Item 5c memo


COMMISSION AGENDA             Item No.      5c 
Date of Meeting     May 12, 2009 
DATE:    April 22, 2009 
TO:      Tay Yoshitani, Chief Executive Officer 
FROM:    Mark Longridge, Capital Project Manager 
SUBJECT:  Procurement of Indefinite Delivery, Indefinite Quantity (IDIQ) Professional
Service Agreements 
Authorization for the Chief Executive Officer to enter into an Indefinite Delivery, Indefinite
Quantity (IDIQ) contracts for geotechnical and underwater diving services to be used to support
Seaport, Real Estate, Aviation and Capital Development Divisions Service Directives. IDIQ
contract for the services will not exceed $500,000 each for geotechnical and underwater diving,
for a total NTE amount of $1,000,000. 
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 two or
more qualified firms to provide Underwater Dive and Geotechnical services to Seaport, Real
Estate, Aviation and Capital Development Divisions. 
The Port enters into a substantial number of Service Agreements each year. Each requires a
significant amount of time and paperwork to process. 
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.

Tay Yoshitani, Chief Executive Officer 
April 22, 2009 
Page 2 of 2 
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. 
1.   Prepare separate procurements each time underwater dive or geotechnical services are
needed. 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
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 requests for service. This is the
recommended alternative. 
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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