PORT OF SEATTLE 
MEMORANDUM 
COMMISSION AGENDA               Item No.      6a 
ACTION ITEM 
Date of Meeting      July 29, 2014 
DATE:    July 21, 2014 
TO:      Tay Yoshitani, Chief Executive Officer 
FROM:   Ralph Graves, Managing Director, Capital Development 
SUBJECT:  Contractor Data System Upgrade (CIP #C800519) 
Amount of This Request:         $675,000   Source of Funds:       76.8% Airport
Development Fund 
Est. Total Project Cost:           $675,000 
17.9% General Fund 
5.3% General Fund
Real Estate 
ACTION REQUESTED 
Request Commission authorization for the Chief Executive Officer to (1) execute contract
documents for required vendor services; and (2) authorize Port staff to implement the Contractor
Data System Upgrade project for a total project cost not to exceed $675,000. 
SYNOPSIS 
The Contractor Data System (CDS) is a core system used by the Central Procurement Office
(CPO) to manage approximately 100 current major construction and small works contracts. CDS
provides functionality to manage all contract and contractor information including invoice
payments, contract budget, insurance limits, expiration dates, claim liens, prevailing wage forms,
payroll data, and many other important contract components. This aging system was built ten
years ago, is expensive to maintain, and does not meet current business, technical, and security
requirements. 
This project will upgrade CDS to meet requirements and reduce the risk of failure. Information
Communication Technology (ICT) resources will be utilized to complete the project. Total
project costs are estimated to be $675,000. This project was included in the 2014  2018 capital
budget and plan of finance as a $1,500,000 business plan prospective project within CIP
#C800519, Contractor Data System Upgrade. 
BACKGROUND 
CDS is a Microsoft Access application comprised of four modules to manage contract and
contractor information, upload pay information, provide pay estimates, and manage reports. In
addition to CPO, the system is also used by Construction Management to track time and
materials, verify change orders, and negotiate claims; the Office of Social Responsibility (OSR)

Template revised May 30, 2013.

COMMISSION AGENDA 
Tay Yoshitani, Chief Executive Officer 
July 21, 2014 
Page 2 of 4 
to report on small business and apprentice utilization; Labor Relations to audit project labor
agreements and ensure compliance with state law; the Construction Safety organization to review
safety plans; and external contractors to submit electronic pay information for prime and subcontract
resources. 
PROJECT JUSTIFICATION AND DETAILS 
CDS has the following critical issues. 
Contractor information  is currently entered into three  different systems reducing
efficiency and increasing the opportunity for error. 
There is a lack of data entry validation, which leads to rework and data integrity issues. 
CDS does not capture all information critical for OSR and Labor Relations auditing. 
The system is built on a platform that does not meet Port Technology Standards,
increasing maintenance costs and preventing integration with other key systems. 
Project Objectives 
Ensure the availability of a critical system for CPO, Construction Management, OSR,
Labor Relations, and Construction Safety organizations to manage contracts and
provide required reports on contractor activity. 
Increase efficiency by providing automated interfaces to eliminate duplication of data
entry. 
Capture additional information for OSR and Labor Relations reporting. 
Scope of Work 
Upgrade CDS to meet business, technical, and security requirements. 
Schedule 
Commission Approval                                    July 2014 
Development Complete                                September 2015 
Deployment Complete                                 February 2016 
FINANCIAL IMPLICATIONS 
Budget/Authorization Summary              Capital     Expense   Total Project 
Original Budget                       $675,000          $0     $675,000 
Previous Authorizations                       $0          $0          $0 
Current request for authorization              $675,000          $0      $675,000 
Total Authorizations, including this request      $675,000          $0      $675,000 
Remaining budget to be authorized               $0          $0          $0 
Total Estimated Project Cost               $675,000          $0     $675,000

COMMISSION AGENDA 
Tay Yoshitani, Chief Executive Officer 
July 21, 2014 
Page 3 of 4 
Project Cost Breakdown                     This Request       Total Project 
Development and Test                        $476,000          $476,000 
Infrastructure                                   $17,000            $17,000 
Project Management                          $70,000          $70,000 
Contingency 20%                          $112,000         $112,000 
Total                                       $675,000           $675,000 
Budget Status and Source of Funds 
This project was included in the 2014-2018 capital budget and plan of finance as a $1,500,000
business plan prospective project within CIP #C800519, Contractor Data System Upgrade. The
source of funds is 76.8% Airport Development Fund, 17.9% General Fund, and 5.3% General
Fund Real Estate. 
Financial Analysis and Summary 
CIP Category             Renewal/Enhancement 
Project Type              Technology 
Risk adjusted discount rate     N/A 
Key risk factors             N/A 
Project cost for analysis        $675,000 
Business Unit (BU)          Central Procurement Office 
Effect on business performance  N/A 
IRR/NPV             N/A 
CPE Impact             Less than $.01 in 2016; no change from business plan
forecast as this project is funded from CIPs included in
the plan. 
Lifecycle Cost and Savings 
Recurring costs to maintain the system are not expected to change significantly as a result of this
project. 
STRATEGIES AND OBJECTIVES 
This project supports the Century Agenda strategy to advance this region as a leading tourism
destination and business gateway. This project ensures the availability of tools to efficiently
manage projects across all Port Divisions. 
ALTERNATIVES AND IMPLICATIONS CONSIDERED 
Alternative 1)  Procure a system to replace CDS. ICT and CPO have researched many off-theshelf
products and they do not meet the unique needs to track multiple contract types and comply
with OSR, Labor Relations, Washington State, and Federal reporting requirements. This is not
the recommended alternative.

COMMISSION AGENDA 
Tay Yoshitani, Chief Executive Officer 
July 21, 2014 
Page 4 of 4 
Alternative 2)  Upgrade CDS to meet current business, technical, and security requirements
with automated interfaces and the ability to capture key data requirements for OSR and Labor
Relations. This is the recommended alternative. 
ATTACHMENTS TO THIS REQUEST 
None. 
PREVIOUS COMMISSION ACTIONS OR BRIEFINGS 
None.