DRS RFP 26-06 Access Control and Transitions

The Washington State Department of Retirement Systems (DRS) is soliciting proposals under RFP 26-06 for a Freshworks certified partner to implement the Access Control and Transitions (ACT) project. The objective is to replace a legacy Microsoft Excel-based tracking system with automated work processes within the Freshservice solution to manage the full identity lifecycle of facilities, equipment, and software access. The scope of work includes designing and deploying workflows for hiring notifications, onboarding, user access and change management, offboarding, and auditing and reporting. Key deliverables involve workflow design, data migration from existing records, detailed project documentation, and knowledge transfer through staff training. Eligible bidders must be Freshworks certified partners with at least five years of experience and must be registered with the Washington Secretary of State and Department of Revenue. The contract period begins upon execution and runs through December 31, 2027, with a possible one-year extension. Award selection is based on a weighted scoring system prioritizing the technical proposal (45 points) and firm qualifications (30 points), followed by the fee proposal (15 points), small business status (7 points), and compliance with workers' rights (3 points). The selected contractor must adhere to strict security and data protection requirements for Category 3 data and maintain comprehensive insurance coverages, including $5 million for both professional and cyber liability. Proposals are due by November 3, 2026, and must be submitted via email in the specified PDF and Excel formats.