DRS RFP 26-06 Access Control and Transitions

The Washington State Department of Retirement Systems seeks a Freshworks‑certified partner to design, configure, test, and deploy Freshservice workflow solutions that automate the full access‑lifecycle for DRS facilities, equipment, and software. The effort replaces a manual Excel‑based tracking system with an integrated, auditable workflow covering hiring notifications, onboarding, role‑change management, off‑boarding, and comprehensive reporting. Deliverables include configuration of up to 250 software/contract records, updates to 150 service‑request items, development of up to three Azure AD automation rules, training materials, UAT sign‑off, and full as‑built documentation. • Design and implement automated Freshservice workflows for hiring, onboarding, access changes, and off‑boarding. • Migrate existing access data from Excel to Freshservice and create 250 software/contract records plus 150 service‑request items. • Provide audit‑ready reporting, security incident notification, testing, knowledge‑transfer, and project documentation; all work must be completed by December 31 2027 (with a possible one‑year extension). • Must be a Freshworks‑certified partner with ≥ 5 years experience; subcontracting allowed only under primary bidder control. • Evaluation based on technical approach (40 %), qualifications (35 %), fee proposal (15 %), and socio‑economic factors.