562-2023

Report

Extend Contract with Brown and Caldwell, Inc. for Program Management and Support Services for the Bull Run Filtration Projects

Accepted

June 28, 2023

The City of Portland Water Bureau will extend professional, technical, and expert services with Brown and Caldwell, Inc., Contract No. 30006570 for five (5) additional years. On August 29, 2018, Portland City Council passed Ordinance No. 189147 authorizing Water Bureau to enter into and extend the contract for an additional five (5) years, if necessary, by delivering a Report to Council. 

On September 1, 2018, the City of Portland entered into Contract No. 30006570 with Brown and Caldwell, Inc., for Program Management and Support Services for the Bull Run Filtration Projects (Filtration). The goal of the Contract is to support the Water Bureau with pilot testing, project definition, project management, project controls, land use and permitting, value engineering, partnering facilitation, stakeholder engagement, community outreach, geotechnical investigations, development of standards, construction management, and other related support services for Filtration. This contract will expire on August 31, 2023. An amendment for a 5-year extension is needed to provide program management and support services for the duration of Filtration (Exhibit A).

The original Contract amount was $67,891,398; Amendments 1 through 5 added no additional funds to the Contract, leaving the total Contract amount unchanged at $67,891,398. Brown and Caldwell, Inc., agreed to a minimum of 20 percent of total subcontract dollars being awarded to disadvantaged, minority, women, and emerging small businesses (COBID firms). The current COBID participation total is 35.31 percent.

TO THE COUNCIL:

The Commissioner of Public Works concurs with the above Report to Council.

RECOMMENDS

That the Council accepts the extension of Brown and Caldwell, Inc., Contract No. 30006570 for a duration of five (5) years to August 31, 2028.

Respectfully submitted,

Commissioner Mingus Mapps

Impact Statement

Purpose of Proposed Legislation and Background Information

The purpose of this legislation is to allow City Council the opportunity to review and accept the recommendation to extend Contract No. 30006570 with Brown and Caldwell, Inc.

Portland Water Bureau is responsible for delivering the Bull Run Filtration Projects (Filtration). This will bring the City of Portland into compliance with federal safe drinking water regulations—the Long Term 2 Enhanced Surface Water Treatment Rule. The Water Bureau has a compliance agreement with the Oregon Health Authority that establishes September 30, 2027, as the compliance deadline for Filtration. 

On September 1, 2018, the City of Portland entered into Contract No. 30006570 with Brown and Caldwell, Inc., for Program Management and Support Services for Filtration.

The goal of the Contract is to support the Water Bureau with pilot testing, project definition, project management, project controls, land use and permitting, value engineering, partnering facilitation, stakeholder engagement, geotechnical investigations, development of standards, construction management, and other related support services for Filtration. This Contract is scheduled to expire August 31, 2023.

The original Contract amount was $67,891,398. There have been five (5) amendments to the contract:

1.    Amendment 1, dated October 11, 2019, updated the schedule of work project milestones, changed the Water Bureau Project Manager, added subconsultants, reallocated contract funds, updated the scope of work, and updated consultant billing rates.

2.    Amendment 2, dated July 15, 2020, added to and updated the scope of work, reallocated funds between tasks, added subconsultants, released mitigation funds, and changed contract language.

3.    Amendment 3, dated June 1, 2021, added to and updated the scope of work, reallocated funds between tasks, added subconsultants, released mitigation funds, and changed contract language.

4.    Amendment 4, dated April 1, 2022, added to and updated the scope of work, reallocated funds between tasks, added and removed subconsultants and released mitigation funds.

5.    Amendment 5, dated March 1, 2023, added to and updated the scope of work, reallocated funds between tasks, reallocated subconsultant funds, added subconsultants, released mitigation funds, and updated the schedule of hourly billing rates.

Financial and Budgetary Impacts

·  The extension of this Contract has no long-term financial impacts for the City.

· Funding for the Contract is available in the FY 2022–23 Budget and will be requested in the FY 2023–­24 through FY 2027–28 Budgets.

Community Impacts and Community Involvement

There are no new impacts to the community.

Since 2017, the Water Bureau has been working to keep the community informed and involved using multiple communication tools, including monthly e-newsletters, sharing project information in bill inserts and the annual water quality report, community meetings, engagement with interested parties, and sharing project videos through Portland Water Bureau’s social media platforms.

The Water Bureau is considering the full spectrum of impacts to neighbors, indigenous peoples, underrepresented communities, low-income customers, and ratepayers. 

100% Renewable Goal

Accepting the recommendation for contract extension neither increases or decreases the City’s total energy use, nor does it increase or decrease the City’s renewable energy use.

Agenda Items

562 Time Certain in June 28, 2023 Council Agenda

Accepted

Motion to accept the report: Moved by Mapps and seconded by Ryan.
  • Commissioner Dan Ryan Yea
  • Commissioner Rene Gonzalez Yea
  • Commissioner Mingus Mapps Yea
  • Commissioner Carmen Rubio Yea
  • Mayor Ted Wheeler Yea

Bureau

Contact

David Peters

Engineering Manager - Special Projects

Requested Agenda Type

Time Certain

Date and Time Information

Requested Council Date
Requested Start Time
2:45 pm
Time Requested
1 hour (2 of 6)
Confirmed Time Certain