Template revised January 10, 2019.
COMMISSION
AGENDA MEMORANDUM
Item No.
6f
ACTION ITEM
Date of Meeting
March 24, 2020
DATE: March 16, 2020
TO: Stephen P. Metruck, Executive Director
FROM: Wayne Grotheer, Director, Aviation Project Management
SUBJECT: Professional Service Contract for Airfield Capital Improvement Program Design
Services
Amount of this request:
$0
Total estimated project cost:
$23,000,000
ACTION REQUESTED
Request Commission authorization for the Executive Director to advertise and execute two
service agreements for design and engineering services for the airfield capital improvement
program as identified in the 5-year capital plan. Support for emergent airfield paving and utility
infrastructure replacement and upgrade projects would also be included. The combined value
of the two service agreements will not exceed $23,000,000.
This request allows procurement and advertising to begin in advance of actual design and field
work. The design and engineering costs are included within the 5-year capital plan for airfield
projects. As such, there is no budget request associated with this authorization. Future separate
budget requests will be made for specific annual and emergent projects when necessary.
EXECUTIVE SUMMARY
Over the next several years the Port will embark on several large airfield capital projects to
meet business needs. Beginning the lengthy procurement process now will help allow design
work to begin in a timely manner to assure the physical field work can occur during the best
seasonal weather and within work windows that minimize operational impacts. Specific
projects are identified in this memo and the design work will also apply to necessary emergent
projects that are not known now but may arise in 2 to 3 years depending upon rapidly evolving
airline business requirements.
JUSTIFICATION
In accordance with Chapter 39.80 RCW, Port staff will solicit for architectural and engineering
services and award to the most highly qualified firms.
COMMISSION AGENDA – Action Item No. _6f___ Page 2 of 4
Meeting Date: March 24, 2020
Template revised June 27, 2019 (Diversity in Contracting).
The Port will advertise and select two firms to provide design and engineering services for the
airfield capital program from preliminary design through construction support. The solicitation
will include the scope of work along with a list of projects as identified and/or updated in the
airfield capital improvement plan within the next five years. The contract duration is five years,
or until the projects identified in the airfield capital improvement plan are complete. Work will
be authorized upon Commission Action for each project.
There are no Sustainable Airport Master Plan projects associated with this authorization.
Diversity in Contracting
The Diversity in Contracting Department along with the project staff have established a 15%
women-and-minority business enterprise (WMBE) aspiration goal for this procurement.
In partnership with the selected primes, this service agreement has been identified as one of
the pilot projects for the Port’s new Mentor-Protégé program for those WMBE architecture and
engineering (A&E) firms selected for this effort.
DETAILS
Each of these two service agreements will be project specific. The scope is primarily already set
based upon the five-year capital program and will only be adjusted by emerging business issues.
That ability to adjust provides added flexibility that is similar to an indefinite delivery/indefinite
quantity (IDIQ) contracting approach. The selected firms shall provide the necessary
professional services starting in 2020, including all labor, equipment, and materials to
successfully provide airfield design, engineering and construction support services for the
airfield capital program.
Projects, as currently identified in the airfield capital program plan, supported by this service
agreement are currently forecasted to be inclusive of, but not exclusive to, the following:
• 2021 to 2025 Airfield Pavement Program
• Off-gate Deicing
• Consolidated Deicing Storage
• Airfield Operations Area Expansion
• Airfield Operations Wildlife Program Support Projects
• Mid-field Checkpoints and Access Control Projects
• North End Airport Support Equipment Area
• North Cargo Area Improvements
• Batch Plant Site Improvements
• Perimeter Intrusion Detection
• Fuel Hydrant Program
• Snow Dump Improvements
• Foreign Object Debris Detection Systems
COMMISSION AGENDA – Action Item No. _6f___ Page 3 of 4
Meeting Date: March 24, 2020
Template revised June 27, 2019 (Diversity in Contracting).
• Airfield Camera Installations
• Airfield Paving and Utility Replacement and Upgrade Projects
• Sanitary Sewer Line Replacement
ALTERNATIVES AND IMPLICATIONS CONSIDERED
Alternative 1 – Separate procurement for each project
Cost Implications: $0
Pros:
(1) Procuring up to ten or more separate contracts would allow consulting firms multiple
opportunities to compete for each individual project.
Cons:
(1) This alternative will increase overhead and administrative cost to the Port as we would
need to manage more procurement processes and contracts.
(2) This alternative would add 4 to 6 months to each project schedule to complete the
procurement process for each individual project and would impact the ability to meet
project and customer needs.
(3) Cost to the consulting community will increase and interest may decrease as they are
asked to respond to multiple procurements.
This is not the recommended alternative.
Alternative 2 – One solicitation for a single contract supporting the five-year airfield program
Cost Implications: $0
Pros:
(1) Continuity in working with one prime consultant for the airfield program allows overall
design to include operational phasing and airfield construction safety to be coordinated
across multiple projects that will be constructed concurrently on the congested airfield.
(2) This alternative will minimize the number of procurement processes necessary for
timely completion of projects and reduce overhead and administrative cost to the Port.
(3) This alternative will give consultants an opportunity to bid on a contract that has
defined projects thereby allowing predictable and consistent staff resources to the Port.
Cons:
(1) This alternative would limit the number of opportunities available to prime and WMBE
firms to compete for work during the contract ordering period.
(2) This alternative limits the Port’s choices for advancing project design should the
selected prime be underperforming.
(3) The inability of one prime to provide sufficient subject matter expertise to handle the
work volume would be detrimental to design quality and increase construction costs.
Furthermore, very few firms have sufficient capacity to staff to this level thereby further
limiting competition.
COMMISSION AGENDA – Action Item No. _6f___ Page 4 of 4
Meeting Date: March 24, 2020
Template revised June 27, 2019 (Diversity in Contracting).
This is not the recommended alternative.
Alternative 3 – Single solicitation to procure two contracts supporting the five-year airfield
program
Cost Implications: $0
Pros:
(1) This alternative provides opportunities to two consulting teams and a wider pool of
WMBE firms.
(2) This alternative will provide the Port with more choices for advancing projects in the
event that one firm is underperforming.
(3) This alternative will still provide the ability to coordinate operational phasing and
airfield construction safety across multiple projects that will be constructed
concurrently on the congested airfield.
Cons:
(1) This alternative will require more contract administration and coordination costs over
alternative two, but significantly less than alternative one.
This is the recommended alternative.
FINANCIAL IMPLICATIONS
The total estimated cost for the Airfield Design, Engineering and Construction Support Services
contract will have a not-to-exceed amount of $23,000,000. After receiving authorization for
each project in accordance with the Master Delegation of Authority, the actual work will be
defined, and the Port will issue individual project-specific service directives.
ATTACHMENTS TO THIS REQUEST
None
PREVIOUS COMMISSION ACTIONS OR BRIEFINGS
None
