PORT OF SEATTLE
MEMORANDUM
COMMISSION AGENDA
Item No.
5e
Date of Meeting
May 3, 2011
DATE: April 26, 2011
TO: Tay Yoshitani, Chief Executive Officer
FROM: Ralph Graves, Managing Director, Capital Development
Dwight Rives, Director, Port Construction Services
SUBJECT: Procurement of Indefinite Delivery, Indefinite Quantity (IDIQ) Professional
Services Agreements for Regulated Materials Management Consulting.
Amount of This Request: $0 Source of Funds:
Future Individual Project Authorizations
Est. State and Local Taxes: $0 Est. Jobs Generated: 0
Total Project Cost: N/A
ACTION REQUESTED:
Request Commission Authorization for the Chief Executive Officer (CEO) to advertise for and
execute up to three Indefinite Delivery, Indefinite Quantity (IDIQ) contracts for regulated
materials management (RMM) consultant services to support Aviation, Seaport, Real Estate, and
Capital Development Division project needs. IDIQ contracts will likely not exceed $750,000 for
each contract for a total amount not to exceed $2,250,000. No funding is associated with this
request.
SYNOPSIS:
This memorandum requests authorization to execute contracts with consultant firms to provide
the Port with regulated materials management (RMM) support for Port-wide facilities. The Port
has implemented the POS Regulated Materials Management Program to provide protection from
the effects of asbestos exposure, to control disturbance of asbestos-containing materials (ACM)
during repair and maintenance operations, and to minimize situations that may cause the
accidental release of asbestos fibers. The RMM Program also manages lead-based paint, PCB
light ballast removal, and toxic mold inspections and abatement and several other regulated
building materials. The primary concern of the RMM Program is the health and safety of POS
employees, tenants, consultants, contractors and the public, and to assure regulatory compliance
on any project that may disturb any of these regulated materials. This authorization will only
COMMISSION AGENDA
Tay Yoshitani, Chief Executive Officer
April 26, 2011
Page 2 of 5
authorize the execution of the contract. Service Directives for work will be issued authorizing the
consultant to perform a specified scope of work only after staff has received authorization and
funding for the project in accordance with Port policies and procedures.
IDIQ contracts provide the Port with the flexibility to meet business requirements as they arise by
issuing individual Service Directives to accomplish tasks within a general, pre-defined scope of work
on an as-needed basis for a fixed period of time and a maximum contract amount. Competitively bid
IDIQ contracts are a widely used public sector contracting tool, consistent with the Port’s Resolution
No. 3605 and governed by CPO-1 policy.
ADDITIONAL BACKGROUND:
Although the Port Construction Services manages several types of Regulated Materials, the most
common issues involve asbestos-containing materials (ACM).
Typical of buildings built before the mid-1980s, the Airport Terminal buildings and many of the
Seaport facilities incorporate asbestos in many applications. However, asbestos should not
present any risk to health or safety of employees and occupants unless disturbed through
construction or inappropriate maintenance practices. The proper management and abatement of
asbestos is regulated by a set of very complex and comprehensive federal, state and local
regulations. These services are usually provided by specialized consultants who are very
familiar will all of the regulatory issues and industry standards.
In 2009, the Port issued two contracts ($500,000.00 each) for similar services. Based on the
projected work load for 2011, these contracts will be nearing capacity by the end of 2011.
Port Construction Services (PCS) manages the RMM Program using a combination of Port Staff
supplemented with a variety of consultant services. These services included:
Regulated Materials Program Management
Regulated Materials Surveys
Regulated Materials Abatement Design Services
Regulated Materials Project Monitoring Services
Mold and Indoor Air Quality Investigation Services
PROJECT JUSTIFICATION: This request is for authorization to execute Service
Agreements that will be used to support projects that will be authorized with established
procedures.
PROJECT STATEMENT AND OBJECTIVES:
Project Statement:
Prior to conducting any construction, demolition, renovation or maintenance project, the Port
is required to perform a good faith inspection to determine if any asbestos will be disturbed
by the work. The Port is also required to assure that any other regulated materials that could
COMMISSION AGENDA
Tay Yoshitani, Chief Executive Officer
April 26, 2011
Page 3 of 5
pose a safety hazard to workers on the project, the public, or the environment are properly
identified and managed. The services in the scope of work will assure that regulated
materials on Port properties and in Port projects are properly identified and managed.
Project Objectives:
These contracts will provide the services necessary to assure that the Port of Seattle is in
compliance with all applicable Regulated Materials Regulations.
PROJECT SCOPE OF WORK AND SCHEDULE:
Scope of Work:
The intent of this agreement is to provide comprehensive regulated materials support services for
all Port facilities. For the purposes of this contract, regulated materials (RM) is defined as but not
limited to asbestos, lead-based paint, PCB-containing light ballasts, PCB-containing building
caulking, mold, and refrigerants.
Schedule:
On the current schedule, we expect contract execution to be in late September 2011. Each
contract will have a Contract Ordering Period of three years. The actual contract duration
may extend beyond 3 years in order to complete the work identified in particular service
directive(s). The Port will not issue service directives in excess of each contract’s value.
FINANCIAL IMPLICATIONS:
Charges to these contracts will be from projects which have previously been authorized by
the Commission under separate requests. Consequently, there is no funding request
associated with this authorization.
Budget/Authorization Summary
There is no budget or funding included as part of this request.
Source of Fund
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 contract against
approved project authorizations.
Financial Analysis Summary: N/A
ECONOMIC IMPACTS AND BUSINESS PLAN OBJECTIVES:
The services provided by these contracts will help assure that the Port manages regulated
materials in full compliance with all applicable regulations.
COMMISSION AGENDA
Tay Yoshitani, Chief Executive Officer
April 26, 2011
Page 4 of 5
STRATEGIC OBJECTIVES:
The services to be provided these contracts are critical to achieving the Strategic Objective
relating to Environmental Stewardship.
The services assure that the Port has all the required information concerning such materials
as asbestos, lead-based paints, and PCB-containing building materials during the planning
and construction phases, which will be needed to produce reasonable cost estimates.
By utilizing the services of these firms, the Port will be able to assure that all of the Port’s
Construction Projects comply with all environmental and construction safety regulations
relating to asbestos, lead-based paints, PCB-containing building materials and other regulated
building materials.
The services provided by these contracts will include giving Port employees and tenants the
information they need to enable them to manage their projects in compliance with all safety
and environmental regulations.
ENVIRONMENTAL SUSTAINABILITY AND COMMUNITY BENEFITS:
The services provided by the contracts will enable the Port and the Port’s tenants to complete
projects without the risk of releasing regulated building materials, including asbestos, lead,
and PCBs, into the environment.
The services will also enable the Port to manage and remove asbestos containing materials in
compliance with all applicable regulations.
TRIPLE BOTTOM LINE:
We plan to execute service agreements with three separate firms.
In accordance with the Office of Social Responsibility (OSR) recommendations, small
business participation will be considered in the evaluation criteria. Several small businesses
in the Puget Sound area marketplace will be able to compete independently for these
contracts.
ALTERNATIVES CONSIDERED AND THEIR IMPLICATIONS:
1. Prepare a separate procurement for each of the above services. This option would not be
the most efficient use of Port resources, as it would result in multiple low dollar contracts
for related services. This is not the recommended alternative.
2. Prepare one Category III Procurement combining the above services. This alternative
ensures a competitive process, and provides Port staff with the tools needed to respond in
a timely manner for requested services. By issuing multiple contracts on the
Procurement, we will be providing business opportunities for and utilization of additional
COMMISSION AGENDA
Tay Yoshitani, Chief Executive Officer
April 26, 2011
Page 5 of 5
firms including small businesses. This type of Contract is a good vehicle for new
businesses interested in doing business with the Port to showcase their firm’s capabilities.
This is the recommended alternative.
OTHER DOCUMENTS ASSOCIATED WITH THIS REQUEST:
None.
PREVIOUS COMMISSION ACTIONS OR BRIEFINGS:
There has been no previous Commission action on the item.
