Authorize competitive solicitation and price agreements in support of the Bureau of Transportation Capital Improvement Program not to exceed $22,500,000
The City of Portland ordains:
Section 1. The Council finds:
- The Bureau of Transportation (PBOT) needs to augment existing City personnel with temporary staff to support in-house construction inspection, and program support on an as-needed basis.
- The bureau’s annual capital budget is approximately $222 million and includes more than 150 active capital projects that includes projects with federal funding, Fixing Our Streets, Local Improvement District, Quick Build and ADA Ramp projects that address public safety and improve the life of the public by providing them access to schools and employment.
- PBOT has a history of using temporary staffing price agreements and expects continued and increasing need for temporary personnel to deliver the bureau’s Capital Improvement Program with multiple projects coming to construction at the same time which can cause staff shortage. Temporary staffing would only be used during peak workloads to augment our existing staff resources.
- Access to multiple contractors allows PBOT to be more responsive and timelier with the construction, installation, and repair of its assets.
- The Bureau seeks City Council’s authorization for Procurement Services to issue a competitive solicitation and issue price agreements for the staff augmentation services described above.
- The estimated average annual cost is $4,600,000, for a total not-to-exceed amount of $22,500,000 over five years. The level of confidence is high. No budget appropriation is needed in the current fiscal year of these price agreements. The funding will come from each individual budgeted CIP project when the project is established.
NOW, THEREFORE, the Council directs:
- The Chief Procurement Officer is authorized to conduct a competitive solicitation process in accordance with Chapter 5.33 of the Portland City Code and to negotiate contracts with the selected successful proposers.
- Upon Council’s acceptance of the Chief Procurement Officer’s Report, the Chief Procurement Officer is authorized to execute multiple price agreements with a cumulative amount not-to-exceed $22,500,000, provided the price agreements have been approved as to form by the City Attorney’s office.
- The Mayor and Auditor are hereby authorized to pay for the price agreements from each individual CIP project when demand is presented and approved by the proper authority.
Official Record (Efiles)
An ordinance when passed by the Council shall be signed by the Auditor. It shall be carefully filed and preserved in the custody of the Auditor (City Charter Chapter 2 Article 1 Section 2-122)
Passed by Council
Auditor of the City of Portland
Simone Rede
Impact Statement
Purpose of Proposed Legislation and Background Information
The Bureau of Transportation (PBOT) requires professional services to support ongoing needs of the Transportation Capital Improvement Program. PBOT does not have sufficient available inspection and project support capacity in construction, engineering services, street lighting, traffic signal to accomplish the work.
Price agreements for engineering services facilitate long-range planning, increase control of project delivery and provide for an uninterrupted supply of needed services to accomplish the Bureau's Capital Improvement Program. Specific project requirements have not been completely determined at this time.
The proposed legislation does not change any current City policies. This ordinance does, however, provide a robust approach to provide 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 Certification Office for Business Inclusion and Diversity (COBID).
The selection of consultants will be conducted through a QBS (Qualifications Based Selection) process where the most qualified firms received the highest scores and Task Orders will be issued on a rotational basis.
There are currently four expiring price agreement contracts which resulted from a similar RFP number 00000241, advertised on March 3, 2016, that are proven, effective and efficient means of completing projects of this type and are routinely utilized by the City.
Financial and Budgetary Impacts
PBOT anticipates awarding multiple price agreements with a cumulative amount not to exceed $22,500,000 over five-year terms for all price agreements. No budget appropriation is needed in the current fiscal year for these price agreements. The construction funding will come from each individual budgeted CIP project when the project is established.
Negative impacts if not approved. If this ordinance is not approved, PBOT will not have the inspectors and technicians needed to accomplish safety improvements and the other capital improvement projects currently in the queue. Furthermore, the enhanced opportunities provided by this ordinance for COBID certified participants would not be as forthcoming as anticipated.
Additionally, PBOT would need to solicit for each new identified new project, expanding project timelines greatly, and resulting in needed safety improvements and other transportation projects being unnecessarily delayed.
Community Impacts and Community Involvement
The projects delivered through these price agreements help to build a stronger accessible transportation system that gives people the ability to go where they want to safely and easily. Our capital project delivery supports Portlanders’ access to jobs, education, culture and recreation. It makes it easier to get from place to place and thus build community and the culture of the City. PBOT recognizes that our country, City and agencies have not always delivered on transportation’s promise in an equitable or sustainable way. Our new Strategic Plan’s focus on transportation justice ensures that when we invest in transportation infrastructure, we do so in a way that supports more and better access for communities of color, low-income communities, and people with disabilities.
100% Renewable Goal
Portland’s Transportation System Plan for 2035 calls for a complete inversion of current transportation choices and behaviors, with a massive shift away from driving alone. We recognize that this cannot be built on the backs of those who can least afford it by working directly with frontline communities to build safe and effective transportation options that work for everyone.
In addition to delivering a resilient transportation system, we also recognize the key role of transportation capital project delivery in our emerging green economy. We seek to increase the capacity of Portland’s diverse engineering community as we pursue a just transition from an extractive economy to a regenerative one grounded in frontline community investment.
Financial and Budget Analysis
This action authorizes solicitation and price agreements in service of PBOT's CIP for a not to exceed amount of $22.5 million. Funding for contracts executed under associated agreements will come from associated funding in the bureau's Approved CIP budget. No additional appropriations are required as a result of this action.