Template revised January 10, 2019.
COMMISSION
AGENDA MEMORANDUM
Item No.
8b
ACTION ITEM
Date of Meeting
November 29, 2022
DATE : October 29, 2022
TO: Stephen P. Metruck, Executive Director
FROM: Janice Zahn, Interim Director of Engineering
Garry Ensley, Manager Survey & Mapping Services
Bruce Gamble, Manager Construction Safety Management
SUBJECT: Contracts for Survey and Mapping Services and Construction Safety Services IDIQ
Amount of this request:
$0
Total estimated project cost:
$6,000,000
ACTION REQUESTED
Request Commission authorization for the Executive Director to execute up to (1) two indefinite
delivery, indefinite quantity consultant agreements for services related to Survey and Mapping
services, with a cumulative total amount not to exceed $3 million; (2) one indefinite delivery,
indefinite quantity consultant agreement for services related to Construction Safety Services with
a cumulative total amount not to exceed $3 million. Each contract will have one base year and a
4-year ordering period. No funding is associated with the request; funding to utilize these
contracts will come separately from individual project authorizations.
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), tenant, terminal, small works and
major construction projects Port wide. 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 one base year and a four-year ordering period during which
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. 8b Page 2 of 4
Meeting Date: November 29, 2022
Template revised June 27, 2019 (Diversity in Contracting).
JUSTIFICATION
The Port of Seattle’s existing agreements for Survey and Mapping Services and Construction
Safety Services are nearly at their awarded contract value. When originally executed in 2020, the
contract values requested were estimated based on project needs to provide the necessary
consultant services for 4 years. Actual project needs are consuming the available contract values
sooner than expected. Both agreements will be out of funds by July 1, 2023.
Diversity in Contracting
WMBE goals have not yet been established for these agreements. The Diversity in Contracting
team will be working closely with the Requesting Department Representative to establish
reasonable goals and will actively notify WMBE firms of these opportunities.
DETAILS
The Port anticipates issuing three service agreement contracts to provide two different types of
consultant services, Survey and Mapping services and Construction Safety services.
• Survey and Mapping: The intent is to execute two contracts/agreements with the most
qualified firms. Due to the nature of these services, subcontracting may not be feasible,
however WMBE participation opportunities may be available. Project staff along with the
Diversity in Contracting Department will provide outreach and notify WMBE firms of this
opportunity.
• Construction Safety Services: The intent is to execute one contract/agreement with the
most qualified firm. Due to the nature of these services, subcontracting may not be
feasible, however WMBE participation opportunities may be available. Project staff along
with the Diversity in Contracting Department will provide outreach and notify WMBE
firms of this opportunity.
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. The on-site survey work
will consist of performing topography surveys, boundrary surveys, 3D scanning, bathymetry
surveys as well as mapping utilities on Port properties for construction projects that require any
type of digging or utilitiy relocation work. Construction Safety services will monitor contractors
and subcontractors for compliance with the Division of Occupational Safety and Health and
enhance construction site safety. They will conduct on-site visits/inspections for project work
areas during project work hours and immediately correct imminent danger exposures and notify
COMMISSION AGENDA – Action Item No. 8b Page 3 of 4
Meeting Date: November 29, 2022
Template revised June 27, 2019 (Diversity in Contracting).
the appropriate Port Construction Safety Staff. Both Survey and Mapping and Construction
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.
(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.
COMMISSION AGENDA – Action Item No. 8b Page 4 of 4
Meeting Date: November 29, 2022
Template revised June 27, 2019 (Diversity in Contracting).
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. The budget for work performed under each agreement will come from
individual directives authorizing the consultant to perform specific work on the contract against
approved project authorizations and within the total contract amount.
ATTACHMENTS TO THIS REQUEST
None
PREVIOUS COMMISSION ACTIONS OR BRIEFINGS
January 28, 2020 – The Commission approved Survey and Mapping Services and Construction
Safety Management IDIQ’s for a total of $4 million.
