Work Order Asset Management Software 2026

Description: The Port of Bellingham (the Port) is issuing this Request for Proposals (RFP) to select a qualified vendor to provide a modern, 100% cloud native (SaaS) work order and asset management software solution. The selected solution will replace the Port’s current systems and processes for managing maintenance activities, assets, and work orders, and will support the Port’s long-term operational, maintenance, and reporting needs. The Port seeks a secure, scalable system that improves asset visibility, maintenance scheduling, workflow efficiency, and reporting capabilities while supporting best practices in asset lifecycle management. This initiative reflects the Port’s commitment to modernizing its maintenance and asset management systems to better support operational reliability, improve efficiency, extend asset life, and enable data-driven decision-making. This RFP is part of a competitive procurement process. While cost is an important consideration, the Port is not required to award a contract based solely on the lowest price, in accordance with RCW 39.04.270. SCOPE OF SERVICES The selected vendor will provide: • A fully cloud-based (SaaS) vendor hosted work order and asset management software platform • Implementation, configuration, and testing services • Data migration from the current WennSoft system and any related data sources • Integration with the Port’s new cloud-based financial management system and other current or future operational systems • User training, including both administrative and field staff, and supporting documentation • Ongoing support, system maintenance, and regular software updates/upgrades The system must support the Port’s maintenance and asset management operations, including work order tracking, preventive maintenance, asset lifecycle management, and reporting, while providing enhanced capabilities expected of a modern cloud-based solution. The solution should streamline workflows, improve real-time visibility into maintenance activities, and support mobile access for field personnel. PROPOSAL SUBMISSION REQUIREMENTS Proposals must: • Be submitted electronically in PDF format through the Port’s designated procurement portal. • Be submitted on company letterhead and signed by an authorized representative. • Be organized and submitted by the scored sections identified below. Each section must be clearly labeled and must not exceed the applicable page limit: o System Capability & Technical Attributes – 20 pages o Integration – 20 pages o Implementation, Training & Support – 20 pages o Vendor Experience & Qualifications – 20 pages o Pricing – 5 pages • Remain valid for 120 days. Supplemental materials: Vendors may provide supplemental materials, such as product brochures, technical documentation, links to video demonstrations, or other supporting information, where relevant. Supplemental materials will not be considered a substitute for information requested within the scored proposal sections and will not be included in the applicable page limits. TERMS AND CONDITIONS • The Port reserves the right to accept or reject any or all proposals • Proposal preparation costs are the responsibility of the vendor • All submitted materials are subject to Washington State Public Records Act