Project Information

Bid Title

Integrated Grants Management Software

Issuing Agency

Port of Tacoma

Location

Washington

Published Date

Jan 30, 2026

Closing Date

Mar 3, 2026

Government Level

State & Local

Status

Closed

Ref. #

012026-1018

Original Source

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Bid Documents

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Project Description

Integrated Grants Management Software

Bid Number:

012026-1018

Procurement Summary:

The Port of Tacoma is issuing a request for information to vendors of Grants Management Software Solutions. This Request for Information (RFI) is issued solely for information and planning purposes and does not constitute a solicitation. This RFI does not commit the PORT to contract for any supply or service.

Contact:

Shawn Seaks, Procurement Analyst

Bids Due:

Tue, 03/03/2026 - 02:00PM

Questions Due:

Tue, 02/17/2026 - 02:00PM

Documents:

rfi_-_grants_management_software.pdf

Attachment Preview

Date: January 30, 2026,

To: Interested Grants Management Software Providers

Subject: Request for Information (RFI) Integrated Grants Management Software

Purpose for this Request for Information:

The Port of Tacoma is issuing a request for information to vendors of Grants Management Software

Solutions. This Request for Information (RFI) is issued solely for information and planning purposes

and does not constitute a solicitation. This RFI does not commit the PORT to contract for any supply

or service.

Background

Created by Pierce County citizens in 1918, the Port of Tacoma 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 currently manages its grant portfolio using spreadsheets and manual processes in a

decentralized environment. While this approach has supported basic tracking needs, it presents

significant limitations in scalability, compliance, auditability, and collaboration—especially as the

volume and complexity of State and Federal grants continue to grow.

To address these challenges, we are seeking information from vendors about comprehensive grant

management systems that support the entire lifecycle of a grant, from pre-award through closeout.

The ideal solution will be purpose-built for public sector grant management, with robust support

for State and Federal compliance requirements, financial tracking, workflow automation,

and integration with Microsoft Dynamics 365 Finance & Operations (F&O).

The Port and NWSA have an approximate 30 grants concurrently active across:

• Federal (DOT, EPA Clean Ports, DOE)

• State (WSDOT, state cleanup funds)

• Local / Port-specific programs

Desired Solution Capabilities

We expect to develop detailed solution requirements following the review of responses to this RFI

which will be included in a Request for Proposal we intend to issue in 2026. Below is a high-level list

of representative capabilities that are desired in a Grants Management Software solution. This is

not intended to be a comprehensive list of all system requirements; rather, it is meant to be a guide

for the anticipated needs. While it would be ideal to have all capabilities in a single solution, we

realize an all-in-one solution may not be the best fit. Please indicate in your response which

capabilities your proposed solution offers.

The PORT anticipates the implementation of a highly integrated software platform providing:

• User access through a single intuitive integrated interface

• Enhanced Grants lifecycle coverage throughout, from intake to close

Operational Areas of Focus:

• Application Intake: manage incoming grant applications or proposals

• Award Management: award setup, notifications, and modifications

• Post-Award Monitoring: tracking performance, deliverables, and milestones

• Closeout: grant closeout and final reporting

• Budgeting: Grant budget management, amendments, and multi-year funding

• Drawdowns & Reimbursements: integration with financial systems for drawdowns or

reimbursements

• Audit Trails: full audit trail for all transactions and changes

• Compliance: compliance with Uniform Guidance (2 CFR Part 200) and other federal/state

regulations

Multi-Entity Environment

• The system would need to act as a “dual database” where two entities (The Port of Tacoma

and The Northwest Seaport Alliance) would be used separately but within one system

interface.

Technology and Information Security

• Solutions should be SaaS

• Datacenters utilized must be in the continental USA

• Solutions should comply with the NIST Cybersecurity Framework

• Solutions should maintain appropriate cybersecurity insurance and comply with industry

standard security certifications

• Solutions should integrate with the PORT’s existing Microsoft Platforms, including Microsoft

Azure, Dynamics 365 F&O, and Microsoft 365

Data Integration & Management

• Automate the integration of data to third-party systems (Microsoft Dynamics 365 F&O)

• API (application programming interface) integration

• Automate updates of all common data across system(s)

• Importing/exporting data (e.g., CSV,JSON)

• User customization of dashboards, views, or workflows to suit their roles

Reporting and Database Capabilities

• Advanced reporting and analytics capabilities

• Provide data for reporting of information, to allow PORT staff to complete data analysis

using Microsoft Power BI

• Provide historical reporting to show volume and trends

• Federal Reporting: support reporting to federal systems e.g., SAM.gov, FSRS, or eCivis

Other Requirements

• We would like a suggested Transition Plan from Spreadsheets to a Grant Management

System

Response Requirements

In response, please provide the following:

• A summary of your business and your firm’s qualifications

• Provide information relating to the number of implementations of your solution, and

examples of the utilization at these sites.

• A description of the solution you would provide, including:

o The operational functions managed, and how the solution would satisfy the high-

level capabilities outlined in the Desired Solution Capabilities section

o The technical architecture/design and technology components are utilized. Please

describe your data tenancy architecture including whether the solution operates as a

single-tenant or multi-tenant, how customer data is isolated from other customers at

the database, application, and infrastructure levels.

o The degree to which the solution is standards-based, flexible, and customizable,

such as custom fields, forms, and workflows

o The capabilities of your solution that differentiate it from other similar solutions with

emphasis on multi-entity support capabilities

• Pricing Model and associated costs for your solution:

o Implementation/one-time costs

o Recurring/annual costs with breakdown cost of each of the solutions

capabilities/modules if applicable

o Support level agreement (SLA) options

Responses

• Responses should be emailed to procurement@portoftacoma.com

• Please submit responses by 03/03/2026

• Vendors submitting responses may be asked for follow-up information or requested to

perform a software demonstration

Commodity Codes

• NAICS 511210Software Publishers
• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services
• NAICS 541611Administrative Management and General Management Consulting Services

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