Port of Newport

09/03/2026 RFP for IT Services

This document is maintained as an electronic document. Please contact the author for the latest version.

Table of Contents

Request for Proposal (RFP) The Port of Newport (“Port”) is soliciting proposals from qualified and experienced vendors to provide Managed IT Services (MSP) to support the Port’s operational, administrative, and technology needs.

This Request for Proposals (RFP) seeks products and/or services that may include, but are not limited to, project management, transition management, and implementation services, including migration from the Port’s current IT service provider. Services also include Set up of new users, removal of users no longer working for the Port, routine and on‑call IT support, network and systems management, deployment and configuration of new devices , cybersecurity support, and technical assistance for Port staff.

Proposals will be evaluated based on the vendor’s qualifications, relevant experience, demonstrated performance on comparable projects, technical expertise, knowledge of best practices, and to the responsiveness to the RFP requirements. These qualifications will be a primary consideration in the selection process.

The Port intends to award a contract to the proposer whose proposal is determined to be most advantageous to the Port, taking into consideration quality of service, capability, experience, and overall value. Cost will be considered but will not be the sole determining factor.

The Port reserves the right, at its sole discretion, to reject any or all proposals, to waive informalities or minor irregularities, to request clarification or additional information, and to accept the proposal that best serves the interests of the Port, in accordance with applicable public contracting requirements.

About the Port of Newport The Port of Newport (“Port”) is located on the central Oregon coast in the City of Newport, the Lincoln County seat and the region’s primary business and economic hub. The Port encompasses approximately 59 square miles and serves a community with an estimated population of 10,800 residents. Port boundaries extend north to Otter Rock, east approximately six miles inland, south to Seal Rock, and west to the Pacific Ocean.

Major regional industries include commercial and recreational fishing, fish processing, shipping, tourism, recreation, forestry, and marine and scientific research. The Port plays a central role in supporting these industries and the broader coastal economy.

The Port of Newport serves as a premier Oregon coast port for commercial fishing fleets, recreational fishing and tourism, and ocean observation and marine research support. The Port is among the leading Oregon coast ports for waterborne commerce and is committed to protecting and enhancing the natural environment that underpins the community’s working waterfront.

History of the Port of Newport The Port of Newport was formally established in 1910, with the first meeting of the Port Commission held on May 26 of that year. Four commissioners appointed by Governor Frank Benson elected officers and laid the foundation for the organization that continues to operate today. In 1923, the Port acquired dock frontage and a waterfront building, establishing its headquarters and supporting early development of commercial fishing infrastructure.

Significant growth occurred following construction of the north bay breakwater in 1946, which provided protection for commercial fishing vessels. In 1949, the International Terminal (formerly Yaquina Bay Dock), constructed using two decommissioned World War II ships as its foundation, opened at McLean’s Point and became a major hub for lumber exports. By 1952, more than 164 million board feet of lumber were shipped from Newport.

In 1965, Oregon State University opened the Marine Science Center on Port‑leased property, marking a major advancement in marine research and education. The facility later became the Hatfield Marine Science Center, which today serves more than 150,000 visitors annually and continues to expand its research and educational capacity.

During the 1970s and early 1980s, increasing demand for commercial and recreational moorage led to the development of the South Beach Marina, including a 600‑berth recreational basin, launch facilities, storage buildings, and public amenities.

The Port’s properties continued to diversify in the 1990s, including redevelopment of Port facilities for brewing, hospitality, and tourism uses. In 1992, the Oregon Coast Aquarium opened on Port property and has since welcomed more than 14 million visitors, making it one of the region’s most significant tourism assets.

In 2006, the Port completed a 92‑space RV Park at its South Beach campus, along with supporting facilities and multi‑use areas. In 2009, the Port became the homeport for NOAA’s Marine Operations Center – Pacific, delivering a $38 million facility ahead of schedule to support national oceanographic research and fleet operations.

In 2013, the Port completed redevelopment of the International Terminal, transforming the site into a multi‑use facility aligned with the Port’s mission of supporting economic development while addressing environmental remediation. The project received the national Phoenix Award in recognition of excellence in environmental redevelopment.

Today, the Port of Newport remains a vital center for commercial fishing, ranking 12th nationally in seafood landings in 2017, with 112 million pounds of seafood valued at $53 million. The Port continues to pursue strategic partnerships to maximize community investment in its facilities, including the International Terminal Port operations are located on both the north and south sides of Yaquina Bay, with administrative offices, marina operations, the South Beach campus, RV park, and the International Terminal supporting the Port’s diverse functions.

Technical Environment Specifications Port currently has no in-house IT staff and has a managed service provider. Port is interested in both fully managed services and blended IT options. Preliminary proposals and bids can include either or both options.

Servers – NONE Environment – –the Port is a Microsoft Shop: Software used:

Cloud Services – Microsoft VOIP Services – Microsoft

Microsoft Dynamics365, (Security Groups set up in Entra) Microsoft Outlook Uses Mail Server Routers & Cameras :

1 South Beach 1 Administrative Offices 2 Camera Servers Administrative Offices 1 Camera server South Beach Operating Systems – Windows Network Switch - Unify 24

2 Conference Rooms and the Executive Director’s office fully Teams enabled

A 125 page document showing all connected devices and software is available.

Business Requirements The Port does not employ dedicated information technology (IT) staff. Therefore, the selected Proposer will function as an extension of the Port’s organization while remaining an independent contractor. The Proposer will be expected to respond to staff inquiries, offer expert guidance, and address technical issues in a manner comparable to a help‑desk function within a larger organization.

The Port utilizes a full suite of Microsoft products, including but not limited to Microsoft VOIP, Microsoft Cloud services, Microsoft Dynamics 365, Outlook, Word, and Excel.

The following list provides a non‑exhaustive sample of the types of support the Port anticipates requiring. It is intended to illustrate, not limit, the scope of services that may be requested.

5. Managed Information Technology Services Managed Support Services (End User & Service Desk) The Proposer shall deliver fully managed IT support services consistent with industry standards for managed service providers (MSPs), serving as the Port’s primary IT services resource while maintaining independent-contractor status.

Services shall include, but are not limited to, the following:

Service Desk & User Support

· Provide centralized service desk support for all Port staff, including both remote and on‑site assistance as needed.

· Deliver coverage during established business hours, with emergency response capabilities as defined in the Service Level Agreement (SLA).

· Utilize standardized ticketing, escalation, and resolution workflows aligned with ITIL best practices.

· Respond to and resolve incidents, service requests, and technical inquiries within agreed‑upon response and resolution times.

· The Port historically requires less than an estimated 5 hours per month of support activity.

Technical Support & Issue Resolution

· Diagnose and resolve hardware, software, and system-related issues.

· Perform root-cause analysis for recurring incidents and implement corrective actions.

· Coordinate with third‑party vendors, manufacturers, and software providers as needed to expedite resolution.

· Maintain accurate documentation of incidents, resolutions, configurations, assets, and system changes.

User & Asset Management

· Provision, modify, and decommission user accounts in accordance with Port procedures.

· Install, configure, and support end‑user devices, peripherals, and applications.

· Track and manage IT assets throughout their entire lifecycle.

· Repair or replace equipment in alignment with warranty requirements and lifecycle management policies.

Strategic Technology Planning

· Collaborate with Port leadership to develop and maintain a technology roadmap that supports organizational goals.

· Provide guidance on emerging technologies, risks, and opportunities relevant to Port operations.

· Maintain current Microsoft certifications appropriate to the services provided.

Network, Infrastructure, and Systems Management The Proposer shall proactively manage the Port’s network, systems, and IT infrastructure, including:

Monitoring & Maintenance

· Continuously monitor servers, networks, and critical systems for performance, availability, and capacity.

· Proactively identify and resolve issues to minimize service disruptions.

· Perform routine and preventative maintenance for all infrastructure components.

Configuration & Security

· Install and configure hardware and software in alignment with industry best practices and vendor standards.

· Apply regular patches, updates, and security fixes.

· Harden configurations to reduce vulnerabilities and security risks.

· Implement and maintain security controls to protect data and systems from unauthorized access, breaches, and cyber threats.

· Conduct periodic vulnerability scanning and penetration testing.

Change & Lifecycle Management

· Manage installations, moves, additions, and changes (IMAC).

· Configure and maintain servers, switches, routers, and related network equipment.

· Recommend and implement improvements to enhance security, performance, and reliability.

· Maintain up‑to‑date system documentation and configuration records.

· Oversee software licensing, warranty tracking, renewals, and compliance management.

Backup & Disaster Recovery

· Implement and manage full, incremental, and off‑site backup solutions.

· Maintain documented disaster recovery and business continuity plans.

· Provide training to designated Port staff on disaster recovery processes.

Cloud Services and Cloud Infrastructure Management The Proposer shall provide oversight and management of cloud systems, including:

· Evaluation and recommendation of cloud service providers upon request.

· Monitoring, administration, and security management of cloud‑based infrastructure and services.

· Integration of Software‑as‑a‑Service (SaaS) platforms with on‑premises and cloud systems.

· Support for identity and access management, cloud backups, and cloud security controls.

Software Management and Implementation The Proposer shall support software lifecycle and implementation activities, including:

· Ongoing management of software licensing, updates, and compatibility.

· New user account setup and configuration of required applications.

· Termination and decommissioning of user accounts and associated services.

Email and Collaboration Services The Proposer shall manage email and communication systems, including:

· Implementation and administration of spam filtering and email security solutions.

· Hosting or oversight of email services directly or through a qualified third‑party provider.

· Ongoing management of the Port’s email environment.

· Support for email availability, security, retention, and data protection.

Cybersecurity The Proposer shall implement and maintain comprehensive cybersecurity practices that protect the Port’s information systems, assets, and data from internal and external threats. Cybersecurity services shall be consistent with industry best practices, applicable regulatory requirements, and recognized frameworks such as NIST, CIS, or ISO 27001.

Services shall include, but are not limited to, the following:

Security Monitoring & Threat Detection Monitor systems, networks, and endpoints for potential security threats, anomalies, or suspicious activity.

Maintain and manage security information and event monitoring (SIEM) tools or equivalent services.

Provide timely notification to the Port of security incidents, breaches, or high‑risk vulnerabilities.

Endpoint & Network Protection Implement and manage antivirus, anti‑malware, and endpoint detection and response (EDR) tools on all Port‑managed devices.

Maintain firewall configurations, intrusion detection/prevention systems (IDS/IPS), and related security appliances.

Apply security rules, policies, and access controls to protect against unauthorized network access.

Identity & Access Security Manage identity and access controls across all systems, including Microsoft 365.

Enforce security best practices such as:

Multi‑factor authentication (MFA) Role‑based access controls (RBAC) Least‑privilege access principles Review user access rights on a periodic basis and make adjustments as needed.

Security Patching & Vulnerability Management Apply regular security patches and critical updates to systems, servers, applications, and devices.

Conduct scheduled vulnerability scans to identify security weaknesses.

Prioritize and remediate identified vulnerabilities within agreed timelines.

Provide the Port with periodic vulnerability reports and risk assessments.

Cybersecurity Policies & Compliance Assist the Port in developing, maintaining, and updating cybersecurity policies and procedures.

Ensure practices align with relevant laws, regulations, and industry standards.

Provide recommendations to improve security posture and reduce risk exposure.

Incident Response & Recovery

· Maintain an incident response plan addressing detection, containment, eradication, recovery, and post‑incident review.

· Lead or support incident response activities when security events occur.

· Provide after‑action reporting that includes findings, impact, and recommendations for preventing recurrence.

Security Awareness & Training Assist in conducting phishing simulation campaigns, if requested.

Data Protection & Security Controls Ensure encryption of sensitive data in transit and at rest where technically feasible.

Support secure configuration of cloud and on‑premises storage systems.

Implement safeguards that protect data integrity, confidentiality, and availability.

Managed Services Provider (MSP) Evaluation Questions Section 1 — Company & Experience (Short Answers)

1. Company Overview:

Provide a brief overview of your company and years providing Managed IT Services.

2. Public Sector / Small‑Organization Experience:

Describe your experience supporting small organizations or public agencies with limited internal IT staff.

3. Microsoft Expertise:

List your Microsoft certifications and summarize your experience supporting Microsoft 365, Dynamics 365, Azure, and VOIP systems.

Section 2 — Service Desk & User Support

1. Service Desk Model:

Describe your help desk structure (hours, staffing model, escalation process).

2. Typical Response & Resolution Times:

Provide your standard response and resolution targets for low/medium/high priority tickets.

3. On‑Site Support:

Describe how and when you provide onsite support.

4. Estimated Monthly Support:

Given the Port averages <5 hours per month of support, describe how you accommodate low-volume clients.

Section 3 — Technical Support & Issue Resolution

1. Issue Resolution Approach:

Briefly describe how you diagnose and resolve hardware, software, and network issues.

2. Vendor Coordination:

How do you handle coordination with third‑party vendors (ISPs, software providers, hardware manufacturers)?

3. Documentation Practices:

Summarize what technical documentation you maintain for your clients.

Section 4 — User & Asset Management

1. User Account Management:

Describe your process for onboarding, modifying, and terminating user accounts.

2. Device/Asset Management:

Explain how you track and manage laptops, desktops, and other IT assets.

Section 5 — Strategic Technology Planning

1. Technology Roadmap:

Describe how you provide guidance and long‑term planning to clients.

2. Emerging Technologies & Recommendations:

How do you stay informed on technology developments and advise clients accordingly?

Section 6 — Network, Systems, and Infrastructure

1. Monitoring & Maintenance Tools:

List the tools or platforms you use for 24/7 monitoring and preventative maintenance.

2. Patch & Update Management:

Describe your process and frequency for applying patches and updates.

3. Configuration Management:

How do you secure and harden systems (servers, firewalls, endpoints)?

4. Network Equipment Support:

Briefly describe your experience managing switches, routers, and related infrastructure.

Section 7 — Backup & Disaster Recovery

1. Backup Strategy:

Describe your backup approach (frequency, offsite/online backups, retention).

2. Disaster Recovery:

Provide your standard Recovery Time Objective (RTO) and Recovery Point Objective (RPO) for similar clients.

3. DR Training:

Explain how you train client staff on recovery procedures.

Section 8 — Cloud Services Management

1. Microsoft Cloud Support:

Describe your experience managing Microsoft cloud services (Azure, M365, Teams/VOIP).

2. SaaS Integrations:

Provide examples of how you integrate SaaS applications with cloud and on‑premises systems.

3. Identity & Access Management:

Briefly outline your approach to securing user access across cloud platforms.

Section 9 — Email & Collaboration Services

1. Email Security & Filtering:

Describe your experience with email filtering, anti‑phishing technologies, and security configuration.

2. Email System Management:

Summarize your approach to managing Microsoft Outlook and Exchange Online environments.

3. Data Retention Support:

Explain how you manage email retention and eDiscovery requirements.

Section 10 — Cybersecurity (High-Level but Targeted)

1. Cybersecurity Frameworks:

Which cybersecurity frameworks (e.g., NIST, CIS, ISO 27001) guide your practices?

2. Threat Monitoring:

What tools do you use for detecting suspicious activity?

3. Endpoint Protection:

List the antivirus/EDR tools you deploy and manage.

4. Multi-Factor Authentication:

Describe your approach to enforcing MFA and least‑privilege access.

5. Vulnerability Management:

Summarize how you scan, prioritize, and remediate vulnerabilities.

6. Incident Response:

Briefly describe your standard process when responding to security incidents.

7. Security Awareness Training:

What user-level security training do you offer (e.g., phishing simulations)?

Section 11 — Pricing & Service Model

1. Pricing Structure:

Provide your pricing model (per user, per device, fixed monthly, etc.).

2. Included vs. Optional Services:

Identify which services are included in your base offering and which incur additional costs.

3. Transition & Onboarding:

Describe your onboarding process for new clients and any associated fees.

Section 12 — References

1. Comparable Clients:

Provide up to three references similar in size or scope to the Port.

Selection Criteria Purpose The purpose of this scorecard is to provide a structured, objective framework for evaluating proposals received in response to this Request for Proposals (RFP) for Managed IT Services. Proposals will be evaluated based on demonstrated qualifications, service delivery approach, technical capability, security posture, and overall value to the Port.

The Port reserves the right to adjust weighting or request clarification during the evaluation process.

Category‑Based Weights (100% total)

Correspondence Provide contact information with a designated point-of-contact for all applicants.

For all correspondence related to the contents within or in response to this document, please consult our Director of Finance, Mark A. Brown at the following:

Correspondence

Key Response Dates

As of the date of this Request for Proposal, we await responses to our key requirements on the following dates. Please ensure that any documents are submitted in an electronic format to the email address outlined above.

Terms and Conditions The submittal of any proposal does not guarantee any contract, nor does it oblige Port to enter into any agreements with the bidder, whether in relation to the proposal or otherwise.

541-968-4512 | www.portofnewport.com

541-406-0370 | www.portofnewport.com image1.jpg image2.png