COMMISSION 
AGENDA MEMORANDUM                        Item No.          6f 
ACTION ITEM                            Date of Meeting    September 10, 2019 
DATE:     July 12, 2019 
TO:        Stephen P. Metruck, Executive Director 
FROM:    Stuart Mathews, Director, Aviation Maintenance 
Erik Knowles, Senior Manager, Aviation Maintenance 
SUBJECT:  Contract for Controls and Software Support for Various Baggage Handling Systems
(BHS) 
Total   estimated   contract            $500,000 
cost: 
ACTION REQUESTED 
Request Commission authorization for the Executive Director to execute contracts for controls
and software support for multiple Baggage Handling Systems (BHS) at the Seattle-Tacoma
International Airport over a period of five years at the Port's discretion for a total estimated
cost of $500,000. 
EXECUTIVE SUMMARY 
The baggage handling controls and software services contracts provide technical support to
conduct regular maintenance and to ensure the Airport's proprietary  baggage handling
software systems are fully supported when services are needed beyond that, which Port staff
can provide. The service providers will be responsible for providing full technical support for the 
baggage software systems, should the need arise, 24 hours per day, seven days per week.
JUSTIFICATION 
We are proposing to continue to use service providers to perform additional service on our
controls networks within our baggage system once Port resources are exhausted. This is an
effort to provide the level of service necessary for our airline partners; timely, accurate
screening and sortation of baggage is critical to baggage system operations. Failure to correctly
screen, sort checked baggage, and deliver it to the correct destination in a timely manner can 
result in costly delayed or lost bags for airports and airlines. This, in turn, can negatively impact
the customer experience. Technical support for these systems in the form of software and
hardware maintenance, trouble shooting, and root cause investigation will be critical to ensure 
the BHS remains fully capable. Beyond the regular maintenance necessary to be performed by
the service providers, Port staff utilizes the service providers for additional support services

Template revised January 10, 2019.

COMMISSION AGENDA  Action Item No. 6f                                   Page 2 of 5 
Meeting Date: September 10, 2019 
approximately 12 times a year. We intend to continue to use this valuable service in the future
in support of the baggage handling system. 
Diversity in Contracting 
Although there will be limited subcontracting opportunities for this procurement, AV and CPO
will be coordinating with the Diversity in Contracting Department to maximize outreach to
potential women- and minority-owned business enterprise firms capable of performing these
services. 
DETAILS 
The estimated cost for each year of the contracted services is budgeted within the annual
Aviation Division operating budget. The estimated value of these contracts is $500,000 over a
five-year period. The proposed contract scopes and terms are similar to the current service
agreement. 
Over the next 5 years we may have multiple vendors providing phone support and call out
support on systems related to their own source code as new systems come online, such as
Control Touch, Webb, and an Airport-wide SmartSuite (BCRS) system. W e will execute the
contracts to be as flexible as possible to allow competition within the system's proprietary
constraints.
Scope of Work 
The scope of work for this procurement is to provide controls and software support for multiple 
Baggage Handling Systems at the Seattle-Tacoma International Airport. This service needs to
provide remote support, followed by onsite resolution with travel included, should a need arise.
The service support will include, but not be limited to the following systems: 
(1)   C25 Lower Level & Upper Level Controls 
(2)   C1/C92 Lower Level & Upper Level Controls 
(3)   C88 Lower Level & Upper Level Controls 
(4)   C60/61 Lower Level & Upper Level Controls 
(5)   Airport-wide SmartSuite (BCRS) 
The scope of these contracts requires the service providers to supply the Seattle-Tacoma
International Airport with support services that will provide stable and reliable access to service
provider staff that are informed and knowledgeable on the control systems for the indicated
systems. The support service contracts will allow for fast and reliable solutions to service issues
when they arise. 
Included in this service is 24/7 Remote Support assistance. This will provide the Seattle-Tacoma
International Airport on-site staff with access to on-call personnel who are knowledgeable

Template revised June 27, 2019 (Diversity in Contracting).

COMMISSION AGENDA  Action Item No. 6f                                   Page 3 of 5 
Meeting Date: September 10, 2019 
about the systems and are able to handle support issues when they arise, 24 hours a day, seven 
days per week. 
Schedule 
The goal of this procurement will be to bid, award, test, and implement one or more service
contracts by December 31, 2019. 
Activity 
Commission authorization                      2019 Quarter 3 
RFP out to bid                                    2019 Quarter 3 
RFP awarded                                2019 Quarter 4 
Contractor begins installation and testing         2019 Quarter 4 
In-use date                                       2020 Quarter 1 
Cost Breakdown                                     This Request         Total Contract 
Project management                                         $0                   $0 
BHS contracts                                              $500,000               $500,000 
Total                                                            $500,000                $500,000 
ALTERNATIVES AND IMPLICATIONS CONSIDERED 
Alternative 1  Do not execute service contracts for this service. 
Cost Implications: No cost to the Port. 
Pros: 
(1)    This $500,000 would not need to be utilized for this service and an expense savings
could be realized. 
Cons: 
(1)    If a software or hardware control system failure were to occur that on-site Airport
staff could not resolve, the airlines utilizing that system could be severely impacted
until an emergency procurement could be executed. 
This is not the recommended alternative. 
Alternative 2  Hire additional technical staff. 
Cost Implications: Estimated $600,000 (per year) for 4 Engineering FTEs to be available around
the clock should systems need critical support and to conduct regular maintenance. 
Pros: 
(1)    Internal staff, trained and ready to perform system troubleshooting, would be a great
way for the Port to be technically independent of reliance on outside support. 


Template revised June 27, 2019 (Diversity in Contracting).

COMMISSION AGENDA  Action Item No. 6f                                   Page 4 of 5 
Meeting Date: September 10, 2019 
Cons: 
(1)   It  would  be  difficult  for  the  Port  to  achieve  all  the  rights  necessary  to  access
proprietary systems to be fully effective. 
(2)   Hiring and training such technical personnel would take a significant period of time.
These resources would not be ready to support by 2020. 
(3)   The cost of hiring FTEs for this role exceeds the cost to contract this work. 
This is not the recommended alternative. 
Alternative 3  Execute one or more contracts for controls and software support for multiple 
Baggage Handling Systems (BHS) at the Seattle-Tacoma International Airport. 
Cost Implications: $500,000 (5 years) 
Pros: 
(1)    This is in alignment with how we operate today. T echnical experts are available 24/7
to support our Port staff in an effort to keep the BHS running efficiently. This method
has worked effectively. 
Cons: 
(1)   These contracts consume expense funding that could be utilized for other activities if
the contract were not executed. 
This is the recommended alternative. 
FINANCIAL IMPLICATIONS 
Cost Estimate/Authorization Summary               Capital        Expense           Total 
COST ESTIMATE 
Original estimate                                          $0        $500,000        $500,000 
AUTHORIZATION 
Previous authorizations                                    0                0                0 
Current request for authorization                          0        $500,000        $500,000 
Total authorizations, including this request                  0                0                0 
Remaining amount to be authorized                    $0       $500,000       $500,000 
Annual Budget Status and Source of Funds 
The annual estimated cost of $100,000 was included in the Aviation Division's operating
budget, as it was for the 2019 budget. The cost for each year of the contracts is budgeted
within the annual Aviation Division operating budget. The funding source is the Airport
Development Fund. The costs are fully recovered from airlines through fees for use of the
baggage system. 


Template revised June 27, 2019 (Diversity in Contracting).

COMMISSION AGENDA  Action Item No. 6f                                   Page 5 of 5 
Meeting Date: September 10, 2019 
ATTACHMENTS TO THIS REQUEST 
None 
PREVIOUS COMMISSION ACTIONS OR BRIEFINGS 
None 
















Template revised June 27, 2019 (Diversity in Contracting).