Item 5c Memo


COMMISSION AGENDA             Item No.      5c 
Date of Meeting     June 9, 2009 
DATE:    May 19, 2009 
TO:      Tay Yoshitani, Chief Executive Officer 
FROM:    Mark Longridge, Capital Project Manager 
SUBJECT:  Procurement of a Group of up to 10 Indefinite Delivery, Indefinite Quantity
Professional Service Agreements 
Authorization for the Chief Executive Officer to enter into individual Indefinite Delivery,
Indefinite Quantity (IDIQ) contracts for Real Estate Services, Cranes, Docks, Buildings,
Infrastructure and Project Management services to be used to support Seaport, Real Estate,
Aviation and Capital Development Divisions' Service Directives. Total amount for all contracts
will not exceed $5,000,000. This action authorize s forming "empty" contracts: funds for work
under the contracts will be approved as part of Operating Budgets or on a project basis. 
In accordance with the Port's mission to create economic vitality and of our strategy to be a high
performance organization, Seaport Project Management proposes to advertise and select
qualified firms to provide Real Estate Services, Cranes, Docks, Buildings, Infrastructure and
Project Management services to Seaport, Real Estate, Aviation and Capital Development
The current plan is to award up to 10 contracts ranging in value from $250,000 to $750,000. The
contract amounts and distribution of work are based on historic usage and forecasted work of
each discipline as identified in acquisition planning.
In accordance with CPO-1 guidelines, each individual contract will not exceed $750,000 and will
have a maximum duration of three years. 
The Port enters into a substantial number of Service Agreements each year. Each requires a
significant amount of time and paperwork to process.

Tay Yoshitani, Chief Executive Officer 
April 22, 2009 
Page 2 of 3 
Over the last three months, staff held three acquisition planning meetings to identify how best to
acquire the proposed services and ensure the procurement process meets Central Procurement
Office's Procedures for Personal and Professional Services (CPO-1) standards. 
These are relatively small contracts that should provide opportunities for small business
Utilizing IDIQ contracts allows a more efficient, cost-effective way to respond to service
requests. This type of open order contract is commonly used among many public agencies such
as the Corps of Engineers, Navy, Coast Guard, King County, and the Washington State
Department of Transportation. 
IDIQ contracts will be procured according to the process detailed in CPO-1, which became 
effective January 31, 2009. The contracts will be written with specific not-to-exceed amounts 
and for a maximum of three years. Individual Service Directives will be negotiated and
processed before any work is performed. Service Directives, consisting of a Scope, Fee 
Agreement and Schedule, will not be established until the project has been approved in
accordance with Resolution 3605 and will be executed in accordance with EX-2. 
Contract Type          Example Work        Duration  Maximum Value 
Real Estate Services     Appraisals, street vacations        3 years     $750,000 
Cranes             Design, inspections, certifications    3 years    $750,000 
Docks            Planning, structural/marine/       3 years    $500,000 
electrical design, inspections, permit            $500,000 
Buildings           Planning, structural/mechanical/     3 years     $500,000 
electrical design, permit 
Infrastructure          Civil/utility design, permit          3 years     $500,000 
Project Controls/      Projects or task oversight,         3 years     $500,000 
Management        estimating, project controls              $500,000 
1.   Prepare separate procurements each time services are needed in any discipline. This option
would not be the most efficient use of Port resources, as it would result in multiple low
dollar contracts for similar services. This is not the recommended alternative. 
2.   Prepare one Category III procurement for each specialized service area. 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.

Tay Yoshitani, Chief Executive Officer 
April 22, 2009 
Page 3 of 3 
Charges to these contracts will be from projects which have already been authorized within
established procedures. Consequently, there is no funding request associated with this
Each Service Directive will specify the schedule associated with the tasks involved. The
contracts themselves will be awarded for a maximum of three years. 
On April 21, 2009, the Commission authorized the first request for IDIQ contracts as established
by CPO-1.

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