Template revised September 22, 2016.

COMMISSION

AGENDA MEMORANDUM

Item No.

ACTION ITEM

Date of Meeting

February 27, 2018

DATE:

TO: Stephen P. Metruck, Executive Director

FROM: Ralph Graves, Senior Director, Capital Development

Janice Zahn, Assistant Engineering Director, Construction Services

Garry Ensley, Manager Survey & Mapping Services, Engineering

SUBJECT: Engineering Special Testing, Inspection and Investigation Services IDIQs and Survey

and Mapping Services IDIQs

Amount of this request:

NONE

Total estimated project cost:

ACTION REQUESTED

Request Commission authorization for the Executive Director to execute: 1) up to four

indefinite delivery, indefinite quantity (IDIQ) consulting agreements for services related to

special testing, inspection and investigation, with a cumulative total amount not to exceed $2

million; and 2) up to two indefinite delivery, indefinite quantity (IDIQ) consulting agreements

for survey and mapping services with a cumulative total amount not to exceed $1 million, in

support of various Port projects. No funding is associated with this request.

EXECUTIVE SUMMARY

As a condition of construction permits, Building Officials require independent special

inspections in addition to the inspections performed by Construction Management inspectors

or the contractors. The requirements may include structural and geotechnical special

inspections. Special inspection agencies evaluate components of construction that are critical

to the safety of the structure and site stability. The project owner selects and pays the special

inspection agencies; however the special inspection agencies provide inspection information to

the Building Official. Special Inspection agencies are typically independent, third party entities.

Additionally, in the instance that a contractor performs testing, the Port may hire a testing and

inspection firm to provide oversight.

These contracts will provide the Survey and Mapping Department the flexibility to meet project

requirements as they arise through augmenting Survey and Mapping Staff with outside

consultants. The tasks and services that these contracts will provide on projects are, but not

limited to, Topography Surveys, 3D Scanning, As built Surveys, Easement and Lease legal

COMMISSION AGENDA – Action Item No. 6d Page 2 of 4

Meeting Date: February 27, 2018

Template revised September 22, 2016; format updates October 19, 2016.

descriptions and exhibits, Property Surveys, GPS Surveys, Bathymetry Surveys, Land Title

Surveys, etc.

The Port intends to advertise a Special Testing, Inspections and Investigations Services IDIQ

procurement with the goal to execute up to four contracts: one valued at $1.1 million which

will be awarded to the highest ranked firm; and the other three contracts, valued at $300k

each, awarded to the 1

, 2

, and 3

highest-ranked small business enterprise firms.

The Port will advertise a separate procurement for Survey and Mapping Services IDIQ. The

intent is to award two contracts: one valued at $700k to the highest ranked firm; and the

second valued at $300k to the highest-ranked small business enterprise firm. For both

procurements, Small Business will evaluate an appropriate small business goal.

This authorization will only authorize the execution of the contracts. A service directive will be

issued for each project authorizing the consultant to perform a specified scope of work only

after staff has received authorization for the project in accordance with Port policies and

procedures. Each contract will have a base contract period of one (1) year and three (3) option

years in which the services may be separately authorized. The actual contract duration may

extend beyond four (4) years in order to complete the work identified in a particular service

directive. The Port will not issue service directives in excess of each contract’s value or after

expiration of the contract ordering period.

JUSTIFICATION

Within the next four (4) years, over 65 projects are identified as having construction costs over

$300,000 per project. To support the special testing, inspection and investigation services (e.g.

concrete strength tests, soil density testing and structural steel testing) and Survey and

Mapping services on these projects, a request for proposal (RFP) would be issued to execute

multiple IDIQ contracts to provide these services. The types, numbers, amounts, and durations

of consultant services are established based on projected needs of the Capital Improvement

Programs for Aviation, Maritime, and the Economic Development Divisions.

DETAILS

Staff anticipates issuing up to four (4) IDIQ contracts to provide special testing and inspection

consultant services to support construction projects for all core business units. The current

agreements expire May of 2018. Special testing and inspection services may include concrete

strength tests, soil density testing, and structural steel testing. It is anticipated that there will

be up to two (2) Survey and Mapping IDIQ contracts issued. The current agreement is set to

run out of funds based on the current workload by May, 2018.

With the anticipated project workload and the fluctuating market, 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

COMMISSION AGENDA – Action Item No. 6d Page 3 of 4

Meeting Date: February 27, 2018

Template revised September 22, 2016; format updates October 19, 2016.

basis for a fixed period of time and a maximum contract amount. The Port’s Small Business

Office will assist in identifying any small business opportunities prior to the time of public

advertisement. The RFP will include goals for small business participation.

ALTERNATIVES AND IMPLICATIONS CONSIDERED

Alternative 1 – Procure individual project specific contracts - This alternative would require the

lengthy and costly process of selecting consultants for each task, thus requiring increased lead

time, additional management oversight, additional administrative preparation, and increased

advertising fees. This is not a viable alternative if the Port is committed to best practices for

capital project delivery and meeting our business sponsor needs. This is not the recommended

alternative.

Cost Implications: Additional staff soft costs and management, higher costs on individual tests

and survey and mapping services.

Pros:

(1) None

Cons:

(1) Projects being slowed down or put on hold in order to procure a testing and

inspection consultant

(2) Higher costs associated with tests

This is not the recommended alternative if the Port is committed to best practices for capital

project delivery and meeting our business sponsor needs.

Alternative 2 – Advertise and execute up to six (6) IDIQ services agreements to allow for the

efficient and cost effective use of consultants to provide the technical services required by

Engineering.

Cost Implications: None

Pros:

(1) Efficient and cost effective use of consultants time and rates

Cons:

(1) None

This is the recommended alternative.

FINANCIAL IMPLICATIONS

There is no funding being requested in this memo. Individual service directives will be executed

to authorize the Consultant to perform any specific work on the contract against approved

project authorizations.

COMMISSION AGENDA – Action Item No. 6d Page 4 of 4

Meeting Date: February 27, 2018

Template revised September 22, 2016; format updates October 19, 2016.

ATTACHMENTS TO THIS BRIEFING

None

PREVIOUS COMMISSION ACTIONS OR BRIEFINGS

None