COMMISSION 
AGENDA MEMORANDUM                        Item No.          6d 
ACTION ITEM                            Date of Meeting      March 12, 2019 
DATE:     March 4, 2019 
TO:        Stephen P. Metruck, Executive Director 
FROM:    Matt Breed, Interim Chief Information Officer 
SUBJECT:  Maintenance and Asset Management System Licensing (Short Form) 
Amount of contract:                  $3,500,000 
ACTION REQUESTED 
Request Commission authorization for the Executive Director to execute contract documents
for Maximo System software and maintenance services for port-wide asset and inventory
management for up to 10 years at an estimated total cost of $3,500,000. 
SUMMARY 
Maximo Enterprise Asset Management software is a key system used by Aviation Maintenance
(AVM) and Marine Maintenance (MM) to manage critical business functions such as Asset and
Inventory Management, Incident and Work Order Management, Service Request Management,
Labor Tracking, and Procurement. Currently, software licensing and maintenance services are 
purchased through IBM, a Maximo system vendor, but there are now alternative licensing
models that may offer a better value to the Port for both new user licenses as well as to cover
maintenance on our existing purchased licenses. In addition, it appears there are opportunities
to solicit woman-owned, minority-owned or small business for this requirement and we are
working with the Diversity in Contracting Department on outreach to these businesses.
The new contract will be competitively procured and may include: 
New user licenses as needed 
Conversion of current Port-owned user licenses 
Maintenance support for all user licenses 
Access to software upgrades and patches as they are available 
Recurring license and maintenance fees are budgeted in the Information and Communication
Technology operations budget. 
There are no attachments to this memo. 

Template revised April 12, 2018.