COMMISSION 
AGENDA MEMORANDUM                        Item No.          6d 
ACTION ITEM                            Date of Meeting     February 27, 2018 
DATE: 
TO:        Stephen P. Metruck, Executive Director 
FROM:    Ralph Graves, Senior Director, Capital Development 
Janice Zahn, Assistant Engineering Director, Construction Services 
Garry Ensley, Manager Survey & Mapping Services, Engineering 
SUBJECT:  Engineering Special Testing, Inspection and Investigation Services IDIQs and Survey
and Mapping Services IDIQs 
Amount of this request:                    NONE 
Total estimated project cost: 
ACTION REQUESTED 
Request Commission authorization for the Executive Director  to execute: 1)  up to four 
indefinite delivery, indefinite quantity (IDIQ) consulting agreements for services related to
special testing, inspection and investigation, with a cumulative total amount not to exceed $2 
million; and 2) up to two indefinite delivery, indefinite quantity (IDIQ) consulting agreements
for survey and mapping services with a cumulative total amount not to exceed $1 million, in
support of various Port projects. No funding is associated with this request. 
EXECUTIVE SUMMARY 
As a condition of construction permits, Building Officials require independent special
inspections in addition to the inspections performed by Construction Management inspectors 
or  the  contractors.  The  requirements  may  include  structural  and  geotechnical  special
inspections. Special inspection agencies evaluate components of construction that are critical
to the safety of the structure and site stability. The project owner selects and pays the special
inspection agencies; however the special inspection agencies provide inspection information to
the Building Official. Special Inspection agencies are typically independent, third party entities.
Additionally, in the instance that a contractor performs testing, the Port may hire a testing and
inspection firm to provide oversight. 
These contracts will provide the Survey and Mapping Department the flexibility to meet project
requirements as they arise through augmenting Survey and Mapping Staff with outside
consultants. The tasks and services that these contracts will provide on projects are, but not
limited to, Topography Surveys, 3D Scanning, As built Surveys, Easement and Lease legal

Template revised September 22, 2016.

COMMISSION AGENDA  Action Item No. 6d                                  Page 2 of 4 
Meeting Date: February 27, 2018 
descriptions and exhibits, Property Surveys, GPS Surveys, Bathymetry Surveys, Land Title 
Surveys, etc. 
The Port intends to advertise a Special Testing, Inspections and Investigations Services IDIQ 
procurement with the goal to execute up to four contracts: one valued at $1.1 million which 
will be awarded to the highest ranked firm; and the other three contracts, valued at $300k
each, awarded to the 1st, 2nd, and 3rd highest-ranked small business enterprise firms.
The Port will advertise a separate procurement for Survey and Mapping Services IDIQ. The
intent is to award two contracts: one valued at $700k to the highest ranked firm; and the
second valued at $300k to the highest-ranked small business enterprise firm.  For both
procurements, Small Business will evaluate an appropriate small business goal. 
This authorization will only authorize the execution of the contracts. A service directive will be
issued for each project authorizing the consultant to perform a specified scope of work only
after staff has received authorization for the project in accordance with Port policies and
procedures. Each contract will have a base contract period of one (1) year and three (3) option
years in which the services may be separately authorized.  The actual contract duration may
extend beyond four (4) years in order to complete the work identified in a particular service
directive.  The Port will not issue service directives in excess of each contract's value or after
expiration of the contract ordering period. 
JUSTIFICATION 
Within the next four (4) years, over 65 projects are identified as having construction costs over
$300,000 per project. To support the special testing, inspection and investigation services (e.g.
concrete strength tests, soil density testing and structural steel testing)  and Survey and
Mapping services on these projects, a request for proposal (RFP) would be issued to execute
multiple IDIQ contracts to provide these services. The types, numbers, amounts, and durations
of consultant services are established based on projected needs of the Capital Improvement
Programs for Aviation, Maritime, and the Economic Development Divisions.
DETAILS 
Staff anticipates issuing up to four (4) IDIQ contracts to provide special testing and inspection
consultant services to support construction projects for all core business units. The current
agreements expire May of 2018. Special testing and inspection services may include concrete
strength tests, soil density testing, and structural steel testing.  It is anticipated that there will
be up to two (2) Survey and Mapping IDIQ contracts issued. The current agreement is set to
run out of funds based on the current workload by May, 2018.
With the anticipated project workload and the fluctuating market, IDIQ contracts provide the
Port with the flexibility to meet business requirements as they arise by issuing individual service
directives to accomplish tasks within a general, pre-defined scope of work on an as-needed

Template revised September 22, 2016; format updates October 19, 2016.

COMMISSION AGENDA  Action Item No. 6d                                  Page 3 of 4 
Meeting Date: February 27, 2018 
basis for a fixed period of time and a maximum contract amount.  The Port's Small Business
Office will assist in identifying any small business opportunities prior to the time of public
advertisement. The RFP will include goals for small business participation.

ALTERNATIVES AND IMPLICATIONS CONSIDERED 
Alternative 1  Procure individual project specific contracts - 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 best practices for
capital project delivery and meeting our business sponsor needs. This is not the recommended
alternative. 
Cost Implications: Additional staff soft costs and management, higher costs on individual tests
and survey and mapping services. 
Pros: 
(1)   None 
Cons: 
(1)   Projects  being  slowed  down  or  put  on  hold  in  order  to  procure  a  testing  and
inspection consultant 
(2)   Higher costs associated with tests 
This is not the recommended alternative if the Port is committed to best practices for capital
project delivery and meeting our business sponsor needs. 
Alternative 2  Advertise and execute up to six (6) IDIQ services agreements to allow for the
efficient and cost effective use of consultants to provide the technical services required by
Engineering.
Cost Implications: None 
Pros: 
(1)   Efficient and cost effective use of consultants time and rates 
Cons: 
(1)   None 
This is the recommended alternative. 
FINANCIAL IMPLICATIONS 
There is no funding being requested in this memo. Individual service directives will be executed
to authorize the Consultant to perform any specific work on the contract against approved
project authorizations. 

Template revised September 22, 2016; format updates October 19, 2016.

COMMISSION AGENDA  Action Item No. 6d                                  Page 4 of 4 
Meeting Date: February 27, 2018 
ATTACHMENTS TO THIS BRIEFING 
None 

PREVIOUS COMMISSION ACTIONS OR BRIEFINGS 
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Template revised September 22, 2016; format updates October 19, 2016.