
P30522. WINONA JOHNSON PARTITION.
4. Ordinances
5. Other Routine Matters
a. Approval to Accept Financial Reports for December 31, 2008.
b. Approval ofthe Proposed Designation Agreement between the Governments of Lane
County and the Cities of Springfield and Eugene for the Purpose of Implementation of
the Workforce Investment Act of 1998.
c. Approval of Liquor License Endorsement for Denny's #6363, Located at 987 Kruse Way,
Springfield, Oregon.
ITEMS REMOVED
PUBLIC HEARINGS - Please limit comments to 3 minutes. Request to speak cards are available
at both entrances. Please present cards to City Recorder. Speakers may
not yield their time to others.
1. Proposed Amendments to the Springfield Municipal Code.
ORDINANCE NO 1 - AN ORDINANCE AMENDING SECTIONS 2.800. 2.802. 2.804.
2.806.2.808.2.810.2.812.2.814.2.816.2.818 "EMERGENCY MANAGEMENT" OF THE
SPRINGFIELD MUNICIPAL CODE: AND ADOPTING A SEVERABILITY CLAUSE.
Springfield Fire Chief Dennis Murphy presented the staff report on this item. The Springfield
Emergency Management Committee (EMC) is an interdepartmental team that seeks to reduce the
City's vulnerability to loss of life and injury to persons, property and the natural environment
resulting from emergencies through effective strategies and practices of mitigation, preparation,
response and recovery.
City of Springfield
Council Regular Meeting Minutes
February 2,2009.
Page 3
In 2004, the Springfield EMC working jointly with City of Eugene Emergency Management
staff, prepared, and the two City Councils adopted, the "Multi-Hazard Mitigation Plan forthe
Eugene/Springfield Metropolitan Area". This plan covers a number of potential hazards that may
occur in this area, including floods, winter storms, landslides, earthquakes, dam safety, HAZMA T
incidents, etc. The primary objectives of this plan are to reduce the negative impacts of future
disasters in the area.
In 2007, the EMC updated, and the City Council adopted, the current Springfield Emergency
Management Plan to comply with the Multi-Hazard Mitigation Plan. This Plan sets forth the
following actions to be taken by the emergency organizations designated by Springfield and
cooperating private institutions to:
. Prevent or reduce disasters;
. Reduce the vulnerability of city residents to any disasters that cannot be prevented;
· Assess capabilities and establish procedures for protecting citizens from the effects of
disasters;
. Respond effectively to the actual occurrence of disasters; and
. Provide for recovery in the aftermath of any emergency involving extensive damage or
other debilitating influence on the normal pattern oflife within the community.
The proposed Emergency Management Municipal Code amendment updates the current text
consistent with both the Multi-Hazard Mitigation Plan and the Emergency Management Plan. He
noted the work of Planner Gary Karp who worked on these amendments.
Mayor Leiken opened the public hearing.
No one appeared to speak.
Mayor Leiken closed the public hearing.
NO ACTION REQUESTED. FIRST READING ONLY.
COUNCIL RESPONSE
BUSINESS FROM THE AUDIENCE
CORRESPONDENCE AND PETITIONS
1. Correspondence from Bob Foster, 369 West D Street, #1, Springfield, Oregon Regarding the
Gas Tax.
IT WAS MOVED BY COUNCILOR RALSTON WITH A SECOND BY COUNCILOR
LUNDBERG TO ACCEPT CORRESPONDENCE FOR FILING. THE MOTION
PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST.
BIDS
City of Springfield
Council Regular Meeting Minutes
February 2. 2009
Page 4
ORDINANCES
1. Revenue Bond Sale Ordinance.
ORDINANCE NO 2 - AN ORDINANCE OF THE CITY OF SPRINGFIELD,
LANE COUNTY. OREGON. AUTHORIZING THE ISSUANCE OF SEWER
REVENUE BONDS FOR A TOTAL OF NOT TO EXCEED $24.000.000
(FIRST READING).
Finance Director Bob Duey presented the staff report on this item. The Council approved
Resolution 08-40 in July 2008 authorizing the issuance of revenue bonds to finance
improvements to the City's Wastewater System. These bonds were scheduled to be sold in
February of 2009 and stated to be in an amount not greater than $24,000,000. Resolution 08-04
pledged only wastewater revenues to pay debt service on this bond.
During the fmal preparation of the Preliminary Official Statement for the February sale, the
City's Bond Counsel and Financial Advisors have determined that it would be in the best
financial interest of the City to jointly pledge wastewater and stormwater system revenues for this
bond sale. This action would assist the City in receiving the highest bond ratings possible,
resulting in lowered borrowing costs. This course of action would be consistent with the joint
pledge made by Council in 1995 when the City fIrst sold revenue bonds for our local wastewater
system, having pledged storm water resources at that time also. Bond Counsel also determined
that the proper course of action to make this change would be in the form of an ordinance, due to
the time constraints of the projected sale, now scheduled for March, 2009.
A 12.5% rate increase in the local wastewater rate was approved on June 2,2008. This increase
will enable the City to proceed with the necessary improvements to the existing system that are
required by the end of 2009, complete the installation of the Jasper Trunk Sewer during 2010 and
fund $lM for an additional discretionary capital project(s). Resources generated by the rate
increase will also be utilized to support the debt service and reserve requirements ofthe $24M
revenue bond sale that is tentatively being planned for March 24,2009.
Mr. Duey explained the funds and how they would be used. He explained the resolution passed in
June 2008 by Council and the inadvertent omission of storm water rates in that original resolution.
The Bond Counsel asked that they take care of this by ordinance, and then proceed with the bond
sale in March. They were on schedule at this point. He explained the next steps before the sale in
March.
Councilor Pishioneri said the projects equaled $21. 7M, but the bond sale was for $24M. He asked
for clarification.
Mr. Duey said cost of issuance and reserves was nearly about $23.1M, which was the scheduled
amount, but $24M was the cap.
NO ACTION REQUESTED. FIRST READING ONLY.
City of Springfield
Council Regular Meeting Minutes
February 2,2009
Page 5
BUSINESS FROM THE CITY COUNCIL
1. Committee Appointments
a. Arts Commission Appointment.
Librarian Carrie Schindele-Cupples presented the staff report on this item. The Arts
Commission has three vacancies on its board. We advertised for two position openings due
to a term expiration of members Don Anderson and John Keskinen. At the meeting on
1/12/09, William Miller also announced his resignation, creating a third opening. The Arts
Commission has received three applications. Two applicants, Paul Roth and Dr. Gary
LeClair attended the January Arts Commission meeting and were interviewed. A third
applicant, PJ Sargeant, was out of town for the meeting, but previously served on the
commission and provided an email statement of her intentions.
The council reviewed applicants at the January 26,2009 work session.
In response to the news releases of November 12, 2008 and December 18,2008, the Arts
Commission received three applications to fill three vacancies. The Arts Commission
reviewed all applications and met with two ofthe applicants during its regular January 12th
meeting.
The Arts Commission recommends that Paul Roth, Dr. Gary Sinclair and PJ Sargeant be
appointed to the commission, with terms to expire December 31, 2012.
Paul Roth is a long-time Springfield resident and business owner of Roaring Rapids Pizza.
His passion for music (he plays trombone for the jazz band Swing Shift) is what brings him to
the commission. As part of the commission, he wants to reach out to local businesses to find
support for the arts in Springfield.
Dr. Gary LeClair is a local doctor and partner in Women's Care. He is passionate about
visual art, music and dance. He wants to bring in his committee experience and connections
to help the commission and also promote modern dance performances in Springfield.
PJ Sargeant previously served two terms on the Arts Commission from 1998-2005. During
her tenure, she was active in youth arts education and led many arts programs. As an artist,
she paints and creates with a technique called photocollage. She hopes to help with youth
arts-related activities as well as archive the commission and art activities of Springfield.
The Commission believes all applicants are eligible and qualified to serve on the Arts
Commission. Council is requested to appoint three candidates at the Regular Session on
February 2,2009.
IT WAS MOVED BY COUNCILOR RALSTON WITH A SECOND BY COUNCILOR
LUNDBERG TO APPOINT PAUL ROTH, DR. GARY LECLAIR AND PJ
SARGEANT WITH TERMS EXPIRING DECEMBER 31,2012. THE MOTION
PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST.
b. Budget Committee Appointment.
City of Springfield
Council Regular Meeting Minutes
February 2,2009
Page 6
Budget Officer Bob Brew presented the staff report on this item. The Budget Committee has
a vacancy in Ward 3 due to the term expiration of Maureen Sicotte. Ms. Sicotte has served
two terms and is ineligible to reapply. Her term expired on December 31, 2008. The
successful candidate for this position will serve a three-year term to expire on December 31,
2011. He or she will then be eligible to reapply for one more three-year term.
An interview of Patricia Mahoney was conducted by the City Council on January 27,2009.
The candidate selected by council to serve as a member ofthe Budget Committee for Ward 3
must be appointed to the position and the appointment ratified.
IT WAS MOVED BY COUNCILOR RALSTON WITH A SECOND BY COUNCILOR
LUNDBERG TO APPOINT PATRICIA (PAT) MAHONEY TO THE WARD 3
BUDGET COMMITTEE POSITION WITH A TERM TO EXPIRE DECEMBER 31,
2011. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST.
c. Appointment of the Springfield Chamber of Commerce Nominees to the Lane Workforce
Partnership Board.
Community Development Manager John Tamulonis presented the staff report on this item.
The Lane Workforce Partnership (L WP) requests Springfield City Council re-appoint the
identified, two, Chamber nominated applicants. They will continue to serve in key roles for
the organization as outlined in Attachment 2. The nominated applicants' bios are included as
Attachment 3.
The Lane Workforce Partnership requested that Ms. Sakaguchi and Ms. Ray, nominees from
the Springfield Chamber of Commerce, be re-appointed to their position as required under
federal regulations. Federal regulations guiding the Partnership require the City of
Springfield to appoint from business nominations made by the Chamber of Commerce.
The Lane Workforce Partnership is charged with directing the operation of local employment
and training programs funded under the Work Force Investment Act (supplanting the Job
Training Partnership Act). Lane Workforce Partnership assists employers in recruiting and
retaining employees, and helps individuals find employment and progress in their careers.
They work with approximately 1,300 Lane County businesses and serve over 12,000
residents annually. Additional information is included in Attachment 4.
Federal regulations require the City seek nominations from general-purpose business
organizations (the Springfield Chamber of Commerce) for business appointments. The
appointees must be business owners or managers in Springfield, but need not be City
residents.
IT WAS MOVED BY COUNCILOR RALSTON WITH A SECOND BY COUNCILOR
LUNDBERG TO RE-APPOINT MS. ANNIE SAKAGUCm AND MS. JERI RAY TO
THE LANE WORKFORCE PARTNERSHIP BOARD WITH TERMS TO EXPIRE
DECEMBER 31,2011. THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0
AGAINST.
2. Business from Council
City of Springfield
Council Regular Meeting Minutes
February 2, 2009
Page 7
a. Committee Reports
1. Councilor Ralston reported on the Human Services Commission (HSC). He said there
had been a lot of turnover on this commission. Eugene routinely rotated their
councilors, meaning a loss in continuity. Councilors Chris Pryor and Andrea Ortiz
were replaced by Councilors Betty Taylor and George Brown. Former Lane County
Commissioner Bobby Green was replaced by new Commissioner Rob Handy.
Councilor Ralston said he offered his services as Chair and the commission
unanimously appointed him to that position. He said he would keep the Council
apprised of any new developments.
2. Mayor Leiken said he attended Mayor's Day at the capital last week. There were
many mayors from all over Oregon in attendance. The agenda included Ethics and
Transportation. .
Mayor Leiken said he would be attending the Albany Council meeting on Wednesday,
February 25 to pay offthe bet with the Albany Mayor regarding the State Football
playoffs.
BUSINESS FROM THE CITY MANAGER
1. Transportation System Development Charges (SDC).
RESOLUTION NO. 09-04 - A RESOLUTION OF THE CITY OF SPRINGFIELD
COMMON COUNCIL MODIFYING A LIST OF CAPITAL IMPROVEMENTS TO BE
FUNDED BY SYSTEMS DEVELOPMENT CHARGES. INCREASING A SYSTEMS
DEVELOPMENT CHARGE. AND SETTING AN EFFECTIVE DATE.
Assistant Public Works Director Len Goodwin presented the staff report on this item. The
Council is requested to review and consider approval of the proposed updated Transportation
Project List, which forms the basis for implementing Transportation SDCs, as well as
implementation of resultant changes proposed for the Transportation SDCs.
On January 20, 2009 the Council conducted a public hearing, pursuant to ORS 223.304 on the
question of adopting a modified Project List upon which Transportation SDCs are based. During
deliberations following the Public Hearing, Council directed staff to prepare additional adoptions
for the timing and phasing of implementation of the fee that would result from applying the
existing SDC methodology to that project list. A memorandum outlining those options is
attached, as is a modified resolution which reflects the fact that a hearing has been conducted and
leaves blank the effective date of an increase in fees. In addition, the Office of the City Attorney
has provided a memorandum commenting on the question of retroactivity.
Mr. Goodwin said this was opportunity for further deliberations by the Council following the
public hearing on January 20. A memorandum in the agenda packet outlined staffs view on some
of the options and things discussed at the conclusion of the public hearing. Those options
included: 1) delaying the effective date of all the SDC implementations; 2) setting different
effective dates for the fees as they affected residential, and separate dates for commercial and
industrial; 3) attempt to collect a certain amount of the fee now and defer for future collection the
City of Springfield
Council Regular Meeting Minutes
February 2,2009
Page 8
additional fee; and 4) the fees were imposed retroactively based on some future events. Staff
recommended the second option to impose the fees at a specific date for residential development
and on a different date for commercial/industrial development. He explained why Council may
want to consider making the fees effective immediately on commercial/industrial projects. He
referred to several letters from home builders in the area asking for deferral of the fees.
Councilor Lundberg referred to the graphs in the agenda packet and asked how residential and
commercial were so different in terms of present SDC rates. She asked if it had to do with
volume.
Mr. Goodwin said revenue from commercial development was not added in because it was hard
to anticipate. When they did come in they were relatively large. Housing was easier to anticipate
as an average, but a smaller average.
Councilor Lundberg asked why we were so much different than other cities.
Mr. Goodwin said in average projections, residential looked like it carried a larger proportion. He
explained further. He also noted that the figures for each were listed on different sides of the
graph. It would have been better to have the scales on the side more consistent.
Councilor Ralston confirmed staff recommendation was to adopt the $224 fee, with
implementation on two different dates. That was correct.
Councilor Lundberg said she wanted Council to consider taking a look at the residential rate. She
discussed the commercial developments as well, but noted she was very concerned about the
local residential market. The letters and emails she received spoke to the affect on the housing
market to many other businesses that were involved. Many were local businesses with local
employees. It didn't make sense to add another fee. She would like to get out of this building
season entirely and suggested delaying this fee until fall. They could then look at the economy at
that time. That would be consistent with the October date for the other fee deferrals.
Mr. Leahy said the other fee deferral was until October 15,2009, with regular rates starting back
on October 16, 2009.
Councilor Woodrow asked if Councilor Lundberg was asking to move the residential to October
16 and increase the commercial on March 15,2009. He would support that.
Councilor Lundberg said she would want it noted in the motion that we would revisit this in
October.
Mr. Grimaldi said staff would want to bring it back to Council about three months before
October.
Councilor Woodrow said what we didn't collect in SDC's, we couldn't use to make capital
improvements. Without capital improvements, builders didn't have the opportunity to build. He
appreciated and understood the concerns about the cost, and was fme with delaying until October
15.
City of Springfield
Council Regular Meeting Minutes
February 2, 2009
Page 9
Councilor Wylie said she would support Councilor Lundberg's recommendation. She was deeply
concerned by the emails she received. She didn't want the City to be a contributing factor to the
downfall. They needed to look at this carefully and look at the project list if they were going to
further delay these charges.
Mayor Leiken said he would support this as well. He agreed they needed to look at this again
three months prior to October. Using that date made sense in conjunction with the deferral of fees
and was sending a positive message to builders. We needed to get through this time. The Senate
version of the economic stimulus package would be completely different than what was going
through the House. The credit market was going to be a challenge for those that wanted to
borrow.
Mr. Goodwin noted the dates three months prior to October and that they were just before recess.
Mayor Leiken said if needed, staff could call Council in during recess. This was important
enough. He asked if Mr. Goodwin foresaw any issues with this delay.
Mr. Goodwin said the potential loss in revenue was minor.
Councilor Pishioneri asked if the deferral of fees and Transportation SDCs could be separated. He
questioned whether or not they would be wasting energy looking at this every three months.
Mr. Grimaldi said the look in three months was a look at the economy rather than the mechanics
of collection. They could set the effective date now to October 15, and change that effective date
if they found in three months that the economy was still poor.
Mr. Leahy said they could change the effective date for both the deferrals at that time.
Councilor Pishioneri said they wouldn't be implementing anything until they received a status
report. He wasn't sure anything needed to be done at this time.
Mr. Leahy said tonight Council would be passing implementation for commercial and
implementing residential but deferring it until October 16. They were also instructing staff to
bring this back so they could look at this based on the economy and number of building permits,
and possibly amend this at that time based on those findings.
Mayor Leiken said two weeks ago, they were considering passing this all at once. Based on
suggestions from Council, they looked at ways to make something work. He commended staff for
thinking out of the box and finding a way to make it work. It allowed policy makers a chance to
look at some of the options in this particular area in the economy that had shut down.
Councilor Pishioneri asked how long Council could continue to forestall.
Mr. Grimaldi said Council had 100% flexibility.
Mr. Leahy said it was the same as a program Council offered for downtown regarding SDCs.
Council made those kinds of policy decisions.
City of Springfield
Council Regular Meeting Minutes
February 2, 2009
Page 10
Mr. Goodwin said Council renewed that downtown program when it came up for expiration and
would have another opportunity to take it under consideration.
Mayor Leiken said this allowed Council to come back and look at this in regards to the economy.
He thanked Councilor Lundberg for her thoughts and suggestions.
IT WAS MOVED BY COUNCILOR RALSTON WITH A SECOND BY COUNCILOR
LEEZER TO ADOPT RESOLUTION NO.2 WHEREBY ADOPTING THE FEE OF
$224.34 ON THE COMMERCIAL SIDE TO BE IMPLEMENTED ON MARCH 1S, 2009
AND DEFERRING IMPLEMENTATION OF THE RESIDENTIAL FEE UNTIL
OCTOBER 16, 2009. THE MOTION WAS PASSED WITH A VOTE OF 6 FOR AND 0
AGAINST.
2. Examination of Qwest Franchise Fee Payments.
Assistant Public Works Director Len Goodwin presented the staff report on this item. Qwest pays
a rights of way use franchise fee of 7% of gross revenues earned on their' local exchange' or dial
tone revenue. Springfield, along with many other Oregon cities, has been working with Qwest
for the past six years to audit the revenue from the franchise fee. The examination originated
from a review of revenue from Qwest during the recent litigation challenging the City's right to
impose franchise fees on Qwest.
For a variety of reasons, the examination has not been completed. Recently, Qwest proposed that
the parties agree to a settlement under which Qwest would pay $1.4 million to be disbursed to the
49 participating cities on the basis of each City's proportionate share of Qwest' s statewide
revenue. Attorneys representing several cities have worked with Qwest to draft a proposed
settlement agreement. Under that agreement Springfield would receive $40,563. One of the major
issues in the examination was the possibility that Qwest had erroneous data on addresses and was
not properly paying franchise fees. The settlement amount was based on a presumed error rate of
2 percent in addresses. City staff have reviewed the data provided by Qwest and determined, in a
high level review, that the error rate for address coding in Springfield appears to be well under
two percent. For all areas except Glenwood, the error rate appears to be less than one-half of one
percent. Glenwood presents an unusual situation because it carries a Eugene mailing address and
zip code, even in those areas which are now part of Springfield. It would be very difficult to
calculate a precise error rate in Glenwood because of the many variables, but even if every
address in Glenwood were miscoded, the overall error rate for the City would still be below two
percent.
F or these reasons, staff recommended that Council approve the settlement and authorize the City
Manager to execute it on behalf of the City. Thirty ofthe forty-nine cities had taken action and
approved the settlement.
Mayor Leiken thanked Mr. Goodwin.
IT WAS MOVED BY COUNCILOR RALSTON WITH A SECOND BY COUNCILOR
LUNDBERG TO APPROVE A MOTION APPROVING THE DRAFT SETTLEMENT
AGREEMENT BETWEEN QWEST AND THE CITY OF SPRINGFIELD AND
AUTHORIZING AND DIRECTING THE CITY MANAGER TO EXECUTE THE
City of Springfield
Council Regular Meeting Minutes
February 2, 2009
Page 11
AGREEMENT ON BEHALF OF THE CITY. THE MOTION PASSED WITH A VOTE
OF 6 FOR AND 0 AGAINST.
3. Award of Consultant Contract for Final Design Services for Gateway/Beltline Intersection
Improvements, Unit 1, Add Lanes.
City Engineer Ken V ogeney presented the staff report on this item. CH2MHill has now
completed 30% design for the Unit 1 Add Lanes project at Gateway/Beltline as outlined in two
previous contracts with the City: one for project development including 30% design and one for
survey work for the project. The City's goal is to keep the project moving through the design and
right of way acquisition process in a timely manner in order to bid and build the job in 2010 as
part ofthe ODOT interchange improvements. This project collaboration with ODOT will create
project efficiencies for both agencies and reduce the length of time project activity impacts the
Gateway area.
The project is currently planned to be constructed in conjunction with ODOr's next phase ofI-
5/Beltline interchange improvements in 2010. In order to catch up to the state's project to jointly
bid and construct the state and city projects it is necessary to move directly to final design and
complete that work on an accelerated time schedule.
Pursuant to the City's Purchasing Regulations, the City Council can enter into the proposed
contract with CH2MHill, without considering other consulting firms or services, based on the fact
that this company has been providing consultant services to this project since 2006 and the
proposed contract is a continuation of service for this project. Because CH2MHill has previously
provided project development, survey, and 30% design services to the City on this project it is in
the best interest of the public that they complete fmal design. Bidding this service and potentially
contracting with another firm will create the need for catch up costs as the project is transitioned
mid-stream from one firm to another. Further, the City has the discretion to choose a design firm
under the Architectural and Engineering exemption rules.
At the Gateway/Beltline project hearing during Council regular session on November 3,2008
staff requested, and Council approved, initiating the fmal design contract and also authorized the
City manager to enter into this contract during winter recess should staffbe able to pin down the
contract details during that time (which did not occur).
The current contract request is for $470,019.00 to provide project design services to take the
project from the existing 30% design through to 100% design. With construction costs currently
estimated at close to $5 million, this contract is close to 10% of construction cost and within
industry standards. Engineering staff and the project's consultant project manager have reviewed
the contract and find it acceptable. Sufficient project funding exists from a combination of
federal STP-U monies, SDC revenue for Gateway, and developer contributions to complete
project design, right of way acquisition and construction based on the current cost estimate of$10
million in total project costs.
The goal was to combine the design with ODOr's design, so it could be bid in one piece and
done as one consolidated project. Staffrecommended approval ofthe contract.
Mayor Leiken said he assumed ODOT was still on board and collaborating on this project. Yes.
City of Springfield
Council Regular Meeting Minutes
February 2, 2009
Page 12
IT WAS MOVED BY COUNCILOR RALSTON WITH A SECOND BY COUNCILOR
LUNDBERG TO AUTHORIZE THE CITY MANAGER TO EXECUTE A CONTRACT
IN THE AMOUNT NOT TO EXCEED $470,019.00 WITH CH2MHILL, INC. FOR FINAL
DESIGN SERVICES FOR THE GATEWAYIBELTLINE INTERSECTION PROJECT.
THE MOTION PASSED WITH A VOTE OF 6 FOR AND 0 AGAINST.
BUSINESS FROM THE CITY ATTORNEY
ADJOURNMENT
The meeting was adjourned at approximately 7;52 p.m.
Minutes Recorder Amy Sowa
Attest:
a~~
City Reco er