Professional Services Contracting Information

• Indefinite Delivery, Indefinite Quantity (IDIQ) Contracts - where firms are contracted for a general scope of work for a period of time, and are issued service directives for specific scopes of work and level of effort as needs arise. No quantity of work is guaranteed.

Professional Services Procurement Process

*Most Professional Services are category 3 contracts

How does the Port purchase personal services?

• Category 1 procurements - The Procurement Officer or Port project manager may identify a firm through market research, including looking at firms on VendorConnect. The Port project manager selects the firm.
• Category 2 procurements - The Procurement Officer or port project manager conducts market research, including looking at firms on VendorConnect, then invites qualified firms (typically three) to participate in the competitive procurement process.
• Category 3 procurements - Qualified firms are automatically notified via email based on their VendorConnect vendor profile information, including matching NAICS codes.

How do I get selected as the winner for a competitive contract (category 2 & 3)?

• Proposals do not include price

• Selection is assessed through a proposal, interview, or both 

• Consultants are selected based on demonstrated competence and qualifications for the type of professional services required

• Price is not included in the Selection/Award but will be negotiated after the selection of the Consultant/s

• The Port then negotiates a contract with the highest ranked (most qualified) consultant

What are the requirements I will have to meet as a personal services vendor at the Port?

• Know your rates and understand how Port negotiates rates​ 

• Typical Insurance Coverages Required:​ Auto​, General liability​, Errors and omissions​ (Professional Liability)

• Required Documentation: Certificates of insurance​, Policy endorsements​ 

• Limits of Coverage Required (in Dollars)​ 

• Washington UBI Number​ 

• Washington State Workers Compensation (unless exempt)​ 

• Federal Taxpayer Identification Number (e.g. SSN, EIN)​ 

• No State or Federal Debarments

What are the steps that I need to take to become a personal services vendor for the Port?

1. Register your business on VendorConnect to make sure Port Procurement Officers and Project Managers with Category 1 & 2 opportunities can find you.
   • Include correct contact info, NAICS codes, business certifications, work type
2. View bid opportunities on VendorConnect to get a better understanding of what the Port buys and its requirements. For specific projects you’re interested in, register as a “plan holder” to receive timely updates
3. Network with Prime Consultants to get on teams for Category 3 Projects
   • Attend PortGen events and other local trade shows
   • Attend pre-proposal conference meetings
   • Reach out to primes on VendorConnect planholders lists
   • Register as a subcontractor on VendorConnect planholders list
4. Sign on to the Diversity in Contracting Mailing List to never miss out on the Port’s many contracting opportunities, networking events, training opportunities, and important updates 

Who should I contact if I have more questions?

• Hala Rabbo ([email protected]), Procurement Manager
• Josephine Wilson ([email protected]), Procurement Supervisor

Additional Resources

• Professional Services Cheat Sheet
• Architecture and Engineering Contracts