HomeMy WebLinkAboutItem 08 Resolution Authorizing the City Manager to Award Competitive Bids, RFPs, and Other Contracts During the City Council Recess AGENDA ITEM SUMMARY Meeting Date: 12/5/2011
Meeting Type:Regular Meeting
Staff Contact/Dept.: Jayne McMahan
/Finance
Staff Phone No: 541-726-3708
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
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 AWARD 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 DECEMBER 6, 2011
THROUGH JANUARY 8, 2012 WHILE THE COMMON COUNCIL IS IN
RECESS.
ISSUE
STATEMENT:
During the City Council’s winter 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: 1.) Project/Contract Summary
2.) Resolution
DISCUSSION/
FINANCIAL
IMPACT:
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 2011winter 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.
ATTACHMENT
1
Project
Name
Approximate
Dollar
Value
DepartmentContact
Date
contract
would
be
ready
for
award:
Oracle
Software
Purchase$200,000PWBrandt
Melick~Dec
6‐
Jan
6
Hansen
Software
Purchase
$90,000PWBrandt
Melick~Dec
6‐
Jan
6
Hansen
Service
Agreement
$160,000PWBrandt
Melick~Dec
6‐
Jan
6
Autodesk
Software
Purchase
$35,000PWBrandt
Melick~Dec
6‐
Jan
6
Autodesk
Service
Agreement
$125,000PWBrandt
Melick~Dec
6‐
Jan
6
SIRSI
Software
Renewals$30,000LIBRob EverettDec.
31,
2011
City
Attorney
Revised
Contracts$400,000HRGreta
UtechtDec.
31,
2011
IGA
LCOG
‐
Lane
Livability
Consortium
/
HUD
Grant
$276,770PW
Len
GoodwinDec.
31,
2011
Dept.
of
Corrections
‐
Jail
food
contract
$125,000POLCapt.
Rick
LewisDec.
31,
2011
The
following
is
a
list
Winter
recess
contract
awards
currently
anticipated.
Other
contracts
or
amendments
may
come
up
during
the
recess
time
that
will
be
needed
to
be
actioned.
Interim
Contracts
1
CITY OF SPRINGFIELD, OREGON
RESOLUTION NO. ________
A RESOLUTION AUTHORIZING THE CITY MANAGER TO AWARD 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 DECEMBER 6, 2011THROUGH JANUARY 8, 2012 WHILE THE COMMON
COUNCIL IS IN RECESS.
WHEREAS, Chapter 2, Public Contracts, Section 2.704 “Public Contracts for Goods and
Services,” of the City of Springfield Municipal Code limits the City Manager’s authority to make
purchases and award contracts not to exceed $35,000; and
WHEREAS, Chapter 2, Public Contracts, 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 January 9, 2012 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 Winter recess from December 6, 2011 through January 8, 2012; 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 Winter recess from December 6, 2011 through January 8, 2012; and
WHEREAS, there may occur the need to amend contracts where the amended cost exceeds
certain specified limits during the Council Winter recess from December 6, 2011 through January 8,
2012.
NOW THEREFORE BE IT RESOLVED, by the Common Council of the City of Springfield as
follows:
1. During the City Council recess from December 6, 2011 through January 8, 2012, the
City Manager is hereby authorized to award competitive 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, including, but not limited to contracts which have been
competitively bid, 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 Winter recess, provided all other
applicable purchasing requirements in the Springfield Municipal Code are followed, including but not
limited to these set forth on the attached Project/Contract Summary. This authorization is in addition to
and not in lieu of Council authority.
Attachment 2
Attachment 2
2. This Resolution shall take effect on December 6, 2011 and shall elapse on January 8th,
2012.
Adopted by the Common Council and approved by the Mayor of the City of Springfield, Oregon
this fifth day of December, 2011 adopted by a vote of _____ for and _____ against.
_______________________________________
Mayor
ATTEST:
_______________________________________
Amy Sowa, City Recorder