Addendum #1 S-C26014-00008953 On-Call Real Estate Research Consulting and Related Services.pdf

ADDENDUM NO. 1 January 24, 2024

ITB # S-C26014-00008953

On-Call Real Estate Research Consulting and Related Services

This addendum modifies the solicitation document(s) only to the extent indicated herein. All other areas not specifically mentioned or affected by this addendum shall remain in full force. This addendum shall be added as a part of the original solicitation document and shall become part of the work required.

Description of Change(s) and Clarifications:

1. Item #1: Optional Pre-Proposal Meeting

a. Meeting Minutes.

BID DUE DATE AND TIME: Bid due date and time remains unchanged.

RECEIPT OF THIS ADDENDUM BY THE BIDDER IS TO BE ACKNOWLEDGED BY

ENTERING THE ADDENDUM NUMBER IN THE APPROPRIATE AREA ON THE PROPOSAL

FORM.

Addendum prepared by:

Trisha Schultz, Procurement and Contract Analyst Multnomah County Drainage District No. 1

MEETING MINUTES:

Meeting Date: January 22, 2024 @ 2:00 P.M..

Location: Online MS Teams Meeting

Attachment: Power Point presented at meeting

Staff Present:

Multnomah County Drainage District (MCDD):

Amber Ayers, Mark Wilcox, Nicole Handley, Trisha Schultz

Attendees:

1. Christopher Lancefield, Lancefield Realty chrislancefield@gmail.com

2. Leigh Enger, HDR 503-990-1167 leigh.enger@hdrinc.com

3. Steve Evans, HDR steve.evans@hdrinc.com

4. Genese Borges Cushman & Wakefield genesee.borges@cushwake.com

5. Chad Plaster, MAI Moscato, Okoneski & Associates Chad@mohportland.com

Note: During the meeting, all conversations are considered informal and are not contractually binding unless stated in the contract documents or modified by a written addendum.

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Dates of Importance:

RFP POSTING January 16, 2024, 1:00 PM Optional Project Pre-Bid MS Teams Virtual Meeting January 22, 2024, 2:00 PM - 2:45 P.M Written Protest or Request for Clarification/Changes/Substitutions and/or Bidding Requirements Due Date

January 29, 2024 4:00 p.m.

Last Day to Issue Addenda February 13, 2024, 3:00 P.M.

Proposal Due Date and Time February 21, 2024, 1:00 P.M.

Evaluation February 22-26, 2024 Notice of Intent to Award the Contract February 26, 2024

Background:

Working with the U.S. Army Corps of Engineers (USACE), an internal gap analysis was completed;

MCDD is ready to move forward to update agreements. Maps are available in the proposal. See the attached PowerPoint for additional information related to the Portland Metro Levee Study (PMLS). Note, it highlights the unique relationship between the USACE and the Non-Federal Sponsor (Drainage Districts).

Terms:

PED = Pre-Engineering and Design Phase Districts serve as the Non-federal Sponsor Feasibility Study = FS was completed in 2021 and figures/estimates have increased.

Questions:

1. What is the number of utility relocates?

A: There will be many property agreements to tie into new slopes into the property. Most are utility agreements. The exact number needs refinement.

2. Please explain facility relocates. Is this internal to the mechanism to the levee system or relocation of business and residents?

A: The term “relocation” reflects utility relocations. Most relocation of facilities are along Bridgeton Road and Marine Drive. This infrastructure runs along the top of the federally accredited levee system.

Other relocations include stormwater/storm drains; not business or residential. There is one business flood wall proposed through a property. This is via the Pl 91646 Army Corps Federal Relocations. On the west end of the Heron Lake Golf Course, the railroad set back will push into the golf course. This will relocate some of the green features, raise the grade and rebuild the features on top of that; the water line on east end of Marine Drive may need to be relocated. Commercial and residential driveways may be impacted.

3. We are an appraisal firm. Could you please speak to the real estate appraisal component of this project?

A The need for appraisals are the initial phase and are only associated with the lands acquisition piece.

4. Do you expect any adverse condemnation? Are the landowners aware?

A: This is undetermined, but a lot of effort and resources will be made available to avoid this at all costs.

Extensive outreach has been done to engage and involve landowners throughout the scoping and design phase.

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5. Will easements be temporary or permanent?

A: A mix of both. May use this opportunity to update Operation & Maintenance (O&M) needs (e.g., long term access). The maps in the attached PowerPoint and RFP Appendices will help identify the activity. The district does not own the majority of properties inside the levee system, but does own the pump stations and related facilities. Facilities within the levee include pump stations, pipes and drains, but none of those are the focus of this work. A priority will be to ensure all easements are sufficient for district pump stations. MCDD seeks the proposer to provide appraisals for all properties. MCDD will manage the package to the Corps. Prior to construction, MCDD will need to have title insurance for each appraisal.

6. Does MCDD have a specific task for re-writing and creating the easement language?

A: The Corps has a standard estate language that is required language for all infrastructure projects;

MCDD has their own templates.

7. If appraisal was sub or prime contractor and what the estimated appraisal need for the project?

A: MCDD does not have a set figure for what the appraisals needs are, however this needs to be comprehensive and is a big part of the work. The RFP lists approximately 200 parcels affected, including temporary and permanent easements. For several years, MCDD has conducted outreach, this is a high visible project and has generated a lot of attention. There are many moving parts; MCDD will continue outreach and communication, serving as a liaison between government and landowners.

8. How much public involvement and community relation work is needed, does MCDD have a concept of the size of team?

A: MCDD has on call contracts that we can utilize. Engagement with partner agencies will be managed by MCDD, but additional support for engaging with individual property owners may be needed and/or preferred. MCDD has developed communication with the residents and businesses of Bridgeton Road and Marine Drive via public meetings and public walks. We’ve discussed engineering design and received feedback. MCDD seeks the proposer to provide continuity of service, seeking a common face and consistent message throughout the process. Also note, that the interstate bridge replacement project is in the area. An Interconnected web of agencies are working together to make this work.

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US ARMY CORPS OF ENGINEERS

PORTLAND METRO LEVEE

SYSTEM PROJECT

Request for Proposals: Real Estate Support Services Mark Wilcox, PMLS Project Mgr, mwilcox@mcdd.org

Amber Ayers, Project Mgr/Planner - aayers@mcdd.org

Pre-Proposal Mtg - January 2024

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PMLS TIMELINE & KEY MILESTONES

Fall 2023

Partner Contributions & Collaboration II Staff continue to provide updates and facilitate discussions; begin to move toward decisions

PED & Design Agreement I Overview/discussion re: design agreement, desired outcomes and decision points

Real Estate I Overview of real estate plan timeline, and analysis of district work during PED.

• Gap analysis

• Real Estate Working

Group Kickoff

Winter 2024

Funding Updates

• Funding options for PED cost allocation structure

• Approval of design contract with Corps

• Other agreements needed with local partners

PED Schedule & Process I Refinements to schedule and information about process

Winter/Spring

Real Estate II

• Identify high risk parcels

• Opportunities for early acquisition

• Real Estate Support

Services RFP

Pump Station Work 30% January 2024 60% June 2024 90% August 2024 Final plans/specs

• Package 1 – May 2025

• Package 2 – August 2025

Construction (dependent on Congressional Appropriations)

• Package 1 – September 2025

• Package 2 – January 2026

Levees and Floodwall Work 30% February 2024 60% August 2024 90% January 2025

• Package 1 – May 2025

• Package 2 – August 2025

Construction (dependent on Congressional Appropriations)

• Package 1 – July 2026

• Package 2 – February 2027

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Real Estate Activities

PURPOSE:

Acquire lands, easements, rights-of-way, relocations, and disposal areas (LERRDs) and perform relocations needed for project construction, and operation & maintenance (O&M).

• Activities span Feasibility, PED, Construction and O&M.

• Primarily non-Federal sponsor responsibility following the Feasibility Phase.

• USACE certifies adequacy of rights obtained during construction phase.

• Certification must occur before construction contract is advertised.

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PMLS Real Estate in Context of Total Project Costs

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USACE Real Estate Responsibilities:

Feasibility and PED phases

• What properties will be affected

• Assesses current and future use of properties

• Defines where new real estate rights are required

• Develop high level costs based on preliminary valuation products

• Relocation costs and temporary construction areas (e.g., reconstruction of road ROWs over levees, shift of utilities, etc.)

Feasibility Study Product = Real Estate Plan reflects the necessary interests, costs and risks of real estate acquisition

Refine Real Estate

PED

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Non-Federal Sponsor’s Real Estate Responsibilities At the end of PED phase, prior to construction phases

• Prepare surveys, maps & legal descriptions

• Perform appraisals, obtain title reports & evaluate easements

• Negotiate/renegotiate easements; verify properties are free and clear of environmental contaminants

• Provide Attorney’s Certificate of Title and Authorization for [Corps’] Entry for

Construction

During Construction Phases

• Relocate utilities and public facilities as needed

• Provide relocation assistance services as needed as guided by P.L. 91-646 Following each Construction Phase

• Submit LERRDs (lands, easements, rights-of-way, relocations, & disposal area costs) to USACE for project cost-share credit

• Long-term O&M

Refine Real Estate

Acquire Lands

PED Construction

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Feasibility Real Estate Plan

District Distribution of Taxlots

Overlapping Project Footprint (by %)

Utility/Facility Relocations

PEN 1 19.8 41

PEN 2 65.4 473

MCDD 7.9 2

SDIC 7.0 16

**Assumes all of the NFS’ claimed existing ownership/easements are true/accurate and meet current standards.

Total Land Value (incl. 35% contingency) = $13 M (2021 price level) This does not include relocations such as road replacement

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PMLS project footprint Page 11 of 15 Addendum #1 S-C26014-00008953

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PMLS Real Estate Acquisitions

• RE acquisition begins at the end of PED, once design footprints are perfected and a construction agreement (PPA) is eminent

• Opportunities may arise, through the Districts development review process or observed land transfers, that may warrant earlier action

• All easements within the PMLS are important, but some may be of greater risk if not acquired until the RE acquisition phase

• Decision factors concerning early negotiation of easements o Public versus private property o Permanent easements versus temporary construction or access easements o Railroad right-of-way o Undeveloped property zoned for re/development o Easements required to construct new features on PMLS footprint versus perfecting

O&M access for existing levees or conveyance channels

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PMLS Real Estate Support

• Gap Analysis was presented to the Boards in 2023

• Review of existing easements

• 1st Task Order: On-boarding (in-depth project background) and preparing a comprehensive Real Estate Acquisition Plan for LERRDs (i.e., lands, easements, rights-of-way, relocations, and disposal areas)

• Initial estimates for LERRDs total approximately $40.5 million, with land costs comprising up to $16 million.

• Project will be completed in phases, with initial construction kicking off as early as Summer 2025

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