Template revised April 12, 2018.
COMMISSION
AGENDA MEMORANDUM
Item No.
6b
ACTION ITEM
Date of Meeting
June 26, 2018
DATE: June 14, 2018
TO: Stephen P. Metruck, Executive Director
FROM: Don Robbins, Senior Environmental Program Manager
Arlyn Purcell, Director, Aviation Environment & Sustainability
SUBJECT: Environmental Site Support Services Indefinite Delivery, Indefinite Quantity (IDIQ)
Professional Services Agreement
Amount of this request:
$0
Maximum Contract Value:
$5,000,000
ACTION REQUESTED
Request Commission authorization for the Executive Director to execute two professional
services indefinite delivery, indefinite quantity contracts to perform Environmental Site Support
Services with a total value of $5,000,000 and a contract ordering period of five years. No
funding is associated with this authorization.
EXECUTIVE SUMMARY
The Aviation Environmental Department proposes to advertise and select two qualified firms to
provide Environmental Site Support Services. The two IDIQ contracts would provide
environmental construction monitoring, hazardous waste compliance and site assessments for
environmental due diligence to the Airport’s Capital Improvement Program (CIP), planning and
development initiatives, and other strategic interests. The contracts would also be used by
other Port Divisions as needed.
IDIQ contracts provide the Port with the flexibility to meet business requirements as they arise
by issuing individual Service Directives to accomplish tasks within the general, pre-defined
scope of work on an as-needed basis for a fixed period of time and a maximum contract
amount. The funding for these service directives will come separately from either annual
operating budgets or individual project authorizations.
JUSTIFICATION
This contract will enable the Port to perform environmental construction monitoring,
hazardous waste management compliance and environmental assessment support.
Management of waste consistent with the Port’s construction monitoring work plan as well as
federal and state regulations minimizes construction delays, limits adverse environmental
impacts, reduces the Port’s exposure to unacceptable liability, and avoids enforcement actions.
COMMISSION AGENDA – Action Item No. ____ Page 2 of 6
Meeting Date: June 26, 2018
Template revised September 22, 2016; format updates October 19, 2016.
Competitively bid IDIQ contracts are a widely used public sector contracting tool, consistent
with the Port’s General Delegation of Authority and governed by Central Procurement Office
(CPO)-1 policy.
The contract will be procured according to CPO-1 procedures for Category III procurement. The
Port will advertise and issue a request for qualifications (RFQ) that includes a small business
goal of ten percent (10%) on one contract, and a portion of the contract ($500,000) will be
unbundled to leverage small business participation only.
An evaluation of the level of outside services required versus Port staff support was performed
as detailed in the Alternatives and Implications Considered section below. This evaluation
considered cost as well as staff availability, impacts to work schedules and level of in-house
expertise. The evaluation concluded that environmental site support services could be most
effectively met through a combination of existing Port staff supplemented by IDIQ contract
support.
DETAILS
Port environmental staff is on-call 7/24 and responds as needed to monitor and coordinate
environmentally related events, all spill response actions, and discovery of unanticipated
contamination during construction and other Port activities. Annually, the Port manages
hundreds of thousands of pounds of contaminated soil, hazardous waste and other regulated
materials as well as responds to other environmental emergencies. A major portion of this work
is monitoring construction activities for environmental contamination caused by historical
operations and current-day spills of hazardous materials. In many cases contaminated soils at
these sites present no risk to human health or the environment while in place or below
pavement However, that same contaminated material must be properly managed and
disposed of in accordance with federal and state requirements once excavated and removed
from the site.
In 2002, an environmental construction monitoring work plan was developed to document the
coordination and oversight activities related to the discovery, evaluation, and disposal of
contaminated materials encountered during Airport construction projects. This work plan has
been approved by the Washington State Department of Ecology and is implemented as
evidence that the Port is properly managing all contamination discovered and that known on-
site contamination is not causing harm to human health or the environment. Continued
implementation of this plan decreases the potential for independent cleanup projects that
drastically delay and interfere with our capital improvement program. In addition to properly
managing contaminants on-site, environmental construction monitoring ensures the Port
properly disposes of contaminated material, preventing significant additional cost and cleanup
liability.
COMMISSION AGENDA – Action Item No. ____ Page 3 of 6
Meeting Date: June 26, 2018
Template revised September 22, 2016; format updates October 19, 2016.
In addition, Airport operations and maintenance activities generate hazardous waste which
must be managed appropriately. These wastes include maintenance supplies, garden
pesticides, building materials containing PCB’s, mercury, and lead, underground storage tanks
and containers of unknown contents. Each of these materials requires special management to
comply with the rules of multiple regulatory agencies.
Acquisitions of property previously used for residential, commercial, and industrial purposes
also can contain hazardous wastes that need to be disposed of properly. These acquisitions
require environmental assessments and other technical support services to determine if
historical contamination is present and how the site should be properly characterized to meet
environmental due diligence standards.
The current Environmental Site Support Contract has expended funds at a faster rate than was
anticipated when it was procured in 2015. It contained $2.3 million dollars, estimated for three
years, but it will reach that ceiling before its expiration date of March 2018.
Scope of Work
Prepare and execute two IDIQ contracts for Environmental Site Services Support for the Airport.
Services to be included in the IDIQ contracts are:
environmental construction monitoring for identification and proper management of
contaminated soils, underground storage tanks, fuel pipelines and other hazardous
materials encountered during construction;
field screening and laboratory sampling services for all types of media including waste,
sediment, groundwater, surface water, storm water, soils, sludge, and air/vapor;
data management and geographic information system services and mapping;
compliance support for identifying, designating, packaging, inspecting and coordinating
disposal of hazardous and non-hazardous wastes;
support for spill response activities;
pollution prevention assessments;
environmental site and risk assessments and investigations;
design of site remediation systems; and
cost estimation services for environmental projects.
Schedule
These IDIQ contracts will have a contract ordering period of five years during which service
directives will be issued. The contract duration and ordering period will ensure continuity of
support to upcoming multi-year construction projects and other environmental support
provided by this contract.
ALTERNATIVES AND IMPLICATIONS CONSIDERED
Four alternatives for meeting the Airport’s Environmental Site Support Services requirements
were evaluated. The alternatives evaluated methods of performing environmental construction
COMMISSION AGENDA – Action Item No. ____ Page 4 of 6
Meeting Date: June 26, 2018
Template revised September 22, 2016; format updates October 19, 2016.
monitoring tasks through contracted services, Port staff, construction contractor or
combination of all three. Annual costs for each alternative were evaluated based on the
anticipated demand for environmental construction monitoring during a construction season.
Although the level of required services may vary year to year, the relative costs for each
alternative were shown to remain the same and therefore did not affect the evaluation of the
alternatives presented below. Hazardous waste compliance and site assessments must be
performed through contracted services due to technical expertise needed for these tasks. Cost
for these tasks was therefore the same in each alternative.
Alternative 1 – Environmental Site Support Services Completed through IDIQ contract only:
Cost Implications: Estimated Annual Costs: $1,261,000
Pros:
(1) Contractor only gets paid for work performed; no payment is given for being on-call.
(2) Does not require additional Port staff.
(3) Provides flexibility of contracted work force.
(4) Provides consistent reporting and documentation.
(5) Direct control of contamination and low potential for compliance violations or
environmental liability.
Cons:
(1) Increased costs as compared to Alternative 3 and 4.
This is not the recommended alternative.
Alternative 2 – Environmental Construction Monitoring performed by Construction Contractor
Cost Implications: Estimated Annual Costs: $1,425,000
Pros:
(1) Reduces AV/ENV staff costs for contract administration.
Cons:
(1) Increases environmental liability due to lack of direct control of waste designation.
(2) Increases AV/ENV staff time to track, compile and manage contractor reports.
(3) Prime contractor would charge premium up to 25% markup to manage these services
under force account.
(4) Potential overpayment for mischaracterized soil.
(5) Costs greater than the other alternatives.
This is not the recommended alternative.
Alternative 3 – Environmental Construction Monitoring Completed by Port Staff
Cost Implications: Estimated Annual Costs: $980,600
Pros:
(1) Reduces AV/ENV staff costs for contract administration.
COMMISSION AGENDA – Action Item No. ____ Page 5 of 6
Meeting Date: June 26, 2018
Template revised September 22, 2016; format updates October 19, 2016.
(2) Provides Port work force that can increase or decrease service level of effort as
needed.
(3) Provides trained Port workforce with specific technical expertise.
(4) Provides consistent reporting and documentation.
(5) Direct control of contamination and low potential for compliance violations or
environmental liability.
Cons:
(1) Servicing peak seasonal demand requires hiring full time employees resulting in un-
utilized labor through the majority of the year.
(2) Costs greater than the recommended alternative.
This is not the recommended alternative.
Alternative 4 – Environmental Site Support Services Completed by IDIQ Contract and Port Staff
Cost Implications: Estimated Annual Costs: $1,000,000
Pros:
(1) Lowest cost alternative.
(2) Provides contracted and Port work force that can increase or decrease service level of
effort needed.
(3) Utilizes existing trained Port staff with specific technical expertise.
(4) Direct control of contamination and low potential for compliance violations or
environmental liability.
(5) Provides consistent reporting and documentation.
Cons:
(1) Coordination is required between Port Environmental Construction Manager and
consultant.
This is the recommended alternative.
FINANCIAL IMPLICATIONS
The contracts will have a total not-to-exceed amount of $5,000,000. The Port will authorize
work under individual Service Directives as specific work tasks are required and funding for that
work is authorized by the Commission.
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. There are no
guarantees that the Port will initiate any Service Directive or that any related projects will be
authorized by the Port Commission. The Port will not issue service directives in excess of the
$5,000,000 combined contract dollar value.
COMMISSION AGENDA – Action Item No. ____ Page 6 of 6
Meeting Date: June 26, 2018
Template revised September 22, 2016; format updates October 19, 2016.
ATTACHMENTS TO THIS REQUEST
None
PREVIOUS COMMISSION ACTIONS OR BRIEFINGS
October 13, 2015 – The Commission authorized an IDIQ contact to perform Environmental
Field Support Services at the airport with a total value of $2,300,000 and a contract
ordering period of five years.
