When must departments submit reports to the City Council for proposed contract extensions?

Departments must submit reports to the City Council for proposed contract extensions at least twelve months prior to expiration to ensure sufficient time for review and consideration. This timeframe allows the council to adequately assess the necessity and implications of extending an existing contract. It provides an opportunity for feedback, discussion, and the potential for bidding processes if needed, ensuring that the city is making informed decisions about its contractual obligations and expenditures. Submitting reports too close to the expiration date could limit the council’s ability to make necessary adjustments or to seek alternative arrangements, leading to rushed decisions that may not be in the best interest of the city.