PORT OF SEATTLE
MEMORANDUM
COMMISSION AGENDA
Item No.
5a
Date of Meeting
July 28, 2009
DATE: July 2, 2009
TO: Tay Yoshitani, Chief Executive Officer
FROM: Ed Weitz, Capital Project Manager
SUBJECT: Procurement of Indefinite Delivery, Indefinite Quantity (IDIQ) Professional
Service Agreement.
REQUESTED ACTION
Authorization for the Chief Executive Officer to enter into an Indefinite Delivery, Indefinite
Quantity (IDIQ) contract for Baggage Handling Design services to be used to support projects
Port-wide. Total amount for this contract will not exceed $3,000,000. Funds for work under the
contract will be approved on a project-by-project basis or as part of Operating budgets.
SYNOPSIS
In accordance with the Port’s mission to create economic vitality and our strategy to be a high
performance organization, Aviation Project Management Group proposes to advertise and select
one qualified firm to provide Baggage Handling services for projects Port-wide.
BACKGROUND
The Port enters into a substantial number of Service Agreements each year. Each requires a
significant amount of time and paperwork to process. This is costly to the Port and the
consulting firms who compete for the work.
Over the last three months, staff held three acquisition planning meetings to identify how best to
acquire the proposed services and ensure the procurement process meets the Procedures for
Personal and Professional Services (CPO-1) standards.
Utilizing IDIQ contracts allows a more efficient, cost-effective way to respond to service
requests. This type of open order contract is commonly used among many public agencies such
as the Corps of Engineers, Navy, Coast Guard, King County, and the Washington State
Department of Transportation.
COMMISSION AGENDA
Tay Yoshitani, Chief Executive Officer
July 2, 2009
Page 2 of 2
PROJECT DESCRIPTION/SCOPE OF WORK
This IDIQ contract will be procured according to the process detailed in CPO-1, which became
effective January 31, 2009. The contract will be written with a specific not-to-exceed amount
and a Contract Ordering Period (during which the design services for the projects may be
separately authorized) of three years. The actual contract duration may extend beyond three years
in order to complete construction support services which occur after design. Individual Service
Directives will be negotiated and processed before any work is performed. Service Directives,
consisting of a Scope, Fee Agreement and Schedule, will not be established until the project has
been approved in accordance with Resolution 3605.
The first proposed project will connect the new C1 Baggage Screening Facility to the C88 North
Satellite Baggage Sortation System. This will accomplish the following:
1) Improve future flexibility in baggage introduction point to ultimate destination, i.e., common
use ticket counters.
2) Address Alaska Airline's request to connect baggage from their ticket counter to North
Satellite sortation system.
3) Provide a connection that will consist of two new conveyor paths between C92 and C88 that
connect both systems post-screening.
ALTERNATIVES CONSIDERED/RECOMMENDED ACTION
1. Prepare separate procurements each time Baggage Handling Design services are needed.
This option would not be the most efficient use of Port resources, as it would result in
multiple low dollar contracts for similar services. This is not the recommended alternative.
2. Prepare one Category III procurement for this specialized service area. This alternative
ensures a competitive process, will include a goal for small business participation, and
provides staff with the tools needed to respond in a timely manner to requests for service.
This is the recommended alternative.
FINANCIAL IMPLICATIONS
Charges to this contract will be from projects which have already been authorized within
established procedures. Consequently, there is no funding request associated with this
authorization.
PROJECT SCHEDULE
Each Service Directive will specify the schedule associated with the tasks involved.
PREVIOUS COMMISSION ACTION
None
