5b
PORT OF SEATTLE MEMORANDUM COMMISSION AGENDA Item No. 5b ACTION ITEM Date of Meeting May 8, 2012 DATE: April 26, 2012 TO: Tay Yoshitani, Chief Executive Officer FROM: Cassie Fritz, Seaport Project Management Support Services SUBJECT: Procurement of Indefinite Delivery, Indefinite Quantity Professional Service Agreements for Dock and Diving support services Amount of This Request: $0 Source of Funds: Future Individual Project Authorizations Maximum Value of IDIQ Contracts: $2,000,000 with two contracts for $1,000,000 each ACTION REQUESTED: Request Commission authorization for the Chief Executive Officer to execute up to two professional services indefinite delivery, indefinite quantity (IDIQ) contracts for dock and diving support services for a not-to-exceed amount of $2,000,000 ($1,000,000 each) with a three-year ordering period upon execution. No funding is associated with this authorization. SYNOPSIS: Dock repairs, inspections, replacements, and maintenance have become a regular event at the Port's Seaport terminals. For the next three to five years, continuous improvements, maintenance, and repairs will be necessary to sustain docks and dock areas. The Port has previously issued separate dock and diving service contracts that are set to expire in 2013; however, these contracts will reach capacity prior to their expiration dates. The new contracts will be competitively bid and include a goal for small business participation. The service agreements resulting from this request will allow the Port to respond to a range of needs, including, but not limited to, above- or underwater inspections, surveys, design for dock repair or replacement, sediment monitoring, and emergency spill response. Exact scope and timing of these projects are subject to future surveys and business needs of the Port. The proposed professional services IDIQ contracts would allow the Port to respond to future service needs efficiently. The Office of Social Responsibility will assist in identifying opportunities for small business participation prior to the public advertisement of the IDIQ. COMMISSION AGENDA Tay Yoshitani, Chief Executive Officer April 26, 2012 Page 2 of 3 PROJECT SCOPE OF WORK AND SCHEDULE: Scope of Work: The IDIQ contracts will be procured according to Port policies and procedures in accordance with Resolution No. 3605, as amended, and procurement policy CPO-1. The Port will advertise and issue a request for qualifications (RFQ) that will include a goal for small business participation. 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 three years. The actual contract duration may extend beyond three years in order to complete work identified in particular service directives. Service directives may be issued during the contract ordering period and within the total original contract value. Schedule: It is estimated that the contracts will be executed by September 2012 and have a three-year ordering period. The contract duration may extend beyond that period to allow for work to be completed. Each service directive will specify the duration and schedule associated with the task or tasks involved. FINANCIAL IMPLICATIONS: Charges to these contracts will be from projects that will be authorized separately within established procedures. Consequently, there is no funding request associated with this authorization. Budget/Authorization Summary There is no budget or funding included as part of this request. Source of Funds There is no funding request associated with this authorization. Individual service directives will be executed to authorize the consultant to perform any specific work on the contract against approved project authorizations and within the total contract amount. ALTERNATIVES CONSIDERED AND THEIR IMPLICATIONS: Prepare separate procurements each time listed professional services are needed for a specific project. This option would not be the most efficient use of Port resources and may delay Port projects. This is not the recommended alternative. Prepare one Category III procurement for a specialized dock and diving support services that will result in up to two contracts. This alternative ensures a competitive process, encourages COMMISSION AGENDA Tay Yoshitani, Chief Executive Officer April 26, 2012 Page 3 of 3 small business participation, and provides staff with the tools needed to respond in a timely manner as project needs arise. This is the recommended alternative. OTHER DOCUMENTS ASSOCIATED WITH THIS REQUEST: None. PREVIOUS COMMISSION ACTIONS OR BRIEFINGS: None.
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