Should Portland authorize a five-year lease with American Property Management for Community Safety Division eastside office?

The City of Portland ordains.Section 1. The Council finds:The Community Safety Division (CSD), which oversees the Office of Violence Prevention (OVP), Ceasefire, and Portland Street Response (PSR), desires to co-locate these programs at an eastside location to facilitate greater cohesion and efficiency, and to strengthen its ability to meaningfully engage with the Portland community.Currently, OVP is located in an inner eastside location, the lease for which will expire August 31, 2026. Ceasefire is currently operating in make-shift space in the PPB North Precinct building. PSR is currently in leased space just south of downtown and is in need of a secondary eastside location as an expansion of their efforts to serve all Portlanders.OVP and Ceasefire regularly facilitate and host large community meetings and require adequately sized meeting space. PSR requires an eastside expansion space to reduce response time and help reach more of the community that needs support. These programs require a specialized combination of office space, community gathering space, decontamination and shower facilities, as well as indoor storage space to hold a wide variety of items, such as dry food, medical supplies, clothing, office supplies, and event materials.There are no properties within the City's portfolio that is able to accommodate the needs of CSD for these programs due to their specialty needs – primarily 24/7 use, high parking/on-site vehicle counts, and an eastside location.The landlord of Multnomah Plaza, American Property Management ("Landlord"), is willing to lease the space to the City at commercially reasonable rental rates and terms for a five-year period, from September 1, 2026, through August 31, 2031 with options to extend after the initial lease term.Additionally, the proposed location offers several significant community advantages that will help OVP, Ceasefire, and PSR better engage with Portlanders. Specifically, the location is one block from a TriMet MAX stop and is also served by three public transit lines, which will allow community members to access these programs with greater ease. It is also proximal to major thoroughfares and highways, which will support PSR response times and a districting approach. Finally, the area offers several nearby amenities to support staff, including healthcare and childcare facilities, safe bike routes, and a number of other resources. The total rent costs over the 5-year term are not-to-exceed $400,000 annually, inclusive of operating expenses. The total over the 5-year term is projected to not exceed $2.0 million.CSD and BFF are in negotiations with the Landlord to ensure they are contributing the necessary dollars to construct the tenant improvements requested by CSD in support of the rent rate.The expected financial impact is estimated at $33,333.33 monthly which is built into the budget for FY 26/27 and moving forward. Annual increases over the term are estimated at 3%.NOW, THEREFORE, the Council directs:The above Findings represent the commitment of this Council and the Community Safety Division (CSD) and the Bureau of Fleet and Facilities (BFF).A lease for office and operational space consistent with this Ordinance, including all associated lease costs, may be executed with the Multnomah Plaza Landlord, for occupancy and use by CSD's programs as per this Ordinance. All legal documents shall require approval as to form by the City Attorney, or a designated deputy, prior to execution.The lease's fiscal and performance commitments are assigned to BFF.CSD's programs will occupy and use the leased space in compliance with the terms and conditions of the lease and will make best efforts to support BFF's lease administration.The City Administrator or designee is authorized to prepare future budget documents to account for all legal, contractual and fiscal obligations of the lease executed with Landlord at Multnomah Plaza.Section 2. The Council declares that an emergency exists due to the expiration of an existing lease, so that a new lease may be executed and programs relocated by September 1, 2026; therefore, this Ordinance shall be in full force and effect from and after its passage by the Council.