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CgOFGRN,? CITY COUNCIL STAFF REPORT
DATE: April 16, 2014 CONSENT CALENDAR
SUBJECT: SPECIAL CHANGE ORDER AND CONTRACTING AUTHORITY FOR
THE DOWNTOWN REVITALIZATION PROJECT
FROM: David H. Ready, City Manager
BY: Special Projects Coordinator
SUMMARY
The proposed action would result in granting limited special Change Order or
Contracting authority to the City Manager for the coordination of projects necessary to
ensure the timely and/or safe completion of the Downtown Revitalization Project.
RECOMMENDATION:
Adopt Resolution No. , "A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF PALM SPRINGS, CALIFORNIA, GRANTING THE CITY MANAGER LIMITED
SPECIAL CHANGE ORDER AUTHORITY AND CONTRACTING AUTHORITY TO
ENSURE THE TIMELY AND/OR SAFE COMPLETION OF THE DOWNTOWN
REVITALIZATION PROJECT."
STAFF ANALYSIS:
The Downtown Revitalization Project is underway and with each passing day presents
coordination issues for the City that must be handled in an expeditious manner to
ensure the timely and/or safe completion of the project. Many of these coordination
issues result in the City needing to carry out a public works task. If the City were to
follow its normal procurement procedures to attempt to carry out this work the effort can
be unduly delayed and it will not be in the best interest of public safety or the wellbeing
of the City to follow the normal procurement processes.
A current example, last week work on the project required that a major portion of the
surface parking located adjacent to Tahquitz Canyon Way be closed off leaving an
urgent need for additional parking. Adjacent property on the SE corner of Cahuilla and
ITEM NO,
City Council Staff Report
April 16. 2014- Page 2
Downtown Revitalization Project
Tahquitz Canyon Way is available for development of a temporary parking lot. The City
has a contractor working in the up-town area that is capable of performing this work and
the contractor has been asked to provide a quote for these services. Once we have the
quote, due to current change order procurement restrictions, this item would need to be
agendized for City Council action. This standard procedure adds several weeks to the
process and would slow staffs ability to react to an urgent need.
The attached Resolution would grant limited special authority to the City Manager to
approve Change Orders up to $45,000 with contractors currently working for the City
under previously approved competitively bid projects, or approve contracts up to
$45,000 with contractors currently under open Purchase Orders with the City or those
registered with the City having performed similar work. Additionally, the City Manager
would be granted authority to award informally bid projects up to $100,000. All of the
above limited special authority would only pertain to work related to the Downtown
Revitalization Project and would require regular reporting to the City Council of any
actions taken under the authority granted.
FISCAL IMPACT:
Funding for any work to be completed with this special authority would come from
previously City Council approved budgeted accounts.
Allen Smoot, Special Proje
David H. ReadGy-f1t ager
Attachment: Resolution
it
02
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
PALM SPRINGS, CALIFORNIA, GRANTING THE CITY
MANAGER LIMITED SPECIAL CHANGE ORDER
AUTHORITY AND CONTRACTING AUTHORITY TO
ENSURE THE TIMELY AND/OR SAFE COMPLETION OF
THE DOWNTOWN REVITALIZATION PROJECT.
WHEREAS, the City of Palm Springs is contractually obligated to do everything
in its power to help ensure the timely completion of the Downtown Revitalization Project
(The Project) as it is in the vital economic interest of the City to do so; and
WHEREAS, The Project is land locked within the center of the City which by its
very nature adds to its complexity and difficulty of delivery; and
WHEREAS, during the two years of construction there will be numerous spur of
the moment coordination requirements that result in the need to carry out temporary
construction or other public works activities to ensure the timely completion as well as
ensure the safety and wellbeing of the public; and
WHEREAS, if the normal City procurement procedures were followed, timely
completion and the coordination of projects could be unduly burdened and/or delayed.
THE CITY COUNCIL OF THE CITY OF PALM SPRINGS DOES HEREBY
RESOLVE AS FOLLOWS:
SECTION 1. The City Manager is hereby granted limited special authority to
approve Change Orders and/or approve Contracts up to $45,000 for work necessary to
ensure the timely and/or safe completion of The Project under the following conditions:
a) Change Orders may be approved with contractors currently carrying out work
for the City that was awarded based on a competitively bid project.
b) Contracts may be awarded to licensed contractors that currently have open
purchase orders with the City or have registered with the City in its Buy
Speed Procurement System and have previously performed work similar to
that currently being contracted for.
SECTION 2. The City Manager is hereby granted limited special authority to
award informally bid projects necessary to ensure the timely and/or safe completion of
The Project up to $100,000.
SECTION 3. The City Manager is hereby instructed to provide regular reporting
to the City Council of all actions taken under the authority granted by this Resolution.
03
Resolution No.
Page 2
ADOPTED THIS 161h DAY OF APRIL, 2014.
DAVID H. READY, CITY MANAGER
ATTEST:
JAMES THOMPSON, CITY CLERK
CERTIFICATION
STATE OF CALIFORNIA )
COUNTY OF RIVERSIDE ) ss.
CITY OF PALM SPRINGS )
I, JAMES THOMPSON, City Clerk of the City of Palm Springs, hereby certify that
Resolution No. is a full, true and correct copy, and was duly adopted at a regular
meeting of the City Council of the City of Palm Springs on the 16t" day of April, 2014, by
the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
JAMES THOMPSON, CITY CLERK
City of Palm Springs, California
04