Template revised January 10, 2019.
COMMISSION
AGENDA MEMORANDUM Item No. 8c
ACTION ITEM Date of Meeting January 13, 2026
DATE: December 2, 2025
TO: Stephen P. Metruck, Executive Director
FROM: Mike Tasker, Director Aviation Maintenance
Delmas Whittaker, Chief Operating Officer Maritime
Matt Breed, Chief Information Officer
SUBJECT: Enterprise Asset Management System Upgrade (CIP #C801383)
Amount of this project request: $1,200,000
Total estimated project cost: $1,200,000
Four-year hosting services agreement: $1,300,000
ACTION REQUESTED
Request Commission authorization for the Executive Director to 1) proceed with the Enterprise
Asset Management System Upgrade project; 2) use vendor services and Port staff for
implementation; and 3) execute a contract for up to four years for software hosting services and
maintenance fees estimated at $1,300,000. The amount requested for project implementation
under this authorization is $1,200,000.
EXECUTIVE SUMMARY
The Port of Seattle Aviation Maintenance (AVM) and Marine Maintenance (MM) teams use IBM
Maximo Enterprise Asset Management (EAM) System to track and manage assets, parts
inventories, work orders and incidents. It was last updated in 2019. IBM published support for
our current Maximo version 7.6.1.1 ended in September 2025; we continue to receive support
because we’ve been planning and preparing for a software upgrade. The required operating
system version and database will also be unsupported within the next year. This project will
provide a technical upgrade to the current offering of Maximo, which is an updated platform
called Maximo Application Suite (MAS), v9.1. It will also move the software to a cloud hosted and
managed environment. The project is for a technical upgrade keeping application changes to a
minimum. It sets up the Port for additional projects that will take advantage of the updated
platform providing enhanced functionality, e.g., implementing a Transportation module. The
project will help ensure high availability and security of the maintenance management software
solution critical to many operations across the Port.
COMMISSION AGENDA – Action Item No. 8c Page 2 of 4
Meeting Date: January 13, 2026
Template revised June 27, 2019 (Diversity in Contracting).
Information and Communication Technology (ICT), AVM, MM, Information Security, and
Accounting & Financial Reporting (AFR) resources will be utilized along with vendor services to
complete this project estimated at $1,200,000. Recurring software license and maintenance
costs are budgeted within the ICT Department operating budget and unchanged by this project.
Future software-as-a-service subscription fees and management costs are estimated at $325,000
annually and will be budgeted by ICT.
JUSTIFICATION
The upgrade of Maximo 7.6.1.1 to MAS 9.1 will help ensure the availability, reliability and security
of a system critical to Port maintenance operations. Specific benefits include:
• Improves the security and compliance exposure of remaining with a legacy system.
• Removes end of support risks of losing security patches and bug fixes, losing technical
support and increased cyber threat vulnerability.
• Provides modern future-ready architecture, enhanced user experience and modular
licensing model that provides flexible access as needs evolve.
Diversity in Contracting
Project staff will work with the Diversity in Contracting Department to determine if a direct
women-and-minority-owned business enterprise (WMBE) aspirational goal should be assigned.
DETAILS
Scope of Work
(1) Upgrade IBM Maximo 7.6.1.1 to MAS 9.1.
(2) Clean-up data integrity issues and clear legacy ICT data.
(3) Create new cloud hosted environment and move the existing application to the new
environment using a copy of the database, then upgrade to MAS 9.1.
(4) The current system integrations will also be updated, and all integrations and
configurations will be tested to confirm functionality.
(5) In parallel with the upgrade activities, site configuration changes will be made to
address the challenges of having duplication of data across core functions for the fleet
teams.
Schedule
Commission authorization 2026 Quarter 1
Project start 2026 Quarter 1
In-use date 2027 Quarter 1
COMMISSION AGENDA – Action Item No. 8c Page 3 of 4
Meeting Date: January 13, 2026
Template revised June 27, 2019 (Diversity in Contracting).
Cost Breakdown This Request Total Project
Vendor services $730,000 $730,000
Port labor $470,000 $470,000
Total $1,200,000 $1,200,000
ALTERNATIVES AND IMPLICATIONS CONSIDERED
Alternative 1 – Postpone the upgrade to MAS 9.1.
Cost Implications: $0
Pros:
(1) Capital and operating dollars are available for other projects.
Cons:
(1) Extended support for the current Maximo environment would result in higher support
and operational costs.
(2) Adds significant cybersecurity risk.
(3) Further delays new functionality and continued enhancements that support the Port’s
Century Agenda goal to “be a highly effective public agency.”
This is not the recommended alternative.
Alternative 2 – Proceed with the MAS 9.1 upgrade deployed in a fully managed cloud
environment.
Cost Implications: $1,200,000 Capital Project; $1,300,000 Additional Hosting Costs over 4 years
Pros:
(1) Removes end of support risks of losing security patches and bug fixes, losing technical
support and an increased threat vulnerability.
(2) Provides modern future-ready architecture, enhanced user experience, and a modular
licensing model that provide flexible access as needs evolve.
(3) Sets up the maintenance teams for future improvements for fleet, Satellite Transit
System (STS), scheduling tools and mobility.
Cons:
(1) Capital and operating dollars aren’t available for other projects.
(2) Change management considerations for the hundreds of Port users will necessitate
frequent communication and well-thought-out training.
This is the recommended alternative.
COMMISSION AGENDA – Action Item No. 8c Page 4 of 4
Meeting Date: January 13, 2026
Template revised June 27, 2019 (Diversity in Contracting).
FINANCIAL IMPLICATIONS
Cost Estimate/Authorization Summary Capital Expense Total
COST ESTIMATE
Original estimate $1,600,000 $0 $1,600,000
AUTHORIZATION
Previous authorizations $0 $0 $0
Current request for authorization $1,200,000 $1,300,000 $2,500,000
Total authorizations, including this request $1,200,000 $1,300,000 $2,500,000
Remaining amount to be authorized $0 $0 $0
Annual Budget Status and Source of Funds
This project, CIP C801383 – Enterprise Asset Management System Upgrade, is included in the
2026–2030 Capital Budget and Plan of Finance with an allocated budget of $1,600,000. With our
new project estimate of $1,200,000, $400,000 can be reallocated or saved. The project will be
funded by a combination of the Airport Development Fund (81.3%) and the General Fund
(18.7%).
Financial Analysis and Summary
Project cost for analysis $1,200,000
Business Unit (BU) Admin
Effect on business performance
(NOI after depreciation)
NOI after depreciation will increase due to inclusion of
capital (and operating) costs in airline rate base.
IRR/NPV (if relevant) N/A
CPE Impact $0.01 in 2028
Future Revenues and Expenses (Total cost of ownership)
Average annual cloud hosting and management costs of approximately $325,000 will be
budgeted within the ICT operating budget. Total system maintenance costs—including licenses,
maintenance fees, and recurring Port labor—are not expected to change because of this project.
ATTACHMENTS TO THIS REQUEST
None
PREVIOUS COMMISSION ACTIONS OR BRIEFINGS
None
