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State of Washington
· State
· Washington
Enterprise Content Management Maintenance Contracts
PROPOSALS DUE
October 15, 2026, 11:59 pm PDT
Closed
WHAT THEY WANT
(Summarized from the RFP)
The Washington State Department of Enterprise Services is soliciting bids to establish statewide Enterprise Procurement Solution Contracts for ongoing software maintenance and software subscription support for existing Enterprise Content Management (ECM) solutions. The solicitation is organized into two contract categories: Contract Category 1 covers OpenText Maintenance, and Contract Category 2 covers Laserfiche Maintenance. Bidders may bid on one or both categories. This solicitation is explicitly not intended for new ECM solution purchases, consultations, or installations — only for continuing support of previously purchased and implemented systems, including both perpetual licenses and subscription-based (SaaS) deployments.
DOCUMENT SET
9 documents
· 2.1MB
Request for Proposals — full solicitation.pdf · 1.2MB
Addendum 1 — questions and answers.pdf · 210KB
Attachment A — scope of work and deliverables.pdf · 480KB
Attachment B — cost proposal form.xlsx · 64KB
Sample agreement and insurance requirements.pdf · 560KB
Pre-proposal meeting — sign-in sheet and slides.pdf · 1.8MB
More in the folder — every document opens with a free account.
CHANGES SINCE PUBLISHED
4 changes
WHAT OTHERS ASKED
27 questions answered
▶
Regarding Exhibit C response: Is it permissible for the bidder to include text in the cell to the right of the Bid Price that gives context to the item listed, e.g. minimum purchase quantity?
Compliance
▶
How does DES recommend that Bidders list prices for: Software items no longer available? Special order items priced by software manufacturer on a case-by-case basis?
Eligibility · Pricing
▶
If Exhibit C pricing is intended primarily for bid evaluation rather than to represent each purchaser's actual current maintenance amount, how will the awarded contractor calculate the actual renewal price for a purchaser whose historical license and maintenance basis differs from the Exhibit C evaluation price?
Pricing
▶
If DES will not provide purchaser-specific installed-base and maintenance entitlement information, what common pricing baseline should bidders use so that all bidders can prepare Exhibit C pricing using the same underlying information?
Pricing
▶
Will DES provide bidders with purchaser-specific installed-base and maintenance entitlement information necessary to calculate existing maintenance pricing, including, as applicable, purchaser, SKU, quantity, current maintenance basis, renewal anniversary, and current annual maintenance amount?
Administrative
▶
For perpetual-license maintenance items in Exhibit C, what pricing methodology should bidders use when existing purchasers may have different original license prices, quantities, purchase dates, discount levels, maintenance anniversaries, and accumulated annual maintenance increases for the same SKU? Should bidders provide a fixed statewide annual maintenance price per SKU, a percentage discount or markup applied to a purchaser-specific publisher renewal amount, or another pricing methodology?
Pricing
All 27 answers open with a free account.
ABOUT THIS RFP
RFP number
12625
Budget
Not Assigned
Published
Entity type
State
State
Washington
Summarized from the State of Washington portal.
HOW TO SUBMIT
Bids must be submitted by email to DESContractsTeamCypress@des.wa.gov with the subject line "12625 ECM Bid – [Vendor Name]". Required bid submittals must be in MS Word, MS Excel, or Adobe PDF format. The total email size, including all attachments, must not exceed 30MB. Zipped files are not accepted. Bidders must be registered in Washington's Electronic Business Solution (WEBS) system prior to submitting a bid; registration in WEBS is required to be awarded a contract. Required bid submittals include Exhibit A – Bidder's Certification and Exhibit C – Bid Price; Exhibit D – Bidder's Contract Issues List is required only if the bidder has concerns with the contract terms in Exhibit B. Physical or electronic signatures are accepted where signatures are required.
NAICS CODES & TAGS
541519
541512
Information Technology Support Services
Software Selection and Implementation
ACROSS 539 RFPS
MORE THAN
RFPs changed their terms while active.
25 days is the median window from publication to due date; day 16 is the median first change for the 113 that changed. 539 RFPs published and due: July 23 - Sept. 30, 2026.
Bid on five RFPs, and the odds are better than two in three that at least one changes its terms before the deadline. Larger firms have staff tracking this. Start free and you’ll have it at your fingertips too.
This RFP has closed
Proposals were due October 15, 2026, 11:59 pm PDT. Leads tracks active RFPs from posting to deadline.
