HomeMy WebLinkAboutItem 05 Resolution Authorizing the City Manager to Award Competitive Bids, Etc During the City Council Recess AGENDA ITEM SUMMARY Meeting Date: 7/16/2012
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 JULY 24, 2012 THROUGH
SEPTEMBER 9, 2012 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: 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 2012 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.
ATTACHMENT 1
Project
Name
Approximate Dollar ValueDepartmentContact
Date contract would be ready for awar
d
SEDA
PEG Grant‐1 IGA with
LCOG
$80,000DPWJim Polston/Rhonda
Rice
July
Franklin
Blvd.
NEPA
$1.2mDPWTom Boyatt
August
Jasper
Trunk Phase 2
$3m
DPWKristi Krueger
July
Grader Purchase
$184,800DPWGreg Ferschweiler/Marcy ParkerAugust/Sept
Asphalt
Truck Purchase
$131,800DPWGreg Ferschweiler/Marcy ParkerAugust/Sept
Museum Mortar Repair
$60,000DPWJim Polston
Late
July – early
August
Ambulance purchases (2)
$560,000F &LSJana
Sorenson
Aug
Rescue Boat
$50,000F &LSJana
Sorenson
Aug
Wells Fargo Employee Benefits
$60,000HRGreta Utecht
July
Baker and
Taylor Book Supplier
$60,000LIBRob
Everett
July
The following
is
a list
summer
recess contract awards currently
anticipated.
Other contracts or amendments may
come up
during
the
recess time that will
be needed to be actioned.
1
AIS 07022012
ATTACHMENT 2
AIS 07162012
ATTACHMENT 2
AIS 07162012