PORT OF SEATTLE
MEMORANDUM
COMMISSION AGENDA
Item No.
5c
Date of Meeting
November 3, 2009
DATE: October 23, 2009
TO: Tay Yoshitani, Chief Executive Officer
FROM: Bob Maruska PE, Assistant Director Engineering
SUBJECT: Select Consultant and execute an ID/IQ (Indefinite Quantity/Indefinite
Delivery) Service Agreement to support the Engineering department in
performing Airfield Pavement Management Services at Seattle-Tacoma
International Airport.
ACTION REQUESTED
Authorization for the Chief Executive Officer to select consultant and execute one ID/IQ
(Indefinite Quantity/Indefinite Delivery) contract for a not-to-exceed amount of $500,000
and duration of three years for pavement management analysis and evaluation, pavement
ratings, and airfield pavement design.
SYNOPSIS/BACKGROUND
The Port of Seattle has been responsible for development and operation of Seattle-
Tacoma International Airport (STIA) since 1942. Port of Seattle staff is responsible for
making recommendations and implementing decisions about the timing and type of
maintenance and rehabilitation activities necessary to maintain acceptable pavement
surface operation condition and adequate load carrying capacity of the airfield
pavements. To assist in the process of making these decisions, the Port of Seattle chose
in 1991 to implement an airfield Pavement Management Program.
The Pavement Management Program ensures that STIA is complying with the Federal
Aviation Administration (FAA) requirement that all airports have a pavement
maintenance management program in-place before federal funds are allocated for
pavement improvement projects. This requirement is outlined in Appendix A of FAA
Advisory Circular 150/5380-6B and in FAA Grant Assurance Number 11, and was
mandated by Public Law 103-305, section 107, which amended Title 49, section 47105 of
the United States Code.
COMMISSION AGENDA
Tay Yoshitani, Chief Executive Officer
October 23 2009October 23, 2009
Page 2 of 3
Due to the specialized technical resources necessary to perform the services Port staff is
recommending the use of a Consultant as the most efficient means to complete the work.
The purpose of this contract is to provide consulting services to complete annual updates
of the Pavement Management Program, establish Pavement Classification Number (PCN)
and allowable load ratings, provide airfield pavement design services for pavement
improvements, and other services related to airfield pavement evaluation and analysis as
may be defined by the contract. Examples of these services may include performance of
grease tests, smoothness evaluations, non-destructive pavement evaluation and sampling.
The successful Consultant will provide professional services to the Port of Seattle in
accordance with FAA requirements for Airfield Pavement Management and design
services.
During acquisition planning, the Engineering Department evaluated past requirements
and potential future needs, and estimated future work within the next three years to be
approximately $500,000. The Office of Social Responsibility, in conjunction with the
Engineering Department has established a small business goal for this procurement.
SCOPE OF WORK AND SCHEDULE
In October 2009, the Port advertised for an ID/IQ contract. The Port goal is to have the
ID/IQ contract in place by the end of the year.
The ID/IQ type of Service Agreement takes advantage of procurement efficiencies to
consolidate multiple tasks into one consultant agreement. This open order type of
agreement approach is common among many public agencies, such as the Corps of
Engineers, U. S. Coast Guard, Washington State Department of Transportation and King
County. This type of agreement is also a good vehicle for new businesses and small
businesses interested in doing business with the Port to showcase their firm’s capabilities.
This ID/IQ agreement will be procured according to the process detailed in CPO-1. The
agreement will be written with a specific not-to-exceed amount of $500,000 and for a
maximum ordering period three years. Should tasks that are ordered during the contract
ordering duration exceed the three years, the contract will be extended to allow
completion of that work. No new service directives will be placed after the contract
ordering duration has expired. 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 assignment has been approved
in accordance with Resolution 3605.
ALTERNATIVES CONSIDERED/RECOMMENDED ACTION
1. Do nothing - Under this alternative the Port’s Engineering Department would not
proceed with selecting a Consultant and awarding an ID/IQ type of Services
Agreement. This alternative would result in the Port falling into non compliance with
COMMISSION AGENDA
Tay Yoshitani, Chief Executive Officer
October 23 2009October 23, 2009
Page 3 of 3
FAA grant conditions and requirements. This is not a viable alternative if the Port is
committed to maintaining funding opportunities through the FAA Grant Program and
meeting our business sponsor needs.
2. Advertisement and award a reduced scope agreement to provide, equipment, training
and expertise for Port staff to perform the specialized technical services with in-house
resources. This alternative would require the addition of an airfield pavement
engineer staff position to ensure a qualified technical resource is available to perform
the work. Due to current economic conditions, reduced staffing levels and the time
required to train and implement an in-house program, delays in compliance with FAA
requirements may occur with this alternative. This alternative is not the most cost
effective way to obtaining the range of technical services needed on an intermittent
basis.
3. Select Consultant and execute an ID/IQ Service Agreement to allow for the efficient
and cost effective use of Consultants to provide the technical services required by
Engineering. This is the recommended alternative.
FINANCIAL IMPLICATIONS:
Source of Funds:
There is no funding request associated with this authorization. Individual Service
Directives will be executed to authorize the Consultant to perform any specific work on
the agreement against approved authorizations.
ENVIRONMENTAL SUSTAINABILITY/COMMUNITY BENEFITS:
This ID/IQ agreement will create opportunities for small business participation.
