Template revised September 22, 2016 AGENDA MEMORANDUM Item No. CTION ITEM May 9 , 2017 ACTION REQUESTED EXECUTIVE SUMMARY ��COMMISSION AGENDA Action Item No. Page of Template revised September 22, 2016 ; format updates October 19, 2016 developed for the use of BIM. Many owners are now faced with deciding best approa ch f use of BIM during design and construction, as well as possible opportunities for long term asset management, operations and maintenance. Based on internal discussion and those with industry representatives, the Port should establish guidelines and standards to be used when this technology is applied to design and construction of our facilities. Due to the emergent nature of this technology and application to asset management of Port facilities, we do not currently have resources with the breadth of experience applying BIM to large complex facilities. JUSTIFICATION Advancements in the design and construction of facilities continue to apply technology as a means to optimize the delivery process. Through the use of increasingly sophisticated tools, such as BIM, substantial facility data can be developed that has potential application beyond design and construction extending into the operatio n, maintenance, and long term asset management of a facility. This agreement will include review of current industry practices and assess opportunities for application of project data for maintenance and asset management activities , evaluate the cost/benef it to the Port and develop a recommended methodology for moving forward. The following are some key points considered: Technology advancements will continue to influence design, construction, operation and maintenance, and asset management of facilities. Collaboration between owners, designers and contractors can benefit from implementation of integrated 3D modeling tools. Design and construction efficiencies can be realized by using appropriate modeling tools. Development of Port BIM processes and proce dures are a long term investment that will yield dividends for future capital project development. Not all port projects are candidates for BIM, applying the One Port philosophy for development of processes and standards will guide the use of this tool acr oss all divisions to optimize cost vs benefit. Implementation of BIM technology is still in the emergent phase, especially for operations, maintenance and asset management applications; public owners need to establish processes and standards appropriate fo r use at their facilities and to assess long term financial and staff commitments needed to support those efforts. The decisions and requirements developed through this process will establish the future use of BIM, for Port facilities. ��COMMISSION AGENDA Action Item No. Page of Template revised September 22, 2016 ; format updates October 19, 2016 Scope of Work The contract will be procured according to Port policies and procedures in accordance with the General Delegation of Authority and procurement policy CPO The Port will advertise and issue a solicitation that will include a goal for small business parti cipation. The contract will be structured with a specific not exceed amount and identify tasks and services required. Service directives may be used to authorize specific tasks and services within the total maximum contract value. The scope of work is anticipated to consist of five (5) work elements as listed below: (1) Develop Port BIM Needs Assessment (2) Define Options for One Port use of BIM (3) Develop Internal BIM Processes and Procedures (4) Develop BIM Standards and Library (5) Develop Port Guidelines and Standards Documentation Schedule The overall duration of this service agreement is two years. A preliminary schedule has been developed to complete the work within approximately 18 months beginning mid 2017 with completion by the end of 2018. Due to the emergent nature of implementation of BIM beyond the design and construction phases of project s into a long term asset management tool by public owners, the overall schedule will be adjusted in conjunction with the final scope of services. ALTERNATIVES AND IMPLICATIONS CONSIDERED Alternative 1 Do not hire consultant to develop BIM processes an d standards Cost Im plications: Save $400,000 in Engineering Operating expense. Pros (1) ort saves operating costs for consultant services. (2) ort saves staff costs needed to support consultant scope of services Cons (1) Port forgoes opportunity for long term benefits related to operations, maintenance and asset management. (2) Port continues to use 2D (AutoCAD) drawings and spreadsheets for transfer of asset data as only source for record documents. (3) Each project that uses BIM as part of the design and const ruction process will be to a different standard and BIM data will not be compatible between projects. This is not the recommended alternative. ��COMMISSION AGENDA Action Item No. Page of Template revised September 22, 2016 ; format updates October 19, 2016 Alternative Hire Consultant to work with the Port to develop BIM process and standards Cost Implications: Engineering Operating expense of $400,000 for consultant services in addition to staff resources required to support the consultant. Pros (1) Port will have a clear set of guidelines for when and how to implement BIM. (2) BIM requirements will be consistentl y applied to projects. (3) Validation, review and ownership of BIM data will be standardized across the Port. (4) BIM data can be used across multiple projects or facilities. (5) Potential efficiencies for maintenance and asset management. (6) Port will have standards and procedures in place to keep pace with current industry practices. Cons (1) Port spends up front operating expense for undefined future benefit. (2) Port staff resources are being stretched with current capital project work, adding another task reduce resource availability to complete assigned work. (1) More process and standards for project implementation This is the recommended alternative. FINANCIAL IMPLICATIONS Funding for this consultant service agreement will be through approved Engineering perating expense . All Port staff support costs required to complete the scope of services will also be funded through approved operating expense budgets. Annual Budget Status and Source of Funds Half of the cost ($200 ,000 of this agreement is included as a one time expense in the approved 2017 Engineering Operating Budget and the remainder will be requested in the 2018 budget. ATTACHMENTS TO THIS REQUEST None PREVIOUS COMMISSION ACTIONS OR BRIEFINGS None