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: cgriesel@springfield-or.gov 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: cgriesel@springfield-or.gov 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: cgriesel@springfield-or.gov 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