190942

The City of Portland ordains:

Section 1. The Council finds:

1. Portland Parks & Recreation (PP&R) requires professional services to support ongoing needs of the PP&R’s Capital Improvement Program. PP&R is the second largest landowner in the City of Portland, owning approximately 500 buildings and shelters, 12,000 acres of land, and over 200 parks. PP&R does not have sufficient available subject-matter expertise capacity in park design and construction engineering services to accomplish the large volume of anticipated upcoming work. 

2. Price agreements for Professional Technical Expert Services (PTE), such as Architectural and Engineering Services, provide an uninterrupted supply of needed technical services to accomplish the PP&R’s Capital Improvement Program, to facilitate long-range planning, to enhance effective project management, to increase control of project delivery, to save time and money, and to offer a quick method for contracting expertise for routine needs as well as during an emergency.

3. Price agreement contracts save time and money by reducing repetitive solicitation processes on a project-by-project basis.

4. Contracting for Professional, Technical and Expert (PTE) services in this manner provides opportunities to firms certified as Disadvantaged Business Enterprises, Minority-owned Business Enterprises, Woman-owned Business Enterprises, Service Disabled Veteran Business Enterprises and Emerging Small Businesses by the Oregon Certification Office for Business Inclusion and Diversity (COBID) by setting a 20% minimum aspirational subconsultant equity goal per task order; with criteria and scoring intended to encourage participation from COBID primes and other smaller firms.

5. PP&R will work collaboratively with the Office of Management & Finance Procurement Services’ Inclusive Contracting Manager to raise awareness around the price agreement solicitations within the local contracting community. Preliminary notices of the solicitation opportunities will be made public on Procurement’s vendor portal BuySpeed, through invitations to attend procurement information session(s) hosted by Procurement and PP&R. The Inclusive Contracting Manager will follow-up on any feedback received and work with PP&R project management team to identify and, where possible, reduce barriers firms owned by Black, Indigenous, People of Color, Minority, Immigrant, Women-owned, Disadvantaged, Service-Disabled Veterans, and Emerging Small Business firms may face when responding to the solicitations, or simply doing business with the City.  

6. The City will invite prospective contractors to submit competitive proposals in response to the City's various Request for Proposals ("RFP"). One or more selection committees will select contractors based on evaluation of the proposals received to the solicitations. The selection committees will include City staff and minority evaluator(s) as required per Resolution 36757. The RFP processes will be completed under the guidance and direction of Procurement Services and in accordance with requirements set forth in Portland City Code 5.68 and the PTE Manual.

7. PP&R anticipates awarding multiple price agreements with a cumulative amount not to exceed $17,900,000 over five-year terms for all price agreements that may be issued, for the service areas specified below.  The not to exceed amounts for each price agreement to be executed are identified.

8. Upon execution of price agreements, 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 in the normal course. Task Orders will be negotiated with the selected firms. The maximum value of each contract varies depending on the service area as shown below, unless otherwise amended and approved by the Chief Procurement Officer.

   Service Category	Number of Contracts	Total Not To Exceed (NTE) per contract (NOT per year)	Number of contracts x NTE = Award amount per category
   ON-CALL ELECTRICAL ENGINEERING	3	$300,000.00	$900,000
   ON-CALL MECHANICAL ENGINEERING	3	$300,000.00	$900,000
   ON-CALL STRUCTURAL ENGINEERING	5	$500,000.00	$2,500,000
   ON-CALL GEOTECHNICAL ENGINEERING	3	$500,000.00	$1,500,000
   ON-CALL LANDSCAPE ARCHITECTURE	5	$750,000.00	$3,750,000
   ON-CALL CIVIL ENGINEERING	5	$500,000.00	$2,500,000
   ON-CALL CONSTRUCTION MANAGEMENT	3	$300,000.00	$900,000
   ON-CALL ARCHITECTURE	5	$750,000.00	$3,750,000
   ON-CALL SURVEY AND MAPPING	5	$500,000.00	$1,200,000
   Total	$17,900,000

NOW, THEREFORE, the Council directs:

1. The Chief Procurement Officer is authorized to solicit, negotiate and execute multiple price agreements with selected offerors, in a cumulative amount not to exceed $17,900,000 for the purpose specified in Section 1, provided the price agreements have been approved as to form by the City Attorney's Office.

2. The Mayor and Auditor are hereby authorized to draw and deliver checks chargeable to PP&R’s Capital Improvement Program when demand is presented and approved by the proper authorities.