190522

The City of Portland ordains:

Section 1.  The Council finds:

1. Portland Parks & Recreation (PP&R) is the steward of over 12,000 acres of land at more than 250 locations, including a multitude of community and neighborhood parks, natural areas, recreational facilities, gardens, and trails.

2. PP&R has an ongoing need for site work, and erosion control and planting services. In order to stimulate open competition and work with a diverse team of construction service providers, PP&R needs to conduct a formal request for bids to maintain its ability to meet construction project schedules. Utilization of price agreements will increase project delivery efficiency and flexibility for delivery on each specific project.

3. PP&R anticipates that over the next five (5) years, certain projects will require miscellaneous construction services on an as-needed basis, including projects from PP&R’s on-going Capital Improvement Project (CIP) list. PP&R projects will likely include excavation, grading, trenching, hauling, demolition, trail construction, installation of erosion and sediment controls with irrigation systems, planting and other landscaping, and improvements to playgrounds, park grounds, and other park facilities. The project types anticipated for site work, and erosion control and planting will require labor, supervision, tools, materials, and equipment for services that exceed PP&R staff capacity.

4. PP&R will prepare and provide the design plans and specifications, construction management, construction inspection and final acceptance of work. The work will require contractors to provide necessary labor, equipment, materials, and related professional services that are needed to meet the intent of each project for the site work, and erosion control and planting services. The work performed under the price agreements issued under the solicitation will be authorized by written task orders.

5. Contracting for construction services in this manner does not diminish competition or compromise COBID/DMWESB participation because solicitation is an open competitive process. The City will invite prospective contractors to submit competitive bids in response to the City's Invitation to Bid (ITB). Prior to solicitation, PP&R will conduct outreach and engagement with the contractor community. The ITB process will be completed under the guidance and direction of Procurement Services and in accordance with requirements set forth in Portland City Code 5.34 and Construction Manual.

6. The Bureau’s level of confidence in the cost estimates for this project is high. PP&R will negotiate individual task orders within the contracts with selected firms. As project needs are identified and funds are available, services needed for specific projects will be defined, authorized, assigned and approved for a not-to-exceed dollar value at the discretion of PP&R via negotiated task orders. Task orders will be negotiated with selected firms on a rotational basis.

7. PP&R intends to award up to six (6) price agreements. The total expenditure of all the price agreement(s) is not to exceed $8,000,000 for a five-year period. The value of each awarded price agreement shall not exceed $2,000,000.

NOW, THEREFORE, the Council directs:

1. The Chief Procurement Officer is hereby authorized to facilitate the use of the competitive solicitation process in accordance with City Code Chapter 5.34 in order to obtain the most responsible and responsive offers for the price agreement(s) for site work, and erosion control and planting.
2. The Chief Procurement Officer is hereby authorized to negotiate and execute multiple price agreements for a total not-to-exceed amount of $8,000,000, where each awarded price agreement shall not exceed $2,000,000, provided the price agreements have been approved as to form by the City Attorney’s Office.
3. The Mayor and Auditor are hereby authorized to draw and deliver checks chargeable to PP&R when demand is presented and approved by the proper authorities.