PORT OF SEATTLE 
MEMORANDUM 

COMMISSION AGENDA             Item No.      6e 
Date of Meeting       June 23, 2009 
DATE:     June 17, 2009 
TO:       Tay Yoshitani, Chief Executive Officer 
FROM:    Linda Strout, Deputy Chief Executive Office 
Peter Garlock, Chief Information Officer 
SUBJECT:   Hummingbird to SharePoint replacement project 
REQUEST:  Request for authorization for the Chief Executive Officer to approve all work,
purchases and contracts including: advertise, award, administer, prepare, execute and amend any
and all necessary service agreements for the SharePoint Records and Document Management
System project in an amount not to exceed $800,000. 
SYNOPSIS: Replace the current records and document management system
(Hummingbird) with SharePoint in order to resolve technical problems, improve
functionality, and reduce operating costs. 

BACKGROUND 
The Port of Seattle has a statutory obligation to archive, protect, and retrieve information
relevant to our operations. Examples include: electronic and printed documents related to
projects, leases, contracts, general correspondence, Commission meeting agendas, minutes
and resolutions, and email. In 2003, the Port purchased and implemented a state of the art
document and records management software application called Hummingbird. 
Over the last several years, new workplace collaboration tools have increased the
complexity of compliance with records management statutes. To make matters worse,
over the ensuing six years, the company that developed the Hummingbird system was sold
to a competitor who has failed to keep pace with rapid advances in the technology used to
create, revise, and store digital information or to provide adequate technical support for
the product. This has caused Hummingbird to become incompatible with the latest
versions of our office automation applications. In addition, as technical and functional
limitations have increased, Hummingbird operating and support costs remain very high.
PROJECT DESCRIPTION AND SCOPE OF WORK 
Project Statement 
Improve statutory compliance, increase functionality, and lower operating costs by
replacing Hummingbird with SharePoint for records and document management.

COMMISSION AGENDA 
T. Yoshitani, Chief Executive Officer 
June 17, 2009 
Page 2 of 4 

Project Objectives 
Reduce operating costs - Eliminating Hummingbird will save $1.5 Million in
software license fees over a 5 year period. The Port already owns Enterprise
licenses for SharePoint.
Increase functionality and provide an easy to use solution - SharePoint will enable
the Port staff to easily save, store and retrieve records and documents from any
source. The user interface is intuitive and faster than Hummingbird. 
Easy integration with other systems - SharePoint is compatible with the Port's office
automation applications and has advanced features to capture, manage version
workflow, archive, and easily retrieve documents and records. 
Scope of Work 
Configure Sharepoint tool to support policies and organizational procedures. 
Migrate data from Hummingbird into SharePoint. 
Develop and implement a system to replace the Account and Procurement Services
Invoice System (APSIS) currently built on the Hummingbird Platform. 
Develop a comprehensive communication and training plan. 
Implement test and production infrastructure to support the new SharePoint
environment. 
STRATEGIC OBJECTIVES 
Moving to SharePoint supports public understanding, environmental stewardship,
and airport and seaport vitality. 
Strategy                           Alignment 
Enhance public understanding and support   Improves transparency by providing
of the Port's role in the region              a simple tool to save and search
records and documents, providing
improved document and records
retrieval. 
Exhibit environmental stewardship through  Reduces paper waste by enabling 
our actions                           groups to share documents and work
collaboratively in an on-line
environment and enhances records
archival and disposal functions. 
Ensure Airport and Seaport Vitality         Reduces operational costs by
$1,500,000 over 5 years.

COMMISSION AGENDA 
T. Yoshitani, Chief Executive Officer 
June 17, 2009 
Page 3 of 4 

ALTERNATIVES CONSIDERED/RECOMMENDED ACTION 
Recommended: Replace Hummingbird with SharePoint for records and document
management. SharePoint, already owned by the Port of Seattle, will provide significant
maintenance savings. Sharepoint is fully integrated with Microsoft Office 2007 and users
are comfortable with the look and feel of Microsoft office products. 
Not Recommended: Continue using Hummingbird for records and document management
with limited functionality and continued high operating costs ($278,000/year). 
FINANCIAL IMPLICATIONS 
Budget/Authorization Summary 
Original Budget                                           $500,000 
Budget Transfers                                          $300,000 
Revised Budget                                         $800,000 
Previous Authorizations  Executive                                  $0 
Current request for authorization                                  $800,000 
Total Authorizations, including this request                           $800,000 
Remaining budget to be authorized                                   $0 
Project Cost Breakdown 
Port Labor                                               $126,000 
Hardware                                          $172,000 
Software                                               $45,000 
Professional Services                                         $364,000 
Sales tax 9.5%                                             $19,000 
Contingency 10%                                      $74,000 
Total                                                    $800,000 

Source of Funds 
This project is included in the 2009 capital budget and plan of finance as a $500,000 committed 
project, CIP C800322. Upon authorization, $300,000 additional funds will be transferred from 
Infrastructure Small Capital CIP C800009 to account for the infrastructure costs required for this
project. The source of capital funds is 64% Airport Development Fund and 36% General Fund.

COMMISSION AGENDA 
T. Yoshitani, Chief Executive Officer 
June 17, 2009 
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                      $800,000 
Business Unit (BU)                        ICT 
Effect on business performance                Reduction of Operations Costs 
IRR/NPV  5 Years                     46.5%/$501,000 
CPE Impact                        NA 
ECONOMIC IMPACTS 
An investment of $800,000 today can be used to implement this proposal in less
than 10 months 
Our analysis shows a breakeven point in third year after project completion 
$501,000 5 year Net Present Value 
PROJECT SCHEDULE 
Commission Approval                June 2009 
Design/Development Begins             July 2009 
Deployment Begins                  January 2010 
Project Completion                    April 2010