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Council approves $19,840 supplemental agreement and directs process improvements after missed change order
Summary
Council approved a $19,840 supplemental agreement to pay Studio 16 19 for construction-phase services performed but not included in the original contract; staff described how the change order was submitted but not processed during an engineering transition and outlined new trackers, weekly CIP meetings, and a consultant engagement to strengthen contracting procedures.
Council approved resolution R‑2026‑120 to authorize payment of $19,840 to Studio 16 19 for construction‑phase services related to the Emery Farms Archway project (T11‑2023) after staff reported the work had been performed but a change order was not processed during an internal transition in engineering.
Staff explained the original contract did not include construction‑phase services because of a transition in procurement expectations; Studio 16 19 completed the additional work and submitted a change order in January 2025 that was not routed to council. The city manager and engineering staff said they discovered the outstanding change order as part of a vendor follow‑up; the presenter said, "they did perform the work, and then staff was supposed to come back with 1 more change order... and that change order never happened."
Council pressed staff on corrective steps. Engineering staff described new procedural safeguards: a centralized tracker for approved resolutions and outstanding invoices, weekly CIP meetings with relevant staff and finance participation, a plan to use MS Planner for automation, and engagement of a consultant (Lochner) to interview staff and draft SOPs over a 10‑week engagement. "There have also been a series of different points of organization that we have implemented over the last 2, 3 months," staff said, adding that the new processes will help ensure contractors are paid and change orders are placed on the agenda in a timely way.
Council unanimously approved the resolution to make the firm whole for the work performed and directed staff to report back on outcome measures for the new procurement and invoice‑tracking processes.
