COMMISSION 
AGENDA MEMORANDUM                        Item No.          4g 
ACTION ITEM                            Date of Meeting    September 12, 2017 
DATE:     September 5, 2017 
TO:        Dave Soike, Interim Executive Director 
FROM:    Peter Garlock, Chief Information Officer 
SUBJECT:  PeopleSoft Consulting Services for future technology projects 
Amount of this request:                       $0 
Maximum Contract Value:           $3,500,000 
ACTION REQUESTED 
Request Commission authorization for the Executive Director to execute an indefinite delivery,
indefinite quantity (IDIQ) contract for PeopleSoft functional and technical services in the
amount of $3,500,000 with a contract duration of four years and an ordering period of four
years in support of upcoming capital improvement and major expense projects impacting the
Port's  Financial  and  Human  Capital  Management  Systems.  There  is  no  budget  request
associated with this authorization. 
EXECUTIVE SUMMARY 
Over the next several years, Information & Communication Technology (ICT) forecasts several
projects that will require updates, interfaces or modifications to our PeopleSoft Financials and 
Human Capital Management (HCM) systems. This includes a planned PeopleSoft Financials
Upgrade and numerous Financials and HCM projects to improve efficiency and support
workforce development. Funding for these projects will be approved in separate authorizations.
Procuring a PeopleSoft services IDIQ contract will allow the Port to meet the needs of the
planned projects in a timely and more cost-effective manner. 
IDIQ contracts provide the Port with the flexibility to meet business requirements as they arise
by issuing individual service directives to accomplish tasks within a general, pre-defined scope
of work on an as needed basis for a fixed period of time and a maximum contract amount. 
Competitively procured IDIQ contracts are a widely used public sector contracting tool, and are
consistent with the Port's Resolution No. 3605, as amended by Resolution No. 3628, and
governed by CPO-1 policy. Budgets to utilize these contracts will come separately from either
annual operating budget or individual project authorizations. A ten percent small business
opportunity will be included in this procurement and the project manager will work with the
Small Business team in outreach to small and women and minority-owned businesses. 

Template revised September 22, 2016.

COMMISSION AGENDA  Action Item No. 4g                                   Page 2 of 3 
Meeting Date: September 12, 2017 

DETAILS 
PeopleSoft consulting services may consist of functional resources for project management,
requirements analysis, configuration, testing, and documentation or technical resources for
development, system administration, and configuration. 
Scope of Work and Schedule 
Service directives will be written with stipulated not-to-exceed amounts and will identify the
scope of services. The contract will have a duration of four years; however, because there is a
four-year ordering period, the contract duration may be extended to allow for work initiated
during the contract ordering period to be fully implemented. Each service directive will specify
the specific scope, duration, and schedule associated with the work. 
ALTERNATIVES AND IMPLICATIONS CONSIDERED 
Alternative 1  Prepare separate procurement each time PeopleSoft services are required 
Cost Implications: $135,000 
Pros: 
(1)   Separate contract procurements would allow consulting firms multiple opportunities
to compete for each individual project. 
Cons: 
(1)   This alternative would increase overhead and administrative costs to the Port as we
would need to manage more procurement processes and contracts. 
(2)   Months  would  be added  to each  individual project to  complete  a procurement
process, impacting our ability to quickly react to emerging business requirements. 
This is not the recommended alternative. 
Alternative 2  Increase Port Staff to provide functional and technical PeopleSoft services 
Cost Implications: $1,300,000 
Cons: 
(1)   It will take significant time to hire staff with the necessary skill sets. This would delay
critical projects. 
(2)   New Port Staff would need to have a broad set of specific skills which would be
difficult to acquire in a manageable number of additions. Consultants have staff with
these skills and can utilize them on an hour by hour basis as needed. 
This is not the recommended alternative. 


Template revised September 22, 2016; format updates October 19, 2016.

COMMISSION AGENDA  Action Item No. 4g                                   Page 3 of 3 
Meeting Date: September 12, 2017 
Alternative 3  Procure an IDIQ contract with a single vendor to provide PeopleSoft Consulting
services. 
Cost Implications: $0 
Pros: 
(1)   This alternative would ensure the Port has the functional or technical resources with
the necessary skills to assist with future projects as needed. 
(2)   Significant time and procurement cost would be saved by consolidating procurements
for future projects. 
(3)   Port organizations can react more quickly to emerging business requirements. 
Cons: 
(1)   The number of opportunities available to firms to compete for individual projects is
limited. 
This is the recommended alternative. 
FINANCIAL IMPLICATIONS 
The total estimated project services will not exceed $3,500,000. No work is guaranteed to the
consultants and the Port is not obligated to pay the consultant until a service directive is
executed and services are provided. After receiving authorization for each project in
accordance with Port policy, the actual work will be fully defined and the Port will issue
individual project-specific service directives. 
ATTACHMENTS TO THIS REQUEST 
None 
PREVIOUS COMMISSION ACTIONS OR BRIEFINGS 
March 3, 2014    The Commission authorized the execution of an IDIQ contract for
PeopleSoft Consulting services in the amount of $2,000,000. 






Template revised September 22, 2016; format updates October 19, 2016.