COMMISSION 
AGENDA MEMORANDUM                Item No.       4b 
ACTION ITEM                   Date of Meeting    October 10, 2017 
DATE:    September 11, 2017 
TO:     Dave Soike, Interim Executive Director 
FROM:   Ralph Graves, Senior Director, Capital Development 
SUBJECT:  Project Controls IDIQ 
Amount of this request:                $0 
Maximum value of contract:       $5,000,000 
ACTION REQUESTED 
Request Commission authorization for the Executive Director to execute one professional
services indefinite delivery, indefinite quantity (IDIQ) contract for project control support
services for a total amount not to exceed $5 million and a contract ordering period of five
years. There is no funding associated with this request. 
EXECUTIVE SUMMARY 
The Aviation division's capital program is increasing in complexity. A major factor in the
successful delivery of projects is applying the appropriate level of project controls. This IDIQ
contract augments existing Port staff in the development, review, and updating of project
schedules, cost control/tracking including forecasting and cash flows, and ensuring projects are
closed out in a timely fashion. 
With the increase in the number of projects within the Aviation division expected to continue, 
combined with the long duration of projects and the importance of maintaining consistent
project teams, a contract with greater capacity and longer duration is needed to maintain
continuity of support.  A five-year, $5 million contract is expected to meet the needs of the
Aviation Project Management Group for the next three to five years. In consultation with the
Port's Small Business Group, a 40% small business goal is proposed to be associated with the
procurement of this contract. 
As a Port-wide contract, these services will be available throughout the organization. 
JUSTIFICATION 
IDIQ contracts provide the Port with the flexibility to meet business requirements as they arise
by issuing individual service directives to accomplish tasks within a general, pre-defined scope
of work on an as-needed basis for a fixed period of time and a maximum contract amount. 

Template revised September 22, 2016.

COMMISSION AGENDA  Action Item No. _4b___                    Page 2 of 4 
Meeting Date: October 10, 2017 
Capital Development has utilized project controls contracts for the last ten years to augment
existing Port staff. Specialized skills are required for most of the project controls positions. With
this type of IDIQ contract, the required experience and expertise will be identified, along with
the range of responsibilities or services, but the specific work will not be known until the time it
is requested by the project managers or sponsors. 
This contract supports the following Century Agenda strategies and objectives: 
Advancing this region as a leading tourism destination and business gateway by
supporting the objective to meet the region's air transportation needs at Sea-Tac
Airport for the next 25 years and encourage the cost-effective expansion of domestic
and international passenger and cargo service. 
Using our influence as an institution to promote small business growth and workforce
development by increasing the proportion of funds spent by the port with qualified
small business firms on construction, consulting, goods and services to 40% of the
eligible dollars spent. 
DETAILS 
This request is to execute a single contract valued at $5 million. The contract duration will be 
three years, with two one-year renewals for a total ordering period of five years. One or more
service directives may be issued at any time during this ordering period with some work
possibly occurring after the expiration of the contract. The total value of all service directives
issued will not exceed the contract value. 
Scope of Work 
Project controls services may include any or all of the following elements: 
Scheduling  development, updating, coordination and reporting, including integrated
master scheduling, and resource management 
Cost engineering, including cost control, estimate-at-completion development, project
risk analysis, cash flow development, and project closeout 
ALTERNATIVES AND IMPLICATIONS CONSIDERED 
Alternative 1  Let existing IDIQ contract expire and utilize Port staff only 
Cost Implications: $3.75 million over five years for additional staff needed to avoid reduced
level of controls 
Pros: 
(1) $1.25 million could be used for other initiatives/priorities relative to Alternative 3. 
(2) Least expensive option as consultants are typically more expensive than Port staff. 
(3) Eliminates continuity issues for consultant controls staff supporting projects. 

Template revised September 22, 2016; format updates October 19, 2016.

COMMISSION AGENDA  Action Item No. _4b___                    Page 3 of 4 
Meeting Date: October 10, 2017 
Cons: 
(1) Additional staff would be needed (estimated cost of $3.75 million over five years) as
existing staff would be insufficient to handle the additional workload. 
(2) Critical scheduling resources would be lost (if additional staff not approved), resulting in
inaccurate project reports and schedules. 
(3) Consultants bring an outside perspective/experience that helps improve the Port's
project controls processes & procedures. 
(4) Use of a consultant contract allows for easier growth/reduction of resources should the
capital program decline. 
(5) Controls positions are difficult for the Port to attract qualified candidates. 
This is not the recommended alternative. 
Alternative 2  Multiple IDIQ contracts with multiple firms for five years 
Cost Implications: $5 million for total contract support 
Pros: 
(1) Increases the number of opportunities for firms to contract with the Port. 
Cons: 
(1) Multiple contracts would significantly reduce continuity of consultant resources as the
dollar amount available for each contract may not be enough to cover the entire project
duration causing disruptions and delays to the project and potentially increasing project
costs. 
(2) Multiple contracts would introduce higher administrative costs in administering multiple
contracts with similar scopes of work. 
(3) Rates for consultants are much higher than that of Port staff. 
(4) Differences in rates between/among multiple IDIQ contracts for positions providing
similar project controls support among projects may unfairly impact project budgets. 
(5) Can be used to bridge the gap between a vacancy and hiring an FTE. 
(6) Onsite requirement could limit some small firms that lack the resources to dedicate staff
100% to the Port. 
This is not the recommended alternative. 
Alternative 3  Single IDIQ contract for one firm for five years 
Cost Implications: $5 million 
Pros: 
(1) Single procurement with a 40% small business goal; less administrative work to
manage/administer. 
(2) Allows for quicker ramp up/ramp down of consultant resources as needed to support
the program. 
(3) Can provide outside experience and knowledge. 

Template revised September 22, 2016; format updates October 19, 2016.

COMMISSION AGENDA  Action Item No. _4b___                    Page 4 of 4 
Meeting Date: October 10, 2017 
(4) Can be onsite consultant for maximum integration with other staff or offsite for small,
specific tasks. 
(5) Can be used to bridge the gap between a vacancy and hiring Port staff. 
Cons: 
(1) Rates for consultants are much higher than that of Port staff. 
(2) Continuity of consultant resources when the Port transitions to a new contract. This is
the same with Alternative 2, but the impact is reduced significantly given the length of
contract time and total dollar amount on a single IDIQ. 
(3) Onsite requirement could limit some small firms that lack the resources to dedicate staff
100% to the Port. 
This is the recommended alternative. 
FINANCIAL IMPLICATIONS 
Utilization of this contract will come from individual projects, authorized separately through
established procedures. Additionally, some controls-support work is included in the operating
budget (reporting, process improvements efforts, etc.). Consequently, there is no specific
funding request associated with this authorization. The total cost for project controls support
services will not exceed $5 million. No work is guaranteed to the consultant and the Port is not
obligated to pay the consultant until a service directed is executed and work performed. 
ATTACHMENTS TO THIS REQUEST 
None 
PREVIOUS COMMISSION ACTIONS OR BRIEFINGS 
November 15, 2015  The Commission authorized a project controls support services IDIQ
contract for $1 million. 
June 25, 2013  The Commission authorized a project controls support services IDIQ
contract for $1 million. 






Template revised September 22, 2016; format updates October 19, 2016.