Public Works asks to add 2025 on-call agreements to next council meeting; committee amends agenda to allow discussion

Public Works presented an overview of on-call agreements and procurement steps to the Parks and Environmental Sustainability Committee on Jan. 20 and asked that the committee add the contracts to a council agenda for approval.

Chris Stenger, Deputy Director of Utilities in Public Works, said staff and the purchasing division advertised seven requests for qualifications (RFQs) in the fall, evaluated submissions, and selected the most qualified firms for on-call services. He explained that on-call agreements do not encumber budgets but allow project managers to issue task orders against approved budgets as needed. "On call agreements do not encumber budgets but are available for project managers to use with approved budget numbers on task order basis," Stenger said.

At the start of the meeting a motion to amend the committee's agenda to add Public Works' on-call agreements was made, seconded and approved by voice vote to allow the presentation.

Stenger requested that the item be considered for the Feb. 4, 2025 business meeting consent agenda. Several councilmembers said they had not had access to the materials referenced in an email link and asked that the materials be included in the regular packet. Council President Kritzer said she preferred the item be placed on new business rather than consent so members would have time to review and ask questions; the committee agreed and staff acknowledged they would include the materials in the next meeting packet.

Councilmember question clarified contract lengths: attachments indicate most agreements are two-year base terms with two one-year extension options. Stenger confirmed that interpretation. The committee did not vote on the contracts themselves; staff will return with the agreements at the next council meeting as new business for formal consideration.