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Council pulls $280,000 framework amendment for climate element after procurement and packet concerns
Summary
Council removed a proposed $280,000 amendment to an on-call planning contract with Framework to complete the climate element of the comprehensive plan after council members and residents raised procurement concerns, missing packet attachments and unclear deliverables. Staff will return with more documentation and legal review.
Council removed from the agenda a proposed Amendment No. 1 to the on-call planning services agreement with Framework, a $280,000 amendment intended to complete Milton's climate element (resilience and greenhouse gas subelements) funded by a Department of Commerce grant.
Planning Manager Stallenecker presented the item and said the amendment would be drawn from a Department of Commerce grant. "The grant was for $334,43189. This is going to take $280,000 of that," she said, noting the remaining funds would cover city expenses and work on an urban forest plan. She apologized for a missing paragraph in the packet tying the amendment to the grant and described the work as outreach, code updates, vulnerability and policy development linked to state deliverables.
Council and public concerns: multiple council members and members of the public pressed staff on procurement process and transparency. Council Member Mouse said he was "really concerned about the jump from $39,000 on an existing contract to an amendment for $280,000," calling it a potential "cardinal change" that could be viewed as sole-source and open to dispute. Council Member Poor said he could not support the item without further review of procedures and requested the city consider a separate bid process. Public commenters noted missing attachments, unclear deliverable counts and questioned whether Department of Commerce approval for subcontractors was documented in the packet.
Outcome: Council Member Poor moved to table and then to remove the item from the evening's agenda to allow staff time to consult legal, provide a sole-source justification or pursue a competitive bidding process; the motion to remove passed. Planning Manager Stallenecker agreed to return to the first July meeting with additional information; council directed staff to provide clearer packet materials and procurement documentation.
What comes next: staff said they will verify compliance with purchasing policies, consult legal as needed, and return with a complete package that addresses procurement questions and includes the grant attachments and deliverable list requested by council and the public.
