(a) All written contracts shall be approved by City Attorney as to form. Contracts shall be prepared for professional, management, general or special services, and construction for Five Thousand and no/100th ($5,000.00) Dollars and over. Contracts for an amount of Twenty-five Thousand and no/100th ($25,000.00) Dollars or less shall be approved/awarded by the Department Head. Contracts for an amount over Twenty-five Thousand and no/100th ($25,000.00) Dollars but not more than Seventy-five Thousand and no/100th ($75,000.00) Dollars shall be approved/awarded by the City Manager, following any required selection process outlined in Articles 3 and 4 of this chapter. Contracts with a dollar amount exceeding Seventy-five Thousand and no/100th ($75,000.00) Dollars shall be approved/awarded by City Council following a selection process outlined in Articles 3 and 4.
(b) The Department Head and City Manager are authorized to issue Contract Amendments as follows:
(1) If the contract was originally executed for an amount of Twenty-five Thousand and no/100th ($25,000.00) Dollars or less, the Department Head shall have the authority to issue Contract Amendments, provided the sum of all amendments, plus original contract amount, shall not exceed Twenty-five Thousand and no/100th ($25,000.00) Dollars. If the amended contract will exceed Twenty-five Thousand and no/100th ($25,000.00) Dollars, City Manager shall approve the contract amendment.
(2) If the contract was originally executed for an amount of Seventy-five Thousand and no/100th ($75,000.00) Dollars or less, the City Manager shall have the authority to issue Contract Amendments, provided that the sum of all amendments, plus original contract amount, shall not exceed Seventy-five Thousand and no/100th ($75,000.00) Dollars. If the amended contract will exceed Seventy-five Thousand and no/100th ($75,000.00) Dollars, City Council shall approve the contract amendment.
(3) For a contract originally executed for an amount in excess of Seventy-five Thousand and no/100th ($75,000.00) Dollars and originally approved by City Council, the City Manager shall have authority to issue contract amendments, provided that the sum of all contract amendments for any single contract shall not exceed the limit approved by City Council. If the amended contract will exceed the limit previously approved by City Council, the contract amendment must be approved by City Council.
(c) Master Professional Services Contracts. For those Professional Services as defined in Government Code Section 4526 (and as otherwise amended), master multi-year contracts with several consultants with a general scope of work may be set up for a total not-to-exceed dollar amount as approved by City Council.
(1) A formal Request for Qualification process shall be used in accordance with Municipal Code Sec. 3-10.401(d) and awarded based on qualifications.
(2) Task Orders shall be issued pursuant to the Master Contract with a specific scope of work and the Department Head shall have authority to execute such Task Orders for individual projects for Twenty-five Thousand and no/100th ($25,000.00) Dollars or less. The City Manager shall have the authority to execute such Task Orders over Twenty-five Thousand and no/100th ($25,000) Dollars, but not more than Seventy-five Thousand ($75,000) Dollars.
(3) Any Task Order in an amount exceeding Seventy-five Thousand and no/100th ($75,000.00) Dollars will require City Council's approval as pursuant to the terms of the Master Contract.
(4) Task Orders shall not be issued for an amount exceeding One Hundred Twenty-five Thousand and no/100th ($125,000.00) Dollars. An individual Request for Qualification process and a new contract awarded by City Council is required.
(d) Master General Services Contract.
(1) A Bid or a Request for Proposal/ Qualification process may be used to procure General Services and may be awarded based on qualifications plus reasonableness of cost.
(e) Public Works Contracts shall be established for work in an amount of Five Thousand and no/100th ($5,000.00) Dollars and over. City Manager may award and execute contracts for individual projects in an amount of One Hundred Seventy-five Thousand and no/100th ($175,000.00) Dollars or less or as is reflected under Section 22020 of the Public Contract Code. Individual projects in an amount exceeding One Hundred Seventy-five Thousand and no/100th ($175,000.00) Dollars shall be approved by City Council.
(f) Change Orders. A Change Order shall be used to modify Public Works contract documents regarding contract price, schedule of payments, completion date, plans and specifications, expanding scope of work due to change in conditions, and for unit price overruns and under runs, as specified in the Contract. Work description and justification should relate to the original project and should be necessary to achieve original scope of project. After a determination that costs is merited by developments in a specific project, the City Manager is authorized to issue Change Orders up to the contract contingency amount approved by the City Council for the individual contract as follows:
(1) Contracts in the amount over Forty-five Thousand and no/100th ($45,000.00) Dollars to an amount of One Hundred Seventy-five Thousand and no/100th ($175,000.00) Dollars or less or as is reflected under Section 22020 of the Public Contract Code:
(i) City Manager may approve Change Orders until the contract reaches One Hundred Seventy-five Thousand and no/100th ($175,000.00) Dollars or as is reflected under Section 22020 of the Public Contract Code.
(ii) Once the original contract plus all accumulated Change Orders is in an amount that is equal to One Hundred Seventy-five and no/100th ($175,000.00) Dollars or as is reflected under Section 22020 of the Public Contract Code, subsequent Change Orders must be approved by City Council prior to commencing the work.
(2) Contracts in an amount exceeding One Hundred Seventy five Thousand and no/100th ($175,000.00) Dollars or as is reflected under Section 22020 of the Public Contract Code.
(i) City Manager may approve accumulative Project Change Orders up to the contingency established and approved by City Council for each individual contract.
(g) Master Maintenance Service Contracts.
(1) Request for Qualification process shall be used to establish Master Contracts. The purpose which is to award discrete small projects which in no event exceed Forty-five Thousand and no/100th ($45,000.00) Dollars or as is reflected under Section 22020 of the Public Contract Code per task order.
(2) Master Single or Multi-year Contracts may be set up with several vendors, and will include a general scope of work and will establish an annual not-to-exceed dollar amount as approved by City Council.
(3) Task Orders shall be issued pursuant to the Master Contract with a specific scope of work and the Department Head shall have authority to execute such Task Orders for individual projects for an amount of Twenty-five Thousand and no/100th ($25,000.00) Dollars or less. The City Manager shall have the authority to execute such Task Orders over Twenty-five Thousand and no/100th ($25,000) Dollars, but not more than Forty-five Thousand ($45,000) Dollars or as is reflected under Section 22020 of the Public Contract Code.
(§ 1, Ord. 1638-NS, eff. January 12, 2018)