Data Consolidation and Reporting Services (2026)

THE PORT OF TACOMA &
THE NORTHWEST SEAPORT ALLIANCE
(PORT ENTITIES)
REQUEST FOR PROPOSALS (RFP)
NO. 072026-1047
DATA CONSOLIDATION
AND REPORTING SERVICES
Issued by
The Port Entities
One Sitcum Plaza
P.O. Box 1837
Tacoma, WA 98401-1837
RFP INFORMATION
Contact: Michelle Walker, Contracts & Procurement
Email Addresses: procurement@portoftacoma.com
Phone: 253-888-4744
Submittal Date 10/02/2026
Questions Due Date 9/11/2026
SUBMIT ALL QUESTIONS AND PROPOSALS VIA THE PROCUREMENT PORTAL.
(LINK LOCATED ON THE LEFT SIDE OF THE PROCUREMENT WEB PAGE)
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072026-1047: Data Consolidation and Reporting Services

Port Entities
Request for Proposals (RFP) 072026-1047
Data Consolidation and Reporting Services
A. PURPOSE
The Port of Tacoma and The Northwest Seaport Alliance (Port Entities) are soliciting
proposals from Consultants interested in providing Data Consolidation and Reporting
services. Port Entities anticipate awarding one (1) non-exclusive Master Services
Agreement (MSA) to the selected Consultant. The period of performance of the
agreement is five (5) years from the execution of the agreement, with options for
renewal at the sole discretion of the Port Entities for a possible total of ten (10) years.
Task Orders (TO) shall be issued using this MSA for defined scopes of work and
subscription services related to Data Consolidation and Reporting. Projects and
Purchase Orders issued under this MSA shall be individually authorized in accordance
with the Port Entities Master Policy Delegation of Authority.
How this procurement shall work:
This RFP shall award a non-exclusive MSA to a Consultant for providing services
related to Data Consolidation and Reporting and shall also award the first Task Order
under this MSA for an Assessment project. Future Task Orders may be awarded for
solution implementation, enhancement, expansion, services, and support but future
work is not guaranteed.
Possible future Possible future
Awarded by this RFP Project Task Orders ServiceTask Orders
under MSA under MSA
Initial Solution
Master Services Agreement
Implementation Project
(MSA)
Likely tiimeframe: 2027
Establishes Terms & Platform Subscription
Conditions with selected Est Maximum Task Order Value: services
Consultant for Projects and $900k
Services related to Data
(includes 1-time costs and first
Consolidation and Reporting
year recurring services costs)
Assessment Project Task
Order
Various Solution
Detailed requirements, Enhancement & Expansion
architecture, design, and plan Projects
for solution implementation Platform Support services
Likely timeframe: 2028-2030
Timeframe: Q4 '26 -Q1 '27
Budget: TBD
Maximum Task Order value:
$100k
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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 Entities, those
agencies are eligible to purchase from Contracts established by the Port Entities. Such
agencies may ask Port Entities' Consultant to accept orders from the agency, citing the
Port Entities' contract as the basis for the order. The Consultant may accept or decline
such orders. If the Consultant accepts an order from another public agency using the
Port Entities' contract as the basis, the Consultant agrees to sell additional items at the
contract prices, terms, and conditions. The Port Entities accept no responsibility for the
payment of the purchase price by other governmental agencies.
Grant Requirements: The Port Entities may apply for federal and/or state funding or
other rebate alternatives. All work must be performed in accordance with associated
grant requirements. Therefore, the various Project Task Orders and Purchase Orders
issued under this MSA may be subject to the Terms and Conditions of each grant.
There are no grant requirements anticipated for the initial Assessment Project Task
Order.
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.
Formed in 2015, The Northwest Seaport Alliance (NWSA) is a marine cargo operating
partnership of the ports of Tacoma and Seattle. NWSA is the fourth-largest container
gateway in North America. To learn more about the NWSA, visit
www.nwseaportalliance.com.
Our NWSA Port Community System (PCS) has the following goals:
* Building out stakeholder listening systems
Implementing outreach forums and platforms to seek stakeholder feedback
from trucking community, terminals, and more.
* Cultivating data-informed approaches that drive strategic goals
Cultivating enhanced data and building dashboards to benefit internal
teams and published on the nwseaportalliance.com site for the larger
community.
* Enhancing current PCS Capabilities
Making PCS digital capabilities more accessible and user friendly by
refreshing and expanding the most utilized parts of our website.
The Port Entities collect data from a variety of sources and produce information in the
form of reports and dashboards with key performance metrics to monitor and improve
gateway performance, support planning, assist in pursuing grant opportunities, provide
visibility for the greater port community, and be a single source of truth for gateway data.
The NWSA has five international container terminals that are operated by independent
Marine Terminal Operator (MTO) tenants. Today, terminal operating data for these
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international container terminals is provided to the Port Entities via a variety of semi-
automated and manual methods. Port Entities desire an approach for collecting this data
in a more reliable, predictable, and accurate way, directly from the source systems used
by our stakeholders (such as the Terminal Operating Systems of our MTOs).
The Data Consolidation and Reporting platform shall provide the mechanism for collecting
the information in standardized formats using automated methods, then aggregate the
data and provide operational reporting and dashboards that can be used by the Port
Entities and stakeholders.
The Port Entities have included high-level requirements for the desired Data
Consolidation and Reporting solution in Attachment E.
The Port Entities Standard Terms and Conditions are included in Attachment B to
this RFP. By submitting a proposal, the Consultant represents that it has carefully
read and agrees to be bound by the Port Entities 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 Entities' best interests to
adopt the alternative language.
Proposals submitted with altered or conditioned Terms and Conditions without
prior written agreement from the Port Entities shall be considered non-responsive
and not considered for evaluation.
Submitted proposals must incorporate all agreed upon terms and conditions
without any exceptions or changes. Response submittal is agreement to the
Contract without any exceptions. If the Proposer is awarded a contract and refuses
to sign the attached Contract form, the Port Entities may reject the Proposer from
this and future solicitations for the same work. Under no circumstances shall
Proposer submit its own contract template or form for MSA.
Subscription Agreements (SaaS) shall be reviewed and approved in writing by Port
Entities' Contracts, Risk Management, and General Counsel prior to execution.
C. SCOPE OF SERVICES
The Port Entities intend to select a Consultant to provide a Data Consolidation and
Reporting solution and related services.
The following are expected to be awarded as part of this RFP:
1) Establish a Master Services Agreement (MSA) with a selected Consultant that
shall be used for the initial Assessment project (see #2 below) as well as possible
future project Task Orders and Purchase Orders for services related to Data
Consolidation and Reporting.
2) Issue an initial Task Order under the MSA for consulting services to perform an
Assessment to:
Work with Port Entities staff to refine and expand on the high-level
o
requirements in Attachment E to produce a detailed requirements document
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that captures the Port Entities' needs for the Data Consolidation and
Reporting solution implementation project.
Document design, data governance model, technical solution architecture,
o
and implementation roadmap for a solution that shall meet the
requirements.
Develop a detailed plan (work breakdown structure) and Statement of Work
o
(SoW) with deliverables and costs for establishing a Data Consolidation and
Reporting solution, onboarding initial data sources, and providing an initial
set of reports.
The Assessment phase TO is anticipated to be between $50,000 and
o
$100,000 but shall not exceed $100,000. We would like to start the
Assessment in Q4 2026.
If the Assessment phase above completes successfully, the Port Entities may issue
another Task Order under the MSA for a project to implement the Data Consolidation and
Reporting solution based on the Statement of Work produced during the Assessment
phase. We anticipate costs for the Initial Solution Implementation phase to be less than
$900,000, inclusive of one-time costs for establishing the solution, onboarding initial data
sources, providing initial set of reports, and recurring subscription and support costs for
the first year.
D. PROPOSAL ELEMENTS & EVALUATION CRITERIA
Proposals should present information in a straightforward and concise manner, while
ensuring complete and detailed descriptions of the proposing Consultant (to include the
prime, key team members and major subconsultants) and the team's ability to meet the
requirements and provide the requested services of this RFP. Emphasis shall 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 15 numbered pages (8 12 by 11 inch) excluding the cover letter,
compensation information and all appendices. All pages shall be in portrait orientation
with one-inch (1") margins. Font size must be 10 point or larger. Proposals that do not
follow this format may be rejected. Submittals need to be limited to 20 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 requirement, claim means a sum
of money in dispute in excess of ten percent (10%) of the Consultant's fee
for the services provided.
* Any real or perceived conflicts of interest for team members, inclusive of the
prime, subconsultants and key team members.
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Proposals submitted with altered, edited or conditioned Terms and Conditions not
previously agreed upon during the Question-and-Answer phase shall be
considered non-responsive and shall not be considered for evaluation.
Proposals are to address, and shall be evaluated upon, the following criteria:
INITIAL EVALUATION PHASE
1. Qualifications and Experience ...................................................................... 20 PTS
a) Discuss qualifications and experience of your firm for providing similar data
consolidation and reporting services and multi-stakeholder data sharing solutions
for other customers.
b) Discuss your firm's experience working with maritime logistics, port, government,
and supply chain customers.
c) Share any certifications, experience, or other information that differentiates your
firm from other firms for providing the services being requested.
d) Describe your proposed solution, including whether it uses an existing platform,
configured COTS/SaaS product, custom development, or a hybrid model.
e) If you are proposing use of an existing platform or solution, share information on
how long the solution has been in use, the number of customers using the
solution, and what differentiates your solution from other data consolidation and
reporting solutions.
f) Describe your firm's capabilities and experience with processing Electronic Data
Interchange (EDI) messages.
g) Describe your firm's capabilities and experience with API endpoint publication
and management.
2. Solution Requirements ..................................................................... 25 PTS
Complete the "Consultant" columns (H, I, J) in Attachment E (Data Consolidation
and Reporting Requirements) to indicate how your proposed solution would meet
the Port Entities high-level requirements. Use the Notes column (K) to explain how
the solution meets each requirement if needed. Additional instructions can be found
in the "INSTRUCTIONS" worksheet within the spreadsheet.
3. Initial Task Order (Assessment Project) ...................................................... 15 PTS
Provide a Statement of Work (SOW) for the Assessment project describing how your
firm would conduct the assessment phase, including key tasks, deliverables, and
anticipated timeline for the Assessment scope specified in the Scope of Services
section (C-2). Do not include costs in this response item. Assessment cost
information should be provided in item #5-a below (Compensation).
4. Project Approach ........................................................................................... 20 PTS
a) Project Management: Describe how your firm shall manage and coordinate
the necessary resources required to accomplish the services requested.
b) Project Resourcing: Provide information about the makeup of your project
team resources, including qualifications, team structure, primary time zones.
c) Provide information on your firm's approach to providing support for solutions
provided, including service-level agreement information for supporting the
production systems provided.
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d) Provide a plan for communications and coordination between your team, the
Port Entities Project team, and the various stakeholders, including how you
would coordinate with non-Port Entities stakeholders.
e) Describe how your firm shall handle data ingestion from multiple stakeholder
systems, including data quality, validation, governance, and security.
f) Discuss your firm's Quality Control (QC) and Quality Assurance (QA)
programs for the requested services.
g) Identify any assumptions or dependencies you have.
h) What risks beyond your control do you see in providing this service, and how
would you mitigate them?
5. Compensation ................................................................................................ 20 PTS
In a separate PDF document, provide detailed cost information for each of the
following items:
a) Initial Task Order for Assessment Project (5 pts) - Provide firm fixed costs
for the initial Assessment task order based on the SOW you provided in
response to item #3 above.
b) Subsequent Implementation Project (10 pts) - Provide cost for the initial
implementation of the high-level requirements described in Attachment E that
are identified as "Initial Implementation-Must-Have" and "Initial
Implementation-Should-Have" (these have an "x" in columns C or D).
The cost for the Initial Implementation Project should include and itemize:
* All one-time costs
* Recurring annual costs for service and support
c) Hourly Rates (5 pts) - Provide fully-loaded hourly rates that would be used for
hourly based Task Orders.
Compensation MUST be provided separately from the proposal, in an individual
PDF document using the format in Attachment D - COST BREAKDOWN-OFFER
TEMPLATE.
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)
Points for scoring the FINAL EVALUATION PHASE shall replace points in the INITIAL
EVALUATION PHASE.
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1. Oral Presentations (if requested) ............................................................... 100 PTS
Oral Presentations may be conducted with the top-ranked proposers. Failure to
participate in the process shall result in the proposer's disqualification from further
consideration. Oral Presentations shall be conducted by online video meeting.
2. Best and Final Proposal (if requested) ........................................................ 50 PTS
After Oral Presentation discussions are conducted in #1 above, proposers may be
asked to submit a best-and-final proposal.
3. Consultant Cybersecurity Self-Assessment (if requested) ..................... Pass/Fail
Short-listed proposers shall be required to complete an online Cybersecurity Self-
Assessment questionnaire as part of the Port Entities third-party cybersecurity risk
review. The Port Entities may also request a follow-up discussion and non-proprietary
supporting documentation to clarify or validate responses.
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 Entities may evaluate the reference checks to assess the proposed
Consultant'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:
Att. Title Notes
A INSTRUCTIONS FOR PROPOSING Attached to RFP document
MASTER SERVICES AGREEMENT
B Attached to RFP document
TEMPLATE AND TERMS & CONDITIONS
C TASK ORDER TEMPLATE Attached to RFP document
Separate attachment file
D COST BREAKDOWN OFFER TEMPLATE
(Word)
DATA CONSOLIDATION AND REPORTING Separate attachment file
E
REQUIREMENTS (Excel)
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ATTACHMENT A - INSTRUCTIONS FOR PROPOSING
PROCUREMENT PROCESS
SOLICITATION TIMELINE:
The dates shown below are estimated, are provided for information only, and are
subject to change at the sole discretion of the Port Entities.
Issuance of RFP Aug 24, 2026
**Bidders Conference Sept 4, 2026 @ 9:00 AM
*Last day to submit questions Sept 11, 2026 @ 2:00 PM
*Proposal packets due Oct 2, 2026 @ 2:00 PM
*Evaluations Due Oct 15, 2026 @ 4:00 PM
*Review/Shortlist* Oct 16, 2026
*Oral presentations (if required) Oct 20 - Oct 23, 2026
*Best and Final (if required) Oct 24 - Oct 28, 2026
*Final selection (if required) Oct 28, 2026
*Execute agreement(s) Nov 12, 2026
*Dates are tentative and subject to change.
** Proposers wishing to attend the Bidder's Conference shall submit a request via
email to procurement@portoftacoma.com. A Microsoft Teams meeting invitation
shall be provided upon receipt of the request.
All status updates on the above solicitation timeline shall be announced on the Port
Entities' website for this RFP.
PROPOSER OBLIGATION
The Port of Tacoma's Invitation to Bid, Request for Proposals, Request for Information,
and Request for Qualifications can be accessed on the following website,
www.portoftacoma.com under 'Business -> Contracting -> Procurement'.
The Northwest Seaport Alliance Invitation to Bid, Request for Proposals, Request for
Information, and Request for Qualifications can be accessed on the following website,
https://www.nwseaportalliance.com/ under 'Resources -> Procurement', which shall have
a hyperlink to the Port of Tacoma website.
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ATTACHMENT A - INSTRUCTIONS FOR PROPOSING
When viewing the details page for this procurement on the Port of Tacoma Website firms
have the option of subscribing to the Holder's List.
By subscribing to the Holder's List, firms shall automatically be notified when new
documents or changes relating to this procurement occur.
*Only those who have subscribed to the Holder List shall receive notifications
throughout the procurement process, up until a Consultant is selected.
COMMUNICATION / INQUIRES
All communications are to be sent through Michelle Walker, the Procurement
Analyst (procurement@portoftacoma.com).
Proposers who, relative to this scope of services, contact any individuals or
Commission/Managing Members representing the PORT or NWSA, 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 procurements 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 Entities shall respond to all
written questions submitted by this deadline, and responses shall be posted on the
corresponding procurements website.
ADDENDA
The Port Entities may make changes to this RFP. Oral or other interpretations,
clarifications or submittal instructions shall be without legal effect. Any information
modifying a solicitation shall be furnished in a formal, written addendum. If at any time,
the Port Entities change, revise, delete, increase, or otherwise modify the Solicitation, the
Port Entities shall issue a written Addendum to the Solicitation. Addenda shall be posted
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