Department of Retirement Systems RFP 26-06 Access Control and Transitions 2026
Washington Department of Retirement SystemsState · Tumwater, WA- Due
- Nov 3, 2026
- 6 days left
- Posted
- Sep 23, 2026
- Contract term
- 1 year
- Primary contact
- Wendy Kancianich
- (360) 664-7231
The 30-second brief
The Washington State Department of Retirement Systems is seeking a Freshworks certified partner to support adding work processes to the Freshservice solution for access management of DRS facilities, equipment, and software. The Access Control and Transitions project will replace the organization's current M365 based access tracking system with workflows built in Freshservice to manage onboarding, role, asset, or access changes, and offboarding for approximately 400 team members and contractors. The contractor will assist in initiating, planning, designing, configuring, testing, and deploying key access control processes, including hiring notification, onboarding, existing user access and change management, offboarding, auditing and reporting, and software, contracts, and service requests. Proposals are due by November 3, 2026, at 3:00 PM Pacific Daylight Time. An optional online pre-bid conference is scheduled for October 9, 2026, and questions are due by October 19, 2026. The initial period of performance runs from contract execution through December 31, 2027, with the State reserving the right to extend the contract for up to a maximum of 1 year.
Signed DRS Non-Disclosure & Access Agreements, Acceptance of the project management plan, Confirmation of business process and user story review, Foundational training materials, Software/Contracts: Configuration of 250 Software/Contract records in the test environment, Service Catalog: Updates completed for 150 "Fulfillment" Service Request items, Orchestration: Build of up to 3 functional Workflow Automator rules triggering Azure AD actions, Service Request Management: Configuration of Agent views for tracking and Customer Portal for status updates, Security Protocol: Demonstration of the Security Incident Notification workflow trigger, Onboarding Journey: Configuration of the Onboarding Journey including the Recruitment Form, Cross-divisional Dashboards, And Task Sequencing logic, Offboarding Journey: Configuration of the Offboarding Journey including asset un-assignment logic, UAT Sign-off: Client approval of the End User Launch features, Final as-built technical documentation (solution design), Confirmation of code/documentation transfer to DRS, Project closure sign-off: Final acceptance of system configuration and documentation
Technical Proposal: 45, Qualifications, training, and experience of the firm: 30, Fee Proposal: 15, Executive Order 18-03 – Workers’ Rights: 3, Certified Small Business: 7
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Summary
The Washington State Department of Retirement Systems is seeking a Freshworks certified partner to support adding work processes to the Freshservice solution for access management of DRS facilities, equipment, and software.
The Access Control and Transitions project will replace the organization's current M365 based access tracking system with workflows built in Freshservice to manage onboarding, role, asset, or access changes, and offboarding for approximately 400 team members and contractors. The contractor will assist in initiating, planning, designing, configuring, testing, and deploying key access control processes, including hiring notification, onboarding, existing user access and change management, offboarding, auditing and reporting, and software, contracts, and service requests. Proposals are due by November 3, 2026, at 3:00 PM Pacific Daylight Time. An optional online pre-bid conference is scheduled for October 9, 2026, and questions are due by October 19, 2026. The initial period of performance runs from contract execution through December 31, 2027, with the State reserving the right to extend the contract for up to a maximum of 1 year.
EVALUATION CRITERIA
7- Technical Proposal: 45
- Qualifications
- Training
- Experience of the firm: 30
- Fee Proposal: 15
- Executive Order 18-03 – Workers’ Rights: 3
- Certified Small Business: 7
REQUIRED DELIVERABLES
Signed DRS Non-Disclosure & Access Agreements, Acceptance of the project management plan, Confirmation of business process and user story review, Foundational training materials, Software/Contracts: Configuration of 250 Software/Contract records in the test environment, Service Catalog: Updates completed for 150 "Fulfillment" Service Request items, Orchestration: Build of up to 3 functional Workflow Automator rules triggering Azure AD actions, Service Request Management: Configuration of Agent views for tracking and Customer Portal for status updates, Security Protocol: Demonstration of the Security Incident Notification workflow trigger, Onboarding Journey: Configuration of the Onboarding Journey including the Recruitment Form, Cross-divisional Dashboards, And Task Sequencing logic, Offboarding Journey: Configuration of the Offboarding Journey including asset un-assignment logic, UAT Sign-off: Client approval of the End User Launch features, Final as-built technical documentation (solution design), Confirmation of code/documentation transfer to DRS, Project closure sign-off: Final acceptance of system configuration and documentation
REQUIRED ATTACHMENTS
4- Non-cost proposal
- Questionnaire Attachment C
- Cost proposal
- Bidder's Information Declaration and Certification
- Submit to
- https://fortress.wa.gov/ga/webs/home.html
- Duration
- 12 months
- Scope location
- Tumwater, WA
- Reported agency
- Department of Retirement Systems
Questions about this RFP
How do I respond to this RFP from Washington Department of Retirement Systems?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is November 3, 2026. The solicitation specifies required deliverables that must be addressed in your response. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: https://fortress.wa.gov/ga/webs/home.html. For questions, contact Wendy Kancianich.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including Washington Department of Retirement Systems in WA, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFP submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Wendy Kancianich at (360) 664-7231. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: Signed DRS Non-Disclosure & Access Agreements, Acceptance of the project management plan, Confirmation of business process and user story review, Foundational training materials, Software/Contracts: Configuration of 250 Software/Contract records in the test environment, Service Catalog: Updates comp. Proposals should clearly address how each deliverable will be met.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Technical Proposal: 45, Qualifications, training, and experience of the firm: 30, Fee Proposal: 15, Executive Order 18-03 – Workers’ Rights: 3, Certified Small Business: 7" Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from Washington Department of Retirement Systems?
All active and historical solicitations from Washington Department of Retirement Systems are tracked and searchable. As a state agency, Washington Department of Retirement Systems regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What is the contract term for this solicitation?
The anticipated contract term is 1 year. Contract terms may include renewal options.
Is this solicitation still open for submissions?
Based on the posted deadline of November 3, 2026, this solicitation appears to still be accepting submissions. Deadlines may change through amendments or addenda, so always verify the current status directly with the issuing agency before preparing your response.
What documents are required to bid on this RFP?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: Non-cost proposal, Questionnaire Attachment C, Cost proposal, Bidder's Information Declaration and Certification. Review the full document from Washington Department of Retirement Systems for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Tumwater, WA. Review the full solicitation for detailed scope requirements.