PORT OF SEATTLE 
MEMORANDUM 
COMMISSION AGENDA                      Item No.         5c 
ACTION ITEM                   Date of Meeting   December 11, 2012 

DATE:      November 26, 2012 
TO:         Tay Yoshitani, Chief Executive Officer 
FROM:     Peter Garlock, Chief Information Officer 
Kim Albert, Senior Manager, ICT Business Services 
SUBJECT:   Authorization to execute Master Service Agreements for ICT 

Amount of This Request:   $0 million           Source of Funds: Approved capital and 
Maximum Value of MSA:  $6 million          expense budgets 
Est. State and Local Taxes: $0                   Est. Jobs Created:    None 

ACTION REQUESTED: 
Request Commission authorization for the Chief Executive Officer to execute a series of
Indefinite Delivery, Indefinite Quantity - ICT Master Service Agreements to hire temporary
information technology contractors as needed to support systems, projects, and services for an
amount not to exceed $6 million, with contract ordering period not to exceed five years. No
funding is associated with this request. 
SYNOPSIS:
ICT requests authorization, for the Chief Executive Officer to issue request for proposals (RFPs) 
to execute multiple contracts to replace our existing, expiring three year Master Service
Agreements (MSAs). The total cost for all contracts shall not exceed $6 million in total over the
five year contract period. These contracts will enable ICT to quickly hire temporary information
technology contractors whenever needed to support short term specialized requirements. Our
current MSAs expire in 2013. The Commission authorized ICT to utilize MSAs in December
2006 and November 2009. The current request represents a $5 million reduction from previous
MSAs. 
BACKGROUND:
The Information and Communication Technology (ICT) Department must intermittently utilize 
information technology contractors whenever specific services or unique technical skills are
required. In the past, examples of specialized systems skills have included WiFi network
redesign, and upgrades to Maximo, PeopleSoft and SharePoint. R esource requirements for these
specialized services and skills can fluctuate significantly with project workloads, and system
maintenance requirements. It is therefore impractical to hire full time staff to meet these short

COMMISSION AGENDA 
Tay Yoshitani, Chief Executive Officer 
November 26, 2012 
Page 2 of 3 
term specialized needs. In addition, there are numerous occasions where these specialized skills
are needed on short notice to resolve problems, implement a necessary system enhancement, or
quickly meet an unanticipated compliance issue. To more effectively meet these needs, in
December 2006 and again in November 2009, the Commission authorized ICT to utilize Master
Service Agreements to streamline and speed up the process of hiring temporary contractors to
supplement Port technical staff whenever needed.
ICT currently has Master Service Agreements with 13 professional staffing vendors. These
MSAs are Indefinite Delivery, Indefinite Quantity (IDIQ) contracts that significantly improve
ICT's ability to promptly respond to new requirements and problems, while at the same time
decreasing procurement costs. The total amount for all current MSA contracts is $11 million.
Based on actual usage for the past three years, ICT is reducing the authorized not to exceed
amount for the new MSAs from $11 million to $6 million, and the number of contracts from
thirteen to about five. We are also seeking to increase the duration of the MSA contracts to have 
a five year contract ordering period. The contract duration may extend past five years to allow
work previously authorized to be completed. 
ICT follows a two step competitive process to hire all contractors using MSAs. The first step is 
a formal procurement process to select qualified Information Technology staffing vendors who
then enter into a Master Service Agreement with the Port. The second step occurs when a
specific requirement is identified by ICT. When this occurs, a request (outlining specific skills
and specific tasks to be performed) is issued to all vendors on the MSA list inviting them to
respond to our requirement again using a competitive selection process. This two step process
ensures the Port gets the most qualified candidates at the lowest cost and in the shortest
timeframe. ICT developed this innovative process in order to streamline the contracting of
professional staffing resources and this process has worked exceptionally well for six years. 
In the last three years, ICT issued approximately 25 service directives using the MSA contracts.
The average time for personal service procurement is four to six months. When using the MSA
contracts, it takes on average one month to hire a contractor which allows ICT to be much more
responsive to Port technology requirements. In addition, since the MSA holds the base contract
documents, this process eliminates the need to obtain standard contract forms and insurance 
documentation for each service directive. 
PROJECT SCOPE OF WORK AND SCHEDULE: 
The MSAs will be written with stipulated not-to-exceed amounts. Each MSA will have a
contract ordering period of five years during which time service directives may be issued. The
initial contract period will be five years; however, the contract may be extended to allow time to
complete all executed service directives. When contractors are required, ICT will solicit
proposals from among the MSA vendors. It will then issue a Service Directive to the vendor
with the best proposed contractor. Each Service Directives will specify, scope of work,
schedule, hourly rate and a not to exceed amount. The proposed MSAs will be competitively bid
and the Office of Social Responsibility will assist in identifying opportunities for participation by
small contractors prior to the public advertisement.

COMMISSION AGENDA 
Tay Yoshitani, Chief Executive Officer 
November 26, 2012 
Page 3 of 3 

FINANCIAL IMPLICATIONS: 
This is not a request for funding. All work authorized under an MSA will be paid from projects
which are authorized pursuant to Resolution No. 3605 or from ICT expense funds approved in
ICT's annual budget. 
Source of Funds 
The source of funds will be based upon the approved expense budgets or project authorizations
associated with each service directive. 
ALTERNATIVES CONSIDERED AND THEIR IMPLICATIONS: 
Undertake a separate procurement process each time services are needed. This option
would not be a timely and efficient use of Port resources, as it would result in multiple
contracts and for similar services and would take more time to secure resources that may
be urgently needed. This is not the recommended alternative. 
Undertake a competitive procurement for ICT Master Service Agreements to hire
temporary information technology contractors as needed to support systems, projects, and
services. This alternative allows ICT to respond in a timely and efficient manner to
fluctuating demand for contracted resources and technology skill sets. This is the
recommended alternative. 
OTHER DOCUMENTS ASSOCIATED WITH THIS REQUEST: 
None. 
PREVIOUS COMMISSION ACTIONS OR BRIEFINGS: 
None.