COMMISSION AGENDA MEMORANDUM Item No. ACTION ITEM Date of Meeting 8g 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. Template revised January 10, 2019. COMMISSION AGENDA - Action Item No. 8g Meeting Date: October 14, 2025 Page 2 of 4 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 notto-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 Project definition development regulatory requirements Feasibility and alternatives analysis Facility demand / capacity analysis Decarbonization Water conservation assessment assessments/implementation planning 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 Template revised June 27, 2019 (Diversity in Contracting). COMMISSION AGENDA - Action Item No. 8g Meeting Date: October 14, 2025 Page 3 of 4 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) (2) (3) (4) Doesn't allow for preliminary work to support capital projects or operational activities. Does not allow for time-sensitive tasks, leading to delays and increased costs. Inhibits continuity and development of institutional knowledge. 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) (2) (3) Hiring and training FTE staff is expensive Hiring processes can take a great deal of time, so response time will be impacted 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) (2) (3) (4) (5) Enables time-sensitive projects. Enables high-capacity projects. Aligns staff and technical expertise to varying workloads. Improves continuity and institutional knowledge. Reduces contract procurement and administration as well as technical staffing costs. Cons: Possibility of fewer firms participating in procurement This is the recommended alternative. Template revised June 27, 2019 (Diversity in Contracting). COMMISSION AGENDA - Action Item No. 8g Meeting Date: October 14, 2025 Page 4 of 4 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 Template revised June 27, 2019 (Diversity in Contracting).