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Home My WebLink AboutRES 4442CITYOFRENTON,WASHINGTONRESOLUTIONNO.4442ARESOLUTIONOFTHECITYOFRENTON,WASHINGTON,AMENDINGCOUNCILPOLICY800-12.WHEREAS,theCouncildesirestoupdate,revise,andmodernizePolicyNo.200-12,ContractingAuthority,toreflectcurrentpractices,updatedlegalrequirementsand/orimprovedefficiencies,andtoclarifyadministrativematters,includingcontractapprovalauthority,whichtheCouncildelegatestotheMayorand/ordeferstotheMayor’sroletosupervisetheadministrativeaffairsoftheCityinordertomaintainanefficientlyoperatedgovernment;NOW,THEREFORE,THECITYCOUNCILOFTHECITYOFRENTON,WASHINGTON,DORESOLVEASFOLLOWS:SECTIONI.TheCouncilherebyamendstheCityofRentonPolicy&Procedure800-12,ContractingAuthority,toreadasattachedheretoandincorporatedhereinasiffullysetforth.SECTIONII.AllcontractspreviouslyexecutedconsistentwiththeamendedPolicyNo.800-12andapplicableadministrativepoliciesareratified.PASSEDBYTHECITYCOUNCILthis19thdayofJuly,2021.1/01Jas7iA.SetdyClerkAPPROVEDBYTHEMAYORthis19thdayofJu‘2021.Mayor1 RESOLUTIONNO.4442Approvedastoform:ShaneMoloney,CityAttorneyRES:1882:7/7/202lscr/cIb2 POLICY&PROCEDURESubject:Index:LEGISLATIVECONTRACTINGAUTHORITYNumber:800-12EffectiveDate:Supersedes:Page:StaffContact:ApprovedBy:2/11/20191of5CAOResolution4onI/1.0PURPOSE:Tomaintainanefficientformofgovernment,itisnecessaryfortheCounciltodelegatecontractapprovalauthoritytotheMayorforspecifictypesofcontractswithoutpriorCityCouncilrevieworsubsequentratification.2.0ORGANIZATIONSAFFECTED:Mayoranddepartments/divisions3.0REFERENCES:ApplicableAdministrativePolicies(currentlyPolicy&Procedure250-02)RCW35A.11.010and020(CouncilAuthorityandPowersofCouncil)RCW35A.12.065(ProTemporeAppointments)RCW35A.12.100(AuthorityandPowersofMayor)Chapter39.04RCW(PublicWorksProcurement)RCW39.04.155(SmallWorksRosterContractProcedures)RCW39.04.280(CompetitiveBiddingRequirements—Exemptions)Chapter39.34RCW(InterlocalCooperationAct)4.0POLICY:4.1Allstatutorybiddingandcontractingrequirements,assetforthinStatelawshallbefollowed.4.1.1TheMayorisauthorizedtoestablishand/oruseasmallworksrosterorrostersanddevelopproceduresfortheadministrationthereofforallcontractsupto$350,000.4.2Toassistincontractmanagementandretention,allcontractsshouldincludeadatebywhichfullperformanceofthecontractshallbecomplete. CONTRACTINGAUTHORITYp.24.3Allcontractsshould,beforepresentationtoCouncil,beapprovedastoformbytheCityAttorneyDepartment.4.4AllcontractsshallbememorializedinwritingandfiledintheCityClerkDivision.4.5TheCityCouncilshallreceiveaninformationallistofallcontractseveryquarter.Thislistshallinclude,butnotbelimitedto,dateofexpiration,amountofcontract,departmentresponsibleforthecontract,expectedcompletiondateofcontract,andsummarizedscopeofwork.ContractAmendmentsexceedingthegreaterof$100,000or10%oftheoriginalcontractamountshallbehighlightedwithinthelist.4.6Exceptasotherwisespecifiedherein,theMayororhisorherdesigneehasauthoritytoapproveandsignthefollowingtypesofcontractswithoutneedforseparateCouncilapprovalorratification:4.6.1AllcontractsforwhichtheOriginalContractValueislessthan$100,000.4.6.2Allcontractssettlingclaims,litigationorthreatenedlitigationforwhichtheOriginalContractValue,lessanycontributionfromaCityinsurancepolicy,doesnotexceed$250,000.4.6.3AllcontractsawardedpursuanttosmallworksproceduresadoptedandadministeredbytheMayorpursuanttoSection4.1.1herein.4.6.4Allcontracts,withanOriginalContractValuebetween$100,000and$300,000thatcontainspecificintelligenceinformation,thenondisclosureofwhichisessentialtoeffectivelawenforcement,solongassufficientfundingisbudgetedfortheexpenditure,andtheChairofthePublicSafetyCommitteeisnotifiedofthecontractpriortoitsexecutionsothatheorshecan,ifheorshedeemsappropriate,requestsuchcontractbebroughttothefullCouncilforapproval.4.6.5ContractAmendmentsforwhichtheAmendmentValuedoesnotexceed$100,000.4.6.6Contractsand/orContractAmendmentsspecificallyauthorizedbyotherCouncilaction.4.6.7WorkOrdersissuedpursuanttoRCW39.10.450solongastheoverarchingJobOrderContractwaspreviouslyapprovedbyCouncil.4.6.8Annualtechnologyhardware,software,orservicesrenewalagreementsincludingannuallicenserenewals,subscriptionservices,supportand CONTRACTINGAUTHORITYp.3maintenanceextensions,andgeneralservicesrenewalswhichdonotexceed$250,000.4.6.9Acquisitionsofeasements,right-of-wayortitleincidenttoaCitypublicworksprojectbudgetedbytheCityCouncil.4.7NotwithstandinganythingtothecontraryinSection4.6ofthispolicy,thefollowingtypesofcontractsrequireadvanceCouncilapprovalpriortotheMayorordesignee’ssignature:4.7.1Anycontractforthesaleorpurchaseofrealestateexceptforacquisitionsofeasements,right-of-wayortitleincidenttoaCitypublicworksprojectbudgetedbytheCityCouncil.4.7.2Anycontracttoleaseorotherwiseencumber(e.g.vialicenseoraccessagreement)City-ownedrealestateforaperiodofmorethanone(1)yearunlessthecontractprovidestheCitywithanoptiontoterminatetheleaseearlywithoutcauseordamagesbyprovidingnomorethansix(6)months’noticeoftermination.4.7.3PublicWorkscontractsthatrequiteawardbytheCityCouncilpursuanttoChapter39.04RCW.4.7.4AnycontractthattransfersrisktotheCityofthirdpartyclaimsarisingoutofacontractor’smisconductornegligenceiftherisktransferredtherebywouldnotbecoveredbytheCity’sinsurancepolicies.AnysuchprovisioninacontractthatisnotapprovedbytheCouncilshallbevoidandunenforceable.4.7.5AnyinterlocalagreemententeredintoundertheexpressauthorityofChapter39.34RCW.4.7.6Anycontractthat,pursuanttoapplicablelaw,requiresauthorizationfromtheCityCouncil.4.7.7AnyContractorContractAmendmentforwhichtheMayorisnotauthorizedtoapprovebySection4.6ofthispolicy.4.8WorkonacontractrequiringCityCouncilapprovalshouldnotcommenceuntilsuchapprovalhasbeengrantedasauthorizedinthispolicy.However,workoutsideofthecontract’soriginalscopeduetochangedconditionsonapublicworksconstructionprojectmayproceedpriortoformalapprovalofaContractAmendmentthatexceedstheMayor’sapprovalauthority,iftheMayorordesigneedeterminessuchadditionalworkisnecessarytobeperformedwithout CONTRACTINGAUTHORITYp.4delayinordertoavoidincreasedcostsorotherinefficiencies.PromptlyafterauthorizingworkthatstaffdetermineswillrequireaCouncilapprovedContractAmendment,theMayorordesigneewillprovidetheCityCouncilwithnoticeoftheworkauthorizedpursuanttothisSection.OncethecostoftheworkauthorizedpursuanttothisSectionisdetermined,aContractAmendmentwillbepresentedtotheCouncilforratification.4.9Intheeventanemergencysituationariseswhichnecessitatesadeviationfromthispolicyorapplicablebiddingorprocurementlaws,theMayormay,pursuanttoRCW39.04.280,declareanemergencysituationexists,waivecompetitivebiddingrequirements,andawardallnecessarycontractsonbehalfoftheCityotaddresstheemergencysituation.Withintwoweeksofawardinganemergencycontract,theMayorshallprovideCouncilwithawrittenfindingoftheexistenceoftheemergencyandnoticeofthecontract(s)awardedpursuanttotheauthoritygrantedinthissection.SuchfindingandnoticeshallbememorializedwiththeCityClerkandpublishedontheCity’swebsiteand/orinthenextCouncilagendapackets,astheCityClerkdeemsappropriate.5.0DEFINITIONS:5.1AmendmentValue:AmendmentValueisthedollarvalueofallConsiderationprovidedbytheCitytotheothercontractingpartyorpartiesasconsiderationforanindividualContractAmendment.CalculationofAmendmentValueshouldbecalculatedconsistentwiththeguidelinesforcalculatingOriginalContractValue.5.2Consideration:Avalueofexchangedorpromisedtobeexchanged.Considerationcanbeintheformofaservice,money,and/orproperty,andcanalsobeapromisenottodosomethingthatthecontractingpartywouldotherwisebelawfullypermittedtodo.5.3Contract:Anyagreement(written,oral,orimplied)withanotherentitythatlegallybindstheCitytoprovideConsideration.5.4ContractAmendment:AmodificationorchangeintermstoapreviouslyexecutedContract,regardlessofformorlabel(e.g.addendum,amendment,changeorder...).5.5Emergency:UnforeseencircumstancebeyondthecontroloftheCitythateithera)presentareal,immediatethreattotheproperperformanceofessentialfunctions,orb)willlikelyresultinmateriallossordamagetoproperty,bodilyinjury,orlossoflife,ifimmediateactionisnottaken.5.6Mayor:TheelectedMayoroftheCityofRenton,hisorherdesignee(s),and/oraprotemporeMayorappointedtemporarilypursuanttoRCW35A.12.065. CONTRACTINGAUTHORITYp.55.7OriginalContractValue:OriginalContractValueisthedollarvalueofallConsiderationprovidedbytheCitytotheothercontractingpattyorpartiesintheoriginalcontract.CalculationofContractValueinvolvingservicesorpropertyexchangedshouldincludeareasonableestimateofthefairmarketvalueofservicesandpropertyprovidedbytheCityasConsideration.6.0PROCEDURES:ProceduralmattersregardingbiddingandcontractingaretheresponsibilityoftheAdministration.Thisincludes,butisnotlimitedto,formallydesignatingthosewhomayapproveand/orsigncontractsontheMayor’sbehalfanddeveloping/updatingprocurementpoliciesandproceduresdesignedtocomplywithapplicablelaws.