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AGENDA ITEM SUMMARY

Meeting Date:

03/03/2025

Meeting Type:

Regular Meeting

Staff Contact/Dept:

Jessica Mumme/Finance

S P R I N G F I E L D
C I T Y C O U N C I L

Staff Phone No:

Estimated Time:

Consent Calendar

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 March 4, 2025, and continuing through April 6, 2025, while the Common Council is on spring 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 March 4, 2025, and continuing through April 6, 2025, while the Common Council is on spring recess.

ISSUE STATEMENT:

During the City Council's spring 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.

DISCUSSION/FINANCIAL IMPACT:

The Springfield 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 2025 spring 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 Springfield 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.

Attachments

1. Contracts Over Spring Recess

2. Resolution Contracts Over Spring Recess