Template revised January 10, 2019.
COMMISSION
AGENDA MEMORANDUM
Item No. 8c
ACTION ITEM Date of Meeting October 22, 2024
DATE: October 15, 2024
TO: Stephen P. Metruck, Executive Director
FROM: Eileen Francisco, Director, Aviation Project Management Group
SUBJECT: 2025 Professional Design Services IDIQ Contracts
Amount of this request: $0
Total Estimated Contract Capacity: $30,000,000
ACTION REQUESTED
Request Commission authorization for the Executive Director to execute seven professional
services Indefinite Delivery, Indefinite Quantity (IDIQ) contracts as follows: (1) two architectural
design contracts; (2) four Mechanical, Electrical and Plumbing (MEP) design contracts; and (3)
one Passenger Loading Bridge (PLB) design contract for a total combined not-to-exceed capacity
of $30 million. No funding is associated with this request.
EXECUTIVE SUMMARY
The Port utilizes IDIQ contracts to meet variable workload projections for professional design
services. The existing Architectural and MEP service IDIQ contracts established in 2021, with a
total value of $9 million and $16 million respectively, have either been fully committed or are
nearing capacity. The PLB specific design services contract established in 2019, with a value of $5
million, is fully committed. This request will provide the necessary contract capacity to meet
anticipated needs for the near future and will be able to support Port-wide requests. While larger
projects will typically procure project specific design contracts, smaller projects may be designed
using IDIQ contracts. Projects utilizing these contracts will separately authorize budgets to pay
for them.
JUSTIFICATION
There is an immediate need for professional design services as existing contract capacities are
used and new capital projects are advanced. IDIQ contracts provide flexibility for the Port to
support the dynamic business requirements of the Airport. IDIQ contracts allow the project
teams to issue individual Service Directives (SDs) to meet project specific needs which will include
architectural and engineering subconsultants, if needed. The SDs provide the ability to
accomplish tasks within a general, pre-defined scope of work for a fixed period and maximum
contract amount. The IDIQ contracts allow for flexibility in meeting project requirements and are
COMMISSION AGENDA – Action Item No. 8c Page 2 of 4
Meeting Date: October 22, 2024
Template revised June 27, 2019 (Diversity in Contracting).
more efficient than separate individual project design services procurements which could
increase costs and add time to the project schedule. The PLB IDIQ for design services will allow
for a consistent team to design and support the continuous renewal and replacement efforts at
SEA as bridges reach end of life and need to be updated to meet current code requirements.
Competitively bid IDIQ contracts are a widely used public sector contracting tool, consistent with
the Port’s General Delegation of Authority, and governed by CPO-1 policy. Many new and current
projects not yet at the design stage will be able to utilize these contracts.
Diversity in Contracting
Project staff, in coordination with the Diversity in Contracting department, have set a 20%
woman and minority business enterprise (WMBE) aspirational goal for the Architectural IDIQ
contracts and 16% for the MEP and PLB IDIQ contracts. The Port is setting aside one MEP contract
valued at $1,000,000 to encourage smaller businesses to participate.
DETAILS
This request is to execute multiple contracts with terms provided below for each group. The
contracts will be advertised and awarded to the highest-ranked qualified firms. In the event the
Port determines that there are not enough applicant firms with sufficient qualifications to
perform this work, the Port may award fewer contracts and increase capacity of the awarded
contracts to the selected firms not to exceed the authorized amount per contract group:
(1) Architectural: Execute two architectural contracts valued at $5 million with a combined
value of $10 million.
(2) MEP: Execute four MEP Contracts with three contracts each with a value of $5 million,
and one contract with a value of $1 million with a combined value of $16 million.
(3) Passenger Loading Bridge (PLB): Execute one contract with a value of $4 million.
Each contract will have a five-year ordering period. Service directives may be issued at any time
during the contract-ordering period. Work may be performed after expiration of the ordering
period to allow work begun earlier to be completed. The total value of all service directives issued
on a contract will not exceed the contract value.
Budgets to utilize these contracts will come separately from individual project authorizations.
Scope of Work
Provide Architectural and Engineering design services along with construction design support for
Port of Seattle projects.
Schedule
All contracts will be executed by Q2 2025.
COMMISSION AGENDA – Action Item No. 8c Page 3 of 4
Meeting Date: October 22, 2024
Template revised June 27, 2019 (Diversity in Contracting).
ALTERNATIVES AND IMPLICATIONS CONSIDERED
Alternative 1 – Do not utilize IDIQ design contracts; rather procure separate design contracts for
each project.
Cost Implications: Higher overhead administrative costs than Alternative 2. Each project would
expend additional administrative time and cost to procure individual design contracts.
Pros:
(1) The greater number of separate individual project design contracts may allow
consulting firms more opportunities to compete for each individual project contract.
(2) The administrative cost of procurement can be deferred to a later date when individual
projects each do their own procurement.
Cons:
(1) Adds approximately 4-6 months to each project schedule to complete a longer
procurement process relative to utilizing an IDIQ, impacting the ability to meet project
and customer needs.
(2) Increased cost for a greater number of individual project procurements rather than for
a fewer number of IDIQ contracts.
(3) Inefficient use of Port resources and staff time. Managing more procurement processes
and contracts would increase overhead and administrative costs to the Port.
(4) Does not leverage the Port’s ability to utilize the IDIQ contracting method.
(5) Costs to consulting firms may increase as they respond to a greater number of
procurements.
This is not the recommended alternative.
Alternative 2 – Procure seven IDIQ design contracts.
Cost Implications: Lower administrative overhead costs than Alternative 1. Fewer projects
separately procuring design contracts and instead utilizing IDIQ contracts would result in cost and
time savings for some projects.
Pros:
(1) This provides the Port necessary professional, technical and advisory resources
available to assist with time critical planning efforts and delivery of potential future
capital work.
(2) Reduces the schedule for subsequent projects involved because the solicitation,
evaluation and selection for design services have already been completed. Typically,
this process consumes approximately 3 to 4 months.
(3) Reduces costs in staff time and overhead for each project involved – the solicitation,
evaluation and selection process for design services is completed upfront for multiple
projects.
COMMISSION AGENDA – Action Item No. 8c Page 4 of 4
Meeting Date: October 22, 2024
Template revised June 27, 2019 (Diversity in Contracting).
(4) The Port is setting aside one contract valued at $1,000,000 to encourage smaller
businesses to participate.
(5) This alternative more effectively provides for the “consistency” of parallel projects that
may utilize the same consultant.
Cons:
(1) IDIQ contracts are not finely tailored to a project’s specific needs.
(2) IDIQ contracts cannot be increased in value or have their ordering periods extended
which can lead to difficulty in utilizing them to their fullest extent.
This is the recommended alternative.
FINANCIAL IMPLICATIONS
No funding is associated with this request. Individual SDs will be paid for from projects that will
be authorized separately through established procedures. The total cost for design services will
not exceed $30,000,000. No work is guaranteed to the consultants and the Port is not obligated
to pay the consultant until a service directive is executed. After receiving authorization for each
project in accordance with established procedures, the actual work will be defined, and the Port
will issue individual project-specific SDs.
ATTACHMENTS TO THIS REQUEST
None
PREVIOUS COMMISSION ACTIONS OR BRIEFINGS
None
