Item 5c Memo

PORT OF SEATTLE
MEMORANDUM 

COMMISSION AGENDA            Item No.     5c
Date of Meeting     January 13, 2009
DATE:   December 19, 2008
TO:     Tay Yoshitani, Chief Executive Officer
FROM:   Peter Garlock, Chief Information Officer
SUBJECT: ICT requests that the Port Commission authorize the Chief Executive Officer to
authorize all work, contracts and procurement, including: advertise, award,
administer, prepare, execute and amend any and all necessary contracts,
purchases, service agreements, software licenses, equipment, materials and related
maintenance and support for the Enhanced SharePoint Infrastructure Project for a
project amount not to exceed $500,000.

BACKGROUND
Microsoft Office SharePoint Services (MOSS) is a cohesive web infrastructure that provides
interactive Web 2.0 collaboration, document and records management, advanced information
search capabilities, content management tools, and traffic analysis functions. MOSS currently
supports over 300 departmental and work team websites inside the Port including the new
Compass website.
The internet infrastructure that supports our external web services, including the Port of Seattle
website does not use MOSS. These services are based upon outdated web technology that have
limited functionality and cannot handle heavy traffic demands. Our external services cannot be
integrated with our highly advanced internal web infrastructure for security reasons. This old
technology is greatly limiting our ability to interact with outside businesses and agencies, as well
as the public. It also is increasing our support costs. By investing in MOSS for our external web
services, the same advanced functionality currently available internally will be utilized for all
externally facing applications including a much needed upgrade to the Port of Seattle website.
This investment will save over $800,000 in estimated costs for planned web services
development by 2010.

PROJECT DESCRIPTION AND SCOPE OF WORK 
Project Statement
The project will create three MOSS configurations: a 24x7 production infrastructure, preproduction
, and a test environment.

COMMISSION AGENDA 
T. Yoshitani, Chief Executive Officer
January 8, 2009
Page 2 of 4

Project Objectives
1.  Cost savings. Many projects in the pipeline for 2009 and beyond have requirements to
interact with external business partners, customers, and the public. Without a further
investment in MOSS infrastructure, each of these future projects will require higher
implementation costs for custom built features that are readily available from MOSS
technology. Estimated savings could exceed $800,000 by 2010.
2.  Enhanced Collaboration and Transparency. The advent of Web 2.0 technologies will
enable the Port to interact with our customers and business partners using techniques that
readily demonstrate our responsiveness and commitment to the region. Implementing an
external collaboration environment based on MOSS will be an invaluable tool in this
effort and the potential outreach is thousands of travelers and hundreds of the Port's
business partners in 2009.
3.  System Consolidation Strategy. This technology will be used to consolidate several major
ICT systems by direct replacement or merger of functionality. Included are records and
document management systems, workflow and storage of construction documentation,
and web publishing tools.
4.  System Integration Strategy. The MOSS infrastructure is a core server technology with
many features and functions that support data and system integration features in the
Office 2007 suite of desktop applications and IP Telephony that will greatly increase
productivity. MOSS technology will also integrate many disparate systems to provide
easily modifiable dashboards for the Marine Domain Awareness and Airport Operations
dashboard projects.
Scope of Work
Install and configure Microsoft Office SharePoint Server (MOSS) 2007 for hosting of
external SharePoint solutions.
Develop processes and policies to administer and maintain access control and user
authorization.

STRATEGIC OBJECTIVES 
This project supports the following Port strategies:
"Be a high performance organization" through system integration and consolidation
"Ensure airport and seaport vitality" by providing the infrastructure for the Port's web
site and collaboration sites with business partners, customers, and the public.

ALTERNATIVES CONSIDERED/RECOMMENDED ACTION 
1.  Obtain an alternative portal solution such as IBM WebSphere Portal Server or Oracle
WebCenter Suite. These solutions don't take advantage of the knowledge gained by Port

COMMISSION AGENDA 
T. Yoshitani, Chief Executive Officer
January 8, 2009
Page 3 of 4

employees (ICT staff and content providers across the Port) already using MOSS for the
Intranet solution.
2.  Build collaboration functionality into each application and provide virtual private
network (VPN) licensing to many Port business partners. This is a very costly alternative
due to duplicated development effort and VPN product / support costs. 
3.  Build out a new SharePoint environment for all externally facing web applications/sites.
As with the internal configuration, we will make use of virtual machines/servers (VMs).
For a minimal cost, we can provide external collaboration for many upcoming projects
and future requirements. This is the recommended alternative.
FINANCIAL IMPLICATIONS
Budget/Authorization Summary 
Original Budget                                         $400,000
Budget Transfers                                        $100,000
Revised Budget                                       $500,000
Previous Authorizations                                         $0
Current request for authorization                                 $500,000
Total Authorizations, including this request                          $500,000
Remaining budget to be authorized                                  $0
Project Cost Breakdown 
Hardware and Software                                  $214,000
Implementation and Testing                                 $163,000
Project Management                                    $20,000
Tax 9%                                      $20,000
Contingency 20%                                    $84,000
Total                                            $500,000

Source of Funds 
This project was originally budgeted in the Enhanced SharePoint Infrastructure CIP (C800320)
and included in the 2009 Plan of Finance as a $400,000 committed project. Upon approval, an
additional $100,000 will be transferred from the Services Technology Small Capital CIP
(C800012) into C800320, for a total budget of $500,000.
Financial Analysis Summary:

COMMISSION AGENDA 
T. Yoshitani, Chief Executive Officer
January 8, 2009
Page 4 of 4

CIP Category            Renewal/Enhancement
Project Type             Technology
Risk adjusted Discount rate    NA
Key risk factors            NA
Project cost for analysis       $500,000
Business Unit (BU)          Corporate
Effect on business performance  NA
IRR/NPV 5 year          NA
CPE Impact            NA
PROJECT SCHEDULE 
MOSS Configuration Design            May 2009
MOSS Installation & Configuration         July 2009
Project Complete                    September 2009
REQUESTED ACTION 
ICT requests that the Port Commission authorize the Chief Executive Officer to authorize all
work, contracts and procurement, including: advertise, award, administer, prepare, execute and
amend any and all necessary contracts, purchases, service agreements, software licenses,
equipment, materials and related maintenance and support for the Enhanced SharePoint
Infrastructure Project for a project amount not to exceed $500,000.

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