Item 5d Memo

COMMISSION AGENDA            Item No.          5d 
Date of Meeting       June 9, 2009 
DATE:    May 12, 2009 

TO:      Tay Yoshitani, Chief Executive Officer 
FROM:    Raymond P. Rawe, Director, Engineering Services 

SUBJECT:  Advertise and execute a group of ID/IQ (Indefinite Quantity  Indefinite Delivery)
Service Agreements to support the Engineering department 

Authorization for the Chief Executive Officer to advertise and execute a group of ID/IQ
(Indefinite Quantity  Indefinite Delivery) Service Agreements to support the seven scopes of
work for the Engineering department. 

CPO-1 allows the Port to execute ID/IQ Projects types of Service Agreements to provide
Consultant services to meet Port needs. Existing open order Service Agreements are expiring
within the next several months. In order to provide Consultant services to support capital project
delivery needs, new contracts are necessary. These series of Service Agreements will be
procured within the limits of CPO-1, with Service Directives executed to authorize work for
specific projects. This action authorizes forming "empty" contracts: funds for work under the
contracts will be approved as part of Operating Budgets or on a project basis. 

The number of outside technical Services Agreements that the Port enters into is substantial and
there is a significant amount of effort and time required to process each agreement. As an
example, some of the administration activities required include: long lead time advertisements,
consultant interviews, consultant selection and negotiation, contract preparation, and insurance
requirements. These activities inhibit rapid response and reduce the management and staff time
available for other engineering and construction activities. Significant economics and
efficiencies can be obtained by reducing the number of selection processes. Over 100 total
projects are identified as having committed costs for identified for the next three years.
The ID/IQ type of Service Agreements contracts take advantage of these efficiencies and
consolidate multiple tasks into one consultant agreement. The name of this type of contract
(ID/IQ) is borrowed from federal contracting practices. This open order type of contract

Tay Yoshitani, Chief Executive Officer 
May 12, 2009 
Page 2 of 3 

approach is common among many public agencies, such as the Corps of Engineers, U. S. Coast
Guard, Washington State Department of Transportation and King County.  This type of contract
is also a good vehicle for new businesses and small businesses interested in doing business with
the Port to showcase their firm's capabilities. 
ID/IQ 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. 
In June 2009, Engineering Services plans to advertise for a series of ID/IQ contracts. The goal is
to have these Service Agreements in place by the end of August 2009. 
Each contract will have a separate Request for Qualifications (RFQ) prepared and advertised
sequentially. Each RFQ will include goals for small business participation. Each design contract
will have a Contract Ordering Period (during which the design services for the listed projects
may be separately authorized) of three years. . 
The types, numbers, amounts and durations of consultant services are established based on
projected needs of the Capital Improvement Programs for Aviation, Seaport and the Real Estate
divisions. The individual selection committees can award multiple smaller contracts within the
requested amounts listed below based upon the consultant submittals and Port goals for small
business opportunities.
Service Agreements anticipated for solicitation by Engineering include: 
Construction Testing and Inspection                $ 600,000 
Construction Safety                            $ 200,000 
Construction Safety Training                     $ 15,000 
Construction Auditing Services                    $ 250,000 
Survey                                   $ 300,000 
Utility Locate Services                           $ 200,000 
Document Control Services                     $ 200,000 
1.  Do nothing - Under this alternative the Port's Engineering Department would not proceed
with advertising and awarding ID/IQ type of Services Agreements. This alternative would
require the lengthy and costly process of selecting consultants for each task, thus requiring
increased lead time, additional management oversight, additional administrative preparation,
and increased advertising fees. This is not a viable alternative if the Port is committed to

Tay Yoshitani, Chief Executive Officer 
May 12, 2009 
Page 3 of 3 

Best Practices for capital project delivery and meeting our business sponsor needs. 
2.  Delay the advertisement and award of these ID/IQ contracts. Existing contracts are near
their contract limits or are set to expire by the summer of 2009. D elays in contract
procurement may cause suspension of work assignments, project impacts, schedule delays
and increased costs.
3.  Advertise and execute ID/IQ Services Agreements to allow for the efficient and cost
effective use of Consultants to provide the technical services required by Engineering.
This is the recommended alternative. 
Source of Funds: 
There is no funding request associated with this authorization. Individual Service Direct ives will
be executed to authorize the Consultant to perform any specific work on the contract against
approved project authorizations. 
These ID/IQ contracts create opportunities for small businesses participation. 
The ID/IQ contracts will be limited to the three (3) year duration allowed by the CPO-1 policy
and will be defined in the solicitation documents. 

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