agenda - springfield, oregon · 6/24/2019 · whereas, seda and the city of springfield have an...
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AGENDA SPRINGFIELD ECONOMIC DEVELOPMENT AGENCY (SEDA)
Jesse Maine Meeting Room 225 Fifth Street, Springfield, OR 97477
June 24, 2019 The meeting location is wheelchair-accessible. For the hearing-impaired, an interpreter can
be provided with 48 hours notice prior to the meeting. …………………………………………………………………………………………………
SEDA REGULAR MEETING 6:35 p.m. (Approximate Time)
CALL TO ORDER & ROLL CALL Sean VanGordon___, Steve Moe___. Sheri Moore___, Leonard Stoehr___, Marilee Woodrow___, Joe Pishioneri___, Christine Lundberg___, and Joe Berney___.
CONSENT CALENDAR
1. RESOLUTIONS a. RESOLUTION NO. 1 - A RESOLUTION AUTHORIZING THE CITY MANAGER TO
AWARD COMPETITIVE BIDS, REQUESTS FOR PROPOSALS, OTHER PERSONAL SERVICES CONTRACTS EXEMPT FROM BIDDING REQUIREMENTS UNDER THE PURCHASING REGULATIONS, AND APPROVE AMENDMENTS TO PUBLIC CONTRACTS IN CONFORMANCE WITH CITY OF SPRINGFIELD MUNICIPAL CODE AND ADMINISTRATIVE REGULATIONS DURING THE PERIOD COMMENCING JULY 1, 2019 AND CONTINUING THROUGH AUGUST 18, 2019 WHILE THE SEDA BOARD IS IN RECESS.
MOTION: APPROVE/NOT APPROVE THE CONSENT CALENDAR COMMUNICATIONS
1. Business from the Audience: Please limit comments to 3 minutes. Request to Speak cards are available at the entrance. Please present cards to City Recorder. Speakers may not yield their time to others.
2. Correspondence 3. Business from the Staff
REPORT OF CHAIR REPORTS OF COMMITTEES
PUBLIC HEARINGS NEW BUSINESS
1. Downtown Project Updates and SEDA Board Feedback [Courtney Griesel and Vahana Keene] (30 Minutes) 2. Glenwood Riverfront Request for Proposal Project Vision and Timeline Discussion [Courtney Griesel] (60 Minutes)
OLD BUSINESS
SEDA Meeting June 24, 2019 Page 2
ADJOURNMENT
SEDA EXECUTIVE SESSION 8:00 p.m. (Approximate Time)
Exempt From Public Disclosure Pursuant To ORS 192.355(1),ORS 192.660(2)(e), ORS 192.660(2)(f), And ORS 40.225.
CALL TO ORDER & ROLL CALL Sean VanGordon___, Steve Moe___. Sheri Moore___, Leonard Stoehr___, Marilee Woodrow___, Joe Pishioneri___, Christine Lundberg___, and Joe Berney___.
1. Property Acquisitions [Courtney Griesel] (20 Minutes) ADJOURNMENT
AGENDA ITEM SUMMARY Meeting Date: 6/24/2019 Meeting Type: Regular Meeting Staff Contact/Dept.: Jayne McMahan
/Finance Staff Phone No: 541-726-3708 Estimated Time: Consent Calendar S P R I N G F I E L D ECONOMIC DEVELOPMENT AGENCY
Council Goals: Financially Responsible and Stable Government Services
ITEM TITLE: RESOLUTION AUTHORIZING THE CITY MANAGER TO AWARD
COMPETITIVE BIDS, REQUESTS FOR PROPOSALS, OTHER PERSONAL SERVICES CONTRACTS EXEMPT FROM BIDDING REQUIREMENTS UNDER THE CITY PURCHASING REGULATIONS, AND TO APPROVE AMENDMENTS TO PUBLIC CONTRACTS DURING THE SEDA RECESS.
ACTION REQUESTED:
Adopt/Not Adopt the following Resolution: A RESOLUTION AUTHORIZING THE CITY MANAGER TO AWARD COMPETITIVE BIDS, REQUESTS FOR PROPOSALS, OTHER PERSONAL SERVICES CONTRACTS EXEMPT FROM BIDDING REQUIREMENTS UNDER THE PURCHASING REGULATIONS, AND APPROVE AMENDMENTS TO PUBLIC CONTRACTS IN CONFORMANCE WITH CITY OF SPRINGFIELD MUNICIPAL CODE AND ADMINISTRATIVE REGULATIONS DURING THE PERIOD COMMENCING JULY 1, 2019 AND CONTINUING THROUGH AUGUST 18, 2019 WHILE THE SEDA BOARD IS IN RECESS.
ISSUE STATEMENT:
The City of Springfield conducts sourcing activities for SEDA and follows the City of Springfield’s Municipal Code Chapter 2, Public Contracts, Section 2.704 “Public Contracts for Goods and Services,” and Purchasing Guidelines unless otherwise stated. During the SEDA Board’s summer recess, SEDA will need to award contracts that exceed the City Manager’s signature authority and may need to approve amendments to public contracts where the amendment cost exceeds the limits imposed by Springfield Municipal Code Section 2.706 (3). These actions are normally approved by the Board. To allow SEDA business to proceed as usual during the recess, the SEDA Board may want to authorize the City Manager to approve such actions.
ATTACHMENTS: 1.) Project/Contract Summary 2.) Resolution
DISCUSSION/ FINANCIAL IMPACT:
The Municipal Code sets administrative limits on the City Manager’s signature authority to make purchases and award contracts. The SEDA Board authorization is required for amounts greater than the intermediate threshold. Section 2.706(3) of the Springfield Municipal Code prohibits amendments to public contracts where the amendment cost exceeds certain limits imposed by the Code except in certain cases of SEDA Board approval. For the duration of the SEDA’s 2019 summer recess, staff recommends that the SEDA authorize the City Manager to approve competitive bid contracts greater that exceed the intermediate procurement threshold, Requests for Proposals, other personal services contracts exempt from bidding requirements under the purchasing regulations, and to approve amendments to public contracts where the amendment cost exceeds the limits imposed by Section 2.706 (2)(c) without SEDA Board approval, including, but not limited to, the projects and contracts, as well as purchases. All expenditures shall have been budgeted and all purchasing provisions of the Municipal Code are to be followed. City Manager authorization will allow projects to stay on schedule, public service to continue uninterrupted, and limit the SEDA’s exposure.
Project Name Approximate Dollar Value Department Contact Date contract would be ready for award:
The following is a list summer recess contract awards currently anticipated. Other contracts or amendments may come up during the recess time that will be needed to be actioned.
No contracts are being contemplated for over recess at this time.
ATTCHMENT 1, Page 1 of 1
SPRINGFIELD ECONOMIC DEVELOPMENT AGENCY, AN URBAN RENEWAL AGENCY OF THE CITY OF SPRINGFIELD
RESOLUTION NO. ________
A resolution of the Springfield Economic Development Agency hereinafter “SEDA” authorizing the following:
A RESOLUTION AUTHORIZING THE CITY MANAGER TO AWARD COMPETITIVE BIDS, REQUESTS FOR PROPOSALS, OTHER PERSONAL SERVICES CONTRACTS EXEMPT FROM BIDDING REQUIREMENTS UNDER THE PURCHASING REGULATIONS, AND APPROVE AMENDMENTS TO PUBLIC CONTRACTS IN CONFORMANCE WITH CITY OF SPRINGFIELD MUNICIPAL CODE AND ADMINISTRATIVE REGULATIONS DURING THE PERIOD COMMENCING JULY 1, 2019 AND CONTINUING THROUGH AUGUST 18, 2019 WHILE BOARD IS IN RECESS.
WHEREAS, SEDA and the City of Springfield have an Agreement dated November 29, 2005 and amended July 21, 2008 November 21, 2011 and June 20, 2016 to advance and repay funds needed for Urban Renewal Projects; and
WHEREAS, pursuant to a Cooperation and Services Agreement dated November 2005 and
amended July 21, 2008, the City of Springfield conducts sourcing activities for SEDA and follows the City of Springfield’s Municipal Code Chapter 2, Public Contracts, Section 2.704 “Public Contracts for Goods and Services,” and Purchasing Guidelines unless otherwise stated; and
WHEREAS, Chapter 2, Public Contracts, Section 2.704 “Public Contracts for Goods and
Services,” of the City of Springfield Municipal Code limits the City Manager’s authority to make purchases and award contracts; and
WHEREAS, Chapter 2, Public Contracts, Section 2.706(3)&(4) prohibits amendments to public
contracts where the amendment cost exceeds certain limits except in case of Board approval; and
WHEREAS, delaying these purchases and agreement approvals until the August 19, 2019 Board meeting would waste valuable time, increase the SEDA’s exposure to financial costs, delays and might raise costs and reduce public service; and
WHEREAS, there may occur the need to execute contracts which have been competitively bid for
which funds have been budgeted and which for reasons of public welfare, safety, and cost effectiveness need to be awarded during the SEDA Board’s Summer recess commencing July 1, 2019 and continuing through August 18, 2019; and
WHEREAS, there may occur the need to execute contracts resulting from publicly advertised
Requests for Proposals or other personal services contracts exempt from bidding requirements under the purchasing regulations, and for which funds have been budgeted, and for reasons of public welfare, safety, and cost effectiveness need to be awarded during the Board’s Summer recess commencing July 1, 2019 and continuing through August 18, 2019; and
WHEREAS, there may occur the need to amend contracts where the amended cost exceeds
certain specified limits set forth in the Springfield Municipal Code during the SEDA Board Summer recess commencing July 1, 2019 and continuing through August 18, 2019.
NOW THEREFORE BE IT RESOLVED, by the Board of SEDA as follows: 1. During the Board recess from July 1, 2019 through August 18, 2019, the City
Manager is hereby authorized to award competitive bid contracts, contracts
Attachment 2, Page 1 of 2
resulting from Requests for Proposals in conformance with City of Springfield Municipal Code and contracting procedures and approve amendments to public contracts where the amendment cost exceeds certain limits imposed by Section 2.706(3) for the Springfield Municipal Code, except in cases of Board approval, including, but not limited to contracts which have been competitively bid, for which funds have been budgeted, and which for reasons of public welfare, safety, and cost effectiveness need to be awarded during the Board’s Summer recess, provided all other applicable purchasing requirements in the Springfield Municipal Code are followed, including but not limited to these set forth on the attached Project/Contract Summary. This authorization supplements and is in addition to and not in lieu of Board authority.
2. This Resolution shall take effect on the 24th day of June, 2019 and shall elapse on
August 19, 2019. Adopted by the Springfield Economic Development Agency, an Urban Renewal Agency of the
City of Springfield by a vote of _____ for and _____ against this ______ day of June, 2019. _______________________________________ Sheri Moore, Chair Springfield Economic Development Agency ATTEST: _______________________________________ A.J. Ripka, City Recorder
Attachment 2, Page 2 of 2
AGENDA ITEM SUMMARY Meeting Date: 6/24/2019 Meeting Type: Regular Meeting Department: City Manager’s Office Staff Contact: Courtney Griesel/Vahana Keene S P R I N G F I E L D ECONOMIC Staff Phone No: 541-726-3700 DEVELOPMENT AGENCY Estimated Time: 30 Minutes
ITEM TITLE: DOWNTOWN PROJECT UPDATES AND SEDA BOARD FEEDBACK ACTION REQUESTED:
Discuss and provide feedback on interest and prioritization of presented Downtown projects and progress.
ISSUE STATEMENT:
The vibrant activity in Downtown is promoting and creating opportunity for forward momentum on a number of projects, including expressed property owner interest in expansion of the Downtown street light upgrades, promotion of a pilot on-street food truck vending program, and initiation of crosswalk art improvements. Staff will provide an update on these concepts and request Springfield Economic Development Agency Board feedback, interest and direction for next steps.
ATTACHMENTS: Attachment 1 – Proposed fixture locations for upgrade Attachment 2 – Food Truck Pilot Program Briefing Memo Attachment 3 – Crosswalk Art Locations
DISCUSSION/ FINANCIAL IMPACT:
Downtown Springfield continues to see significant revitalization and energy. Businesses and property owners remain supportive of, and energized by, SEDA and Council investments. Active engagement with the Downtown community has resulted in expressed interest and feedback around existing and new ideas and opportunities. Staff will provide the SEDA Board with an overview of activities including interest in further investment in Downtown street lights, improvements to the food truck program, and the planning for Downtown crosswalk art review and installation.
Downtown Lighting Request: The City was recently contacted by a property owner located at the east end of Downtown expressing interest in replacing the lighting fixtures on Main Street between 20th and 23rd Street with existing streetlights purchased previously by SEDA. Based on high level assessments, this project might include upgrades to nine existing light fixtures, shown in attachment 1. Initial conversations with adjacent and potentially impacted property owners confirmed this interest. Preliminary cost estimates by Development and Public Works was estimated under $500,000. Next steps, should SEDA direct, would be to explore and refine the project variables and financial impacts of a street light project expansion for SEDA review. Downtown Urban Renewal funds would be an eligible funding mechanism should SEDA determine appropriate. Additional detail and refinement would be brought back in the fall for review and further direction should the Board desire staff to move forward with evaluation over the summer.
Transient Merchant Food Truck Pilot Program: In 2013, the Springfield City Council approved the support and implementation of a Transient Merchant Food Cart/Truck Program with emphasis on Downtown locations. This program has not seen substantial utilization and Development and Public Works staff, in partnership with the Economic Development program, are proposing a pilot one-year food truck program with identified, dedicated, pre-approved, spaces in Downtown. Further detail is included in attachment 2. Should SEDA support this effort, the pilot program could be advertised as soon as July of 2019.
Crosswalk Art Installation. A call to artists is planned for mid-summer 2019 to generate designs for permanent crosswalk art installations at the intersections of 4th and Main and 5th and Main (attachment 3). The process is planned to generate final designs for SEDA Board review and installation by the City during the fall. The call to artists would be issued during the SEDA Board summer recess.
Attachment 1, Page 1 of 1
M E M O R A N D U M Springfield Economic Development Agency
Date: 6/24/2019
To: Gino Grimaldi AGENCY
From: Nancy Jenkins, Development and Public Works
Courtney Griesel, Economic Development
BRIEFING
Subject: DOWNTOWN PROJECTS UPDATE;
FOOD TRUCKS MEMORANDUM
ISSUE: The vibrant activity in Downtown is providing opportunity for forward momentum on a
number of projects including increased options for food and dining experiences and a specific
interest in on-street food truck vending. In recent years, the Food Truck and Cart program has
seen very little utilization due to the complicated nature of meeting site requirements. Staff is
requesting to implement a one-year pilot food truck program in Downtown.
BACKGROUND:
In 2013, the Springfield City Council approved the support and implementation of a Food Cart
program with an emphasis on Downtown. This program has struggled to incentivize the
presence of mobile/transient food carts and trucks due to the complicated process for being
compliant in public spaces, especially when changing locations daily. The community and
Council continue to express support and interest in seeing vibrant food truck and cart activity in
Downtown. For this reason, and with consideration of the complicated process and
requirements for operating in public rights of way, Development and Public Works staff are
proposing a pilot streamlined application process for food truck vendors in Downtown to include
consideration of a pre-
determined food truck
vending location located
along 5th Street in front of
the Springfield City Hall
Plaza.
These spaces, identified
in yellow in Figure 1,
could be reserved by the
food cart/truck vendors
for event related purposes
or for occasional,
recreational use. A space
could be pre-planned,
approved, and provided
for the vendor’s table and
chairs. This table would
be taken down and put
away at the end of their
scheduled time, each day.
Scheduling would be facilitated by the vendor in association with a Transient Merchant Food
Cart and City Hall Plaza application issued at the Planning Counter. The Business License
Technician would then schedule and track time using the Outlook Calendar.
Staff proposes the introduction of this proposal as a pilot process, beginning July 1, 2019 or
shortly thereafter, for the duration of one-year, to assess the food truck(s) sustainability and
profitability at the proposed and pre-approved location. The goal of this pilot is to provide and
efficient, certain, and easy process for a vendor to locate and grown their food truck business in
Downtown. This pilot might also allow staff and vendors to gain experience and refine the
Figure 1 – Proposed Pre-Approved Food Truck Locations in Yellow
MEMORANDUM Page 2
processes for expanding on-street food truck vending to other locations within Downtown.
Additionally, this pilot program could add to the welcoming environment currently created at the
City Hall Plaza, further enhancing the gathering space and adding amenities to activate the block
and support existing events put on by the Springfield Public Library and others.
At the end of the pilot year an update would be provided to the SEDA Board to reflect the use
and activity from the program and determine if the Board might desire to end, maintain, modify
and/or expand the activity.
RECOMMENDED ACTION: Provide feedback and direction to staff regarding the proposed
implementation of a pilot food truck pre-approved space pilot program beginning July 2019.
PROPOSED DOWNTOWN CROSSWALK LOCATIONS
MAIN STREET
5TH
STR
EET
4TH
STR
EET
June 2019
Attachment 3, Page 1 of 1
AGENDA ITEM SUMMARY Meeting Date: 6/24/2019
Meeting Type: Work Session
Department: City Manager’s Office
Staff Contact: Courtney Griesel
S P R I N G F I E L D ECONOMIC Staff Phone No: 541-726-3700
DEVELOPMENT AGENCY Estimated Time: 60 Minutes
ITEM TITLE: GLENWOOD RIVERFRONT REQUEST FOR PROPOSAL PROJECT
VISION AND TIMELINE DISCUSSION
ACTION
REQUESTED:
Provide feedback to staff based on included project plan and timeline and staff and
consultant presentation, guiding and refining the process and vision for the
Glenwood riverfront redevelopment project.
ISSUE
STATEMENT:
The Springfield Economic Development Agency has begun the process for
identifying a redevelopment partner specific to the Glenwood north riverfront area.
The steps and timeline for drafting and issuing the Request for Developer
Qualifications have been drafted.
ATTACHMENTS: ATTACHMENT 1 – Riverfront Area Site Summary, Parcels and Ownership
ATTACHMENT 2 – Proposed Riverfront Request for Proposal Project Timeline
DISCUSSION/
FINANCIAL
IMPACT:
In FY19 the Springfield Economic Development Agency (SEDA) acquired key
Glenwood riverfront acreage in order to begin the formal process of marketing the
opportunities within Glenwood and identifying a development partner to initiate
redevelopment along the riverfront. Acquired parcels are shown in Attachment 1.
Following initial site acquisition, SEDA executed a contract with Abe Farkas of
Farkas Group, LLC, to consult, guide and support the formal developer recruitment
and selection process. Based on the guidance and opinion of Farkas Group, staff is
proposing SEDA move forward with the promotion of the site by issuing a Request
for Qualifications (RFQ). The strategy and timeline associated with the RFQ is
outlined in Attachment 2 and reflects more upfront work by Springfield early in the
process in order to reflect to interested developers an informed, prepared and
business knowledgeable and friendly partner, ideally leading to a more successful
selection and negotiation process.
This RFQ effort will rely on, and promote, the existing Glenwood redevelopment
vision as identified within the Glenwood Refinement Plan. The alignment of goals,
key messaging, and commitment by the SEDA Board and Council to the defined
vision for the site will be critical and is desired to be discussed during this work
session. Additionally, market study research and information done ahead of posting
the formal RFQ will inform a realistic vision and structure for a partnership to be
promoted within the RFQ and through the promotion process.
While the formal work of drafting the RFQ and market research is in process, the
site and redevelopment vision is planned to undergo ‘soft’ market testing,
promoting the site to national leaders in redevelopment and gathering feedback and
interest ahead of the formal RFQ issuance. This type of ‘soft’ market testing is
typical of substantial redevelopment projects and signals to the development
community a thoughtful process.
Abe Farkas with Farkas Group will be in attendance to discuss the opportunities,
constraints, and process proposed for promoting and pursuing redevelopment
within the Glenwood Riverfront area. Staff will be looking for urban renewal
feedback.
Contact Courtney Griesel: [email protected] 541.726.3700
Springfield, Oregon
GLENWOOD REDEVELOPMENT AREA
Vision:
A mixed-use development opportunity boasting urban and riverfront parks, community access to the Willamette
River, opportunities to live, work, dine and shop, and a vibrant full-service hospitality district. World-class
infrastructure is designed to serve multiple sites, uses, and activities with a central parking structure and bike,
pedestrian and vehicular amenities.
June 2019
Attachment 1, Page 1 of 3
Contact Courtney Griesel: [email protected] 541.726.3700
SITE & LAND-USE CHARACTERISTICS
OPPORTUNITY AREA
SITE OPPORTUNITIES:
Willamette Riverfront access from Franklin
1 Mile to UO, ½ Mile to Downtown
I-5 Visibility and Access
Adjacent Property Owner Partnerships
Mixed-Income Housing
Prioritization of Open Space Amenities
Site Control
CONSTRAINTS:
FEMA and River Setback Restrictions
Uncertainty of Plan Amendment & Validation
Small Parcel Acquisitions Remain
Cost Responsibility of Specialized
Characteristics; Roadway, Parking,
Conference Center
Attachment 1, Page 2 of 3
Contact Courtney Griesel: [email protected] 541.726.3700
LOT(S) OWNER Est. Acres
800 Springfield Economic Development Agency 1.51
700, 500, 1300, 1500, 400 Springfield Economic Development Agency 7.18
1000, 900 Non-Public Ownership, Non-Developer .34
1100, 1400, 1700, 1800,
1900, 2000, 2001, 2100
Public Ownership, Developer 1.27
1600, 1700, 1800, 1900,
2000, 2100, 1500, 100
Non-Public Ownership, Developer 8.14
100, 300, 200 Non-Public Ownership, Developer 7.69
Attachment 1, Page 3 of 3
Attachment 2, Page 1 of 1