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

DATE:     May 17, 2021 
TO:        Stephen P. Metruck, Executive Director 
FROM:    Wayne Grotheer, Director, Aviation Project Management Group 
SUBJECT:  Indefinite Delivery Indefinite Quantity (IDIQ) Service Agreements for Mechanical
and Electrical Engineering Design Services 
Amount of this request:                       $0 
Maximum value of                $16,000,000 
contracts: 
ACTION REQUESTED 
Request Commission authorization for the Executive Director to execute up to four professional
services indefinite delivery, indefinite quantity (IDIQ) contracts for mechanical and electrical
design services, in support of the Aviation capital programs, with a total value of up to 
$16,000,000 and a contract ordering period of up to five (5) years. 

EXECUTIVE SUMMARY 
The Aviation Project Management Group (AV/PMG) utilizes IDIQ contracts to meet highly
variable workload projections for design services. The existing mechanical and electrical design
services IDIQ contracts, valued at $10,000,000, will be expiring in Q4 2021. Based on current
projections, this request will provide the necessary mechanical and electrical design services to
meet project needs for the next three to five years. 
AV/PMG has identified nearly $60 million in capital improvement projects that will require the
services of a mechanical/electrical design consultant over the next three (3) years. While larger
projects will be designed with individually procured consulting agreements, the majority of the 
remaining projects may be designed utilizing the IDIQ contracts described herein. Evaluation of
the options resulted in IDIQ contracts being selected as the best method to secure the required
services. 



Template revised January 10, 2019.

COMMISSION AGENDA  Action Item No. __8c__                              Page 2 of 5 
Meeting Date: May 25, 2021 
JUSTIFICATION 
The workload demands for delivery of electrical and mechanical projects at the Seattle-Tacoma
International Airport (Airport) are increasing. To support the increasing and dynamic business
requirements of the Airport, AV/PMG requires flexibility. The IDIQ contracts provide flexibility
through project-specific service directives that allow engineering design services to be provided
on an as-needed basis for a fixed period and a maximum contract amount. 
Diversity in Contracting 
There will be a 16% WMBE aspirational goal for each IDIQ contract. 
DETAILS 
This request is to execute three contracts valued at $5 million each and one contract valued at
$1 million. In the event the Port does not receive sufficient number of qualified proposals, the
Port may award fewer contracts and increase capacity of the awarded contracts to the selected
firms, for a total capacity not to exceed $16 million. 
Each contract will have up to a five-year ordering period. Service directives may be issued at any
time during the contract-ordering period. Work may be performed after expiration of the
ordering period. The total value of all service directives issued on a contract will not exceed the
contract value. 
Budgets to utilize these contracts will come separately from individual project authorizations. 
The IDIQ contracts will be procured according to Port policies and procedures, as well as
procurement policy CPO-1. The Port will advertise and issue a solicitation. The contracts will be
written with specific not-to-exceed amounts and identify the services required. Each contract will
have a contract ordering period (during which the services may be separately authorized) of five
(5) years. The actual contract duration may extend beyond five (5) years, in order to complete
the work identified in the particular service directives. Service directives may be issued during
the contract-ordering period and within the total original contract value. The Port will have the
option of moving money between contracts if the Port determines that a contracted current firm
cannot adequately complete future work requests.
Primary scope will be mechanical and electrical engineering design services. Architectural,
structural/civil, and other engineering services will be included as part of these contracts. There
will be one (1) procurement for mechanical/electrical services with up to four (4) contracts
issued. Although intent is to award four (4) contracts, two (2) or three (3) contracts may be
awarded depending on the qualifications of proposers. 


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

COMMISSION AGENDA  Action Item No. __8c__                              Page 3 of 5 
Meeting Date: May 25, 2021 
ALTERNATIVES AND IMPLICATIONS CONSIDERED 
Alternative 1  Procure separate design contracts for each project. 
Cost Implications:  Each project would expend additional administrative costs to procure
individual engineering design services contracts. Contract values would vary compared to IDIQ
contracts since each task is procured separately. 
Pros: 
(1)   Separate contracts would allow the consulting firms opportunities to compete for each
individual project. 
(2)   Defers the administrative cost of procurement to a later date when individual projects
each do their own procurement. 
Cons: 
(1)   Increased cost for individual project procurements rather than a more efficient single
procurement of one set of IDIQ contracts. 
(2)   This alternative is an inefficient use of Port resources and staff time and does not
leverage the Port's allowable contracting methods. It would increase overhead and
administrative costs to the Port, as we would need to manage more procurement
processes and contracts. 
(3)   This alternative will add time to each project schedule to complete the procurement
process for each individual project and will impact our ability to meet project and
customer needs. 
(4)   Costs to the consulting companies may increase as they would be responding to
multiple procurements. 
(5)   Integration among related projects would be more difficult to achieve. 
This is not the recommended alternative. 
Alternative 2  Procure several design services IDIQ agreements in a single solicitation action. 
Cost Implications: Administrative costs are reduced in comparison with Alternative 1. Contract
values are the same compared to Alternative 3, and administrative costs are similar. 
Pros: 
(1)   This alternative reduces costs in staff time and overhead for each project involved - the
solicitation, evaluation and selection process for design services is completed upfront
for multiple projects. 
(2)   This alternative reduces the schedule for subsequent projects involved because the
solicitation, evaluation and selection for design services have already been completed.
Typically, this process consumes approximately 3 to 4 months. 
(3)   This alternative allows the Port to utilize the consultant at an earlier stage of project
development. Under a typical project specific solicitation, the consultant cannot come
on board until after the planning phase has been completed. 

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

COMMISSION AGENDA  Action Item No. __8c__                              Page 4 of 5 
Meeting Date: May 25, 2021 
(4)   This alternative more effectively provides for the "consistency" of parallel projects that
may utilize the same consultant. 
Cons: 
(1)   The alternative would limit the number of opportunities available to firms to compete
for work. 
This is not the recommended alternative. 
Alternative 3  Prepare Single Procurement Process Resulting in Up To 4 Contracts 
Cost Implications: Administrative costs are reduced in comparison with Alternative 1. Contract
values are the same compared to Alternative 2, and administrative costs are similar. 
Pros: 
(1)   This alternative would ensure the Port has the necessary professional, technical and
advisory resources available to assist with time critical planning efforts and delivery of
potential future capital work.
(2)   Women-  and  Minority-Owned  Business  (WMBE)  participation  will  be  a  contract
requirement. 
(3)   The Port is setting aside one contract valued at $1,000,000 to encourage smaller
businesses to participate. 
(4)   This alternative would minimize the number of procurement processes necessary for
timely completion of tasks and reduce overhead and administrative costs to the Port
and consultants. 
Cons: 
(1)   The alternative would limit the number of opportunities available to firms to compete
for more discrete packages of work, though it provides significantly more opportunities
to firms than Alternative 3. 
This is the recommended alternative. 
FINANCIAL IMPLICATIONS 
Charges to these contracts will be from individual capital projects. Consequently, there is no
funding request associated with this authorization. Individual service directives will be executed
to authorize the consultant to perform any specific work on the contract against approved budget
authorizations and within the total contract amount. 
Annual Budget Status and Source of Funds 
Charges to these contracts will be from projects that will be authorized separately through
established procedures.  The total cost for mechanical/electrical design services under these
contracts will not exceed $16,000,000. No work is guaranteed to the consultants and the Port is

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

COMMISSION AGENDA  Action Item No. __8c__                              Page 5 of 5 
Meeting Date: May 25, 2021 
not obligated to pay the consultant until a service directive is executed. After receiving
authorization for each project in accordance with the Master Delegation of Authority, the actual
work will be defined, and the Port will issue individual project-specific service directives. 
ATTACHMENTS TO THIS REQUEST
None 
PREVIOUS COMMISSION ACTIONS OR BRIEFINGS 
None 














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