CC Minutes - 02/28/05 Mtg - Laserfiche WebLink

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various elements of the project, such as projected costs, and at market data for particular items to ensure it was within market range. She stressed that a multitude of factors were taken into consideration and it was conducted through the central staff of the PWD. Councilor Bettman reiterated her question and asserted that staff did not have a way to track smaller contracts over time. She averred that the same contractors were getting the bids most of the time. She predicted the City could find itself paying ~$900 for a toilet seat." She wanted to know what was being saved through this process. She alleged that the City was not tracking the various contractors, how contracts played out in the long run, and whether it was saving money. Ms. Pomes assured her that staff did track the contracts that were issued to various contractors and had multiple reports that indicated the aggregate amounts issued to a particular contractor. She reiterated that quotes were solicited and proposals were publicly advertised. She underscored that the City hired contractors both inside and outside of the community and tapped into a multitude of tools. She said it was difficult to absolutely determine what money was being saved, given the variables, but staff did use project estimates, cost comparisons, costs to other agencies, market agencies and so on, to make comparisons in pricing and quotes on projects. Councilor Bettman said she was not talking about a specific cost per procurement. She wanted more monitoring. She thought the statements in the AlS that said the practices were ~unlikely to promote favoritism" and would ~probably save money" should be supported by fact. She advocated for looking at ongoing practices and how to monitor and review them so that the City could track how many contractors were actually bidding and getting contracts through the informal bidding process. She wanted a check and balance and a %lear feedback loop." City Manager Taylor indicated that clear documentation as to how this occurred could be provided. He said it would be a matter of providing the council at regular intervals with such analysis. He recognized her point, but noted that the ordinance sought to respond to legislative changes. Ms. Pomes reiterated that staff had a lot of reporting tools and did review the reports on contractors on a regular basis. She averred the competitive process in itself should produce better results than a process without the competition would. Roll call vote; the motion passed unanimously, 7:0. The meeting adjourned at 9:34 p.m. Respectfully submitted, Dennis M. Taylor City Manager (Recorded by Ruth Atcherson) MINUTES--Eugene City Council February 28, 2005 Page 13 Regular Session