COMMISSION 
AGENDA MEMORANDUM                Item No.       4b 
ACTION ITEM                   Date of Meeting    October 24, 2017 
DATE:    October 13, 2017 
TO:     Dave Soike, Interim Executive Director 
FROM:   Ralph Graves, Senior Director, Capital Development 
Dwight Rives, Director, Port Construction Services 
SUBJECT:  IDIQ Contract for Regulated Materials Management Support Services 
Amount of this request:                $0 
Total estimated project cost:       $1,500,000 
ACTION REQUESTED 
Request Commission authorization for the Executive Director to execute three indefinite
delivery, indefinite quantity (IDIQ) contracts for regulated materials management services to
support project, operational and safety needs of all Port Divisions and the Northwest Seaport
Alliance. The contracts will not exceed $500,000  each, for a total amount not to exceed
$1,500,000. There is no budget request associated with this authorization. Each contract will
have an ordering period of three years. 
EXECUTIVE SUMMARY 
This memorandum requests authorization to execute contracts with consulting firms to provide
the Port with regulated materials management (RMM) support at Port of Seattle and
Northwest Seaport Alliance facilities. Regulated materials (e.g., asbestos, lead and other heavy
metals, PCBs, refrigerants) are managed by the Port RMM Program.  Services related to
industrial hygiene (historically included in RMM  service agreements) will be procured
separately to attract more small businesses to propose., 
The primary concerns of the RMM Program are: 
(1)   The health and safety of the public and Port employees, tenants and contractors; 
(2)   Regulatory compliance during routine Port operations; and 
(3)   Regulatory compliance during construction or maintenance projects. 
The Port RMM Program is implemented by a team of qualified Port staff in Port Construction
Services (PCS) and Marine Maintenance. The RMM Program also requires a variety of RMM
consulting services in order to achieve regulatory compliance and a safe working environment.

Template revised September 22, 2016.

COMMISSION AGENDA  Action Item No.__4b__                    Page 2 of 5 
Meeting Date: October 24, 2017 
These services include: 
(1)   Regulated materials program management 
(2)   Regulated materials surveys or "good faith" inspections 
(3)   Regulated materials abatement design services 
(4)   Regulated materials project and abatement monitoring services 
Charges to the proposed RMM Support Services contracts will be funded by projects that have
previously been authorized by the Commission under separate requests. Consequently, there is
no budget or funding request associated with this authorization. 
JUSTIFICATION 
Regulated materials (asbestos, lead and other heavy metals, PCBs, mold, refrigerants) must be
managed by building owners in accordance with a complex and comprehensive set of federal,
state and local regulations. Port Construction Services (PCS) manages the Port's Regulated
Materials Management (RMM) Program using a combination of Port staff from PCS and Marine
Maintenance, and specialized consultants who are well versed in regulatory issues and industry
standards for RMM.
Prior to any construction, demolition, renovation or maintenance project, the Port is required
to perform a "good faith" inspection to determine if asbestos or other regulated materials will
be disturbed by the work. Hazards in the work area must then be communicated to individuals
with the potential for exposure in the form of reports and awareness training. During projects
that disturb regulated materials, continuous third-party monitoring is necessary to maintain
regulatory compliance and a safe environment for staff, tenants, contractors and the public.
The scope of services in these contracts will allow the Port of Seattle and Northwest Seaport
Alliance to achieve these safety objectives and ensure regulatory compliance. 
These contracts will also contribute to the Port's Century Agenda goal to promote small
business growth. In accordance with recommendations from the Small Business Office, the
solicitation will include small business goals and small business participation will be considered 
in the evaluation of proposals. 
Small Business 
Small business participation is a priority for this procurement. To that end, services related to
industrial hygiene (historically included in RMM service agreements) will be procured
separately (i.e., IDIQ contract for $150,000). The Port will select 3 to 5 firms to participate in
this process, and will award the contract to a small business if possible. In addition, this RMM
procurement and the referenced industrial hygiene procurement will be presented at a future
PortGen event. 

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

COMMISSION AGENDA  Action Item No.__4b__                    Page 3 of 5 
Meeting Date: October 24, 2017 
DETAILS 
The Port RMM Program is implemented by a team of qualified Port staff in PCS and Marine
Maintenance. The program also requires a variety of RMM consulting services in order to
achieve regulatory compliance and a safe working environment. 
RMM consulting needs cannot be defined far enough in advance to allow the Port to issue
project specific contracts. Indefinite delivery, indefinite quantity (IDIQ) contracts provide the
Port with the flexibility to meet RMM needs as they arise. Individual service directives are
issued to accomplish specific RMM tasks, on an as-needed or on-call basis, for a defined period
of time, up to a defined dollar amount.  Competitively bid IDIQ contracts are a widely used
public sector contracting tool, and are consistent with the Port of Seattle Policy for Consulting
Services, CPO-1, rev 4/1/16. 
Scope of Work 
The intent of these IDIQ contracts will be to provide comprehensive RMM support services for
all Port of Seattle and Northwest Seaport Alliance facilities.  Regulated materials will include,
but will not be limited to: 
(1)   Asbestos, 
(2)   Lead and other heavy metals, 
(3)   PCB light ballasts, 
(4)   Universal waste lamps, 
(5)   PCB transformers, 
(6)   PCB caulking, and 
(7)   Refrigerants. 
RMM support services will include, but will not be limited to: 
(1)   Regulated materials surveys (good faith inspections) 
(2)   Regulated materials design services (including abatement plans and specifications) 
(3)   Abatement cost estimating 
(4)   Abatement project monitoring and project oversight inspection services 
(5)   Contractor quality control monitoring and inspections 
(6)   Construction management support services (including project scheduling, project
coordination assistance, document review, and project closeout assistance) 
(7)   Support and coordination of RMM work for Operations and Maintenance (O&M)
activities and capital projects 
(8)   Construction Safety Plan reviews and on-site safety inspections of construction
projects and sites. 
(9)   On-site safety training including: asbestos, lead and silica awareness. 


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

COMMISSION AGENDA  Action Item No.__4b__                    Page 4 of 5 
Meeting Date: October 24, 2017 
Schedule 
Per the procurement schedule developed by the Central Procurement Office, the execution
date for these contracts is expected to be in February 2018. Each contract will have an ordering
period of three years, ending in February 2021. 
Activity 
Commission authorization               2017 Quarter 4 
Procurement complete                2018 Quarter 1 
Contract ordering period start              2018 Quarter 1 
Contract ordering period end              2021 Quarter 1 
Cost Breakdown 
Charges to these contracts will be funded by projects that have previously been authorized by
the Commission under separate requests. Consequently, there is no budget or funding request
associated with this authorization. 
ALTERNATIVES AND IMPLICATIONS CONSIDERED 
Alternative 1  Prepare a separate procurement for each of the above services. 
Pros: 
(1)   Smaller scopes of work reduce contract amounts and the resources needed to procure
each contract. 
(2)   Higher potential for small business participation with smaller scopes of work. 
Cons: 
(1)   The dollar amount associated with each individual RMM service may not require a
competitive procurement process for each contract. 
(2)   Scopes of work may be too small and reduce interest from potential bidders. 
(3)   This option would not be the most efficient use of Port resources, as it would result in
procurement and management of multiple low dollar contracts for related services. 
This is not the recommended alternative. 
Alternative 2  Provide the necessary services with Port staff. 
Pros: 
(1)   Around-the-clock coverage for regulated materials issues. 
(2)   Consistent report formats for good faith inspections, abatement closeout reports and
other air monitoring reports. 
Cons: 
(1)   During project work, the Port often experiences spikes that require around-the-clock
coverage. Providing Port staff to that could respond to these needs on an on-call basis 
would require PCS to hire additional full-time staff for swing and graveyard shifts.
Since the need for these services is intermittent and dependent on project schedules,

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

COMMISSION AGENDA  Action Item No.__4b__                    Page 5 of 5 
Meeting Date: October 24, 2017 
there would be periods of time where these individuals would not have work. As fulltime
employees, they would be paid a salary regardless. This would not be an efficient
use of the Port's resources. 
(2)   Some of the referenced work requires specialized certifications that are not practical
for Port staff to maintain. 
(3)   Consultants provide a form of "third party insurance" by verifying regulated materials
controls and abatement work on behalf of the Port. This minimizes the Port's risk
associated with RMM work. Providing Port staff to perform verification would
eliminate the benefits of third party verification. 
This is not the recommended alternative. 
Alternative 3  Prepare one Category III Procurement that includes all of the above services in
the scope of work, and issues three indefinite delivery, indefinite quantity (IDIQ) contracts. 
Pros: 
(1)   This alternative ensures a competitive process. 
(2)   This alternative provides Port staff with the information and tools needed to respond
in a timely manner for requested services. 
(3)   This alternative provides the resources to cover multiple projects simultaneously. 
(4)   This alternative allows for intermittent coverage as dictated by project needs. 
Cons: 
(1)   Lower potential for small business participation. However, participation by subcontractors
(e.g., laboratories) that are small businesses is likely. 
This is the recommended alternative. 
FINANCIAL IMPLICATIONS 
Charges to these contracts will be funded by projects that have previously been authorized by
the Commission under separate requests. Consequently, there is no budget or funding request
associated with this authorization. 
ADDITIONAL BACKGROUND 
In 2015, the Port issued three contracts ($500,000 each) for similar services. One of these
contracts will expire on February 1, 2018; the other two will expire on April 1, 2018. 
ATTACHMENTS TO THIS REQUEST 
None 
PREVIOUS COMMISSION ACTIONS OR BRIEFINGS 
None 

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