ORDINANCE NO. 177132

*Amend contract with Michael Willis Architects to provide consultant services for Bureau of Maintenance and Bureau of General Services, Vehicle Services master plan study (Ordinance; Amend Contract No. 33279)

The City of Portland ordains:

Section 1.  The Council finds:

1.  In August 2000, the Bureau of General Services (BGS) solicited proposals through RFP #100208 to provide a master plan for the Bureau of Maintenance.

2.  A selection committee reviewed all proposals, interviewed the top three ranked candidates, and recommended Michael Willis Architects for contract award.

3.  On December 4, 2000 the City entered into Contract No. 33279 with the Consultant in the amount of $34,685 to prepare technical specifications and drawings for conducting a master plan study for the Bureau of Maintenance (BOM) and Bureau of General Services, Vehicle Services (VS).

4.  Amendment No. 1, dated December 19, 2001 increased the contract amount $14,830 for a total contract amount of $49,515 and extended the contract nine months, to March 1, 2002 to allow for additional services identified to complete the master plan as follows:

a.  Analyze whether the current Kerby site can be reconfigured to meet near term and future capacities of both BOM and VS.

b.  Evaluate topography changes and develop schemes to reorganize existing sites/structures and analyze shared parking opportunities and efficiencies.

c.  Provide a detailed three-dimensional analysis of the current BOM/VS site for near and long term program needs.

5.  Amendment No. 2 extended the contract to December 1, 2002 to allow for continuation of preparation of technical specifications and drawings for conducting the master plan study for BOM and VS.

6.  Amendment No. 3, dated December 2, 2002, extended the contract seven months, to June 30, 2003 to allow for revision to scope of work.

7.  Additional services as part of the master plan study for the Bureau of Maintenance and Bureau of General Services, Vehicle Services, as described in Amendment No. 4, attached hereto as Attachment No. 1 are as follows:

a.  Updates to the Master Plan report to reflect a request from Vehicle Services to consider the Kerby Garage Building performing the same function as is currently performed, for the next 20 years. Within several options presented to date, new VS facilities were shown in several locations within the Kerby complex of buildings. Plans, diagrams and text will be modified to reflect no new structures for VS. Proposed buildings, plans, and diagrams will also be modified to reflect this land now being available for Bureau of Maintenance’s future facilities.

b.  Further study of the potential for the Kerby Garage to withstand 20 years of continued use. Investigation will include further analysis of code, accessibility, and potential structural and mechanical implications of modifying the shops area in the basement to accommodate future small vehicle service bays.

c.  The cost estimate and phasing schedule will be modified to address these changes.

8.  Amendment No. 4 is attached, signed by the Consultant and approved as to form by the City Attorney.

9.  The fee for the additional services listed in paragraph 7 above is $15,845.

10.  The Bureau of General Services recommends that Contract No. 33279 with Michael Willis Architects be amended to increase the contract by $15,845 to provide additional consultant services for the Bureau of Maintenance and Bureau of General Services, Vehicle Services master plan study for a total contract amount of $65,360.

NOW, THEREFORE, the Council directs:

a.  The Mayor and Auditor are hereby authorized to execute Amendment No. 4 attached hereto as Attachment No. 1, with Michael Willis Architects in the amount of $15,845 for a total contract amount of $65,360.

b.  The Mayor and the Auditor are authorized to draw and deliver checks chargeable to the fiscal year 2002-03 budget of Facilities Services when demand is presented and approved by the proper authorities.

Section 2.  The Council declares that an emergency exists because a delay will unnecessarily deprive the City of the benefits of completion of the work at an early date; therefore, this Ordinance shall be in force and effect from and after its passage by the Council.

Passed by the Council, DEC 18 2002      GARY BLACKMER

Mayor Vera Katz  Auditor of the City of Portland

Stephen Keller/dls  By /S/ Susan Parsons

December 6, 2002                Deputy

BACKING SHEET INFORMATION

AGENDA NO. 1481-2002

ORDINANCE/RESOLUTION/COUNCIL DOCUMENT NO. 177132

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