191661

The City of Portland ordains:

Section 1. The Council finds:

1. The Division of Asset Management (DAM) is seeking to replace the City’s primary fleet maintenance and repair garage, which is too small and too deteriorated to meet the City’s existing and future fleet needs.
2. DAM requires the services of a qualified architectural and engineering consultant to lead schematic design, design development, construction documentation, and construction administration activities for the build-out of a new CityFleet maintenance and repair headquarters.
3. It is anticipated that the new site will be an existing, leased facility that will require tenant improvements and the installation of substantial specialized equipment in order to service the approximately 2,400 vehicles and equipment units that DAM maintains and repairs at its existing facility.
    
4. Examples of anticipated tenant improvements and specialized equipment include, but are not limited to:
   1. Lifts, fluid dispensers, exhaust capture and waste-oil suction for approximately 44 light and heavy-duty equipment maintenance bays.
   2. Structural support for overhead cranes and automated parts & tire dispensers.
   3. ADA accessible offices, parts rooms and common area spaces.
   4. Upgrades to the electrical system to support electric vehicle (EV) charging and other energy-intensive specialty equipment.
   5. Code-compliant maintenance bays for working on compressed natural gas (CNG) vehicles.
       
5. DAM has engaged in limited preliminary design for the purpose of developing budget-level cost estimates; this design work will be available for the selected consultant to leverage for schematic design, design development, and construction documentation services.
    
6. DAM and the Office of Management and Finance’s Procurement Services division will collaboratively prepare the appropriate documents and competitively solicit services through the City of Portland’s Code Chapter 5.68 - Professional, Technical, and Expert Services Request for Proposal (RFP) process.
    
7. DAM will supervise the successful consultant to ensure the cost effective and efficient delivery of contracted services.
    
8. The estimated cost is $3.3 million. The level of confidence in the estimate is Low. Funds will be appropriated for the project – including funds for the architectural and engineering services being discussed in this ordinance – via the FY 2024-25 budget process, specifically, the approval of the CityFleet Relocation Decision Package submitted by the City Operations service area.
    
9. Because funding will not be approved unless and until the CityFleet Relocation Decision Package is approved, no contract related to this solicitation will be signed unless and until the CityFleet Relocation Decision Package is approved.  

NOW, THEREFORE, the Council directs:

1. The Chief Procurement Officer is authorized to conduct a competitive solicitation process in accordance with Chapter 5.68 of the Portland City Code for the services identified in Section 1. 
2. Upon evaluation of responsive proposals and negotiation of acceptable terms and conditions with the highest scored proposer, and upon the approval of the CityFleet Relocation Decision Package by the City Council for the FY 2024-25 budget, the Chief Procurement Officer is hereby authorized to enter into a contract with the selected consultant, provided the contract has been approved as to form by the City Attorney’s Office.
3. The Mayor and Auditor are hereby authorized to pay for the Contract from the CityFleet Operating Fund when demand is presented and approved by the proper authority.

Section 2. The Council declares that an emergency exists because delay in funding would delay the project and imposes increasing risks to employees and CityFleet Operations; therefore, this Ordinance shall be in full force and effect from and after its passage by the Council.