COMMISSION 
AGENDA MEMORANDUM                        Item No.          8b 
ACTION ITEM                            Date of Meeting      January 26, 2021 
DATE:     January 6, 2021 
TO:        Stephen P. Metruck, Executive Director 
FROM:    Valarie Johnson, AVM Manager, Planning and Small Works 
Brendalynn Taulelei, AVM Senior Manager, Asset Management & Logistics 
SUBJECT:  Requesting Commission Authorization to Increase Contract Value for Small Works
Landscape Contract (SW-0319499) 
Amount of this request:       $13,100 
Total estimated project cost:   $313,100 
ACTION REQUESTED 
Request Commission authorization for the Executive Director to increase the previously
approved Small Works Landscape Contract amount (SW-0319499) from $300,000 to $313,100. 
EXECUTIVE SUMMARY 
In accordance with the Delegation of Responsibility and Authority to the Executive Director,
Section 4, provision 4.4, the Port is seeking authority to amend a small works contract over the
$300,000 small works contract dollar limitation established in RCW 53.08.120. In August 2018, a
Small Works Landscape Contract (SW-0319499) was executed with Plantscapes Inc. to perform
maintenance and landscape services at Seattle-Tacoma International Airport. In August 2020,
during closeout and reconciliation of the contract the Port of Seattle was notified by Plantscapes
Inc. that three months of payments had not yet been settled from 2019. This was the first the
Port of Seattle had been notified of missing payments. Upon further investigation, the Port of
Seattle determined the landscape services were received from the contractor for that time
period. The authorized work was over the Small Works statutory contract limit of $300,000.00.
The overage was a total of $13,021.09. The increased amount will cover additional invoice costs
totaling $13,021.09. The Small Works Landscape contract provides landscaping maintenance
services to Seattle-Tacoma International Airport. 
JUSTIFICATION 
The increase amount being requested through this authorization allows the Port to pay three
outstanding invoices for amounts owed to the Small Works landscaping contractor for services
rendered in 2019. This small works construction contract was completed in compliance with the
RCW 39.04.155 and Port policies and procedures, where the total estimated cost of the project

Template revised January 10, 2019.

COMMISSION AGENDA  Action Item No. 8b                                  Page 2 of 4 
Meeting Date: January 26, 2021 
work does not exceed the amount authorized by RCW 39.04.155 and RCW 53.08.120. However,
this Commission action is required where the total project cost is more than $300,000.
DETAILS 
In August 2020, during closeout and reconciliation of the contract, the Port of Seattle was notified
by Plantscapes Inc. that three months of payments had not yet been settled from 2019. This was
the first the Port of Seattle had been notified of missing payments. Upon further investigation,
the Port of Seattle determined the landscape services were received from the contractor for that
time period.  The authorized work was over the Small Works statutory contract limit of
$300,000.00. The overage was a total of $13,021.09. 
To ensure this situation does not recur, Aviation Maintenance and the Central Procurement
Office Construction Contracts Team implemented control measures to ensure that all invoices
are received in a timely manner and reconciled before beginning the process for closing out the
contract. The control measures include: 1) implementing a monthly landscape maintenance
status report from the service provider by the end of each month, and 2) this report will be
reviewed  and  validated  by  the  assigned  Aviation  Maintenance  Small  Works  Project
Manager/Controls Coordinator. 
Scope of Work 
This is an annual contract paid on a monthly flat rate for regular landscaping maintenance at
Seattle-Tacoma International Airport. The work includes furnishing all labor, tools, specialized
equipment, materials, supervision, and transportation to provide proper weed control, litter
removal, removal of cuttings, care, and maintenance for: irrigation systems, lawns, all planters,
landscaped areas, trees, shrubs, and other plant materials within the project limits for healthy
growth, neatly trimmed, and visually attractive landscaped areas. Time and material changes, by
Work Authorizations, may be required for events and activities such as irrigation repairs,
diseased/distress/dead plant replacement, herbicides, fertilizer, earth movement (slides),
plant/pest control, maintenance support for mitigation areas, tree topping, tree cutting, tree
removal, stump removal, hydro seeding and any other landscape/plant related items that are not
normally associated with the recurring general maintenance. 
Schedule 
The contract is substantially complete.  Upon  Commission authorization, the three (3) 
outstanding invoices can be paid and the contract will reach final completion. 




Template revised June 27, 2019 (Diversity in Contracting).

COMMISSION AGENDA  Action Item No. 8b                                  Page 3 of 4 
Meeting Date: January 26, 2021 
ALTERNATIVES AND IMPLICATIONS CONSIDERED 
Alternative 1  Do not authorize the additional funds of $13,100 over the $300,000.00 small
works contract amount; outstanding contractor invoices will remain unpaid. 
Cost Implications: No cost implications as contract amount would stay as is with $300,000. 
Pros: 
(1)   Contract amount stays as is with no changes, keeping it within the authorized value. 
Cons: 
(1)   Outstanding invoices owed to the SW landscape contractor will not be paid. 
This is not the recommended alternative. 
Alternative 2  Authorization to approve $13,100 increasing the $300,000 small works contract
to a total of $313,100.
Cost Implications: An additional $13,100 will be added to the original contract value of $300,000. 
Pros: 
(1)   Contractor gets paid for work they performed within the work scope of the original
contract. 
Cons: 
(1)   Exceeds the small works roster limit established by RCW 53.08.120 which is an
estimated cost of $300,000. 
This is the recommended alternative. 
FINANCIAL IMPLICATIONS 
The Aviation Maintenance baseline budget includes an estimated budget of $645,000 for Small
Works. The future annual contract amounts will be included in annual operating budgets. The
requested amount creates no increase or decrease to the operating budget. 
Cost Estimate/Authorization Summary              Capital        Expense           Total 
COST ESTIMATE 
Original estimate                                          $0        $300,000        $300,000 
AUTHORIZATION 
Previous authorizations                                    0         300,000         300,000 
Current request for authorization                          0          13,100          13,100 
Total authorizations, including this request                  0         313,100         313,100 
Remaining amount to be authorized                    $0             $0             $0 
Annual Budget Status and Source of Funds 
Annual Operating Expense Budget. 

Template revised June 27, 2019 (Diversity in Contracting).

COMMISSION AGENDA  Action Item No. 8b                                  Page 4 of 4 
Meeting Date: January 26, 2021 
Financial Analysis and Summary 
Project cost for analysis 
Business Unit (BU)                  Aviation Maintenance 
Effect on business performance 
(NOI after depreciation) 
IRR/NPV (if relevant) 
CPE Impact                       None 
Future Revenues and Expenses (Total cost of ownership) 
Future expenses for this contract will be included in the Aviation Maintenance budget and will
be budgeted through the annual expense budgeting process. 
ATTACHMENTS TO THIS REQUEST 
None 
PREVIOUS COMMISSION ACTIONS OR BRIEFINGS 
None 











Template revised June 27, 2019 (Diversity in Contracting).