passed ordinance

*Authorize contract with Rose City Contracting, Inc. for HVAC system maintenance at the Portland Police Airport Way Training Facility Range not to exceed $14,492

public safety
procurement

Department: Police
Introduced by: Former Mayor Ted Wheeler
Status: Passed

Impact statement

Purpose & background

Rose City Contracting, Inc. has been servicing the Portland Police Bureau's Training Center Range for several years; they are a local company familiar with the facility HVAC system and provide consistent and prompt service. The procurement of replacement HEPA filters has been performed under the guidelines set forth in City Code 5.33.180 Small Procurement in prior years, and PPB Training Division staff requested HVAC service under the assumption that this would remain the case. Rose City Contracting, Inc. does not have a current contract or price agreement with the City; product and service costs from the last required maintenance ended up exceeding the Bureau's authority under City Code 5.33.180. For this reason, PPB should have followed City Code 5.33.190(A)(1) Intermediate Procurement. PPB is subsequently requesting a contract in the amount of $14,492.50 be approved to cover costs for services already rendered by Rose City Contracting Inc.

Financial impacts

The Portland Police Bureau has available dollars in their current budget to cover the cost of replacing the filters. Discussions were had with the responsible parties emphasizing procurement guidelines.

Community impacts

The Portland Police Training Facility Range is not open to the community.

▸ Full text (the legislation as adopted)

The City of Portland ordains: Section 1. The Council finds: The Portland Police Bureau (PPB) has range facilities at their Airport Way training facility. The PPB's training facility, including its range, is used for firearms and other training by PPB personnel, as well as other local law enforcement and first responder agencies. It is important, due to the nature of the range's closed and insulated state, to ensure that air is cleaned regularly and maintained appropriately for the health of individuals using the facility and working within it. The PPB Training Division staff arranged and authorized Rose City Contracting Inc. to replace the HEPA filters at the PPB Airport Way training facility range. The Police Bureau did not have procurement authority under city code 5.33.060(A) to procure these services without competitive bids. On August 26, 2022, Rose City Contracting Inc. replaced the HEPA filters at the Portland Police Bureau Training facility range. Rose City Contracting, Inc. submitted an invoice in the amount of $14,492.50. To allow for payment of this invoice, PPB is asking for authority to enter into a contract with Rose City Contracting Inc. Portland Police Bureau has funding available in its budget to procure this service. NOW, THEREFORE, the Council directs: The Chief Procurement Officer is authorized to execute a contract with Rose City Contracting, Inc, in the not-to-exceed amount of $14,492.50, provided that the contract is approved as to form by the City Attorney's Office. Section 2. The Council declares that an emergency exists because services have already been provided and maintenance of the system's components must occur on a consistent schedule; therefore, this Ordinance shall be in full force and effect from and after its passage by the Council.

Tally

4 yea 0 nay 1 other