COMMISSION 
AGENDA MEMORANDUM                        Item No.          8b 
ACTION ITEM                            Date of Meeting       April 27, 2021 

DATE:     April 16, 2021 
TO:        Stephen P. Metruck, Executive Director 
FROM:    Arlyn Purcell, Interim Senior Director, Engineering, Environment & Sustainability 
Sandra Kilroy, Director Maritime Environmental and Planning 
Matt Breed, Chief Information Officer, Information and Communication Technology 
SUBJECT:  Environmental Data Management System (EDMS) Replacement (CIP#801136) 
Amount of this request:               $1,215,000 
Total estimated project cost:          $1,215,000 
ACTION REQUESTED 
Request Commission authorization for the Executive Director to (1) proceed with the EDMS
replacement  project;  (2)  execute  contract(s)  for  software,  equipment,  and  vendor
implementation services; (3) use Port staff for implementation; and (4) execute a contract for up
to ten years for software license, service, and/or maintenance fees estimated at $800,000. The
amount requested for project implementation is $415,000 for a total authorization of
$1,215,000. Recurring fees will be funded in the annual operating budget. 
EXECUTIVE SUMMARY 
This project will competitively procure and implement a system that will serve as the Port's
central repository of environmental information  that includes chemistry data from soil,
sediment, and surface and ground water sampling related to environmental compliance activities
on Port properties. The new system will be used by Aviation and Maritime Environmental teams
as well as Facility and Project Management teams that rely on accurate and timely data to meet
regulatory obligations and support business needs and construction processes. 
The current system, first implemented in 2001 with only minor improvements in the last twenty
years, no longer meets Port requirements for environmental data management and vendor
support for the system is ending due to an aging technology platform. 
Information and Communication Technology (ICT) and Environment and Sustainability (ENV)
organizations will complete this project with a vendor selected through a request for proposal
(RFP) process. The capital project, originally estimated at $350,000, was included in the 2021-
2025 capital budget and plan of finance. The additional $65,000 will be added to the capital

Template revised January 10, 2019.

COMMISSION AGENDA  Action Item No. 8b                                  Page 2 of 5 
Meeting Date: April 27, 2021 
budget and plan of finance for 2022. Recurring costs estimated at $80,000 per year for up to ten
years ($800,000 total) will be budgeted in the Aviation Environment & Sustainability and
Maritime Environment & Sustainability annual operating budgets. 
JUSTIFICATION 
In 2001, after  finding  no  adequate  off-the-shelf  solutions,  the Port designed, built, and
implemented an Environmental Management Information System (EMIS) to meet Port 
Environmental Program business needs. EMIS is a relational database application based on
Microsoft Access and SQL Server technology.  It serves as the Port's central repository for 
environmental chemistry data generated from soil, sediment, surface water and groundwater
sampling activities on Port properties. Staff use EMIS's data management, analysis, and reporting
features to meet a broad range of environmental compliance tasks including regulatory agency
submittals, contaminated site assessment and remediation, stormwater discharge permit
compliance, and environmental monitoring and remediation budgeting for construction projects. 
After two decades of use, EMIS is near the end of its functional lifespan. An ageing platform and
history of ad-hoc additions to meet evolving needs has created a complicated and burdensome 
system to maintain. Retirement of the original system developer and a lack of adequate vendor
support poses non-compliance risks in the event of system failure.  The Port also seeks to
evaluate  modern  technologies  to  gain  efficiencies  and  support  current  and  emerging
environmental data management needs, objectives, and priorities. 
This project provides important benefits to meet regulatory requirements, support construction
projects, and advance the Port's environmental and sustainability goals, including: 
(1)   A fully supported system on a current technology platform will ensure continued
availability. 
(2)   Data analysis capabilities will better support contaminated site management, permit
compliance, and construction. 
(3)   Enhanced  environmental  compliance  communication  for  internal  and  external
stakeholders will improve situational awareness. 
(4)   Self-service access to prepare, submit, and search environmental information with
appropriate approval and tracking will streamline processes and reduce lag time
between collection and reporting. 
(5)   Improved controls will ensure fidelity of regulated data submittals and accuracy of
information. 
Diversity in Contracting 
Project staff are working with the Diversity in Contracting Department to determine if a direct
women-and-minority-owned business enterprise (WMBE) aspirational goal should be assigned.
Typically, subcontracting opportunities under technology projects are limited. 

Template revised June 27, 2019 (Diversity in Contracting).

COMMISSION AGENDA  Action Item No. 8b                                  Page 3 of 5 
Meeting Date: April 27, 2021 

DETAILS 
Scope of Work 
(1)   Competitively procure and implement a new EDMS system 
(2)   Migrate historical sample data into new EDMS system 
(3)   Integrate with the Port's Enterprise Geographic Information System (GIS) 
Schedule 
Commission authorization                      2021 Quarter 2 
Procurement Complete                       2021 Quarter 4 
In-use date                                       2022 Quarter 4 
Cost Breakdown                                     This Request           Total Project 
Software and Vendor Services                             $230,000              $230,000 
Port Labor                                                  $185,000               $185,000 
Total                                                           $415,000                $415,000 
ALTERNATIVES AND IMPLICATIONS CONSIDERED 
Alternative 1  Delay the purchase and implementation of a modern EDMS. 
Cost Implications: $0 
Pros: 
(1)   Capital funds are available for other projects 
Cons: 
(1)   Port staff and contractors will continue to rely on an aging technology platform with
increased risk of failure and inefficient processes. 
(2)   Improvements in data accessibility, mobile field data collection, and GIS integration are
postponed. 
(3)   Increased risk of regulatory non-compliance or additional cost if current system fails or
technology becomes deprecated beyond use. 
This is not the recommended alternative. 
Alternative 2  Purchase and implement a full-featured Environmental Health & Safety solution 
Cost Implications: $1,000,000-$2,500,000 Capital 
Pros: 
(1)   Solution potentially provides more powerful analytical reporting and forecasting tools. 
Cons: 
(1)   Cost is significantly higher than the recommended alternative. 

Template revised June 27, 2019 (Diversity in Contracting).

COMMISSION AGENDA  Action Item No. 8b                                  Page 4 of 5 
Meeting Date: April 27, 2021 
(2)   The system includes features not required by Port staff or that are covered by other
Port systems. 
(3)   Increased complexity will extend schedule and require more system administration. 
This is not the recommended alternative. 
Alternative 3  Purchase and implement an EDMS 
Cost Implications: $415,000 Capital/$800,000 Recurring Costs over 10 years 
Pros: 
(1)   Meets  Aviation  and  Maritime  requirements  for  best-practice  environmental data
management. 
(2)   Improves efficiency and effectiveness of Environmental staff and contractors who
routinely use the system. 
(3)   Leverages modern technology to improve accessibility, performance, compatibility,
scalability, security, and maintenance. 
Cons: 
(4)   Capital funds are not available for other projects. 
This is the recommended alternative. 
FINANCIAL IMPLICATIONS 
Cost Estimate/Authorization Summary              Capital        Expense           Total 
COST ESTIMATE 
Original estimate                                   $350,000               $0        $350,000 
Current change                                    $65,000               0         $65,000 
Revised estimate                                  $415,000                0        $415,000 
AUTHORIZATION 
Previous authorizations                                    0                0                0 
Current request for authorization                  $415,000                0        $415,000 
Total authorizations, including this request         $415,000                0        $415,000 
Remaining amount to be authorized                    $0             $0             $0 
Annual Budget Status and Source of Funds 
This project was included in the 2021-2025 capital budget and plan of finance estimated at
$350,000. The additional $65,000 will be requested in the funding for the 2022-2026 capital
budget and plan of finance. The project will be funded 50% Airport Development Fund and 50%
General Fund. 


Template revised June 27, 2019 (Diversity in Contracting).

COMMISSION AGENDA  Action Item No. 8b                                  Page 5 of 5 
Meeting Date: April 27, 2021 
Financial Analysis and Summary 
Project cost for analysis              $415,000 
Business Unit (BU)                  Corporate division allocations 
Effect on business performance    NOI after depreciation will increase due to inclusion of
(NOI after depreciation)             capital (and operating) costs in airline rate base. 
IRR/NPV (if relevant)                NA 
CPE Impact                       Less than $.01 in 2023 
Future Revenues and Expenses (Total cost of ownership) 
Ten-year recurring service, license, or maintenance fees, estimated at $800,000, will be budgeted
in annual operating budgets beginning in 2022. 
ATTACHMENTS TO THIS REQUEST 
None 
PREVIOUS COMMISSION ACTIONS OR BRIEFINGS 
None 











Template revised June 27, 2019 (Diversity in Contracting).