Template revised September 22, 2016.
COMMISSION
AGENDA MEMORANDUM
Item No.
4c
ACTION ITEM
Date of Meeting
June 27, 2017
DATE: June 19, 2017
TO: Dave Soike, Interim Executive Director
FROM: Mike Ehl, Director Airport Operations
SUBJECT: Rental Car Facility Fleet Tracking System Project (CIP #C800929)
Amount of this request:
$1,055,000
Total estimated project cost:
$1,055,000
ACTION REQUESTED
Request Commission authorization for the Executive Director to (1) proceed with the Rental Car
Facility (RCF) Fleet Tracking System project to track and display bus arrival information and
provide related customer service enhancements at Seattle-Tacoma International Airport; (2)
procure required hardware, software, vendor services, and maintenance; and (3) use Port staff
for implementation, for a total project cost not to exceed $1,055,000.
EXECUTIVE SUMMARY
This project will procure a fleet tracking system via competitive procurement and will provide
next bus displays for passengers, voice paging, wireless access, and music at all RCF and Main
Terminal pick up locations to improve customer service and operational efficiency.
In 2016, the Port Airport Transit Operations (ATO) group shuttled over 5 million passengers to
and from the RCF using a fleet of 29 buses. ATO supervisors currently have no visibility as to the
whereabouts of a bus and the only communication available is via radio. Consequently, with no
information about the location and activity of individual buses, it is difficult to maintain efficient
control of bus operations as well as service standards and accountability. Passengers also have
no information about the next bus arrival unless an on-site field supervisor happens to be
available for questions. Amenities in the terminal such as wireless access, voice paging, and
music are not available to passengers who often must wait several minutes for the next bus.
JUSTIFICATION
This project includes several important operational and customer service benefits.
(1) Accurate information about bus location will provide supervisors the visibility to quickly
assess and correct the flow of bus arrivals to ensure regular service as well as minimize
impacts on already congested airport drives.
COMMISSION AGENDA – Action Item No. 4c Page 2 of 4
Meeting Date: June 27, 2017
Template revised September 22, 2016; format updates October 19, 2016.
(2) The availability of analytical data on bus operations will enhance continuous
improvement activities and provide a baseline for tenant conversations. This benefit
was recently highlighted in a Continuous Process Improvement workshop.
(3) Customer anxiety is lessened with information about next-bus arrival.
(4) Important amenities available in the terminal are expanded to the pickup locations at
the Main Terminal and RCF for customers that often wait several minutes for the next
bus arrival.
DETAILS
Scope of Work
(1) Procure and implement a fleet tracking system that will provide up-to-date information
on bus locations and next-bus arrival times.
(2) Installation of displays to show next-bus arrival times, voice paging, wireless access, and
music at RCF and Airport Main Terminal pickup locations.
(3) Feature in Sea-Tac Mobile Application showing next-bus arrival times.
Schedule
Commission Approval
2017 Quarter 2
Procurement Complete
2017 Quarter 4
Fleet Tracking System Installed
2018 Quarter 1
Construction Complete
2019 Quarter 1
Cost Breakdown
This Request
Total Project
Fleet Tracking System
$300,000
$300,000
Port Labor – System Installation
$125,000
$125,000
Construction
$577,000
$577,000
WA State Tax
$53,000
$53,000
Total
$1,055,000
$1,055,000
ALTERNATIVES AND IMPLICATIONS CONSIDERED
Alternative 1 – Procure a full-featured tracking system with no additional customer service
features
Cost Implications: $240,000
Pros:
(1) Accurate bus location from 1 to 5 second Global Positioning System (GPS) refresh
rates
COMMISSION AGENDA – Action Item No. 4c Page 3 of 4
Meeting Date: June 27, 2017
Template revised September 22, 2016; format updates October 19, 2016.
(2) Tracking information on mobile devices for field supervisors
(3) Robust reporting and analytics to support continuous improvement
(4) 7X24 vendor support
Cons:
(1) RCF customers have continued uncertainty of bus arrival times with no arrival time
signage
(2) Amenities available to passengers in the terminal are not available to waiting RCF
customers
This is not the recommended alternative.
Alternative 2 – Procure a limited-feature tracking system with no additional customer service
features.
Cost Implications: $55,000
Pros:
(1) Bus locations available to supervisors for improved efficiency
Cons:
(1) RCF customers have continued uncertainty of bus arrival times with no arrival time
signage and less accurate arrival estimates
(2) GPS refresh rates averaging 30 to 60 seconds do not provide bus location accuracy to
maximize efficiencies or calculate next-bus arrivals
(3) Limited reporting and analytics
(4) Amenities available to passengers in the terminal are not available to waiting RCF
customers
This is not the recommended alternative.
Alternative 3 – Procure a full-feature tracking system with next-bus displays, voice paging,
wireless access, and music
Cost Implications: $1,055,000
Pros:
(1) Displays and SeaTac Mobile Application showing next bus arrival, voice paging, music,
and wireless access points will ease traveler anxiety and provide important customer
service amenities available throughout the terminal
(2) Accurate bus location from 1 to 5 second Global Positioning System (GPS) refresh
rates
(3) Tracking information on mobile devices for field supervisors.
(4) Robust reporting and analytics to support continuous improvement
(5) 7X24 vendor support
Cons:
(1) Capital funding is not available for other efforts
COMMISSION AGENDA – Action Item No. 4c Page 4 of 4
Meeting Date: June 27, 2017
Template revised September 22, 2016; format updates October 19, 2016.
This is the recommended alternative.
FINANCIAL IMPLICATIONS
Cost Estimate/Authorization Summary
Capital
Expense
Total
COST ESTIMATE
Original estimate
$1,055,000
$0
$1,055,000
AUTHORIZATION
Previous authorizations
$0
$0
$0
Current request for authorization
$1,055,000
$0
$1,055,000
Total authorizations, including this request
$1,055,000
$0
$1,055,000
Remaining amount to be authorized
$0
$0
$0
Annual Budget Status and Source of Funds
This project was not included in the 2017-2021 capital budget and plan of finance. $1,055,000
for the capital funding will be transferred from the Non-Aeronautical allowance CIP (C800405),
resulting in no net change to the Aviation capital budget. The project will be funded with
Customer Facility Charges, a fee paid by rental car customers.
Financial Analysis and Summary
Project cost for analysis
$1,055,000
Business Unit (BU)
Aviation Operations
Effect on business performance
(NOI after depreciation)
NOI after depreciation will decrease.
IRR/NPV (if relevant)
NA
CPE Impact
None.
Future Revenues and Expenses (Total cost of ownership)
Recurring maintenance and license costs for this system are estimated at $38,000. This will be
budgeted in the Aviation Operations operating budget for 2018. Equipment support estimated
at $7,500 annually will be budgeted in the Aviation Maintenance operating budget for 2018.
ATTACHMENTS TO THIS REQUEST
None
PREVIOUS COMMISSION ACTIONS OR BRIEFINGS
None
