COMMISSION 
AGENDA MEMORANDUM                        Item No.          8b 
ACTION ITEM                            Date of Meeting       May 25, 2021 

DATE:     May 14, 2021 
TO:        Stephen P. Metruck, Executive Director 
FROM:    Wayne Grotheer, Director Aviation Project Management 
SUBJECT:  Project Management and Control Services Indefinite Delivery, Indefinite Quantity
(IDIQ) Contracts 
Amount of this request:                       $0 
Maximum value of Contracts:        $60,000,000 
ACTION REQUESTED 
Request Commission authorization for the Executive Director to execute up to six (6) professional
services Indefinite Delivery, Indefinite Quantity (IDIQ) contracts to provide project management
services, and up to two (2) IDIQ contracts to provide project control services, in support of the
Aviation capital programs, tenant improvement, and expense projects, with a total value of
$60,000,000 and a contract ordering period of five (5) years. 
EXECUTIVE SUMMARY 
The 2021-2026 Port of Seattle budget includes the investment of $3.7 billion in capital projects.
The Port has historically utilized a mix of full-time employee (FTE) and consultant Project
Managers (PM) to deliver its program. These contracts will allow a continuation of that approach 
in support of the planned five-year Aviation capital program, as well as tenant improvement and
expense projects. No funding authorization is included with this request as the funding for these
service directives will come separately from individual project and annual expense budget 
authorizations. 
JUSTIFICATION 
IDIQ contracts provide the Port with the flexibility to meet business requirements as they arise
by issuing individual service directives to accomplish tasks within the general, pre-defined scope
of work on an as-needed basis for a fixed period of time and a maximum contract amount.
Diversity in Contracting 
The project team is  working  with the Diversity in Contracting Department to determine
participation opportunities and set appropriate aspirational goals for women and minority

Template revised January 10, 2019.

COMMISSION AGENDA  Action Item No. _8b_                                Page 2 of 4 
Meeting Date: May 25, 2021 
business enterprises (WMBE) participation in the Project Management and Control Services 
contracts. 
DETAILS 
A total of eight IDIQ professional services contracts are anticipated for project management
services. Four of these eight contracts are anticipated to support capital and expense projects or
programs for the Aviation Division. Two of these eight contracts are anticipated to support
Aviation tenant programs, including Airport Dining and Retail. The remaining two contracts will
support all Aviation projects with IDIQ professional services contracts for project controls services 
such as estimating, scheduling and cost control. 
Since 2015, Aviation Project Management (AVPMG) has utilized five Project Management IDIQ
contracts totaling $20M. These contracts have provided PM resources to over 60 capital and
expense projects totaling more than $2B in value. 
AVPMG has developed a strategy for use of consultant vs. staff FTE resources, that will be utilized 
to guide the use of these contracts. These resources are needed to support the current 5-year
Capital Improvement Program; tenant, expense, and airport dining and retail projects, and could
potentially help to support Sustainable Airport Master Plan Near Term projects pending further
approval. Project specific support contracts will continue to be used for megaprojects, such as
those contracts recently approved by the Commission for the C1 building expansion and North
Main Terminal projects. 
Elements of the strategy include: 
Using consultants for one-third to one-half of project manager and project controls staffing
needs. Each year AVPMG will evaluate staffing needs to maintain this balance between staff
and consultants. 
Appropriate span of control for AVPMG managers (developed with support from Human
Resources) 
Appropriate mix of junior and senior positions 
Attract and retain more diverse work force 
Alignment of project controls with project/program management teams 
Budgets to utilize these contracts will come separately from either annual operational budgets
or individual project authorizations. 
Schedule 
It is anticipated that these contracts will be executed in Q4 2021 and Q1 2022 and have a fiveyear
ordering period. 


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

COMMISSION AGENDA  Action Item No. _8b_                                Page 3 of 4 
Meeting Date: May 25, 2021 

ALTERNATIVES AND IMPLICATIONS CONSIDERED 
Alternative 1  Do not procure new Project Management Support contracts. 
Cost Implications: $0 
Pros: 
(1)   Reduced project management support costs for project delivery 
Cons: 
(1)   Unassigned projects must be prioritized and wait for staff availability, resulting in delays
to the delivery of projects 
(2)   Project costs will increase due to the schedule delays 
This is not the recommended alternative. 
Alternative 2  Hire new full-time staff to meet the workload forecasts. 
Cost Implications: Up to $30,000,000 over a 5-year period 
Pros: 
(1)   Less expensive to projects than hiring consultant staff 
(2)   Institutional knowledge is built by Port staff 
Cons: 
(1)   Inability to rapidly match staffing capacity with project requirements and provide timely
completion of projects 
(2)   Unassigned projects must be prioritized and wait for staff availability 
(3)   Limited knowledge of future projects at time of annual budgeting means mid-year
budget adjustments may be required 
(4)   If project workload decreases the Port may be required to consider staff reductions or
carry higher overhead costs 
This is not the recommended alternative. 
Alternative 3  Continue using a mix of staff and consultants to deliver Port projects and meet
the needs of the Aviation Division. Prepare multiple procurements to contract the additional
project management support services required. 
Cost Implications: Up to $60,000,000 over a 5-year ordering period 
Pros: 
(1)   Ability to balance skills and capacity with project requirements, providing timely
completion of projects 
(2)   Consolidating contract procurement decreases administrative costs 
(3)   Highest level of flexibility; staff are added or removed as needed to meet demand 
(4)   Provides more opportunities to management services firms 

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

COMMISSION AGENDA  Action Item No. _8b_                                Page 4 of 4 
Meeting Date: May 25, 2021 
(5)   Provides opportunities to small businesses 
(6)   Allows incorporation of Port staffing when available 
Cons: 
(1)   Contract rather than Port staff build institutional knowledge 
(2)   Cost is higher for consultants than staff with comparable experience 
This is the recommended alternative. 
FINANCIAL IMPLICATIONS 
The total estimated cost for project management services will not exceed $60,000,000. Each
contract will have a not-to-exceed threshold and 5-year ordering periods. No work is guaranteed
to the consultants and the Port is not obligated to pay the consultant until a service directive is
executed. After receiving authorization for each project in accordance with the Delegation of
Authority, the actual work will be defined, and the Port will issue individual project-specific
service directives. 
Annual Budget Status and Source of Funds 
For services in support of capital projects, the costs will be charged directly to Aviation capital
projects and included in the authorized budgets and will use the designated funding sources for
the individual projects. For services in support of expense projects, the costs will be included in
the annual operating budgets for the Aviation Project Management Group and will be funded by
the Airport Development Fund (ADF). 
ATTACHMENTS TO THIS REQUEST 
(1) Presentation slides 
PREVIOUS COMMISSION ACTIONS OR BRIEFINGS 
None 






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