PORT OF SEATTLE 
MEMORANDUM 
COMMISSION AGENDA               Item No.      4c 
ACTION ITEM 
Date of Meeting     April 28, 2015 
DATE:    April 21, 2015 
TO:      Ted Fick, Chief Executive Officer 
FROM:   Lindsay Pulsifer, General Manager, Marine Maintenance 
SUBJECT:  Contract for HVAC Maintenance Services 
Amount of This Request:         $600,000      Source of      Operating Budget 
Funds: 
Est. State and Local Taxes:         $52,600
ACTION REQUESTED 
Request Commission authorization for the Chief Executive Officer to execute a contract for
Heating, Ventilation and Air Conditioning (HVAC) Maintenance Services for equipment at the
Port of Seattle waterfront properties. The estimated cost of this contract is $600,000 and the
contract will be for two years. 
SYNOPSIS 
The Port of Seattle has 11 waterfront properties and this contract will provide ordinary and
routine maintenance of the HVAC system. . 
BACKGROUND 
Heating, Ventilation and Air Conditioning system maintenance and repairs require the services
of trained and licensed technicians. The work is highly specialized, and lies outside the skills of
our internal work forces. This work has historically been performed by a maintenance contractor.
The Port of Seattle historically has performed HVAC Maintenance Services through a purchased
service contract. The current contract with MacDonald-Miller is expiring. Marine Maintenance
desires a new contract for full service maintenance on the waterfront HVAC systems. 
Equipment Locations: 
Pier 66 
Pier 69 
Fisherman's Terminal 
Shilshole Bay Marina 
Terminal 102 
Terminal 30 (Police Station) 
Terminal 106 

Template revised May 30, 2013.

COMMISSION AGENDA 
Ted Fick, Chief Executive Officer 
April 21, 2015 
Page 2 of 4 
Terminal 90/91 
World Trade Center East Garage 
World Trade Center North Garage 
Marine Maintenance 
PROJECT JUSTIFICATION AND DETAILS 
Project Objectives 
The objective of this request is to allow the Marine Maintenance Department to continue
to maintain the waterfront HVAC systems in an effective and efficient manner, ensuring
Port assets continue to operate appropriately. 
These 370+ components provide heating and cooling for critical equipment, tenants, and
employees of the Port. 
This contract will be bid as a hybrid contract with a Purchased Service component and a
Public Work On-Call Small Works Construction component. The result will be two
separate contracts awarded to the successful bidder. The Purchased Service contract is
for annual preventive and predictive maintenance (this request).  The Small Works
contract is for repair services above and beyond ordinary maintenance. The basis of
award for both contracts shall be the cumulative total from the Purchased Service
Agreement bid and the Small Works Construction bid. 
The project manager will coordinate with the Office of Social Responsibility to maximize
small business participation. 
Scope of Work 
The scope of work is to provide all preventive, predictive, corrective, and emergency
maintenance on the 370+ HVAC components presently installed and operational at 11 
waterfront locations. In addition, as new equipment becomes active, maintenance of that
equipment will be incorporated into this scope of work. 
FINANCIAL IMPLICATIONS 
Year        Annual Maintenance      Sales Tax       Total 
Estimate 
2015           $136,850      $13,150      $150,000 
2016           $273,700      $26,300      $300,000 
2017           $136,850      $13,150      $150,000 
Total                   $547,400       $52,600       $600,000

COMMISSION AGENDA 
Ted Fick, Chief Executive Officer 
April 21, 2015 
Page 3 of 4 
Budget Status and Source of Funds 
This is not a request for funding. The 2015 expense is included in the Marine Maintenance
annual budget. Future years will also be budgeted in Marine Maintenance. 
STRATEGIES AND OBJECTIVES 
This project aligns with the Port's objective to be the greenest and most energy efficient port in
North America by meeting all increased energy needs through conservation and renewable
sources. 
ALTERNATIVES AND IMPLICATIONS CONSIDERED 
Do not perform monthly maintenance and only do repairs as needed. Pros: Potentially
less expensive for a short period until breakdown frequency accelerates. Cons: Because
the equipment requires specialized technicians and the Port does not presently employ
any of those technicians directly, we will be unable to maintain the systems as they 
should properly be maintained. Equipment failures will eventually occur. A Small Works
contract would still be needed for repair work, which could be done on an "as-needed"
basis, but annual repair costs would be significantly higher.  Also, it is difficult to
encourage contractors to bid on contracts that do not include scheduled maintenance
because "as-needed" repairs are not guaranteed. 
Hire and train an HVAC Technician at Marine Maintenance. Pros: A single technician
would be more knowledgeable about the Port's assets. Maintenance records would be
kept in our database instead of the contractor's system. Cons: Hiring a represented
worker who can work on other mechanical and plumbing systems would be viable for
routine work, but is jurisdictionally difficult since this work spans the jurisdictions of
three or more unions. Preventive and expected maintenance hours require less than one
FTE. A small works repair contract would be needed for after hours and weekend
callouts. The cost of such services would be at a premium. Marine Maintenance would
also have to purchase new tools and equipment for this work. 
Authorize a contract for  HVAC maintenance contract and a repair contract. This is the
preferred alternative.  Pros: Having a single contractor responsible for maintenance and
repair would be an attractive proposition to a contractor, provides clear accountability for
the Port, and is the most economical. Cons: To align with the small works repair
contract that will be awarded to the same contractor, this procurement would be limited
to two years. Awarding the maintenance portion to a different contractor every two years
may result in some loss of consistency and familiarity with the maintenance history. 
ATTACHMENTS TO THIS REQUEST 
None

COMMISSION AGENDA 
Ted Fick, Chief Executive Officer 
April 21, 2015 
Page 4 of 4 
PREVIOUS COMMISSION ACTIONS OR BRIEFINGS 
On April 13, 2010, the Commission approved a Full Service Mechanical Equipment
Maintenance Service contract for $2,200,000. S-00316612 was executed on October 10,
2010 for 1 year with four 1 year extensions.