COMMISSION 
AGENDA MEMORANDUM                        Item No.          8f 
ACTION ITEM                            Date of Meeting      December 14, 2021 

DATE:     November 23, 2021 
TO:        Stephen P. Metruck, Executive Director 
FROM:    Wayne Grotheer, Director, Aviation Project Management Group 
SUBJECT:  Architect Services IDIQ Contracts 
Amount of this request:                        $0 
Total estimated contract capacity:      $9,000,000 
ACTION REQUESTED 
Request Commission authorization for the Executive Director to execute up to three professional
services indefinite delivery, indefinite quantity (IDIQ) contracts for architectural services for a
total capacity not to exceed $9 million. Each contract will include a fifteen percent goal for 
Women and Minority-owned Business Enterprises. There is no funding associated with this
request 
EXECUTIVE SUMMARY 
The Aviation Project Management Group (AVPMG) utilizes indefinite delivery, indefinite quantity
(IDIQ) contracts to meet highly variable workload projections for architect services. The existing
architectural service IDIQ contracts established in 2017, with a total value of $9,000,000, have
either been fully committed or contract time has expired. We anticipate that this request will
provide the necessary architectural services to meet AVPMG needs for the next three to five
years. 
JUSTIFICATION 
The demand for design services on airport projects is increasing. The Airport is adding substantial
amounts of new capital projects each year. To support the increasing and dynamic business
requirements of SEA, AVPMG requires flexibility in obtaining design services. The IDIQ contracts
provide flexibility through project-specific service directives that allow project architectural 
services, which includes engineer sub consultants as part of the architect team, to be provided
on an as-needed basis for a fixed period and a maximum contract amount. These contracts will
also be available to other Port departments. Without these IDIQ contracts, individual project
procurements would be required, which are less efficient than a single procurement, that can

Template revised January 10, 2019.

COMMISSION AGENDA  Action Item No. _8f_                                 Page 2 of 4 
Meeting Date: December 14, 2021 
serve numerous projects. Individual procurements would increase costs and increase time to
each project schedule, which would delay completion of design and construction. 
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 and a maximum contract amount. Competitively
bid IDIQ contracts are a widely used public sector contracting tool, consistent with the Port's
General Delegation of Authority, and governed by CPO-1 policy. We expect that many new and
current projects not yet at the design stage will utilize the contract architects and engineers. 
Examples of projects designed by consultants under previous IDIQ contracts include the Airport
Lost and Found, Airport Employee Services Center and Central Terminal Enhancements. 
Diversity in Contracting 
The Diversity in Contracting Department has established a fifteen percent (15%) Women and
Minority-owned Business Enterprise (WMBE) aspirational goal and inclusion plan for each
contract. 
DETAILS 
This request is to execute up to three contracts: the three contracts will be valued at $3 million
each and will be awarded to the highest-ranked qualified firms. In the event the Port determines
that there are not enough applicant firms with sufficient qualifications to perform this work, the
Port may award fewer contracts and increase capacity of the awarded contracts to the selected
firms for a total capacity not to exceed $9 million. 
Each contract will have a five-year ordering period, a three-year duration plus 2 one-year options
to extend. Service directives may be issued at any time during the contract-ordering period. Work
may be performed after expiration of the ordering period. The total value of all service directives
issued on a contract will not exceed the contract value. 
Budgets to utilize these contracts will come separately from individual project authorizations. 
Schedule 
It is estimated that these contracts will be executed by Q2 2022 and will have a five-year ordering
period, a three-year duration plus 2 one-year options to extend. The contract duration may
extend beyond that period to allow work begun earlier to be completed. 
ALTERNATIVES AND IMPLICATIONS CONSIDERED 
Alternative 1  Do not procure Architect Services IDIQ contracts. Each project would individually
procure its own architect services as needed. 


Template revised June 27, 2019 (Diversity in Contracting).

COMMISSION AGENDA  Action Item No. _8f_                                 Page 3 of 4 
Meeting Date: December 14, 2021 
Cost Implications:  Each project would expend additional administrative costs to procure
individual architect services. 
Pros: 
(1)   Defers the administrative cost of procurement to a later date when individual projects 
each do their own procurement. 
Cons: 
(1)    Increased cost for individual project procurements rather than a more efficient single
procurement of IDIQ contracts. 
(2)    Each individual project would have to procure architect services, which will add time to
each project schedule to complete the procurement process. This will delay completion
of design and construction. 
This is not the recommended alternative. 
Alternative 2  Hire new full-time architect as needed to meet project design workload forecasts. 
Cost Implications: A potential savings for one full time FTE is approximately $1 million realized
over a 5-year period, compared to hiring a consultant. This potential savings could be offset by
other factors that are likely to occur. 
Pros: 
(1)    Lower cost than consultant architects and engineers. 
(2)    Institutional knowledge is built by Port Staff. 
Cons: 
(1)    Consultant architects and engineers with specialized skills might still need to be hired
when Port staff skills do not meet the design needs of a particular project. 
(2)    Projects that cannot be efficiently scheduled with staff designers would have to be
prioritized and wait for staff to become available or be independently outsourced. 
(3)    Limited knowledge of future projects at time of annual budgeting means mid-year
budget adjustments may be required. 
(4)    The Port takes on the risk for design errors and omissions. 
This is not the recommended alternative. 




Template revised June 27, 2019 (Diversity in Contracting).

COMMISSION AGENDA  Action Item No. _8f_                                 Page 4 of 4 
Meeting Date: December 14, 2021 
Alternative 3  Prepare a single procurement to contract up to three architect services firms. 
Cost Implications: $9,000,000 maximum value for a 5-year ordering period. This request is for $0
since the costs would be paid by individual projects that issue Service Directives under the
contract. 
Pros: 
(1) Ability to balance consultant workload capacity with Port requirements, providing timely
completion of projects 
(2)    Procurement of IDIQ contracts that can be used by multiple projects avoids additional 
administrative costs that would otherwise be incurred if each project had to procure
individual services contracts 
(3)    Highest level of flexibility  architect teams are added or removed as needed to meet
demand 
(4)    Provides opportunities to architect services firms 
(5)    Provides opportunities to WMBE firms 
Cons: 
(1)    IDIQ contracts are not tailored to the specific needs of the projects that may use them 
(2)    IDIQ contracts cannot be enlarged or have their contract ordering periods extended
which can make full utilization difficult to achieve 
(3)    Cost is higher for consultants than staff with comparable experience 
(4)    Multiple contracts would require greater administrative support 
This is the recommended alternative. 
FINANCIAL IMPLICATIONS 
Charges to these contracts will be from projects that will be authorized separately through
established procedures. Consequently, there is no funding request associated with this
authorization. The total cost for architect services will not exceed $9,000,000. No work is
guaranteed to the consultants and the Port is not obligated to pay the consultant until a service
directive is executed. After receiving authorization for each project in accordance with the
Master Delegation of Authority, the actual work will be defined, and the Port will issue individual
project-specific service directives. 
ATTACHMENTS TO THIS REQUEST 
None 
PREVIOUS COMMISSION ACTIONS OR BRIEFINGS 
None 

Template revised June 27, 2019 (Diversity in Contracting).