PORT OF SEATTLE 
MEMORANDUM 

COMMISSION AGENDA             Item No.:       5d 
ACTION ITEM 
Date of Meeting:     October 5, 2010 
DATE:    September 16, 2010 
TO:      Tay Yoshitani, Chief Executive Officer 
FROM:    Colleen Wilson, Chief of Police 
Peter Garlock, Chief Information Officer 
SUBJECT:  Police Records Management System Replacement  CIP# C-800393 
Amount of This Request:  $1,300,000     Source of Funds:  Airport Dev Fund 64%
General Fund 36% 
State and Local Taxes Paid:  $42,000 
Total Project Cost:  $1,300,000 

ACTION REQUESTED: 
Request authorization for the Chief Executive Officer to approve all work and contracts
including executing and amending any and all necessary contracts and service directives to (1)
purchase and implement information technology (IT) hardware and software for the Police
Records Management System Replacement Replacement Project in an amount not to exceed
$1,300,000 and (2) purchase ongoing annual support and software license fees for the life of the
system. 
SYNOPSIS: 
The Port of Seattle Police Department relies heavily upon a secure records management system
to manage highly sensitive case information for all law enforcement activities. The current 
system was deployed eleven years ago and does not meet minimal Police business requirements, 
and needs to be replaced. 
This project will procure and implement a new Police records management system through a
competitive procurement process. The new system will interface with the Port's 911 Dispatch
system and other external regional information sharing systems. It will also provide automated 
reports critical to Police operations, crime statistics analysis, and required by state and federal 
agencies. 
This project was included in the 2010 capital budget and plan of finance as a business plan
prospective project within CIP# C-800393, Net Records Management System (RMS) 
Replacement and was approved by the ICT Governance Board.

COMMISSION AGENDA 
Tay Yoshitani, Chief Executive Officer 
September 16, 2010Error! Reference source not found.Page 2 of 4 

BACKGROUND: 
NetRMS, a Motorola Police records management system, is used by the Port's Police
Department to manage and report on cases regarding law enforcement activities. This system 
interfaces with the 911 Dispatch system, shares information with external law enforcement
organizations, and provides data for a separate reporting system created to supplement the
NetRMS-provided reports. 
NetRMS was first deployed eleven years ago with a minor upgrade three years ago. This product
is no longer available for sale by the vendor and vendor support has become increasingly
unreliable. 
PROJECT JUSTIFICATION: 
There are two critical issues with the current system. 
The system does not meet minimal Police requirements, causing each police group to use
manual workarounds in order to complete essential business processes impacting 
productivity and efficiency. 
System reports are often inadequate and inaccurate. As a result, all reports from the
NetRMS system must be manually researched to verify accuracy, which is timeconsuming
, and an inefficient use of Officer time. 
PROJECT STATEMENT AND OBJECTIVES: 
Project Statement: 
Implement a new Police records management system selected via a competitive procurement that
includes robust features for case management, storage of digital evidence, and comprehensive
reporting for both internal and external requirements. 
Project Objectives: 
Improve police system business processes by providing a more effective and
comprehensive records management system. 
Increase the efficiency of police investigations by integrating state of the art information
storage and retrieval technology such as digital media and recordings. 
Improve crime statistics reporting and analysis. 
Provide system interfaces with the Port 911 Dispatch system and other external law
enforcement partners. 


PROJECT SCOPE OF WORK AND SCHEDULE:

COMMISSION AGENDA 
Tay Yoshitani, Chief Executive Officer 
September 16, 2010Error! Reference source not found.Page 3 of 4 
Scope of Work: 
Procure and implement a new records management system selected via a competitive
procurement process 
Develop interfaces with the 911 Dispatch system and with external law enforcement
systems for regional data sharing 
Schedule: 
Commission Approval              October 2010 
Vendor Selected                   April 2011 
Configuration Completed              August 2011 
Testing Completed                  November 2011 
Project Completion                  January 2012 
FINANCIAL IMPLICATIONS: 
Budget/Authorization Summary: 
Original Budget                                            $2,000,000 
Budget Increase or (Decrease)                                   ($700,000) 
Revised Budget                                          $1,300,000 
Previous Authorizations for this CIP                                      $0 
Current request for authorization                                   $1,300,000 
Total Authorizations, including this request                            $1,300,000 
Remaining budget to be authorized                                     $0 
Project Cost Breakdown: 
Hardware and Software Licenses                                 $440,000 
Vendor Implementation                                      $200,000 
Port of Seattle Labor and Contractors                                 $404,000 
Sales Tax                                                  $42,000 
Contingency ~ 20%                                       $214,000 
Total                                                      $1,300,000 
Lifecycle Cost and Savings: 
No change is expected to the internal labor cost for system support as a result of this project but
an annual increase of $50,000 is estimated for software license and maintenance agreements. 
Police Department productivity savings of $11,000 per year have been estimated.

COMMISSION AGENDA 
Tay Yoshitani, Chief Executive Officer 
September 16, 2010Error! Reference source not found.Page 4 of 4 
Budget Status and Source of Funds: 
This project is included in the 2010 capital budget and plan of finance as a prospective project
within CIP C800393 as a $2,000,000 project. The current project budget of $1.3 million allows
$600,000 to be transferred to other projects (PeopleSoft Financials and Windows 7 and Office
2010 Upgrade) and a $100,000 general budget reduction. The source of capital funds is 64%
Airport Development Fund and 36% General Fund. 
The annual support and software maintenance is estimated at $80,000 per year and is budgeted in
the ICT annual operating budget. 

Financial Analysis and Summary: 
CIP Category                     Technology  Renewal and Replacement 
Project Type                       Technology 
Risk adjusted Discount rate             7.0% 
Key Risk Factors                   N/A 
Project cost for analysis                 $1,300,000 
Business Unit (BU)                  Port of Seattle Police Department 
Effect on business performance          N/A 
NPV                     ($1,315,000) 
CPE Impact                     N/A 
STRATEGIC OBJECTIVES: 
Be a high performance organization: An improved system will enhance Police department
capabilities and efficiency by eliminating costly manual workarounds, supporting digital storage,
and providing accurate reporting. 
OTHER DOCUMENTS ASSOCIATED WITH THIS REQUEST: 
None 
PREVIOUS COMMISSION ACTION OR BRIEFING: 
No previous Commission actions or briefings for CIP# C-800393, Net RMS Replacement.