Vendor-neutral procurement framework · Ship agency operations

Port Agency Software RFP Requirements Checklist

A structured checklist for ship and port agencies preparing discovery, RFI, RFP, demonstrations, implementation workshops and reference checks.

This checklist does not assume every requirement is necessary or every product supports it. Select the criteria that match your agency’s ports, principals, vessel segments, husbandry scope, disbursement complexity and operating model.

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Recommended response fields: Priority; product/module/edition; supported/conditional/not supported/clarification required; configuration or integration dependency; region/port limitation; evidence URL/document; implementation/reference scope; commercial/licensing note.

RFP module

Port Call Lifecycle

4 requirements. Adapt wording and acceptance evidence to your agency’s operating model.

Requirement	Buyer question / scope	Priority	Vendor response	Evidence / notes
Multi-call operational dashboard	View and filter multiple active, upcoming or completed port calls from a shared operational overview.
ETA / ETD / arrival / sailing status tracking	Track vessel arrival, departure and related port-call status changes.
Nomination intake / creation	Capture or create vessel nominations and initialize the corresponding agency workflow.
Port-call / job record	Create and maintain a vessel-call or agency job record containing operational and commercial call context.

RFP module

Operational Workflow

3 requirements. Adapt wording and acceptance evidence to your agency’s operating model.

Requirement	Buyer question / scope	Priority	Vendor response	Evidence / notes
Alerts / reminders / exception visibility	Surface deadlines, reminders, notifications or operational exceptions requiring attention.
Workflow templates / repeatable processes	Reuse templates, standard workflows or repeatable process structures across port calls.
Task / checklist management	Assign, track or complete operational tasks and checklists linked to port calls.

RFP module

Vessel & Port Context

3 requirements. Adapt wording and acceptance evidence to your agency’s operating model.

Requirement	Buyer question / scope	Priority	Vendor response	Evidence / notes
AIS / vessel-position data integration	Use documented AIS or vessel-position information in port-call planning or execution.
Port / berth / terminal reference data	Maintain or use port, berth, terminal or related location reference data in port-call workflows.
Vessel master data	Maintain or access vessel particulars and reference information for agency work.

RFP module

Documentation & Event Records

3 requirements. Adapt wording and acceptance evidence to your agency’s operating model.

Requirement	Buyer question / scope	Priority	Vendor response	Evidence / notes
Port-call document repository	Store and organize documents against the corresponding vessel call or agency job.
Statement of Facts / port log	Capture port-call events and generate or maintain a Statement of Facts or comparable port log.
Document template generation	Generate operational or commercial port-call documents from stored data and templates.

RFP module

Husbandry & Agency Services

2 requirements. Adapt wording and acceptance evidence to your agency’s operating model.

Requirement	Buyer question / scope	Priority	Vendor response	Evidence / notes
Spares / package / delivery coordination	Track or coordinate spare parts, packages, deliveries or comparable husbandry logistics.
Crew-change coordination	Coordinate crew changes and related agency-service workflows.

RFP module

Disbursement & Tariffs

4 requirements. Adapt wording and acceptance evidence to your agency’s operating model.

Requirement	Buyer question / scope	Priority	Vendor response	Evidence / notes
Multi-currency charge handling	Record, calculate or reconcile port-call charges across multiple currencies where documented.
Port tariff / rate-card management	Maintain or use port tariffs, vendor rates, principal rates or rate cards in disbursement workflows.
Final Disbursement Account (FDA)	Create, reconcile, manage or close Final Disbursement Accounts for vessel calls.
Proforma Disbursement Account (PDA)	Create, manage or track Proforma Disbursement Accounts for vessel calls.

RFP module

Finance & Vendors

3 requirements. Adapt wording and acceptance evidence to your agency’s operating model.

Requirement	Buyer question / scope	Priority	Vendor response	Evidence / notes
Job cost / margin / profitability visibility	Provide job-level cost, margin, variance or profitability visibility for port calls.
Agency invoicing / billing	Create or manage agency invoices, billable charges or customer billing linked to port calls.
Vendor invoice / expense capture	Capture, review or track vendor invoices and port-call expenses.

RFP module

Principal / Customer Collaboration

2 requirements. Adapt wording and acceptance evidence to your agency’s operating model.

Requirement	Buyer question / scope	Priority	Vendor response	Evidence / notes
Principal approvals / charge approval workflow	Support documented approval workflows for port-call charges, documents or related principal decisions.
Principal / client status sharing	Share selected port-call status, documents or data with principals, customers or external stakeholders.

RFP module

Integration & Governance

1 requirements. Adapt wording and acceptance evidence to your agency’s operating model.

Requirement	Buyer question / scope	Priority	Vendor response	Evidence / notes
API / external-system integration	Provide documented API, accounting, ERP, email or other external-system integration for agency workflows.