HomeMy WebLinkAboutAdmin Order 21-26-01 -- Delegating Contract AuthorityADMINISTRATIVE ORDER NO. 21-26-01
of the
City Manager of the City of Eugene, Oregon
DELEGATING AUTHORITY TO EXECUTE CONTRACTS AND
CHANGE ORDERS, APPROVE EXPENDITURE AND PROCUREMENT
CARD AUTHORIZATIONS, AND REPEALING ADMINISTRATIVE
ORDER NO. 21-23-06.
The City Manager of the City of Eugene finds that:
A. Under the provisions of Section 16(2) of the E ugene Charter of 2002 , th e City
Manager is given authority to make purchases and act as the bu sine ss agent for the City Council
in connection with the sale of real estate and other business and co mmercial transactions.
B. On September 12 , 2023, Administrati ve Order No. 21-23-06 w a s issued
partially delegating contract signing authority, authority to execute change orders , and
expenditure and procurement card authorization to the Assistant City Manager, the City
Attorney , and the Department Heads of the v arious City Departments. Changes in
procurement thresholds make it nece ssary to upd a te the authority delegated by Administrative
Order No. 21-23-06.
C. In making this partial delegation of authority, it is m y intent to:
( 1) Provide for uniform and consi stent processing of contracts ;
(2) Minimize the time and attention r equired of the City Manager with
respect to routine contracts;
(3) Clearly define areas o f re sponsibility w ith regard to the initiation ,
execution and administration of contracts ;
( 4) Clarify the ability to execute change orders for contracts; and
(5) Confirm expenditure and procurement card authority .
NOW, THEREFORE,
THE CITY MANAGER OF THE CITY OF EUGENE ORDERS AND DIRECTS THAT:
1. Unless Council approval is required as a matter of law , or unle ss Council
appro val is requested by the City Manager, no contract shall be placed on the Council agenda
for approval.
2. Onl y contracts in excess of the authority noted below will normall y be brought
to the attention of the City Manager 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. Contracts in excess of the FIRE , LRCS , PDD ,
Administrative Order --Page 1 of 3
or PW Department Executive Director's authority but that are within the Assistant City
Managers' authority will typically be executed by an Assistant City Manager, not the City
Manager.
3. Any contract submitted to the City Manager or the Assistant City Managers for
signature shall include on the City Manager/ Assistant City Manager signature line the initials
of the Executive recommending execution of the contract. For a contract originating from
FIRE, LRCS , PDD , or PW that exceeds the Assistant City Managers ' signing authority, the
signature line shall be initialed by both the Department Executive Director and an Assistant
City Manager. For purposes of this administrative order, "Executive" means the Assistant
City Managers , Chief Financial Officer, City Attorney, and the Department Executive
Directors.
4. The Assistant City Managers , City Attorney, Chief Financial Officer, or the
Department Executive Directors shall be responsible to the City Manager for the initiation,
content, award , obtaining of signatures, budgetary encumbrances, and compliance with
applicable federal , state , and local laws for contracts which they initial pursuant to Section 3
of this Order.
5. The City Manager hereby delegates to the personnel listed below, procurement
card authority , and the authority to execute contracts and change orders for contracts , not to
exceed the amounts indicated. The authority listed below may be sub-delegated to other
department personnel.
Personnel:
Maximum
Authority:
Assistant City Managers ..................................................................................... $350,000
(May also execute contracts for any City department.)
City Attorney ....................................................................................................... $175,000
Central Services Executive Director.. .................................................................. $175,000
(May also execute contracts for any City department.)
Fire & Emergency Medical Services Department Executive Director .............. $175 ,000
Police Department Executive Director ............................................................... $175 ,000
Library , Recreation & Cultural Services Department Executive Director. ........ $175 ,000
Planning and Development Department E xecutive Director. ............................. $175 ,000
Public Works Department Executive Director .................................................... $175 ,000
Chief Financial Officer ....................................................................................... $350,000
6. The authority to execute change orders for contracts shall be for those that are
within budgetary contingency for that contract or project and are within change order
guidelines of the Public Contract Administrative Rules and consistent with provisions of the
original contract.
Administrative Order --Page 2 of 3
7. The Assistant City Managers, City Attorney , Chief Financial Officer, and
Department Executive Directors may sub-delegate contract signing authority and change
order authority. Any sub-delegation pursuant to this Section 7 shall be done by Administrative
Order and the Administrative Order shall be filed with the City Recorder and Purchasing
Section. Such orders may also include sub-delegation of procurement card authority , which
authority may also be sub-delegated by approval noted on procurement card application
forms .
8. The City Manager hereby delegates expenditure authority to the Assistant City
Managers , the City Attorney , the Chief Financial Officer, and to the Executive Directors of
the City Departments as provided in Section 5 of this Order. This authority may be sub-
delegated by Administrative Order or by appro val noted on expenditure authorization forms.
9. Before executing any contract which is controversial or to which some political
significance is attached , the Assistant City Manager, City Attorney, Chief Financial Officer,
or Department Executive Director should notify the City Manager of their intent to execute
the contract.
10. Each Department Executive Director shall appoint a single contract
administrator for their department who is primarily responsible for the record keeping of
contracts initiated by that department. The Department Executive Director shall notify the
Purchasing Section Manager of the designation and of any changes in the designation.
11. The Central Services Department shall develop a guideline education program for
contract development and monitoring for use by contract administrators and managers and shall
coordinate this program with the Employee Resource Center's training program.
12. Administrative Order No. 21-23-06 , and any other Order in conflict herewith is
repealed as of the effective date of this Order.
13. Notwithstanding the repeal of Administrative Order No . 21-23-06, 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.
Dated and effective this ~ day of May 2026. ,t/O ~
Signature: ~€57
Email: nobringer@eugene-or.gov
Administrative Order --Page 3 of 3
Jennifer D. Haruyama
City Manager
Signature: /r9~
Email: TMiller@eugene-or.gov