Lease Revenue Management System (SaaS)

REQUEST FOR PROPOSALS
NO. 26-84
LEASE REVENUE MANAGEMENT SYSTEM (SaaS)
PROPOSAL DUE DATE: October 9, 2026
PORT OF SEATTLE
Central Procurement Office
Pier 69
2711 Alaskan Way
Seattle, Washington 98121
Prepared By: Maria Mayhue, Procurement Officer III
Mayhue.m@Portseattle.org
206-735-0292
Solicitation Issue Date: August 31, 2026
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INDEX
SECTION I - INSTRUCTIONS FOR PREPARATION AND SUBMITTAL OF PROPOSAL---------PAGE 04
SECTION II - SAMPLE CONTRACT --------------------------------------------------------------------- PAGE 20
SECTION III - SCOPE OF WORK-------------------------------------------------------------------------- PAGE 51
SECTION IV - SUBMITTAL DOCUMENTS-------------------------------------------------------------- PAGE 70
SECTION V - APPENDICES------------------------------------------------------------------------------- PAGE 111
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REQUEST FOR PROPOSALS (RFP)
LEASE REVENUE MANAGEMENT SYSTEM (SaaS)
SOLICITATION NO: 26-84
BACKGROUND: The Port of Seattle is soliciting offers for a Lease Revenue Management System
(SaaS). Award will be made to the Proposer(s) offering the best value to the Port in accordance
with the terms and conditions of the solicitation.
SOLICITATION ISSUE DATE: August 31, 2026
PROPOSAL DUE DATE: October 9, 2026, at 2:00 PM. PT
Offerors are required to submit proposals no later than the due date/time set forth in the
solicitation.
In order to be considered responsive, offerors must complete, sign, and submit the following
documents with their proposal:
Submittal Document 1 - Proposal Form
Submittal Document 2 - Pricing Schedule-Appendix D
Submittal Document 3 - Coded Requirements
Submittal Document 4 - Narrative Questions
Submittal Document 5 - SaaS Survey-Appendix E
Submittal Document 6 - Entity Information Sheet-Appendix F
PORT OF SEATTLE POINT OF CONTACT:
Maria Mayhue, Procurement Officer III, Mayhue.M@Portseattle.org
NOTE: Potential Proposers are instructed to read all Sections of the Solicitation to familiarize
themselves with all Solicitation terms and conditions and to identify dates, times, and
submittal requirements related to the development and submittal of Proposals. Proposers are
further instructed to submit any questions or requests for clarification regarding this
Solicitation to Vendor Connect as soon as practical.
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SECTION I
INSTRUCTIONS FOR PREPARATION AND SUBMITTAL OF PROPOSAL
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SECTION I - INSTRUCTIONS FOR PREPARATION AND SUBMITTAL OF PROPOSAL
1. REGISTRATION
You must register on the Port of Seattle's Vendor Connect System (VCS) website to be
included on the official Plan Holder's list for this solicitation RFP 26-84 and to receive
email notification of addenda or other important information concerning this
solicitation. Proposers are encouraged to check this VCS website often during the
solicitation process. The website is located here:
https://hosting.portseattle.org/sops/#/Dashboard
After you register you will receive an email with your login and a temporary password
which the Port recommends you reset.
2. OVERVIEW
2.1. Services: The Port of Seattle (the "Port") solicits Proposals from qualified
Vendors (Proposers) to provide a Lease Revenue Management System (SaaS)
for multiple departments within the Port (hereinafter referred to as the
"Services" and/or the "Work") for the Port.
2.2. Background: The Port of Seattle (the "Port") is a municipal corporation of the
State of Washington, established in 1911. The Port is a special purpose
government with a separately elected Commission of five members. The Port is
legally separate and fiscally independent of other state or local governments. All
revenues or other receipts are disbursed in accordance with provisions of
various statutes, applicable grants, and agreements with the holders of its
bonds. See www.portseattle.org for additional Port information and history.
2.3. The term of this contract will consist of a base term of three (3) years with seven
(7) one-year additional option years, a total up to ten (10) years. The full scope of
the services and requirements are specified in Section II (Contract) and Section III
(Scope of Work) of this RFP.
3. ANTICIPATED PROCUREMENT SCHEDULE
The following dates are estimates and are provided for general planning purposes only
except for "Proposal Submittal Date" which reflects the required due date and time for
proposals. The Port reserves the right to modify the below schedule (sequence,
activities, or dates) at its discretion without notification to Plan Holders or Proposers.
Event Date Pacific Time
Advertise Solicitation Monday, 08/31/2026 --------
Pre-Proposal Meeting (Optional) Wednesday, 09/09/2026 11:00 AM PST
Questions Cut-Off Thursday, 09/17/2026 10:00 AM PT
Q & A Addendum Advertising Friday, 09/25/2026 --------
Proposal Submittal Due Friday, 10/09/2026 2:00 PM PT
Notice to Shortlist Proposers* Monday, 11/23/2026 --------
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Event Date Pacific Time
Shortlist Demos and Discussion
Week of 12/07- 11/2026 -------
Week *
Final Proposal Revision Request (if
Thursday, 12/31/2026 --------
applicable) *
Final Proposal Revision Due (if
Monday, 01/11/2027 --------
applicable) *
Notice of Intent to Award* Tuesday 02/02/2027 --------
Contract Execution* Monday, 03/22/2027 --------
*Dates are subject to change.
4. DIVERSITY IN CONTRACTING
4.1. The Port of Seattle is committed to providing the maximum practicable
opportunities for diverse businesses to compete for and participate in Port
contracting opportunities. The Port's Diversity in Contracting goal is to increase
total awarded dollars and the number of diverse firms we contract with. The
Port strongly encourages diverse firms to participate in this solicitation.
4.2. Diverse businesses are encouraged to register on the Port of Seattle VCS website
at: https://hosting.portseattle.org/sops/#/Dashboard
4.3. "Diverse Firm" refers to a wide array of businesses including Minority Business
Enterprise (MBE), Woman Business Enterprise (WBE), Minority Woman Business
Enterprise (MWBE), Veteran Owned Business (VOB), Small Business Enterprise
(SBE), Combination Business Enterprise (CBE), or LGTBQ Enterprise (LGTBQE) as
defined below.
4.4. "Minority Business Enterprise" (MBE) is a business that is at least 51 percent
(51%) owned and controlled by minority (including, but not limited to African
Americans, Native Americans, Asians, and Hispanics) group members.
4.5. "Women Business Enterprise" (WBE) is a business that is at least 51 percent
(51%) owned and controlled by women.
4.6. "Minority or Women Business Enterprise" (MWBE) is an umbrella term that
includes MBE, WBE, and MWBEs.
4.7. "Minority Women Business Enterprise" (MWBE) is a business that is at least 51
percent (51%) owned and controlled by minority women (including, but not
limited to African Americans, Native Americans, Asians, and Hispanics) group
members.
4.8. "Veteran Business Enterprise" (VOB) is a business that is at least 51% owned and
controlled by a veteran or service member.
4.9. "Combination Business Enterprise" (CBE) is a business that is 51% owned and
controlled by a combination of minorities or women that would not otherwise
meet the definition of MBE, WBE, MWBE.
4.10. "Small Business Enterprise" (SBE) is a business that meets the applicable size
standards adopted by the U.S. Small Business Administration. An SBE may be
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either a Certified Small Business or a business that is self-declared to meet the
applicable U.S. Small Business Administration size standard. NAICS codes
commonly used along with the applicable Small Business Administration size
standards can be found at the following web address:
https://www.sba.gov/contracting/getting-started-VENDOR/make-sure-you-
meet-sba-size-standards/table-small-business-size-standards
4.11. "LGBTQ Business Enterprise" (LGBTQBE) is a business that is at least 51% owned
and controlled by one or more individuals who identify as LGBTQ.
4.12. This RFP does not have an aspirational goal.
5. OPTIONAL PRE-PROPOSAL MEETING
5.1. A virtual (via Microsoft Teams) pre-proposal meeting will take place on
Wednesday, September 9, 2026, at 11:00 A.M. PT. The duration of this meeting
is 45 minutes. This Pre-Proposal Meeting will be held to discuss the RFP
Requirements. Prospective Proposers are encouraged to have read through this
RFP in its entirety, be present and participate, including proactively seeking
clarification and asking questions. If changes to the terms and conditions of this
RFP are required because of the meeting, a written addendum will be issued via
the Port's Vendor Connect (VCS) website.
________________________________________________________________________________
Microsoft Teams meeting
Join: https://teams.microsoft.com/meet/264194676637564?p=9PJpsYE1vjCgCsApoD
Meeting ID: 264 194 676 637 564
Passcode: ii3Eq2bG
Proposers who wish to attend this meeting should pre-register and notify the
Port Purchasing Representative, Maria Mayhue (Mayhue.M@Portseattle.org),
providing your firm name and name of attendee(s), no later than Friday,
September 4, 2026, at 2:00 P.M. PT. The title of the email shall read "RFP 26-84
Lease Revenue Management System, [Insert your company name] "Pre-Proposal
RSVP". Firms that RSVP for the Pre-Proposal Meeting will receive a confirmation
email and an invitation to the Microsoft Teams meeting.
5.2. The Port will attempt to address any questions or requests for clarification during
the Pre-Proposal Meeting. Any information provided at the Pre-Proposal Meeting
that may be construed to be inconsistent with the express terms and conditions
of this RFP is unofficial and non-binding on the Port unless and until that
information is issued by the Port via written RFP addenda via the Vendor
Connect (VCS) site.
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6. NOTIFICATION TO PROPOSERS
6.1. Addenda to RFP.
6.1.1. Addenda will be issued on the Port's VCS to all Proposers who have
registered as a plan holder prior to the required due date and time for
the submission of Proposals at https://hosting.portseattle.org/sops/
6.1.2. Each Proposer shall acknowledge in its submitted Proposal that it has
obtained all Addenda issued. It is the sole responsibility of the Proposer
to obtain all Addenda.
6.1.3. All Addenda issued shall become part of the Contract resulting from this
RFP. If Addenda are issued amending the RFP terms and conditions, all
RFP terms and conditions that are not modified remain unchanged.
6.2. Submission, modification, revision, and withdrawal of proposals.
6.2.1. The due date and time for submission of Proposals is Friday October 9,
2026, at 2:00 P.M. Pacific Time.
6.2.2. Proposers are responsible for submitting proposals to the VCS system via
email at: e-submittals-purch@portseattle.org, including any
modifications or revisions, so as to reach the VCS site by the due date and
time specified for submission of proposals in this RFP.
6.2.3. The e-mail shall include the RFP number, title, and due date in the subject
line of the e-mail. For example: RFP 26-84 Lease Revenue Management
System, 10/09/2026.
6.2.4. The Port's e-mail server will not accept files larger than 25MB.
6.2.5. If the file is larger than 25MB please send in multiple emails, clearly label
in the document title, and email subject line the email number (example:
email 1 of 3, email 2 of 3, email 3 of 3).
6.2.6. Compressed or zipped files will not be accepted or reviewed by the Port.
6.2.7. The Port may use the time recorded on the email(s) received by the
Port's email server to determine timeliness.
6.2.8. If a Proposal is sent in multiple emails, all emails must be received by
the due date and time.
6.2.9. The Port is not responsible for the Proposer's technical difficulties in
submitting Proposals electronically.
6.2.10. Proposals that are submitted late may not be evaluated by the Port.
6.2.11. Proposals shall be formatted in searchable .pdf format.
6.2.12. Pricing schedule shall be provided as stated in RFP Submittal Document
No. 2, Appendix D.
6.2.13. Submitted Proposals shall remain valid for ninety (90) days from the
Proposal due date.
6.2.14. Modifications to Submitted Proposals may be submitted prior to the
Proposal due date and time.
6.2.15. Any proposal, modification, or revision submitted and received at the VCS
after the due date and time specified for submission of Proposals may be
rejected.
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6.2.16. Proposers shall submit proposals in response to this RFP in English and in
U.S. dollars.
6.2.17. Proposers may submit modifications to their proposals at any time before
the due date and time established for the submission of proposals.
6.2.18. Proposers may submit revised proposals after the due date and time for
submission of proposals only if requested or allowed by the Port.
6.2.19. Proposals may be withdrawn at any time before the Contract is awarded.
Withdrawals are effective upon receipt of written notice by the Port.
6.2.20. The response to each RFP Document shall be on letter-sized (8.5" x 11")
pages and have a font no smaller than size 11. All documents shall be
submitted in PDF format except for excel files where the formatting shall
not be changed.
6.3. Questions and Communications with the Port
6.3.1. All questions about the meaning or intent of this Solicitation shall be
submitted through the Port's VCS website under the Questions tab for
RFP 26-84.
6.3.2. Questions must be received no later than 10:00 A.M Pacific Time on
Thursday, September 17, 2026. Questions received after this date and
time may not be answered.
6.3.3. Only questions answered by formal Addenda will be binding. Oral and
other interpretations, clarifications or submittal instructions will be
without legal effect. Interpretations, clarifications, or supplemental
instructions will be issued by Addenda and will be provided to all parties
registered in VCS for this Request for Proposal (RFP).
6.4. DO NOT COMMUNICATE ABOUT THIS PROJECT WITH ANY OTHER PORT
EMPLOYEE OR CONSULTANT. COMMUNICATION WITH OTHER PORT EMPLOYEES
OR CONSULTANTS MAY CAUSE THE PROPOSER INVOLVED TO BE DISQUALIFIED
FROM SUBMITTING UNDER THIS SOLICITATION.
6.5. Communication with the Port regarding this procurement shall only be directed
to the Central Procurement Office, Maria Mayhue, Procurement Officer III at:
Mayhue.M@Portseattle.org
6.6. Conflict of Interest
6.6.1. Proposers have a duty to disclose all potential situations that could
present a real or perceived conflict of interest or unfair competitive
advantage with respect to the evaluation process or any resulting
contract and must identify any such potential conflicts of interest in their
Proposal. A Proposer may be precluded from competition if the Proposer,
or any employees, subcontractors, subcontractor employees, or any
other contracting partner(s), are determined to have a real or perceived
conflict of interest.
6.6.2. A conflict of interest may exist if the Proposer is unable to be impartial
with respect to the Port because of other business relationships, or the
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VENDOR would have impaired objectivity in performing under a Port
Contract, or when the Proposer's business relationship with another
entity could adversely impact the Port or require or result in the
disclosure of confidential information.
6.6.3. A proposer may also be precluded from competition if the Proposer or
any of its employees, subcontractors, subcontractor employees, or any
other contracting partner(s), has performed prior work for the Port
related to the scope of this solicitation or the work has influenced this
solicitation and the Port determines, at its sole discretion, there is an
unfair competitive advantage. A competitive advantage determination
may depend on factors such as what prior work was performed, the
knowledge and information gained through that work and if that
knowledge gives the Proposer any advantage over others in proposing on
future work that cannot be appropriately mitigated.
6.6.4. Any Proposer proposing an individual or including the resume of an
individual who is either a former VENDOR or employee of the Port of
Seattle or a Relative of any Port of Seattle contractors or its employee
who participated in a decision-making, negotiation, review, preparation,
selection, supervisory or other significant activity associated with this
solicitation, including all associated documents, such Proposal may be
precluded from competition and ineligible for award.
6.6.5. "Relative" is defined to include a Proposer's spouse, domestic partner,
parent, child, sibling, aunt, uncle, cousin, niece, nephew, grandparent,
grandchild, in-law, and any person with whom the Proposer has a
relationship that is substantially equivalent to any of the above.
6.6.6. Every request including all questions proposed during the Pre-Proposal
Meeting for interpretation, clarification or question about the RFP or its
terms and conditions shall be submitted to the Port through the Port's
VCS site at: https://hosting.portseattle.org/sops/#/Dashboard. Proposers
are highly encouraged to submit any and all requests for interpretation,
clarification or questions about the RFP, terms, and conditions as soon as
practicable throughout the solicitation phase. These requests need to
include which RFP element, term, or condition in question, why it is
problematic or in need of clarification/interpretation, any suggested
language that may make it clearer, and why the Port should consider
such a change or clarification. To be given consideration, submittal of
clarifications, questions, and requests for information must be submitted
no later than 10:00 A.M Pacific Time on Thursday, September 17, 2026.
The Proposer making this request is solely responsible for the timely
submission of said request. Conditioning an offer on terms and
conditions other than those contained in this solicitation will be
deemed non-responsive and will be rejected.
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