Template revised September 22, 2016.
COMMISSION
AGENDA MEMORANDUM
Item No.
6e
ACTION ITEM
Date of Meeting
February 13, 2018
DATE: February 6, 2018
TO: Stephen P. Metruck, Executive Director
FROM: Peter Garlock, Chief Information Officer
SUBJECT: Digital Display Software Standard Selection
Amount of this request:
$0
Total estimated contract cost:
$3,000,000
ACTION REQUESTED
Request Commission authorization for the Executive Director to execute a contract for software
to be purchased over the next 10 years as digital display needs are identified as part of projects
or operations. The total amount of the contract is estimated to not exceed $3,000,000. There is
no funding request associated with this authorization.
EXECUTIVE SUMMARY
This request would enable selection of a software system to support digital signage
requirements in future projects. It is not a request to procure a digital sign product as such.
Digital signage is reshaping customer and employee experiences in nearly every industry. In
addition to facilitating eye-catching presentations, it offers the flexibility to deliver fast-
changing information supporting employees, operations and customer service initiatives.
Across the Port, several digital signage applications have been deployed, and we expect the
demand for additional signage will increase significantly over the next few years with the
adoption of the Airport Signage Master Plan and the need to better communicate with our
growing customer base at the airport, cruise terminals, and marinas.
A contract with a vendor for a single digital display software system selected through a
competitive procurement will reduce maintenance and operational costs as well as streamline
the procurement processes for individual projects with digital signage components over the
next ten years. This solution will support our “One Port” approach by deploying a common
solution shared Port-wide.
DETAILS
With this authorization, a digital display software system will be selected via a competitive
procurement and a contract will be executed to support future projects with digital display
components. The digital display software selected will include the following:
COMMISSION AGENDA – Action Item No. 6e Page 2 of 3
Meeting Date: February 13, 2018
Template revised September 22, 2016; format updates October 19, 2016.
• A visual content management system that allows for scheduling, multiple content types,
multiple languages, dynamic messaging, and emergency information display.
• Ability to centrally manage a visual communication network of several hundred diverse
display devices.
• Robust way-finding support.
• Integration with other information systems.
Schedule
Commission Authorization
2018 Quarter 1
Contract Execution
2018 Quarter 3
ALTERNATIVES AND IMPLICATIONS CONSIDERED
Alternative 1 – Complete a separate procurement each time digital signage is required for
future projects.
Pros:
(1) Separate procurements would allow vendors multiple opportunities to compete for
each individual project.
Cons:
(1) Separate procurements would result in multiple software systems driving digital
displays throughout the Port. This increases maintenance costs and reduces
maintenance efficiency in addition to adding complexity to operations.
(2) Reduces our ability to quickly react to emerging business requirements.
This is not the recommended alternative.
Alternative 2 – Procure a single digital display software system for future projects.
Pros:
(1) This alternative would reduce the maintenance requirements and operational
complexity by limiting the digital display software in use throughout the Port.
(2) Improves ability to react quickly to emerging business requirements and streamlines
procurement processes for future projects with digital display components.
Cons:
(1) The number of opportunities available to vendors for individual digital display
requirements is limited.
This is the recommended alternative.
COMMISSION AGENDA – Action Item No. 6e Page 3 of 3
Meeting Date: February 13, 2018
Template revised September 22, 2016; format updates October 19, 2016.
FINANCIAL IMPLICATIONS
Software or subscription services procured through this contract are estimated to not exceed
$3,000,000. No procurement is guaranteed to the vendor and the Port is not obligated to pay
the vendor until a software or subscription order has been executed. Funding will be authorized
through other projects or operational budgets
ATTACHMENTS TO THIS REQUEST
None
PREVIOUS COMMISSION ACTIONS OR BRIEFINGS
None
