Template revised January 10, 2019.
COMMISSION
AGENDA MEMORANDUM
Item No.
8f
ACTION ITEM
Date of Meeting
December 12, 2023
DATE: November 14, 2023
TO: Stephen P. Metruck, Executive Director
FROM: Sarah Cox, Director, Aviation Environment and Sustainability
John Evered, Senior Manager, Aviation Environmental Programs
SUBJECT: Indefinite Delivery/Indefinite Quantity (IDIQ) contract to perform Surface Water
Monitoring and Permit Support
Amount of this request:
$0
Total requested project cost:
$5,500,000
ACTION REQUESTED
Request Commission authorization for the Executive Director to execute one (1) Indefinite
Delivery/Indefinite Quantity (IDIQ) contract to perform Surface Water Monitoring and Permit
Support with a total value of $5,500,000 and a contract ordering period of up to six (6) years if all
option years are exercised at the Seattle-Tacoma International Airport (Airport). No funding is
associated with this authorization.
EXECUTIVE SUMMARY
The Aviation Environment and Sustainability Department proposes to advertise and select one
qualified firm/team to provide surface water and toxicity testing sampling and support services.
This IDIQ would be used to meet requirements of the SEA’s National Pollutant Discharge
Elimination System (NPDES) permit and other environmental permits. As issues related to
stormwater treatment systems, permit renewals, or permit related technical questions arise this
IDIQ would provide support to Port staff for necessary studies and submittals. The IDIQ contract
would also provide surface water monitoring and testing support to the SEA’s Capital
Improvement Program (CIP), planning and development initiatives, and other strategic interests.
IDIQ contracts provide SEA with 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 and a maximum contract amount. Service Directive
funding will come from either annual operating budgets or individual capital project
authorizations. This procurement will assist SEA with remaining in compliance and being
proactive about the performance of our stormwater Best Management Practices (BMP’s) which
aligns with the Port’s Century Agenda of being the cleanest and greenest Port, and specifically
COMMISSION AGENDA – Action Item No. 8f Page 2 of 6
Meeting Date: December 12, 2023
Template revised June 27, 2019 (Diversity in Contracting).
Objective 14 – Meet or exceed agency requirements for stormwater leaving Port-owned or
operated facilities. This procurement also supports the Port’s strategy to manage our finances
responsibly by providing a cost-efficient means to secure services for tasks which present variable
workload, are often time-sensitive, and require specialized expertise that cannot be effectively
provided by Port staff. The participation of women- and minority-owned business enterprise
(WMBE) and establishment of WMBE aspirational goals has been discussed with the Diversity in
Contracting group and an aspirational goal of 10% has been established for the IDIQ.
JUSTIFICATION
The Aviation Environment and Sustainability Department at SEA is responsible for ensuring
compliance with the Airport’s National Pollutant Discharge Elimination System (NPDES) permit
and other environmental permits. The Airport operates under an individual NPDES permit that
includes comprehensive monitoring and testing of stormwater runoff associated with Airport
operations and construction activities. Runoff associated with these activities drains to 11
outfalls discharging to local streams that provide habitat to recovering salmon populations and
other aquatic resources. The permit also regulates runoff associated with Airport fueling and
deicing operations that discharge to Puget Sound. In addition to receiving water discharges, the
permit requires monitoring and testing of industrial wastewater discharges to local sanitary
sewer systems.
To effectively comply with these requirements, a variety of specialized environmental services
are required including those related to environmental sample collection and testing, aquatic
toxicology, stream hydrology, limnology, illicit discharge investigations, facility process analyses,
mapping, and pollution fate and transport.
Remaining in compliance and being proactive about the performance of our stormwater Best
Management Practices align with the Port’s Century Agenda of being the cleanest and greenest
Port, and specifically Objective 14 – Meet or exceed agency requirements for stormwater leaving
Port-owned or operated facilities.
Failure to comply with the conditions of the NPDES permit will result in permit violations and
potential fines. Additionally, repeat violations can lead to increased sampling requirements that
will increase the cost of the stormwater monitoring program and generate negative perception
of the Port’s environmental efforts.
This procurement would support the Port’s strategy to manage our finances responsibly by
providing a cost-efficient means to secure professional services for tasks which present variable
workload, are often time-sensitive, and require specialized expertise that cannot be effectively
provided by Port staff.
COMMISSION AGENDA – Action Item No. 8f Page 3 of 6
Meeting Date: December 12, 2023
Template revised June 27, 2019 (Diversity in Contracting).
Diversity in Contracting
The Diversity in Contracting Department has been contacted regarding this procurement and an
aspirational goal of 10% has been established for the IDIQ contract.
DETAILS
This contract will enable the Port to meet the surface water-related monitoring and testing
requirements of the Airport’s NPDES and other environmental permits. Failure to meet these
requirements would be a direct violation of the permits and would subject the Port to
enforcement actions. Individual service directives consisting of a scope, fee agreement, and
schedule will be negotiated and processed before any work is performed. Service directives will
span over the life of the contract, which is expected to be six years after all option years are
exercised.
Scope of Work
The surface water management contract is a crucial component of the NPDES permit compliance
efforts at the Airport. Work authorized under this contract is needed to meet field sampling and
other monitoring and reporting requirements that are conducted at various times throughout
the year on a 24/7 basis.
The Surface Water Monitoring Support Services Scope of Work consists of five principal tasks.
(1) Non-construction surface water monitoring, testing and reporting.
(2) Construction surface water monitoring, testing and reporting.
(3) Municipal sewer system monitoring, testing and reporting.
(4) Toxicity monitoring, testing and reporting.
(5) Other surface water monitoring and studies.
Schedule
Activity
Commission authorization
Contract execution
Service directives issued
Cost Breakdown
This Request
Total Project
From yearly expense budgets
$0
From capital project budgets
0
Total
$0
ALTERNATIVES AND IMPLICATIONS CONSIDERED
The regulatory requirements serviced by this contract must be completed so all alternatives
outline staffing methods that allow the Port to remain in compliance.
COMMISSION AGENDA – Action Item No. 8f Page 4 of 6
Meeting Date: December 12, 2023
Template revised June 27, 2019 (Diversity in Contracting).
Alternative 1 – Monitoring and Inspections Completed Primarily by Port Staff
Most of the monitoring and inspection work would be completed by Port staff. Existing staff
would be able to perform a small portion of the necessary work. There would be four additional
Port positions necessary to provide the full staffing required for monitoring storm events and to
be available 24-hours per day and weekends based on rain events.
Cost Implications: $800,000 per year for staffing plus a yearly toxicity testing contract of $50,000.
Pros:
(1) Contract administration needs would decline.
(2) Port would have a team of employees with flexibility to perform miscellaneous tasks.
(3) Port Environmental team would increase their technical capacity.
Cons:
(1) A contract for toxicity testing would still be needed at a significant cost.
(2) New Port staff would not have full-time work in stormwater program due to variable
effort and timing necessary for monitoring and inspections.
(3) Extensive training would be required for telemetry/sampling equipment operations and
maintenance.
(4) Increased chance of permit violations during the training/ramp-up period.
(5) Absence of third-party sample collection and data validation that provides a non-biased
approach.
(6) Technical expertise for sampling methodology and regulatory support lessened.
This is not the recommended alternative.
Alternative 2 – All Monitoring and Inspections Completed Through IDIQ Contract.
Cost Implications: $850,000 per year
Pros:
(1) Does not require the hiring of any additional Port staff.
(2) Provides a flexible, contracted workforce.
(3) Ability to hire sub-consultants that provide highly specific technical skills.
(4) Third party sample collection and data validation provide a non-biased approach.
Cons:
(1) Cost is greater than preferred alternative.
(2) Does not utilize Port staff.
(3) Reduced technical development opportunities for Port staff.
(4) Consultant based team is focused on completing task and not focused on Port’s holistic
goals and strategic long-term planning such as Port’s Century Agenda goals.
This is not the recommended alternative.
COMMISSION AGENDA – Action Item No. 8f Page 5 of 6
Meeting Date: December 12, 2023
Template revised June 27, 2019 (Diversity in Contracting).
Alternative 3 – Monitoring and Inspections Completed Through IDIQ Contract and Port Staff.
Existing Port staff would be used to supplement work primarily completed by outside contractor.
Some set tasks would be assigned to Port staff, while remaining task and variable work would be
completed by the contractor.
Cost Implications: $800,000 per year
Pros:
(1) Is the lowest cost alternative.
(2) Provides a highly skilled workforce for varied stormwater requirements.
(3) Allows Port staff to develop technical skills and stay fully utilized.
(4) Provides neutral third-party validation of environmental data that is collected and
submitted to regulatory agencies.
(5) Work effort under contract aligns with Port Century Agenda goals and objectives.
Cons:
(1) Requires additional coordination between contractor and Port staff to ensure Port
utilization.
(2) Reduced technical development opportunities for Port Staff.
This is the recommended alternative.
FINANCIAL IMPLICATIONS
Cost Estimate/Authorization Summary
Capital
Expense
Total
COST ESTIMATE
Original estimate
$400,000
$5,100,000
$5,500,000
AUTHORIZATION
Previous authorizations
0
0
0
Current request for authorization
0
0
0
Total authorizations, including this request
0
0
0
Remaining amount to be authorized
$0
$0
$0
Annual Budget Status and Source of Funds
Funding for service directives under this contract will be either from projects that have already
been authorized or from annual authorized division operating expense budgets. Consequently,
there is no direct funding request associated with this action.
COMMISSION AGENDA – Action Item No. 8f Page 6 of 6
Meeting Date: December 12, 2023
Template revised June 27, 2019 (Diversity in Contracting).
ADDITIONAL BACKGROUND
The Aviation Stormwater Program has used IDIQ contracts to assist with compliance of their
National Pollutant Discharge Elimination System permit since 2004. If approved, this contract will
be the sixth such contract. All previous contracts have used the collaborative approach proposed
for this current action. This contract will replace an expiring $3.5 million, 4-year IDIQ contract.
ATTACHMENTS TO THIS REQUEST
(1) Presentation slides
PREVIOUS COMMISSION ACTIONS OR BRIEFINGS
None