Template revised January 10, 2019.
COMMISSION
AGENDA MEMORANDUM
Item No.
6d
ACTION ITEM
Date of Meeting
January 28, 2020
DATE: January 4, 2020
TO: Stephen P. Metruck, Executive Director
FROM: Tina Soike, Director Engineering Services
Garry Ensley, Manager Survey and Mapping Services
Bruce Gamble, Manager Construction Safety Management
SUBJECT: Survey and Mapping Services and Construction Safety Management IDIQs
Amount of this request:
None
ACTION REQUESTED
Request commission authorization for the Executive Director to execute (1) up to two indefinite
delivery, indefinite quantity consulting agreements for services related to survey and mapping
services with a cumulative total amount not to exceed $2 million and (2) up to two indefinite
delivery, indefinite quantity consulting agreements for services related to construction safety
management with a cumulative total amount not to exceed $2 million, in support of various port
projects. No funding is associated with this request.
EXECUTIVE SUMMARY
The Survey and Mapping Services IDIQs and the Construction Safety Management IDIQs will
provide the teams the support needed to meet the project requirements supporting the port’s
Century Agenda, the Sustainable Airport Master Plan (SAMP), and major construction projects.
With the anticipated project workload and the fluctuating design and construction market,
indefinite delivery, indefinite quantity (IDIQ) contracts provide the port with the flexibility to
meet business requirements as they arise by utilizing outside consultants.
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 agreement/contract will have a base contract period of one year and three option years in
which the services may be separately authorized.
The Port will not issue any service directives in excess of each contract’s value or after expiration
of the contract ordering period.
COMMISSION AGENDA – Action Item No. 6d Page 2 of 3
Meeting Date: January 28, 2020
Template revised June 27, 2019 (Diversity in Contracting).
JUSTIFICATION
The Port of Seattle’s existing Survey and Mapping IDIQ and Construction Safety IDIQ Service
Agreements are nearly at the awarded contract value. When originally executed, the contract
values requested were estimated based on projected project needs and were anticipated to have
sufficient contract value to provide necessary consultant services. Actual project needs have
consumed the available contract values sooner than expected.
Diversity in Contracting
The survey and mapping manager will work with the Diversity in Contracting Department to
determine participation opportunities and set goals for women and minority business enterprises
(WMBE) attainment.
DETAILS
The port anticipates issuing up to four contracts to provide two different types of consultant
services including survey and mapping and construction safety services.
• Survey and Mapping Services: up to two contracts with a cumulative total amount not to
exceed $2 million and will include a small business requirement.
• Construction Safety Services: up to two contracts with a cumulative total amount not to
exceed $2 million and will include a small business requirement.
Scope of Work
The services required under these contracts will include survey and mapping services and
construction safety services, in support of various port projects, including projects related to the
north harbor for the Northwest Seaport Alliance. Survey and mapping services will operate under
the supervision of the Manager of Survey and Mapping, or designee, and they will work in the
field and office to perform on site surveying and mapping support. Construction safety services
will monitor and enhance construction site safety. Both survey and mapping and safety services
will support various large capital projects, small projects, expense projects and all other port
department projects as needed.
ALTERNATIVES AND IMPLICATIONS CONSIDERED
Alternative 1 – Procure individual project specific contracts - This alternative would require the
process of selecting consultants for each task, thus requiring increased lead time, additional
management oversight, and additional administrative preparation.
Cost Implications: Potential impact to project schedules with a strong likelihood of additional
project costs which are unmeasurable due to individualized procurements.
Pros:
(1) Selecting the best consultant to meet the individual specific project expertise.
COMMISSION AGENDA – Action Item No. 6d Page 3 of 3
Meeting Date: January 28, 2020
Template revised June 27, 2019 (Diversity in Contracting).
(2) Provide more consulting firms greater opportunity to work
Cons:
(1) This alternative would require process of selecting consultants for each project, thus
requiring increased lead time, additional management oversight and additional
administrative preparation.
(2) Consulting companies interested in this work would expend more money preparing
proposals as part of the selection process.
This is not the recommended alternative.
Alternative 2 – Advertise and execute multiple IDIQ contracts for construction safety and survey
and mapping services to allow for the efficient and cost-effective use of consultants to provide
the services required by Engineering.
Cost Implications:
Pros:
(1) Efficient and effective use of port staff procuring contracts that address multiple
projects.
(2) Efficient and cost-effective use of consultant’s resources.
(3) Low risk associated with potential project schedule delays due to an inability to support
a construction project.
Cons:
(1) Less opportunity for consulting firms to compete for projects
This is the recommended alternative.
FINANCIAL IMPLICATIONS
There is no funding request directly associated with this authorization. No work is guaranteed to
the selected consultants and the port is not obligated to pay a selected consultant until a service
directive is executed and work is done.
ATTACHMENTS TO THIS REQUEST
None
PREVIOUS COMMISSION ACTIONS OR BRIEFINGS
None
