Template revised January 10, 2019.
COMMISSION
AGENDA
MEMORANDUM Item No. 8g
ACTION ITEM Date of Meeting October 14, 2025
DATE: September 10, 2025
TO: Stephen P. Metruck, Executive Director
FROM: Cassie Fritz, Assistant Director Waterfront Project Management Program Controls
SUBJECT: Planning and Project Management Services Indefinite Delivery, Indefinite Quantity
(IDIQ) Contracts
Amount of this request: $0.00
ACTION REQUESTED
Request Commission authorization for the Executive Director to execute up to three (3)
professional services Indefinite Delivery, Indefinite Quantity (IDIQ) contracts to provide planning
and project management services in support of capital programs, tenant improvement, and
expense projects, with a total value of $12,000,000 and a contract ordering period of five (5)
years.
EXECUTIVE SUMMARY
The long-range capital plans for the Port of Seattle Maritime Division and the Northwest Seaport
Alliance (NWSA) North Harbor include substantial investment in capital and major expense
construction projects. Executing these contracts will allow flexibility in staffing to meet the
challenges of delivering a varied capital program. No funding authorization is included with this
request as the funding for this work will come from separately authorized project budgets.
JUSTIFICATION
These contracts will allow the Port to manage finances by providing a flexible means of managing
projects based on changing business needs.
The contract duration and value will ensure the Port has continuity and capacity throughout the
capital improvement program horizon to support permitting, design, and construction for
individual projects and programs.
COMMISSION AGENDA – Action Item No. 8g Page 2 of 4
Meeting Date: October 14, 2025
Template revised June 27, 2019 (Diversity in Contracting).
Diversity in Contracting
The project team is working with the Diversity in Contracting office to identify an appropriate
WMBE aspirational goal for the IDIQs. Historically IDIQ goals fall between 15-20% of the not to
exceed total.
DETAILS
The IDIQ contracts will be procured according to Port policies and procedures in accordance with
Delegation of Authority and Procurement policies. The contracts will be written with specific not-
to-exceed amounts and identify the services required. Each contract will have a contract ordering
period (during which the services may be separately authorized) of five years. The actual contract
duration may extend beyond five years to complete work identified in service directives. Service
directives may only be issued during the contract ordering period and within the total original
contract value.
Individual service directives consisting of a scope, level of effort, and schedule will be negotiated
and executed as needed. Funds will be derived from separate project authorization requests so
there is no funding request associated with this memo.
Scope of Work
Scope of work for these IDIQ contracts includes all services necessary to support planning and
project management, including but not limited to:
Master, strategic, and capital planning Shoreline and environmental planning
Financial and business assessment Forecasts and trends for Maritime lines of business
Land use planning and review of zoning and
regulatory requirements
Project definition development
Feasibility and alternatives analysis Facility demand / capacity analysis
Decarbonization
assessments/implementation planning
Water conservation assessment
Waste reduction assessment Equity analysis
Climate resilience planning Operational efficiency planning
Project initiation and definition Design reviews
Construction project meetings Scope development
Risk management Schedule development
Report creation Budget management
COMMISSION AGENDA – Action Item No. 8g Page 3 of 4
Meeting Date: October 14, 2025
Template revised June 27, 2019 (Diversity in Contracting).
Project meeting attendance Project report updates
Estimate creation Commission and Managing Members Memo
creation
Technology Infrastructure Planning Group and Stakeholder Facilitation
ALTERNATIVES AND IMPLICATIONS CONSIDERED
Alternative 1 – Execute project-specific contracts to support capital and operational activities
Pros:
(1) Expands opportunities for firms to participate.
Cons:
(1) Doesn’t allow for preliminary work to support capital projects or operational activities.
(2) Does not allow for time-sensitive tasks, leading to delays and increased costs.
(3) Inhibits continuity and development of institutional knowledge.
(4) Staffing costs significantly increase to support contract procurement and
administration.
This is not the recommended alternative.
Alternative 2 – Hire staff to respond to increases in workload and layoff for decreases
Pros:
(1) Retains subject matter expertise and institutional knowledge in house
Cons:
(1) Hiring and training FTE staff is expensive
(2) Hiring processes can take a great deal of time, so response time will be impacted
(3) Opens the possibility of layoffs if workload fluctuates
This is not the recommended alternative.
Alternative 3 – Execute 3 IDIQ contracts for planning and project management services
Pros:
(1) Enables time-sensitive projects.
(2) Enables high-capacity projects.
(3) Aligns staff and technical expertise to varying workloads.
(4) Improves continuity and institutional knowledge.
(5) Reduces contract procurement and administration as well as technical staffing costs.
Cons: Possibility of fewer firms participating in procurement
This is the recommended alternative.
COMMISSION AGENDA – Action Item No. 8g Page 4 of 4
Meeting Date: October 14, 2025
Template revised June 27, 2019 (Diversity in Contracting).
FINANCIAL IMPLICATIONS
Annual Budget Status and Source of Funds
There is no funding associated with this request for authorization. Funding for Service Directives
under this contract will be for work authorized by future capital projects.
ATTACHMENTS TO THIS REQUEST
None
PREVIOUS COMMISSION ACTIONS OR BRIEFINGS
On December 14, 2021, Commission meeting authorized last round of Project Management
Services
