PORT OF SEATTLE 
MEMORANDUM 

COMMISSION AGENDA             Item No.:       5e 
ACTION ITEM 
Date of Meeting:     October 5, 2010 
DATE:    September 17, 2010 
TO:      Tay Yoshitani, Chief Executive Officer 
FROM:    Peter Garlock, Chief Information Officer 
SUBJECT:  Windows 7 and Office 2010 Upgrade, CIP #C800395 
Amount of This Request:  $500,000      Source of Funds:  64% Aviation Fund, 36%
General Fund 
State and Local Taxes Paid:  $1,000 
Total Project Cost:  $500,000 
ACTION REQUESTED: 
Request authorization for the Chief Executive Officer (CEO) to approve all work and contracts,
including executing and amending any and all necessary contracts and service directives for the
Microsoft Windows 7 and Office 2010 upgrade project in an amount not to exceed $500,000. 
SYNOPSIS: 
Personal computers (PC's) and Microsoft's Office software suite (Outlook, Word, Excel and
PowerPoint) are integral to nearly every Port operation and are essential to the overall efficiency
and productivity of Port employees. In addition to the personal productivity provided by PC's,
they also provide Port employees with access to nearly 200 other systems as well as internet
based applications such as SharePoint. Maintaining the security, stability, and compatibility of
these devices requires periodic upgrades to keep them current with new versions of operating
system software and application software. 
BACKGROUND: 
The Port currently uses Microsoft's Windows XP operating system for all our personal
computers, which was released in 2001. With the release of Windows 7 in October 2009,
Microsoft ended support for Windows XP in July of this year. Similarly, Microsoft has replaced
its Office 2007 software suite with Office 2010, which was released last May. In addition, third
party software and hardware vendors have begun to develop Windows 7 based applications and
are dropping their support for Windows XP.

COMMISSION AGENDA 
Tay Yoshitani, Chief Executive Officer 
September 17, 2010 
Page 2 of 4 
As an example, the International Disk Drive Equipment and Materials Association (IDEMA) has
announced that by January 2011 hard drive manufacturers will change the format in which data
is stored on hard drives, making new hard drives incompatible with Windows XP 
In order maintain PC reliability, compatibility, reduced support logistics, as well as leverage the
many new features and functionality of other systems, it is imperative that we upgrade our PC's
to Windows 7 and Office 2010. The Port's Enterprise software license agreement with
Mircrosoft allows us to perform the upgrade at no additional cost for the software. The only
costs associated with this complex upgrade are the internal staff and contract labor costs to
upgrade each user's PC, and the necessary testing of the many interfaces to other legacy systems
to ensure there is no interruption to Port operations. 
PROJECT JUSTIFICATION: 
Upgrading to Windows 7 and Office 2010 will provide: 
Improve security and reliability 
Reduce support costs 
Leverage new features and functionality 
Provide full integration with Sharepoint 2010 
Improve document sharing between Word, Excel and PowerPoint utilizing new co-
authoring features 
Improve user interface and provide more consistency among other Microsoft Office
applications 
PROJECT STATEMENT AND OBJECTIVES: 
Project Statement: 
This project will upgrade approximately 2000 Port personal computers to the Windows 7
Operating System and Microsoft Office 2010. 
Project Objectives: 
Leverage new features and functionality for Office applications 
Provide new security features (improved Spyware detection and file encryption) 
Provide enhanced battery life for laptops through improved power management options 
Provide more effective backup and restore options 
Obtain faster and more reliable diagnosis and repair of operating system issues 
PROJECT SCOPE OF WORK AND SCHEDULE: 
Scope of Work: 
Upgrade of approximately 2000 Port computers and laptops to the Office 2010 with the
Windows 7 Operating System

COMMISSION AGENDA 
Tay Yoshitani, Chief Executive Officer 
September 17, 2010 
Page 3 of 4 
Reorganize the Active Directory structure to follow best practice guidelines as
recommended by Microsoft 
Development of a set of standard workstation images that can be easily managed to
reduce operational costs 
Provide online and classroom training to acquaint users with new features and changes 
Schedule: 
Commission Authorization request                         October 2010 
Development and testing of standardized image                  December 2010 
Implementation Begins                                January 2011 
Project Completion                                    September 2011 
An important aspect of this project is the timing and coordination with the SharePoint 2010 
Records & Document Management system deployment. This will reduce the time required to
implement SharePoint 2010, Windows 7, and Office 2010. 
FINANCIAL IMPLICATIONS: 
Budget/Authorization Summary: 
Original Budget                                                 $400,000 
Budget Increase                                                 $100,000 
Revised Budget                                               $500,000 
Previous Authorizations this CIP                                            $0 
Current request for authorization                                         $500,000 
Total Authorizations, including this request                                  $500,000 
Remaining budget to be authorized                                         $0 
Project Cost Breakdown: 
Port of Seattle Labor and Contractors                                     $304,000 
Vendor Implementation                                          $110,000 
Hardware                                                  $6,000 
Contingency 20%                                            $84,000 
Tax 9.5%                                                  $1,000 
Total                                                            $500,000 
Budget Status and Source of Funds: 
This project was included in the 2010 capital budget and plan of finance within CIP# C800395,
Windows OS 7 Upgrade as a $400,000 project. Upon authorization, $100,000 will be transferred
from CIP# C800393 NetRMS Replacement to CIP# C800395 in order to accommodate the
added scope of the Office 2010 Upgrade. The source of funds is 64% Airport Development Fund
and 36% General Fund.

COMMISSION AGENDA 
Tay Yoshitani, Chief Executive Officer 
September 17, 2010 
Page 4 of 4 
Financial Analysis and Summary: 
CIP Category                     Renewal/Enhancement 
Project Type                       Technology 
Risk adjusted Discount rate             7.0% 
Key risk factors                      NA 
Project cost for analysis                 $500,000 
Business Unit (BU)                  Information & Communications Technology 
Effect on business performance          NA 
IRR/NPV                    NA 
CPE Impact                     NA 
Lifecycle Cost and Savings: 
This project is required to keep Port of Seattle personal computer assets current with new
operating system and application software. There are no significant savings from the completion
of this project. 
ECONOMIC IMPACTS AND BUSINESS PLAN OBJECTIVES:
Proceeding with this project ensures that Port computers continue to operate reliably and
efficiently. 
STRATEGIC OBJECTIVES: 
This project supports the following Port strategies: 
Be a high performance organization: The upgrade provides increased efficiency and
ensures a stabile operating environment consistent with Microsoft software upgrades. 
Exhibit environmental stewardship through our actions: The upgrade reduces 
greenhouse emissions by use of improved sleep and hibernation modes and extended 
laptop battery life 
ALTERNATIVES CONSIDERED AND THEIR IMPLICATIONS: 
1.  Upgrade to Windows 7 and Office 2010: Upgrade all of the Port's computers to
Windows 7, and Office 2010. This is the recommended alternative. 
2.  Continue Using Microsoft XP: Microsoft's XP operating system is no longer 
supported by Microsoft and third party hardware and software vendors. This is not the
recommended solution. 
OTHER DOCUMENTS ASSOCIATED WITH THIS REQUEST: 
No other documents are associated with this request. 
PREVIOUS COMMISSION ACTION OR BRIEFING: 
No previous commission action of briefing.