8c. Memo
Civil Design Support Services IDIQ
COMMISSION AGENDA MEMORANDUM Item No. 8c ACTION ITEM Date of Meeting May 24, 2022 DATE: May 13, 2022 TO: Stephen P. Metruck, Executive Director FROM: Eileen Francisco, Director, Aviation Project Management Group SUBJECT: Indefinite Delivery Indefinite Quantity (IDIQ) Service Agreement for Civil Design Support Services Amount of this request: $0 Total maximum contract cost: $5,000,000 ACTION REQUESTED Request Commission authorization for the Executive Director to execute one indefinite delivery indefinite quantity (IDIQ) professional service agreement for civil design support services in support of multiple capital improvement program projects at Seattle-Tacoma International Airport. The maximum value of the contract is $5,000,000 with a contract ordering period of five years. EXECUTIVE SUMMARY There are several capital improvement program projects proposed to occur at Seattle-Tacoma International Airport over the next five years that would require civil design support services. Procuring an IDIQ professional service agreement for civil design support services would support the completion of these projects and minimize overall contract administration costs. Competitively procured IDIQ contracts are widely used public-sector contracting tools, consistent with the Port's General Delegation of Authority, and governed by CPO-1 policy. There is no funding request associated with this authorization; funding to utilize this contract will come separately from individual project authorizations. JUSTIFICATION Traditionally, the Port has utilized larger project-specific professional service agreements or inhouse design support to provide civil design support services. Given the growth in the Port's capital improvement program it was determined that a civil IDIQ professional service agreement would be appropriate to supplement these services given the number, size and scope of the capital improvement projects. Template revised January 10, 2019. COMMISSION AGENDA Action Item No. __8c__ Page 2 of 3 Meeting Date: May 24, 2022 The contract would be available to meet the needs of the Aviation Division and would allow the Port to respond to future design service needs efficiently and cost effectively. Diversity in Contracting The Aviation Project Management Group will work with Diversity in Contracting to establish WMBE goals for this contract. The existing civil design support services IDIQ contract has a WMBE goal of 10%. DETAILS The contract is intended to provide civil design support services for a range of anticipated projects located on the landside of the Airport. Anticipated design services could include civil, structural, geotechnical, architecture, landscape architecture, mechanical, and electrical disciplines. The range of projects could involve improvements to roadways, surface lots, elevated structures, garage structures, storm drainage facilities, and landscaping. This request is to execute one contract valued at up to $5,000,000. The contract will have a five-year contract ordering period during which time services may be separately authorized in a service directive. The Port will not issue any service directives that will exceed the contract's maximum value or after expiration of the contract ordering period. In April 2021 the Port executed an IDIQ contract to provide civil design support services for a range of anticipated projects located on the landside of the Airport. This contract has a total contract value of $4,000,000 and is currently supporting five separate projects. Less than ten percent of the contract value remains unprogrammed so additional contract capacity is required. ALTERNATIVES AND IMPLICATIONS CONSIDERED Alternative 1 Separate procurement for each project. Cost Implications: $0 Pros: (1) Procuring six or more separate contracts would allow more procurement opportunities and more firms may be the prime consultant. Cons: (1) This alternative will increase overhead and administrative cost to the Port as we would need to manage more procurement processes and contracts. (2) This alternative would add four to six months to each project schedule to complete the procurement process. IDIQ contracts allow the Port to start the consultant working more quickly. Template revised June 27, 2019 (Diversity in Contracting). COMMISSION AGENDA Action Item No. __8c__ Page 3 of 3 Meeting Date: May 24, 2022 (3) Cost to the consulting community will increase as they are responding to multiple procurements. This is not the recommended alternative. Alternative 2 One solicitation for a single contract. Cost Implications: $0 Pros: (1) This alternative will minimize the number of procurement processes necessary for timely completion of projects and reduce overhead and administrative cost to the Port. (2) Cost to the consulting community would decrease as they are responding to one procurement. (3) One contract with a contract value of $5,000,000 would support better contract utilization given the range of projects potentially supported. Cons: (1) The region's Architectural and Engineering firms have expressed to the Port of Seattle that IDIQ contracts are difficult to support since it is difficult to predict what staff is needed. This is the recommended alternative. FINANCIAL IMPLICATIONS There is no funding request directly associated with this authorization. No work is guaranteed to the selected consultants and the Port is not obligated to pay a selected consultant until a service directive is executed. The budget for work performed under each agreement will come from individual service directives authorizing the consultant to perform specific work on the contract against approved project authorizations and within the total contract amount. ATTACHMENTS TO THIS REQUEST None PREVIOUS COMMISSION ACTIONS OR BRIEFINGS None Template revised June 27, 2019 (Diversity in Contracting).
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