6a memo
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.
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