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Council to scrutinize Wilson Engineering amendment after staff say scope changed without clear council authorization
Summary
Staff asked the council to approve a contract amendment to raise Wilson Engineering’s biosolids facility contract to $1,647,487 after additional scope items were added; several council members said they could not find evidence the scope changes were approved and asked for further investigation before payment.
Interim city administrator Mark Bethune presented AB 2623, a contract amendment request for Wilson Engineering to increase the biosolids facility contract to $1,647,487 and extend the timeframe to Dec. 31, 2026. Bethune told the council that three scope changes had been initiated by the public works director — a change from a 15-day to a 40-day digester configuration, revised building location and size to include office and lab space, and additional permitting and funding support to pursue a potential $15 million Department of Ecology loan.
Council members pressed staff for documents showing who authorized the added scope and whether the work should have been brought to council before it was performed. Council member Williams asked, “Who issued the authority to do the work?” and said the council should review the entire claim because it exceeded $50,000. Staff acknowledged the work had been performed and said payment will be brought forward on March 11 so council can review supporting documentation; some council members said they would likely vote against payment unless authorization is shown.
Bethune and staff said some of the added items were discussed in a public works committee meeting as an informational item, and staff are looking for meeting notes and email direction. The administration said the Wilson work reached the contract ceiling that council had already approved for the project’s scope and budget, and the amendment simply raises the contract to the previously approved maximum.
Why it matters: The biosolids project is a major capital undertaking. Council members want clarity about delegation of authority and whether scope changes were properly routed through committees and council so that public funds are spent with clear oversight.
Next steps: Staff will compile emails, committee notes and other documentation and bring the amendment and supporting evidence to the March 11 meeting for a full council vote.
