Project Management Information System (PMIS) Selection, Implementation, and Support Services (2026)

PORT OF TACOMA
REQUEST FOR PROPOSALS
NO. 052026-1030
Project Management Information System (PMIS)
Selection, Implementation, and Support Services
(2026)
Issued by
Port of Tacoma
One Sitcum Plaza
P.O. Box 1837
Tacoma, WA 98401-1837
RFP INFORMATION
Contact: Axa Turney, Sr Contracts Administrator
Email Addresses: procurement@portoftacoma.com
Phone: 253-888-4768
Submittal Date August 25, 2026 @ 2PM
Questions Due Date August 11, 2026 @ 2PM
SUBMIT ALL QUESTIONS AND PROPOSALS VIA THE PROCUREMENT PORTAL.
(LINK LOCATED ON THE LEFT SIDE OF THE PROCUREMENT WEB PAGE)

Port of Tacoma
Request for Proposals (RFP) 052026-1030
Project Management Information System (PMIS) Selection, Implementation, and
Support Services (2026)
A. PURPOSE
The Port of Tacoma (Port) is soliciting proposals from firms interested in providing a
subscription-based Project Management Information System (PMIS) to be used by
Engineering, Environmental/Planning and Maintenance project management teams. The
proposal must include all costs associated with implementation (implementation and
enhancement services), first-year subscription, and ongoing annual subscription fees
beginning in year two (2), inclusive of licensing, support and maintenance. The Port
anticipates awarding one (1) contract. The period of performance of the implementation
and support services contract is three (3) years from the execution of the contract, with
options for renewal at the sole discretion of the Port, for a possible total of five (5) years.
The successful respondent may be precluded from competing for, or participating in,
subsequent contracts that are the direct result of or primarily generated by, the work
performed under the contract resulting from this procurement.
Interlocal Cooperation Act-RCW 39.34 allows cooperative purchasing between public
agencies, and other political subdivisions. If a public agency files or has filed an
Intergovernmental Cooperative Purchasing Agreement with the Port, those agencies are
eligible to purchase from Contracts established by the Port. Such agencies may ask Port
Contractors to accept orders from the agency, citing the Port contract as the basis for the
order. The Contractor may accept or decline such orders. If the Contractor accepts an
order from another public agency using the Port contract as the basis, the Contractor
agrees to sell additional items at the contract prices, terms, and conditions. The Port
accepts no responsibility for the payment of the purchase price by other governmental
agencies.
B. BACKGROUND
Created by Pierce County citizens in 1918, the Port of Tacoma (Port) is a major center
for container cargo, bulk, break-bulk, autos and heavy-lift cargo. To learn more about the
Port, visit www.portoftacoma.com. The Port has approximately 50 employees providing
project and construction management services to both the Port and the Northwest
Seaport Alliance (NWSA), which was formed in 2015 as a marine cargo operating
partnership of the ports of Tacoma and Seattle, and is the fourth-largest container
gateway in North America. The Port is responsible for approximately $150 million in
capital improvement and expense projects annually. Projects include work associated
with:
Marine infrastructure development and repairs
Surface improvements (auto lots, container yards, intermodal yards, etc.)
Port owned buildings, structures, and equipment
Rail improvements and repairs

Utility (power, sewer, water, stormwater, etc.) development and repairs
Environmental remediation
Environmental habitat
Environmental programs (Air Quality, Water Quality, Sustainability)
Planning for future developments
The Port and NWSA include these projects/programs in a five-year Capital Investment
Plan (CIP) that is voted on annually and separately by both the Port Commission and the
NWSA Managing Members. Current project management practices include the use of:
Trimble Unity Construct (formerly eBuilder); Microsoft Dynamics 365 Finance &
Operations (Dynamics 365) for authorizations, budgets and contract/purchase order
management; RIB Speclink Cloud (for specification writing); and Microsoft 365 (Outlook,
Word, Excel, PowerPoint, SharePoint, Teams, OneDrive, Project).
The project management information system (PMIS) will be utilized during all phases
(initiation, planning, preliminary engineering, design, bidding, construction and close out)
of the projects by the staff, consultant teams, and the contractors of both the Port and
NWSA. The total estimated number of internal and external users is expected to be
approximately 150 users. The PMIS software is also expected to effectively integrate with
the Enterprise Resource Planning (ERP) system (Dynamics 365) and Microsoft
SharePoint for document archiving. The procurement of construction contracts may be
design/bid/build, or design/build, or progressive design/build, but is majority and has
traditionally been design/bid/build.
The Port's Standard Terms and Conditions are included in Attachment B to this
RFP. By submitting a proposal, the Proposer represents that it has carefully read
and agrees to be bound by the Port's Standard Terms and Conditions. Identify
during the question submittal and response period, any sections you consider
onerous, clarify why you consider these sections onerous, propose alternative
language and describe why it is in the Port's best interests to adopt the alternative
language.
Proposals submitted with altered or conditioned Terms and Conditions without
prior written agreement from the Port will be considered non-responsive and not
considered for evaluation.
Proposers submit proposals with the understanding all contract terms and
conditions are mandatory. Response submittal is agreement to the Contract
without exception. The Port reserves the right to negotiate changes to submitted
proposals and to change the Port's otherwise mandatory Contract form during
negotiations. If the Proposer is awarded a contract and refuses to sign the attached
Contract form, the Port may reject the Proposer from this and future solicitations
for the same work. Under no circumstances shall Proposer submit its own
boilerplate of terms and conditions.

C. SCOPE OF SERVICES
The Port of Tacoma intends to select a Project Management Information System (PMIS)
as well as implementation services and ongoing support for the selected PMIS.
Scope of Services are expected to include:
* Validation and refinement of Port functional and non-functional
requirements (Please see attached Excel-based requirements matrix
(Attachment x):
Access & Security
o
Budget & Financials
o
Contract Management
o
Project Management
o
Design Management
o
Construction Management
o
Project Controls
o
Data Analytics & Reporting
o
Document Management
o
Integrations & Systems
o
Schedule Management
o
Technical Support
o
Workflow & Communication
o
* Implementation and support services:
Implementation planning, system configuration, integration support, testing,
o
training, go-live assistance, and post-implementation support.
The Port anticipates a phased approach to the work, with activities and
o
deliverables defined within a single Task Order.
The selected consultant will work closely with the Port's Project Manager and
stakeholders to ensure the PMIS is implemented effectively and supported following
deployment.
D. DELIVERABLES:
* PMIS software
* Implementation Plan
* Requirements validation summary
* Configured PMIS environment
* User roles and permissions configuration
* Integration documentation

* Test scripts
* Data migration validation summary
* Training materials and job aids
* Go-live readiness confirmation
* Cutover Plan
* Post-cutover support plan
* Ongoing production support model and Service Level Agreement(s)
Phased Scope of Services (Single Task Order)
Phase 1: Discovery & Planning
* Conduct stakeholder coordination and discovery activities
* Validate requirements and assumptions
* Develop implementation approach and sequencing
Phase 2: System Configuration & Setup
* Configure PMIS environment(s)
* Configure user roles, permissions, and training structures
Phase 3: Integration & Data Migration (as applicable)
* Design, develop and implement system integrations
* Define and support data migration activities
Phase 4: Testing, Training & Go-Live
* Support testing and issue resolution
* Provide administrator and end-user training
* Support go-live activities
Phase 5: Ongoing Support
* Provide post-implementation and on-call support services as requested
Completion and acceptance of deliverables will be confirmed by the Port's Project
Manager prior to payment.
E. PROPOSAL ELEMENTS & EVALUATION CRITERIA:
Proposals should present information in a straightforward and concise manner, while
ensuring complete and detailed descriptions of the proposing Vendor (to include the
prime, key team members and major sub-consultants) and the team's ability to meet the
requirements and provide the services requested of this RFP. Emphasis will be on
completeness of content. The written proposals should be prepared in the same
sequential order of proposal criteria as outlined below.
Proposals are limited to 10 numbered pages (8 12 by 11 inch) excluding the cover letter,
compensation information and all appendices. All pages shall be in portrait orientation

with 1-inch (1") margins. Font size shall be 10 point or larger. Proposals that do not follow
this format may be rejected. Submittals need to be limited to 9 MB in total size.
The cover letter shall include the RFP Number &Title in the subject line, the Name, Title,
Email Address, Phone Number and current Address of the submitting team's main contact
and include the following information (even if the answer is none):
* Describe any claim submitted by any client against the prime firm within the past
two (2) years related to the professional services provided by the firm or its key
personnel. For purposes of this request, claim means a sum of money in dispute
in excess of 10% of the firm's fee for the services provided.
* Any real or perceived conflicts of interest for team members, inclusive of the
prime, sub-consultants and key team members.
Proposals are to address, and will be evaluated upon, the following criteria:
INITIAL EVALUATION PHASE
1. Qualifications & Experience ......................................................................... 30 PTS
a) Identify the proposed team (to include working titles, degrees, certificates, and
licenses), demonstrate the team's experience in performing the requested
services, and describe how the team meets or exceeds the required
qualifications.
* Resumes of the key individuals may be included as an appendix and are not
included in the total page count. Resumes are to be limited to one (1) single-
sided, letter-size page. Resumes exceeding this limit will not be reviewed.
* Provide an organizational chart demonstrating the relationships and
hierarchy of the team described above and availability to support Port
projects. Identify individuals by name, position, discipline and firm. Identify
key back up personnel.
b) The Port will evaluate the experience, technical competence, and qualifications
of the Key Personnel identified, their project specific roles and responsibilities,
and overall organization of the project team. Emphasis will be placed on
experience and expertise in performing work of similar scope and complexity.
c) Capacity to perform the work (including any specialized services) within the time
constraints identified, considering the firm's current and planned workload.
d) Include a list of three (3) recent contracts/projects in the last five (5) years, to
include a point of contact, contact information (phone and email), and brief
description, for services relevant to the items listed in the Scope of Services as
performed by the key personnel. Only projects completed by key members of the
project team will be considered.
2. Project Approach Narrative .......................................................................... 30 PTS
Proposals should clearly outline the team's recommended approach and methodology
for:
a) Accomplishing the Scope of Services: Clearly describe the approaches and
methods that will be used to accomplish the tasks required in the Scope of

Services. Include a summary of innovative ideas and suggestions for enhancing
the scope of services.
* Project Management: Describe how the team will manage and coordinate the
necessary disciplines required to accomplish the services requested.
* Describe the team's experience responding to and overall management of
task order services and describe the firm's approach for responding to the
Port's request(s) for services.
b) Provide approach for scheduling and sequencing individual task orders and for
providing simultaneous services on multiple task orders and facilitating efficient
and consistent progress on each task order.
* Approach for managing multiple task budgets and approach for ensuring
cumulative task budgets do not exceed the overall contract amount.
* General information for supporting the Port with an overall approach to
services at the Port.
* Coordination & Communication. Provide a plan for communications and
coordination between the Project Team, the Port's Project Manager, and the
various Stakeholders.
* Quality Control (QC) and Quality Assurance (QA) program for the requested
services.
* What risks beyond your control do you see in providing this service, and how
would you mitigate them?
3. Fit/Gap Matrix.................................................................................. 30 PTS
Complete the Fit/Gap Matrix (Appendix E). Submit PDF version and a separate XLS
format.
4. Compensation ................................................................................................ 10 PTS
Present detailed information on the firm's proposed fee structure for all resources for
the services proposed.
Compensation information MUST be provided separately from the proposal, in
an individual PDF document.
All rates quoted shall be:
a) Fixed, fully burdened, including, but not limited to, per diem, administrative
overhead, travel, lodging, and transportation (all direct/indirect expenses
included);
b) Quoted in US Dollars;
c) Full cost inclusive of sales tax and other government fees, taxes and charges;
and
d) Valid throughout the contract period unless otherwise amended and agreed to
by both parties in writing.

FINAL EVALUATION PHASE (if applicable)
1. *Vendor Cybersecurity Self-Evaluation ......................................................... Pass/Fail
VENDOR CYBERSECURITY SELF-ASSESSMENT - Following the initial evaluation,
proposers will be required to complete an online Cybersecurity Risk Self-Assessment
questionnaire to evaluate their cybersecurity posture and affirm their responsibility in
protecting the Port of Tacoma and the Northwest Seaport Alliance from cyber threats
originating from their systems. Proposers should be prepared to participate in a follow-
up call with the Port's Information Technology team and provide non-proprietary
supporting evidence to validate responses and/or comments. Proposers must
successfully pass the Vendor Cybersecurity Self-Evaluation to be considered for
further participation in the solicitation process. Failure to achieve a passing evaluation
score will result in the proposer being removed from consideration and not advancing
to the shortlisted vendor phase.
2. Oral Presentations (if requested) ................................................................. 60 PTS
Oral Presentations will be conducted with the top-ranked Vendors. Failure to
participate in the process will result in the Vendor's disqualification from further
consideration. Oral Presentations will be conducted by online video meeting or onsite.
3. Best and Final Proposal (if requested) ........................................................ 40 PTS
After Oral Presentation discussions are conducted in #1 above, proposers may be
asked to submit a best-and-final proposal.
4. References (if requested) ........................................................................... Pass/Fail
Reference checks may be performed on the selected firm, if based directly on the
proposals received, or on shortlisted firms if Oral Presentations are being requested.
The Port of Tacoma may evaluate the reference checks to assess the proposed
Vendor's overall performance and success of previous, similar work. Reference
checks may also be utilized to validate information contained in the proposal.
LIST OF ATTACHMENTS:
ATTACHMENT A - INSTRUCTIONS FOR PROPOSING (ATTACHED TO RFP)
ATTACHMENT B - PERSONAL SERVICES CONTRACT TEMPLATE & TERMS AND
CONDITIONS (ATTACHED TO RFP)
ATTACHMENT C - COST BREAKDOWN-OFFER TEMPLATE (SEPARATE
ATTACHMENT E - FIT/GAP MATRIX (FUNCTIONAL & NON-FUNCTIONAL
REQUIREMENTS)

PROCUREMENT PROCESS
SOLICITATION TIMELINE:
This is the procurement schedule for this RFP. The dates shown below are estimated,
are provided for information only, and are subject to change at the sole discretion of the
Port of Tacoma.
Issuance of RFP July 28, 2026
*Last Day To Submit Questions August 11, 2026 @ 2PM
*Proposal packets due August 25, 2026 @ 2PM
*Review/Shortlist* September 8, 2026
*Oral Presentations September 14-18, 2026
*Best and Final (if required)* September 23, 2026
*Final Selection September 25, 2026
*Execute Contract October 15, 2026
*Dates are tentative and may be subject to change.
All status updates on the above solicitation timeline will be announced on the Port's
website for this solicitation.
VENDOR OBLIGATION
The Northwest Seaport Alliance (NWSA) and Port of Tacoma's (PORT) Invitation to Bid,
Request for Proposals and Request for Qualifications can be accessed on the following
websites, www.portoftacoma.com (PORT) under 'Business -> Contracting ->
Procurement' or https://www.nwseaportalliance.com/ (NWSA) under 'Resources ->
Procurement.'
When viewing the details page for this procurement on the Port's Website firms have the
option of subscribing to the Holder's List.
By subscribing to the Holder's List, firms will automatically be notified when new
documents or changes relating to this procurement occur.
*Only those who have subscribed to the Holder's List will receive notifications
throughout the procurement process, up until a firm is selected.
COMMUNICATION / INQUIRIES

All communications are to be sent through Axa Turney, Sr Contracts Administrator.
Proposers who, relative to this scope of services, contact any individuals or Commission
members representing the NWSA or the PORT, other than the Procurement
Representative listed on the solicitation may be disqualified from consideration.
Written questions about the meaning or intent of the Solicitation Documents shall only be
submitted to the Procurement Department via the Procurement Portal (Portal link is
accessible via this specific procurement website. See left side of page.).
Proposers who may have questions about provisions of these documents are to submit
their questions by the date listed on the solicitation. The Port will respond to all written
questions submitted by this deadline, and responses will be posted on the corresponding
procurements website.
ADDENDA
The Port may make changes to this Solicitation. Oral or other interpretations, clarifications
or submittal instructions will be without legal effect. Any information modifying a
solicitation will be furnished in a formal, written addendum. If at any time, the Port
changes, revises, deletes, increases, or otherwise modifies the Solicitation, the Port will
issue a written Addendum to the Solicitation. Addenda will be posted to the Port's web
site and conveyed to those potential submitters who have requested to be placed on the
Holder's List.
SUBMITTAL PROCESS
Electronic Submittal:
Proposals must be received via the procurement portal on or before the date and time
outlined on the front page of this RFP.
Procurement Submission Portal Instructions:
Navigate to this procurements web page (referencing the number and name) via the
following link Procurement | Port of Tacoma or Procurement | Northwest Seaport Alliance.
While on the procurements page, click on the 'Procurement Submission Portal' link
(located on the lefthand side of the page).
Full instructions on how to utilize the submission portal can be found on the Port's
Procurement website.
Please submit the proposal, including all separate attachments and compensation, in
separate Adobe Acrobat PDF format. Submittals need to be limited to 9 MB in total size.