PORT OF SEATTLE 
MEMORANDUM 

COMMISSION AGENDA               Item No.      5b 
Date of Meeting       January 26, 2010 
DATE:    January 4, 2010 
TO:      Tay Yoshitani, Chief Executive Officer 
FROM:    Ralph Graves, Managing Director Capital Development 
Peter Garlock, Chief Information Officer 
SUBJECT:  New Port Roster and Bid System 
REQUESTED AMOUNT: $450,000    SOURCE OF FUNDS: CIP C800397 Airport
Development 64% and General Fund 36% 
ACTION REQUESTED: 
Request authorization for the Chief Executive Officer to approve all work and contracts
including: execute and amend any and all necessary contracts and service directives for the Port
Roster and Bid System Project in an amount not to exceed $450,000. 
SYNOPSIS: 
This project will develop and implement a web-based Port Roster & Bid System to replace three 
existing roster systems and E-Bid. It supports new Central Procurement Office processes and
Office of Social Responsibility programs, while at the same time simplifying Port business 
processes for vendors and improving communications with registered vendors regarding business
opportunities at the Port. 
BACKGROUND:
The Port conducts business with providers of goods and services, professional and personal
services, technical services, and construction contracting. The Port currently has three separate
rosters: Consultants Roster, Small Works Roster, and the Small Business Roster. This is a
confusing environment for all contractors. The issues that will be resolved by this project
include: 
Over the past year, CPO has instituted process changes resulting from the recent State
Auditor's Office (SAO) Audit. Enhancements to the Small Works Roster would be 
required for the Port and the Contracting Community to comply with the changes. 
The Small Business Roster and Small Works Roster applications were developed in-
house over five years ago, and are increasingly costly to maintain. They are in need of
replacement.

COMMISSION AGENDA 
T. Yoshitani, Chief Executive Officer 
January 21, 2010 
Page 2 of 4 

The Office of Social Responsibility's Small Business Program is not supported by current
systems. 
The Small Business Roster contains out-dated contractor data, and many duplicates exist
across the various rosters. Clean-up of contractor data would be difficult because the
existing systems lack utilities to manage the information. 
There are inconsistencies as well as overlapping functionality across the three systems. 
The three roster environment is confusing to contractors who must register multiple times 
in order to stay abreast of business opportunities with the Port. 
The E-bid system used by the Port to electronically distribute and track our procurement
documents is currently an outside hosted service that will be replaced, saving the Port
$80,000 in annual costs. 
PROJECT DESCRIPTION AND SCOPE OF WORK: 
Project Statement 
Improve and simplify the vendor roster and solicitation processes by developing a single Port
Roster & Bid system that replaces three systems: Consultants Roster, Small Business Roster and
Small Works Roster. 
Project Objectives 
Consolidate roster systems to one Port Roster & Bid System that replaces the
functionality of all three systems and supports new Central Procurement Office
processes. 
Simplify the vendor roster process 
Improve communications with registered vendors regarding business opportunities with
the Port 
Improve Roster & Bid System functionality and usability 
Create a database within the centralized roster for use in the procurement of goods and
services. 
Support the Office of Social Responsibility's efforts to launch a small business program
and Limited Public Works 
Scope of Work 
The proposed project is to design, develop and implement a web-based Port Roster & Bid
system, transition off the three rosters, and decommission the Small Business Roster and Small
Works Roster.

COMMISSION AGENDA 
T. Yoshitani, Chief Executive Officer 
January 21, 2010 
Page 3 of 4 

STRATEGIC OBJECTIVES: 
This project supports the following Port strategies: 
Develop new business and economic opportunities for the region and the Port: This
project directly supports the Port's objective to "build relationships and partnerships to
develop new business opportunities for the Port and local businesses to compete in the
global economy." 
Enhance public understanding and support of the Port's role in the region: The new
roster expands opportunities for small, minority-owned, women-owned and emerging
business enterprises as port contractors and suppliers. 

FINANCIAL IMPLICATIONS: 
Budget/Authorization Summary: 
Original Budget                                           $450,000 
Budget Transfers                                              $0 
Revised Budget                                         $450,000 
Previous Authorizations                                          $0 
Current request for authorization                                  $450,000 
Total Authorizations, including this request                           $450,000 
Remaining budget to be authorized                                   $0 
Project Cost Breakdown: 
Port of Seattle ICT Labor                                      $139,000 
Contractor Labor                                          $237,000 
Contingency 20%                                      $74,000 
Total                                                 $450,000 
Source of Funds: 
This project was included in the 2010 capital budget and plan of finance within CIP C800397,
Port Contractor Roster. The source of funds is 64% Airport Development Fund and 36% General
Fund.

COMMISSION AGENDA 
T. Yoshitani, Chief Executive Officer 
January 21, 2010 
Page 4 of 4 

Financial Analysis Summary: 
CIP Category                               Renewal/Enhancement 
Project Type                                  Technology 
Risk adjusted Discount rate                         7.0% 
Key risk factors                                  NA 
Project cost for analysis                             $450,000 
Business Unit (BU)                              Central Procurement
Office 
Effect on business performance                      NA 
5 Year IRR/NPV                           15.8%/ $94,000 
CPE Impact                              NA 
PROJECT SCHEDULE: 
Commission Approval                January 2010 
Design/Development Begins             February 2010 
Testing Begins                       September 2010 
Project Completion                    February 2011 

ALTERNATIVES CONSIDERED/RECOMMENDED ACTION: 
1.  Recommended Solution: Design and Develop a Single Port Roster & Bid System. This
option will replace three current roster applications, meet all user requirements and
project objectives and greatly improve procurement processes for the Port and its
vendors. The Port would maintain just one vendor database for all types of business
opportunities. Communications with all or subsets of these vendors would be simple and
straightforward. Improved search capabilities would make it easier for Port employees to
find vendors to best meet the Port's needs. An improved application will enable the
Central Procurement Office (CPO) to more effectively and efficiently manage and
monitor the vendor roster and solicitation/bid process. The system will also allow OSR to
track data and implement the new Small Contractors and Suppliers (SCS) program. 
2.  Not Recommended: Conduct RFP and Purchase New System. Research of alternative
systems found that applications meeting user needs are generally part of much larger
enterprise applications that include more functionality than desired, and not necessarily
all the functionality that is needed. Software vendors researched included: Upside
Software (Upside Contract, Upside RFX), Ariba (Supplier Management, Sourcing
Solution), and PlanetBids eProcurement Solutions. Total cost of ownership estimates
over five years ranged from $450,000 to $650,000.