PORT OF SEATTLE 
MEMORANDUM 
COMMISSION AGENDA               Item No.      4e 
ACTION ITEM 
Date of Meeting    October 13, 2015 
DATE:    October 6, 2015 
TO:      Ted Fick, Chief Executive Officer 
FROM:   Nora Huey, Director, Central Procurement Office 
Peter Garlock, Chief Information Officer, Information & Communications
Technology 
SUBJECT:  Managed Print Services 
Estimated Cost of This Request:  $6,000,000 
Source of Funds:            Operating Budgets 
ACTION REQUESTED 
Request Commission authorization for the Chief Executive Officer to execute a five-year
contract for Port-wide Managed Print Services (MPS) with option to renew for five additional
one-year terms for an estimated value of $6,000,000 for the full ten years. 
SYNOPSIS 
With Managed Print Services (MPS) the Port will contract with one vendor, selected via a
competitive procurement, to manage hardcopy device fleets (copiers, printers, multifunction
devices, and fax machines) in a unified manner. This service will include onsite vendor presence
to support the new environment and mitigate transition issues.
MPS will incorporate "pull" printing to allow employees to release a print job on any networked
device by swiping their badge or using other identifying information. Pull printing will enhance 
user mobility and efficiency, reduce paper waste, protect personal information  and
confidentiality, and eliminate the need for excess printers including most desktop units. 
BACKGROUND 
The Port has over 300 print devices. 100 of the devices are leased, Multifunction Document
Devices (MDDs), which are a combination printer, copier, scanner, and fax, and another 100
devices are Port-owned MDDs and printers. In addition, there are over 100 Port-owned desktop
printers that are not cost effective due to high toner price/frequency of replenishment. 
The annual estimated costs for printers and copiers based on previous year actuals and a 3% per
year increase is $767,000. This includes lease costs of $577,000, printer purchases averaging 
$13,000, toner costs of $69,000, printer maintenance and repair of $15,000 and $93,000 for

Template revised May 30, 2013.

COMMISSION AGENDA 
Ted Fick, Chief Executive Officer 
October 6, 2015 
Page 2 of 4 
printer support performed by administrative staff. Paper is not included in this cost. Over a tenyear
period, print services would cost the Port $8,795,000 assuming the same 3% cost increase
per year.
PROJECT JUSTIFICATION AND DETAILS 
Project Objectives 
MPS has three main objectives: 
Cost savings 
Staff efficiency 
Reduced resource consumption 
While savings cannot be confirmed until the competitive procurement process is complete, it is
estimated that the Port will realize an 11% savings per year on non-labor costs once MPS is fully
implemented. The Port's solicitation will specify buy-out of existing leases and costs will
decrease as Port-owned equipment is replaced with vendor provided equipment. The requested
onsite vendor presence can be reduced following implementation to achieve additional cost
savings. 
Efficiencies will include: 
"Pull printing," a roaming print service also known as "Follow You." Users will print
from  any networked printer by swiping their badge  or using other identifying
information. This reduces printer redundancy by making equipment accessible to all, 
except for certain areas requiring strict confidentiality. Pull printing supports staff
mobility and tracking while reducing paper waste and printer carbon footprint. 
An estimated 90% reduction in payment transactions. Currently the Port holds 56
separate contracts for a total of 100 leased devices. Each lease generates two invoices per
month: one for the monthly lease and the other for print overages, resulting in over 1,300
invoices processed annually. MPS would reduce transactions to 24 invoices per year. 
Reports to support better cost visibility and more efficient management of equipment. 
Scope of Work 
Assessment of current print device environment 
Reconfiguration of environment by removing, replacing, and repositioning devices so
equipment is utilized to full potential 
Equipment reduction 
Onsite support for transition, supplies replenishment, and first response for machine
troubleshooting and maintenance

COMMISSION AGENDA 
Ted Fick, Chief Executive Officer 
October 6, 2015 
Page 3 of 4 
Schedule 
Authorize Managed Print Services    Q4 2015 
Procurement Complete           Q1 2016 
Implementation                Q2 2016 
FINANCIAL IMPLICATIONS 
Budget Status and Source of Funds 
This is not a request for additional funding. The costs for Managed Print Services are within the
annual approved expense budget. Individual departments have obtained approval for their
spending for copiers and printers in prior years. For MPS, Port staff will develop a Portwide cost
allocation model for print costs.  There will be additional Information & Communication
Technology staff costs for implementation of the new service. 
Financial Summary 
By converting to MPS from our current method of decentralized leasing and purchasing of
printers,  we estimate  the Port's total non-labor print costs will decrease 11%  upon full
implementation. The extent of cost savings will be established by Port staff adherence to MPS
best practices. 
STRATEGIES AND OBJECTIVES 
This contract supports the following Port objectives and values: 
Century Agenda objective of meeting energy needs through conservation and renewable
resources 
Value of responsible stewardship of community resources and the environment 
High Performance - by leveraging technology into an essential function while driving
down costs and increasing operational efficiencies 
Lean -  by reducing waste and the complexity of print device acquisition and
management. 
ALTERNATIVES AND IMPLICATIONS CONSIDERED 
Alternative 1)  Continue with current practice of decentralized print device lease or buy
decisions, service call management and supplies ordering. 
Pros: 
No disruption to organization's current business practice 
Cons: 
Pay higher costs by leasing devices individually or in small groups 
Reduced efficiency without "pull" printing:

COMMISSION AGENDA 
Ted Fick, Chief Executive Officer 
October 6, 2015 
Page 4 of 4 
o  Cumbersome printing and scanning documents for employees working at
various Port locations 
o  Paper and energy waste 
Multiple lease management and payment transactions 
This is not the recommended alternative. 

Alternative 2) Select a vendor through a competitive procurement to provide the Port with
efficient print infrastructure and tools for cost and equipment tracking. A final decision to move
forward with this alternative will occur when  savings estimates are confirmed with  the
procurement process completion. 
Pros: 
Cost savings with a right-sized print device fleet. The ten-year net present value of
savings based on our estimates for non-labor costs is $1,207,000. The ten-year net
present value for all cost savings including administrative staff is $1,993,000. 
Less device down time with onsite vendor support and maintenance 
One lease to manage with approximately 90% fewer payment transactions 
Increase cost and usage visibility 
Cons: 
Initial disruption during implementation and familiarization period 
This is the recommended alternative. 
ATTACHMENTS TO THIS REQUEST 
None 
PREVIOUS COMMISSION ACTIONS OR BRIEFINGS 
None