HomeMy WebLinkAboutAdmin Order 58-20-02ADMINISTRATIVE ORDER NO. 58-20-02
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Executive Director of the Public Works Department
DELEGATING CONTRACT AND CHANGE ORDER SIGNING
AUTHORITY TO PUBLIC WORKS DIVISION DIRECTORS AND
EXPENDITURE LIMIT AUTHORIZATIONS TO PUBLIC WORKS
FINANCIAL SERVICES MANAGER AND REPEALING
ADMINISTRATIVE ORDER NO. 58-10-11.
The Executive Director of the Public Works Department of the City of Eugene finds
that:
A. Under the provisions of Chapter IV, Section 16 of the Eugene Charter of 2002, the
City Manager is designated as the administrative head of the City, specifically authorized to
appoint and remove all employees (except as otherwise provided in the Charter), organize, and, as
deemed necessary, disband and reorganize various City departments, and to enforce all ordinances
of the City.
B. Pursuant to that authority, I have been designated as Executive Director of the
City's Public Works Department. My appointment has most recently been affirmed by the City
Manager's Administrative Order No. 21-19-08. In such capacity, I have the responsibility for
supervision of the Public Works Department and its employees.
C. In addition to those responsibilities, pursuant to the City Manager's Administrative
Order No. 21-13-03, as Executive Director of the Public Works Department, I have authority to
execute contracts on behalf of the City in an amount not to exceed $100,000, and to sub-delegate
contract signing authority. This authority also includes the execution of contract change orders
which are within budget contingency for that contract or project, and are within change order
guidelines of the Public Contract Administrative Rules. Administrative Order No. 21-13-03 also
granted me expenditure authority and the authority to sub-delegate my expenditure authority by
Administrative Order or by approval noted on expenditure authorization forms.
D. Most recently through Administrative Order No. 58-10-11, on July 22, 2010, the
Public Works Department Director has delegated limited contract and change order signing
authority to Public Works Division Directors. That Order also reaffirmed the policies and
procedures for processing contracts and executing change orders within the Public Works
Department, delegated to the Financial Services Manager of the Public Works Department the
limited authority to authorize expenditure approval limits for all Public Works delegates, and
limited the further delegation of the authorities granted through the Order.
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On the basis of these findings, I order that:
1. Only contracts and change orders in excess of the authority noted below will
normally be brought to the attention of the Executive Director of the Public Works Department for
review, approval and signature. For purposes of this administrative order, contracts for the
exchange of services shall be assigned an approximate dollar value of the services given by the
City.
2. Any contract submitted to the Executive Director of the Public Works Department
for signature shall have the initials on the signature line of the Division Director who recommends
execution of the contract by the Executive Director.
3. Before execution of any contract that is controversial or politically significant, the
Division Director who intends to execute the contract shall notify the Executive Director of the
Public Works Department, so the Executive Director may, if needed, notify the City Manager of
the intent to execute the contract.
4. The Division Directors shall be responsible to the Executive Director of the Public
Works Department for the initiation, content, award, obtaining of signatures, budgetary
encumbrances and compliance with applicable federal, state and local statutes for contracts within
their budgetary authority which carry out the programs of their divisions.
5. A copy of any contract or change order executed by a Division Director pursuant
to the authority granted by this Order shall be forwarded to the Executive Director of the Public
Works Department.
6. The Executive Director of the Public Works Department delegates to the Division
Directors of the Public Works Department indicated below, the authority to execute contracts for
the following amounts or less:
Administrative Division Director
Airport Director
City Engineer
Maintenance Division Director
Parks & Open Space Division Director
Wastewater Division Director
$25,000
$25,000
$25,000
$25,000
$25,000
$25,000
7. The Division Directors of the Public Works Department listed in section 6 of this
Order shall have authority to execute change orders for contracts which are within budgetary
contingency for that contract or project and are within change order guidelines of the Public
Contract Administrative Rules. The change order must be consistent with the provisions of the
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original contract and the amount of the change order cannot exceed $25,000.
8. In addition to the authority delegated in section 7 of this Order, the City Engineer
and Airport Director shall have the authority to execute change orders for construction contracts
when the change order does not exceed $100,000, is within budget contingency for that contract
or project, is within change order guidelines of the Public Contract Administrative Rules, and is
consistent with provisions of the original construction contract.
9. The Public Works Financial Services Manager shall have the authority to authorize
expenditure approval limits for all Public Works delegates who are charged with approving
expenditure payments, so long as expenditure is either: (a) covered by a contract approved by the
Executive Director of the Public Works Department or by a Division Director listed in Section 6
of this Order; or (b) not covered by a contract and does not exceed $5,000. For purposes of this
Order, "expenditure" authority means authority to approve orders authorizing the Central Services
Finance division to make vendor payments under an existing contract or purchase order.
10. The authority delegated in this Order shall not be further sub-delegated by the
Division Directors or the Public Works Financial Services Manager, except that the Airport
Director may sub-delegate:
A. To the Assistant Airport Director, the authority to execute contracts in
amounts not to exceed $25,000 and to execute change orders that do not exceed $25,000
when the change order is within budgetary contingency for that contract or project, is
within change order guidelines of the Public Contract Administrative Rules and is
consistent with the original contract.
B. To the Airport Communications and Development Manager, the authority
to execute advertising/marketing contracts in amounts not to exceed $10,000.
11. Administrative Order No. 58-10-11 is repealed as of the effective date of this Order.
12. Notwithstanding the repeal of Administrative Order No. 5 8-10-11, all actions taken
pursuant to that Order, including sub-delegations of contract signing authority, that are consistent
with the provisions of this Order are ratified and affirmed.
13. A copy of this Order shall be filed with the City's Purchasing section.
Dated and effective this --31._ day of ::::S--o."'uo.r-:) , 2020.
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AIC Public Works Executive Director
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