PORT OF SEATTLE
MEMORANDUM
COMMISSION AGENDA
Item No.
6c
Date of Meeting
May 5, 2009
DATE: April 27, 2009
TO: Tay Yoshitani, Chief Executive Officer
FROM: Jane Kilburn, Director, Public Affairs
Nancy Blanton, Manager, Corporate Communications
SUBJECT: New Procurement for Graphic Design Services
ACTION REQUESTED:
Authorization for the CEO (Chief Executive Officer) to authorize all work, execute Category III
procurement process for IDIQ (Indefinite Delivery, Indefinite Quantity) contract, and execute all
contracts, service directives and amendments for graphic design services to maintain the Port’s
graphic identity, support brand standards and messages, and support marketing and
communications strategies, internal communications and signage needs for a period of up to three
years, for a total estimated procurement amount of $1,200,000.
BACKGROUND
In recent years, Port of Seattle’s Public Affairs Department has managed annual contracts for
ongoing and special project graphic design needs such as printed materials, signage and electronic
graphics. All of these contracts have been with local small businesses.
In 2008, for example, contract designers produced printed brochures and the Port’s annual report,
advertisements for the Seaport and Airport, trade booth exhibits, marketing materials, event
banners, fact sheets, invitations, and more. Public Affairs manages the Port’s design needs as a
way of protecting brand identity and maintaining high quality, however other departments have
occasionally held separate design contracts for specific projects or products.
PROJECT DESCRIPTION
Under the new Central Procurement Office procedures, and with CPO staff guidance, we surveyed
Port users of graphic design services and combined all anticipated design needs port-wide, for a
Category III procurement process. Under this procurement we would advertise a Request for
Proposals, and award contracts with graphic design firms offering specific areas of design
specialization or expertise. Each contract will be for one year, with the option of extending for up
to two additional years.
Public Affairs will manage and oversee all design approvals, schedules and work processes.
COMMISSION AGENDA
Tay Yoshitani, Chief Executive Officer
April 27, 2009
Page 2 of 2
PROJECT SCHEDULE
With Commission authorization, an RFP would be issued and advertised in May 2009, and the first
year contracts would begin in August 2009 and, if renewed for two years, expire in August 2012.
SOURCE OF FUNDS
The procurement amount is based on actual work completed in 2008 and projected out for three
years. Each department requesting design services would cover the expense from its own approved
annual budget.
REQUESTED ACTION
Authorization for the CEO (Chief Executive Officer) to authorize all work, execute Category III
procurement process for IDIQ (Indefinite Delivery, Indefinite Quantity) contract, and execute all
contracts, service directives and amendments for graphic design services to maintain the Port’s
graphic identity, support brand standards and messages, and support marketing and
communications strategies, internal communications and signage needs for a period of up to three
years, for a total estimated procurement amount of $1,200,000.
