5c
PORT OF SEATTLE MEMORANDUM COMMISSION AGENDA Item No. 5c ACTION ITEM Date of Meeting May 8, 2012 DATE: April 26, 2012 TO: Tay Yoshitani, Chief Executive Officer FROM: Kim Albert, Senior Manager, ICT Business Services SUBJECT: Annual software support for Oracle Financial and Human Capital Management systems. Requested amount: $349,000 Source of Funds: Operating Budget Sales Tax: $30,000 ACTION REQUESTED: Request Commission authorization for the Chief Executive Officer to execute a purchase order for $349,000 to continue annual software support for our existing Oracle Financial and Human Capital Management systems. SYNOPSIS: Our Financials and Human Capital Management (HCM) Systems are required to conduct Port business. The Oracle annual support agreement is required in order to receive technical support and software upgrades for these systems as they become available. The funding for this purchase was included in the 2012 ICT expense budget. BACKGROUND: The Port of Seattle began using PeopleSoft as its financial system in 1996 and PeopleSoft HCM to manage its payroll and benefits in 1997. The original contracts included automatic renewal for annual software support. The PeopleSoft Corporation was purchased by Oracle in 2005. In order to receive continued technical support and upgrades for these systems as they become available, the Port must renew its annual software support agreements. The 2012 estimated annual cost for each system (including tax) is: HCM system (used to manage payroll and benefits) - $148,000 Financial system - $201,000 Oracle software support services include the following: o Program updates, fixes, security alerts, and critical patch updates o Tax, legal, and regulatory updates COMMISSION AGENDA Tay Yoshitani, Chief Executive Officer April 25, 2012 Page 2 of 2 o Major upgrades to add functionality o Technical support 24 hours per day, 7 days a week Competition waivers for these Oracle software licensing agreements were approved and the Commission was notified on December 9, 2009, in accordance with Resolution No. 3605, as amended, Section 6.5, because the service or product is proprietary in nature and, under federal law, the software manufacturer has the exclusive right to offer maintenance and support or license another company to offer support. STRATEGIC OBJECTIVES: This request supports the following Port strategies: Ensure Airport and Seaport Vitality: This contract will allow us to continue support for key systems that are critical to business operations. FINANCIAL IMPLICATIONS: Budget/Authorization Summary: Oracle HCM Support $135,000 Oracle Financials Support $184,000 Sales Tax $30,000 Total Budget $349,000 Budget Transfers $0 Revised Budget $0 Previous Authorizations $0 Current request for authorization $349,000 Total Authorizations, including this request $349,000 Remaining budget to be authorized $0 Source of Funds: The Oracle support is already included in the ICT expense budget, which is 100% Operating Funds. OTHER DOCUMENTS ASSOCIATED WITH THIS REQUEST: None. PREVIOUS COMMISSION ACTIONS OR BRIEFINGS: On April 6, 2010, the Commission authorized the Chief Executive Officer to execute a purchase order for $326,000 for annual software support for our existing Oracle Financial and Human Capital Management systems and on May 3, 2011, authorized execution of a purchase order for $339,000.
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