PORT OF SEATTLE
MEMORANDUM

COMMISSION AGENDA            Item N0.     5b

Date of Meeting    June 7, 2011

DATE:   May 27, 2011

TO:     Tay Yoshitani, Chief Executive Ofcer

FROM:   W. Allan Royal, Manager, Real Estate Development Wk

SUBJECT:  Authorization to execute an Indenite Delivery, Indenite Quantity Professional
Service Agreement for Various Real Estate Services.

Amount of This Request: $ 0.00   Source of Funds: N/A

State and Local Taxes Paid: $ N/A     Jobs Created: N/A

Total Estimated Project Cost: $2,500,000

ACTION RESQUESTED:

Authorization for the Chief Executive Ofcer to execute an Indenite Delivery/Indenite
Quantity (IDIQ) contract for Real Estate Services for the Seaport, Real Estate, Aviation and
Capital Development Divisions. The contract will be three years (one year with 2 oneyear
options) and will be for a total not to exceed $2,500,000.

SYNOPSIS:

The Real Estate Division proposes to execute an IDIQ contract with a qualied rm to provide
various real estate services to the Seaport, Real Estate, Aviation and Capital Development
Divisions. The contract will provide a wide variety of services such as Appraisals, Space
Flaming, Title Reports and Research. A comprehensive list is noted in the Scope of Work. The
Ofce of Social Responsibility is providing a recommendation for small business participation.
The broad Scope of Work provides an excellent opportunity for small business subcontractors.

BACKGROUND:

The Commmission approved the current Real Estate IDIQ contract in June of 2009. At that time
the best estimates for volume of work for three years was $500,000. This amount has proved to
be insufcient since the dollar limit will be exhausted in the rst 14 months. By their nature,
IDIQ contracts have unknown and unforeseen demands that exhausted the rst IDIQ earlier than
expected.

COMMISSION AGENDA
Tay Yoshitani, Chief Executive Ofcer
May 27, 2011
Page 2 of 3


Utilizing an IDIQ contract allows a more efcient, cost-effective way to respond to service
needs. Staffplans to award one contract to a prime consultant that will likely need to team with
a number of subconsultants to provide all the services requested. This approach should simplify
the contracting process among the interested rms. Experience derived from the current Real
Estate IDIQ indicates that many of the subconsultants teamed with multiple prime consultants
and therefore interviewed for the work several times. Creating more than one contract will more
than likely repeat this cumbersome situation. Staff therefore recommends one contract and
anticipates many subconsulting opportunitites. Staff will consult with the Ofce of Social
Responsibility to establish appropriate small business goals.

The proposed contract amount reects historic usage and the forecasted work of each discipline
identied in the acquisition planning process.
PROJECT SCOPE OF WORK AND SCHEDULE:

Scope of Work:

The Scope of Work may include:
Property Acquisition and Disposition
Relocation in compliance with the Uniform Act 49CFR24
Right-of-way
Easements
Street Vacations
Appraisals
GIS mapping and database management
Property Management
Trafc Analysis
Environmental Assessments
NEPA/SEPA
Title Reports
Feasibility analysis both Market and Financial
Entitlement Negotiations
Property/building sustainability
Forecasting for the Port's short term and long term real estate needs with the
methodology for assessing the needs
Space Planning
0  Conduct research and submit reports on market data with prices and trends

0  Review market standards for lease/acquisition pricing, provisions and Landlord]Seller
concessions
0  Assist in developing the Port's lease/acquisition/disposition criterion

COMMISSION AGENDA
Tay Yoshitani, Chief Executive Officer
May 27, 201 1
Page 3 of 3

0  Assist in developing benchmarks and best practices related to acquisition, disposition and
lease administration
0  Review, analyze and present proposals including evaluation matrices

0  Draft Letters of Intent, Request for proposal and other Real Estate documents

0  Brokerage Services

Individual Service Directives will be negotiated and processed before any work is performed.
Service Directives, consisting of a Scope, Fee Agreement and Schedule will be approved in
accordance with Resolution 3628 and will be executed in accordance with EX2.

The current IDIQ may be exhausted by the end of October, 2011. The new IDIQ is expected to
be advertised in June 2011 with contract execution in October, 2011.

FINANCIAL IMPLICATIONS:

Charges to this contract will be from projects which have already been authorized within
established procedures. Consequently, there is no funding request associated with this
authorization.
ALTERNATIVES CONSIDERED AND THEIR IMPLICATIONS:

1. Individual procurements. Prepare separate procurements each time real estate services are
needed in any discipline. This option would not be the most efcient use of Port resources. It
would result in multiple low dollar contracts for similar services as well as delay projects as
individual procurements are sent out for bid. This is not the recommended alternative.

2. Execute a Real Estate Services IDIQ contract for $2,500,000. This alternative ensures a
competitive process, encourages small business participation, and provides staff with the tools
needed to respond in a timely manner to request for service. This is the recommended
alternative.

PREVIOUS COMMISSION ACTION:

0  On June 9, 2009, the Commission authorized an initial Real Estate IDIQ contract in amount
not to exceed $500,000.