Project Management Information System (PMIS) Software

The contract pertains to the procurement of a comprehensive Project Management Information System (PMIS) software for Eastern Washington University, with a solicitation issued under RFP 26-VMD01 posted on July 29, 2025, and proposals due by September 2, 2025. The agreement is structured as a services contract for a cloud-based SaaS solution, expected to be fully operational by March 1, 2026, supporting current and future facilities construction projects. The contract size ranges from approximately 500,000 to 2 million dollars, with the possibility of two additional three-year extension periods, not exceeding eleven years total. The vendor must deliver system development, implementation, integration, training, and ongoing support, ensuring compliance with accessibility standards (Section 508), data security, and applicable federal and state laws, including nondiscrimination and licensing requirements. Key contractual provisions incorporate a hierarchy of referenced exhibits and legal clauses, emphasizing compliance, confidentiality, data sharing, and performance monitoring. The agreement mandates the vendor to provide detailed cost proposals, including annual and extension period pricing, with invoices payable within 30 days of proper submission. It also specifies that the vendor shall allow EWU representatives access for performance evaluation and inspection at the vendor’s facilities, with acceptance contingent upon EWU’s review and approval of deliverables. The evaluation process emphasizes technical, management, and cost factors, awarding based on best value rather than lowest cost, potentially including oral presentations. The contract incorporates standard clauses on licensing, debarment, conflict of interest, and termination rights, alongside unique requirements such as data ownership, cybersecurity insurance, and affirmative action reporting. Proposal submission must follow strict formatting, with electronic delivery by email to the designated RFP coordinator, and proposals become property of EWU upon receipt.