RFP 0057-N, Page 1 of 37

BOILERPLATE

REVISED MARCH 2026

STATE OF WYOMING

DEPARTMENT OF ADMINISTRATION & INFORMATION

GENERAL SERVICES DIVISION, PROCUREMENT SECTION

2323 CAREY AVENUE

CHEYENNE, WY 82002

REQUEST FOR PROPOSAL NUMBER 0057-N

DEPARTMENT OF ENTERPRISE TECHNOLOGY SERVICES

DIGITAL COMMUNICATION PLATFORM

PROPOSAL DUE DATE AND TIME

October 29, 2026 – 2:00:00 P.M. MOUNTAIN TIME

AGENCY REPRESENTATIVE:

ANNA JACKNITSKY

PROCUREMENT REPRESENTATIVE:

JAMIE RAFF

Jamie.raff1@wyo.gov 307-777-6721

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Table of Contents

SECTION 1: REQUEST FOR PROPOSAL

SECTION 2: GENERAL PROVISIONS

SECTION 3: SPECIAL PROVISIONS INFORMATION

SECTION 4: KEY DATES

SECTION 5: ADMINISTRATIVE BACKGROUND

SECTION 6: REQUIREMENTS/SPECIFICATIONS

SECTION 7: PROPOSAL SUBMISSION REQUIREMENTS

SECTION 8: EVALUATION METHODOLOGY

SECTION 9: PROPOSAL PRICE SHEET AND SIGNATURE PAGE

ATTACHMENT A - DIGITAL COMMUNICATION PLATFORM RFP REQUIREMENTS

ATTACHMENT B -BUSINESS ASSOCIATE AGREEMENT

REMAINDER OF PAGE INTENTIONALLY LEFT BLANK.

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SECTION 1: REQUEST FOR PROPOSAL

1. SUBMISSION OF PROPOSALS:

The A&I Procurement Office will receive proposals for providing an enterprise-level digital communication platform suitable for deployment and management at the state level by the Department of Enterprise Technology Services (ETS) to be offered as a service to various Wyoming state agencies through the Public Purchase online bidding system. Proposals are due no later than 2:00:00 P.M. (Mountain Time) on October 29, 2026.

The technical proposal and cost proposal should be uploaded as separate documents and identified as such.

The technical proposal must include the Attachment A: IT Requirements, which should be fully filled out.

1.1. Proposals should be accompanied by the attached Proposal Price Sheet and signed by the proper official of the firm. All proposals should be uploaded on the Public Purchase online bidding system. Proposals sent by facsimile, email or paper copy may be rejected.

1.2. Proposals should be submitted through the Public Purchase online bidding system on or before the date and time specified. Proposals received after the date and time specified may be rejected.

1.3. The State of Wyoming reserves the right to withdraw this Request for Proposal, without cause, at any time before a contract has been fully signed and submitted to the A&I Procurement Office.

2. MODIFICATIONS OR WITHDRAWAL OF PROPOSALS:

2.1. A proposal may be altered through the Public Purchase online bidding system before the proposal due date and time contained in this document.

2.2. The proposer may withdraw its proposal through the Public Purchase online bidding system up to the proposal due date and time contained in this document. If a proposal is accepted and the proposer fails to furnish the service agreed upon in the proposal, that proposer may be eliminated from future consideration.

3. PREPARATION OF PROPOSALS:

3.1. A proposal may be rejected if it modifies any of the provisions, specifications or minimum requirements of the Request for Proposal.

3.2. In case of error in the extension of prices in the proposal, unit prices will govern.

4. AWARD AND CONTRACT INFORMATION:

4.1. The State of Wyoming will ensure that minority business enterprises will be afforded full opportunity to submit proposals. The State of Wyoming will not discriminate on the grounds of age, race, color, sex, creed, national origin, or disability status.

4.2. The proposer also, agrees that should their firm be awarded a contract, it will not discriminate against any person who performs work there under because of age, race, color, sex, creed, national origin or disability. In addition, the successful proposer shall comply with the Americans with Disability Act and the Wyoming Fair Employment Practices Act.

4.3. The proposer expressly warrants to the State that it has the ability and expertise to perform the contract if awarded. In doing so, it shall use the highest standards of professional workmanship.

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4.4. The State of Wyoming reserves the right to reject any or all proposals, to waive any informality or technical defect in the proposals, or to award the contract in whole or in part, if deemed to be in the best interest of the State to do so. The A&I Procurement Office will award the contract to the firm, determined to have the most responsive and responsible proposal by ETS.

4.5. The successful proposer will be required to agree to and execute a formal contract with the State containing terms required by the Attorney General with reasonable adjustments acceptable to the State.

4.6. If applicable, the State will negotiate payment terms based upon a schedule to be determined by the proposer and the State. Paying invoices will be based upon the proposer successfully completing the deliverables within the stated deadlines, and upon the Agency’s written acceptance of the deliverables or services.

DATED: September 30, 2026

State of Wyoming Procurement Section Buyer: Jamie Raff

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SECTION 2: GENERAL PROVISIONS

1. INSURANCE:

1.1. The contract between the successful proposer and the State shall require the successful proposer to carry certain insurance policies. All such insurance policies, except workers’ compensation and unemployment compensation policies, shall contain a waiver of subrogation against the Agency and the State, its agents and employees.

1.2. The contract between the successful proposer and the State shall require cyber liability insurance which shall be sufficiently broad to cover all duties and obligations undertaken by successful proposer and shall include, but not limited to, claims involving infringement of copyright, trademark, trade dress, invasion of privacy violations, information theft, damage to or description of electronic information, release of private information, alteration of electronic information, extortion and network security, with minimum limits as follows:

1.2.1. $2,000,000.00 each occurrence; and

1.2.2. $2,000,000.00 general aggregate.

1.2.3. Coverage should include breach response, regulatory fines and penalties, and credit monitoring expenses, with limits sufficient to respond to these obligations. Higher limits may be required when the contract involves large amounts of protected information or is high risk.

2. LAWS TO BE OBSERVED:

2.1. The proposer shall keep fully informed of, and comply with, all applicable federal and state laws or rules, all local bylaws, regulations and all orders and decrees of bodies or tribunals having any jurisdiction or authority. The proposer shall protect and indemnify the State and its representatives against any claim or liability arising from or based on the violation of any law, bylaw, ordinance, regulation, order or decree whether by himself or its employees.

3. ASSIGNMENT:

3.1. The proposal shall not be assigned by the proposer. Third party participation is authorized only as a joint venture that shall be clearly stated in detail in the original proposal and signed by all parties participating.

3.2. The proposer shall not enter into any subcontracts for any of the work contemplated under this Request for Proposal without the State’s prior written authorization.

4. EXTENSION AND AMENDMENT:

4.1. The proposer and the State covenant and agree that this proposal or subsequent contract may, with the mutual approval of the proposer and the State, shall be for a term of three (3) years, with the option to renew for two (2) one-year extensions.

5. AUDIT AND ACCESS TO RECORDS:

5.1. The State or any of its duly authorized representatives shall have access to the proposer’s books, documents, papers, electronic data and records that are directly pertinent to this Request for Proposal.

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6. CONFLICT OF INTEREST:

6.1. The proposer warrants that no kickbacks, gratuities, or contingency fees have been paid in connection with this Request for Proposal and none have been promised. The proposer warrants that no one being paid pursuant to the proposal is engaged in any activity that would constitute a conflict of interest with respect to the purchases of the proposal.

7. NO FINDER’S FEE:

7.1. The proposer warrants that no finder’s fee, employment agency fee, or any such fee related to the proposal shall be paid.

8. SOVEREIGN IMMUNITY:

8.1. Pursuant to Wyoming Statute § 1-39-104(a), the State of Wyoming and the Agency expressly reserve sovereign immunity and specifically retain all immunities and defenses available to them as sovereigns. The proposer acknowledges that the State of Wyoming has sovereign immunity and only the Wyoming Legislature has the power to waive sovereign immunity. Designation of venue, choice of law, enforcement actions, and similar provisions shall not be construed as a waiver of sovereign immunity. The parties agree that any ambiguity in this Request for Proposal shall not be strictly construed, either against or for either party, except that any ambiguity as to sovereign immunity shall be construed in favor of sovereign immunity.

9. INDEMNIFICATION:

9.1. The proposer shall release, indemnify, and hold harmless the State, the Agency and its officers, agents, and employees from any and all claims, suits, liabilities, court awards, damages, costs, attorneys’ fees, and expenses arising out of the proposer’s failure to perform any of the proposer’s duties and obligations hereunder or in connection with the negligent performance of proposer’s duties and obligations, including, but not limited to, any claims, suits, liabilities, court awards, damages, costs, attorneys’ fees, and expenses arising out of proposer’s negligence or other tortious conduct.

10. APPLICABLE LAW/VENUE:

10.1. The construction, interpretation, and enforcement of this Request for Proposal shall be governed by the laws of the State of Wyoming, without regard to conflicts of law principles. The terms “hereof,” “hereunder,” “herein,” and words of similar import, are intended to refer to this Request for Proposal as a whole and not to any particular provision or part.

11. RIGHT OF OWNERSHIP AND MARKETING OF INTELLECTUAL PROPERTY

AND INTELLECTUAL ASSETS SUBMITTED FOR THE RFP (IF APPLICABLE):

11.1. It is acknowledged and agreed that the only party with a right to market, trademark, patent, copyright, or any like right to any intellectual property or intellectual assets submitted in relation to the Request for Proposal shall be and is solely vested in the State. This includes all intellectual property and intellectual assets related to both the written proposal and the oral presentation and any and all documents, pitches, products, media pitches, web screens, layouts, etc. produced for the written proposal and the oral presentation, and any updates, changes, alterations, or modifications to or derivative works.

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SECTION 3: SPECIAL PROVISIONS INFORMATION

PROPOSALS SHOULD BE SUBMITTED THROUGH THE PUBLIC PURCHASE ONLINE BIDDING

SYSTEM BY 2:00:00 P.M. MOUNTAIN TIME ON OCTOBER 29, 2026. PROPOSALS RECEIVED

AFTER THE DATE AND TIME SPECIFIED MAY BE REJECTED.

It is the responsibility of the proposer to clearly identify all information that is considered confidential in accordance with the Wyoming Public Records Act, Wyoming Statute §16-4-201 through §16-4-205. Please identify each confidential page with the word “CONFIDENTIAL” in capital, bold letters centered at the bottom of each page. Information not clearly marked may be considered public. If the proposer submits information that it believes is confidential, it should include a statement justifying its basis for that belief.

1. STATE PARTIES:

1.1. This Request for Proposal is issued by the Wyoming Department of Administration and

Information, General Services Division, Procurement Section (Procurement) on behalf of the Enterprise Technology Services (ETS).

1.2. Throughout this document and others in connection with this project, various references are made, or will be made to the “State.” Generally, whenever this reference appears, the term “State” incorporates all state agencies working on this project.

1.3. It should be understood that the Director of ETS is empowered to be the signatory on all contracts, agreements, or modifications pertaining to this project. Any contracts, agreements, or modifications not bearing this signature or that of a designee are invalid.

2. CONTENT AND PROCUREMENT POINTS OF CONTACT:

2.1. Procurement is the primary point of contact from the date of release of the Request for Proposal until a proposer is selected and the selection is announced.

2.2. Written questions about the procurement should be submitted through the Public Purchase online bidding system until 2:00:00 P.M. Mountain Time on October 13, 2026. Any questions received after that deadline may not be accepted or considered. Each question should be submitted individually. It is the proposer’s responsibility to check the Public Purchase online bidding system for answers to questions, addenda, or bid tabulations. Telephone calls, emails or faxes may not be accepted.

2.3. Written responses will be available through the Public Purchase online bidding system. Responses will not identify the firm that submitted the question. Only the written answers issued by the Agency are the official position on an issue, and these answers shall become part of the Request for Proposal.

3. RESTRICTIONS ON COMMUNICATIONS WITH AGENCY STAFF:

3.1. Until a proposer is selected and the selection is announced, proposers shall not communicate with

Agency staff except via written questions through the Public Purchase online bidding system.

3.2. If a proposer violates this restriction, the State reserves the right to reject the proposal.

4. EFFECTIVE DATES OF PROPOSAL:

4.1. All terms, conditions and costs quoted in the proposer’s response will be binding on the proposer for one-hundred eighty (180) days from the effective date of the proposal.

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5. ADVERTISING AWARD CONDITIONS:

5.1. A fully executed contract should be completed with the State before the successful proposer may advertise the award of the contract or the services being performed. The proposer should agree not to refer to awards in commercial advertising in such a manner that states or implies that the firm or its services are endorsed or preferred by the State of Wyoming.

6. CONTRACT NEGOTIATIONS:

6.1. The State will notify the most qualified/successful proposer and negotiate a contract in accordance with the Wyoming Attorney General’s contract guidelines. The successful proposer will be required to enter into and sign a formal contract with the Agency.

6.2. In the event the Agency determines contract negotiations are making no forward progress, negotiations will be terminated, and at the State’s sole discretion, negotiations may be initiated with the next most qualified/successful proposer, or the RFP may be withdrawn or reissued. This process will be followed until an agreement is reached, or until the State determines that the RFP will be withdrawn or reissued. The State assumes no obligation to a selected proposer until an agreement is reached and a contract is fully executed. The State will not negotiate concurrently with more than one proposer for the same award.

7. BEGINNING WORK:

7.1. The successful proposer may not perform any work that could be billed until a contract has been executed. The State will not pay for any work by the proposer before a contract is executed.

8. COPYRIGHT INFRINGEMENT:

8.1. The proposer warrants that no materials, products, and services proposed will infringe upon or violate any patent, copyright, trade secret, or other proprietary right of any third party. In the event of a claim by any third party against the State, the State shall promptly notify the proposer, and the proposer shall defend the claim. The defense will be at the proposer’s expense.

9. COST OF PREPARING PROPOSALS:

9.1. All costs incurred for preparing the proposal and for other procurement related activities are solely the proposer’s responsibility. The State of Wyoming will not provide reimbursement of these costs.

10. RISKS AND LIABILITIES:

10.1. By submitting a proposal, a proposer assumes any and all risks and liability associated with information in the proposal and its release.

11. AMENDMENTS:

11.1. The State reserves the right to amend this Request for Proposal before the proposal submission date. Amendments shall be uploaded to the Public Purchase online bidding system. It is the proposer’s responsibility to check the Public Purchase online bidding system for amendments.

12. PROPERTY DAMAGE AND LIABILITY INSURANCE:

12.1. The proposer may be required to furnish proof of property damage liability insurance in the amount deemed necessary by the Agency for this project, if applicable.

12.2. Questions regarding required insurance coverage and limits for this project should be submitted in writing, in accordance with instructions outlined in the special provisions.

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13. MISREPRESENTATION OF INFORMATION:

13.1. Misrepresentation of a proposer’s status, experience, or capability in the proposal may result in disqualification of that proposer from the selection process. Discovery of litigation or investigations in a similar area of endeavor may, at the discretion of the Agency and after consultation with Procurement, preclude the proposer from the selection process.

14. DISPOSITION OF PROPOSALS:

14.1. All material submitted becomes property of the State of Wyoming, which is under no obligation to return any of the material submitted.

15. LEGAL CONSIDERATIONS:

15.1. This Request for Proposal is issued under Wyoming Statute §9-2-3204.

16. PROPOSER RELATIONS WITH STATE:

16.1. The proposer and its staff will have an ongoing relationship with the State that is based on trust, confidentiality, objectivity and integrity. The proposer will operate at all times in the State’s best interests and in a straightforward, trustworthy and professional manner. The proposer shall:

16.1.1. Work cooperatively with the State’s staff and business partners whenever required.

16.1.2. Work cooperatively with the staff of other proposers whenever required.

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SECTION 4: KEY DATES

Event Description Date Time (Mountain Time)

RFP Release Date September 30,2026

Closing Date for Questions October 13, 2026 2:00 P.M.

Response to Questions Returned October 16, 2026 2:00 P.M.

RFP Submission Due Date October 29, 2026 2:00:00 P.M.

Oral Presentations/Interviews November 2026 N/A

Tentative Award Date November 2026 N/A

Tentative Work Begins Date Upon Contract Execution N/A

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SECTION 5: ADMINISTRATIVE BACKGROUND

1. INTRODUCTION AND BACKGROUND:

1.1. The State of Wyoming requires a modern, enterprise-level digital communication platform, centrally managed by ETS, to enable efficient, standardized, and secure public and internal communications across all state agencies. This feature-rich solution must provide robust multi-channel capabilities, with mission-critical emphasis on high-volume, compliant SMS text messaging for urgent notifications and system updates. Beyond comprehensive features like advanced automation and reporting, the platform must ensure seamless data migration and allow for integration with existing state systems for future growth. Implementation will follow a soft startup and phased rollout approach to maximize adoption and minimize disruption across the state.

1.2. The State's current digital communication infrastructure provides a foundational suite of tools, including email, SMS text messaging, and essential outreach capabilities. While this foundation supports statewide communication needs, agencies have expressed a desire for additional capabilities to further enhance their efforts, for efficiency, usability, and modern feature sets. The need for this Request for Proposal is driven by these functional gaps, which include the demand for greater flexibility in design, more intuitive user experiences, and stronger audience and list management tools. The platform must treat high-volume, compliant SMS as a fully integrated, core capability for time-sensitive communications (e.g., alerts, system updates, urgent notifications). Key priorities also include improved automation, seamless data migration for existing contact lists, centralized management, comprehensive reporting, and the allowance for potential integration with other state systems, supporting future flexibility and growth.

1.3. The State seeks a comprehensive solution to enhance its digital communication capabilities.

Proposers must detail their approach to delivering a modern, flexible email template design experience, creating intuitive user workflows, and ensuring robust, high-compliance SMS capabilities with comprehensive reporting and secure audience management. In your response, explain the specific processes and functions your platform will employ to achieve these goals.

2. PURPOSE AND INTENT:

2.1. The purpose of this Request for Proposal (RFP) is to solicit competitive proposals from proposers who can offer an enterprise-level digital communication platform service to modernize and streamline public and internal communications across all state agencies to meet the Agency’s needs and expectations, as described within this RFP.

3. STAKEHOLDERS:

3.1. The primary customers for the digital communication platform will be Wyoming State Agencies and the Legislative State Office, directly leveraging it for their communication needs. The platform will deliver benefits such as improved efficiency, enhanced communication capabilities, better audience management, seamless system integration, cost-effectiveness, and data-driven insights.

Ultimately, Wyoming citizens and businesses will benefit from increased engagement, easier access to information, and greater transparency from their state government. The internal workforce across agencies will also gain from more efficient and consistent internal communications. Key stakeholder groups expected to benefit from the platform include:

3.1.1. Government Entities

3.1.2. Public Constituencies

3.1.3. Internal Workforce

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3.1.4. Third-Party Integrators/Partners

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SECTION 6: REQUIREMENTS/SPECIFICATIONS

1. SCOPE OF PROJECT:

1.1. The general scope of work involves the procurement and implementation of a modern, enterprise-level digital communication platform for statewide use, centrally managed by ETS, to ensure secure, standardized, and efficient public and internal communications across all Wyoming state agencies. This platform must be user-friendly and offer robust multi-channel capabilities, with mission-critical emphasis on high-volume SMS.

1.2. The platform is expected to deliver robust multi-channel capabilities (including email, SMS text messaging, RCS, etc.), flexible templating, advanced automation, comprehensive reporting, and strong user and content management. SMS functionality is mission-critical for urgent notifications and must support high-volume, low-latency delivery, two-way messaging, and full compliance with FCC, CTIA, and TCPA regulations, including built-in opt-in and opt-out management. The solution must ensure seamless migration of existing contact lists, currently totaling approximately 1,532,257 subscribers, without disruption and allow for potential integration with other state systems, to support future flexibility and growth. Additional priorities include enhanced audience segmentation, multimedia support, and scalable licensing.

1.3. Implementation is a critical factor for success. Proposers are required to analyze the project's scale, budget considerations, and technical complexity and propose the most effective Deployment Strategy (Implementation Plan) to ensure smooth adoption and success statewide. This plan must detail how the transition will be executed to minimize disruption, incorporate phased testing and refinement (e.g., pilot programs), and ensure all Wyoming state agencies achieve long-term success, regardless of whether a full-scale or incremental launch is selected.

2. GENERAL REQUIREMENTS:

2.1. Scope of Activity – Contractor

2.1.1. Centralized Management & Multi-Agency Support: The system must be an enterprise-level platform centrally managed by ETS, capable of supporting the diverse digital communication needs of all Wyoming state agencies as a readily adoptable service, ensuring efficiency and standardization.

2.1.2. The digital communication platform must provide robust multi-channel capabilities, including email and high-volume SMS (text messaging). It should support flexible templating, advanced automation, and comprehensive reporting for both email and SMS communications. The SMS component must include two-way messaging, keyword management, and support for both short code and toll-free number delivery. The platform must ensure full compliance with FCC, CTIA, and TCPA regulations; manage carrier registration and 10DLC requirements; and maintain complete opt-in and opt-out tracking to ensure lawful transparent communication with all recipients. The platform must also ensure seamless data migration for existing contact lists, including email addresses and mobile phone numbers, and offer enhanced audience segmentation and list management tools for effective targeting of both email and SMS campaigns. All communications, whether via email or SMS, must adhere to applicable state and federal requirements.

2.1.3. Seamless & Comprehensive Integration: The platform must offer robust integration capabilities, including with existing Contact Management Systems, Website Content Management Systems (CMS), and various internal and external agency systems (such as websites, databases, CRM, and public services). This is a critical requirement to streamline

RFP 0057-N, Page 14 of 37 workflows, facilitate data exchange, and ensure seamless, secure migration or continuity of all existing contact lists and relevant data, without loss or disruption. Integration must fully support SMS data and workflows, allowing agencies to manage phone-based subscribers with the same control, reporting, and automation options available for email audiences.

2.1.4. Enhanced User Experience & Feature Set: The system must provide a significantly user-friendly and intuitive interface, offer flexible template and design options, and include essential capabilities such as multimedia support, advanced reporting, and automated workflows for enhanced public and internal communications. The SMS user experience must include straightforward campaign creation, keyword configuration, audience segmentation, and delivery analytics, making it as accessible and intuitive as the platform’s email functionality. The system must also comply with Section 508 and WCAG 2.1 AA accessibility standards, ensuring that all communications, templates, and end-user interfaces are accessible to individuals with disabilities.

2.1.5. Robust Audience Management & Data-Driven Insights: The platform needs to provide advanced capabilities for managing audiences and contact lists, including improved segmentation and targeting, while offering comprehensive reporting and analytics to empower data-driven decision-making on communication performance and engagement.

This includes SMS-specific analytics, such as delivery confirmation rates, carrier errors, opt-out trends, and engagement reporting, enabling agencies to evaluate the reach and effectiveness of text-based communication alongside email metrics.

2.1.6. Scalable Architecture: The platform must support role-based access control and provide scalable licensing to accommodate the State’s current 33 participating agencies/users, with the ability to expand as additional agencies and users are added and communication needs evolve, including high-volume SMS/RCS, across all state agencies.

2.1.7. For the fully comprehensive list of system/platform general, technical and business requirements see the attached requirements listing (ATTACHMENT A).

2.1.8. Value Add & HIPAA Compliance: Proposers may offer value-added features or services that exceed the mandatory requirements, detailing an approach to high-level data security and compliance measures. Proposers must provide the full, itemized cost for enabling and maintaining compliance with federal Privacy and Security Rules (e.g., HIPAA) and applicable Wyoming state law, which necessitates the signing of a Business Associate Agreement (ATTACHMENT B). While HIPAA compliance is not a general requirement for all agencies using the platform, it is mandatory for specific agencies (such as Health) that handle Protected Health Information (PHI). This cost must be clearly itemized in the cost proposal, as the financial responsibility for this specific compliance will be borne by the individual agencies requiring it.

2.2. Scope of Activity – Agency

2.2.1. Project Management

2.2.1.1. Performance Monitoring: Continuously monitor and evaluate the Proposer's performance against established project goals and contractual obligations.

2.2.1.2. Ongoing Collaboration: Engage in regular meetings with the Proposer to discuss all aspects of project implementation, including development schedules, potential conflicts with other State activities, and the overall implementation approach.

2.2.1.3. Requirements Clarification: Facilitate meetings with Proposer staff, as necessary, to provide timely clarification regarding the requirements outlined in this RFP.

https://docs.google.com/spreadsheets/d/1dh8zf68ekrNIypCflC10Fdzj6rkhUBxVx2qyI_6utrY/edit?usp=sharing https://docs.google.com/document/d/18sVkOycM4mogoyARWgGaaP7e99NIXo05/edit?usp=sharing&ouid=108165238105087078157&rtpof=true&sd=true https://docs.google.com/document/d/18sVkOycM4mogoyARWgGaaP7e99NIXo05/edit?usp=sharing&ouid=108165238105087078157&rtpof=true&sd=true

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2.2.1.4. Policy and Procedure Guidance: Furnish clarifications on Agency policies, regulations, and procedures upon formal request from the Proposer.

2.2.2. System Testing Responsibilities:

2.2.2.1. Test Plan and Results Acceptance: Review and formally accept the Proposer's system test plan and all subsequent test results.

2.2.2.2. Validation and Assessment: Participate in test result walk-throughs, as required, to validate the completeness and accuracy of the Proposer's system testing.

2.3. Communication requirements

2.3.1. Provide a Single Point of Contact: Designate a dedicated individual as the primary liaison for all project communications with the Agency (ETS) during implementation and after go-live.

2.3.2. Submit a Comprehensive Communication Plan: Develop and implement a Communication Plan encompassing objectives, goals, and specific tools for all communication flows, including top-down (Agency to Contractor), bottom-up (Contractor to Agency), and cross-organizational communications involving various stakeholders.

2.3.3. Email the Project Manager: Utilize email as a primary mode of contact for day-to-day inquiries and non-urgent communications.

2.3.4. Deliver Weekly Project Status Reports: Provide detailed Weekly Project Status Reports.

These reports must outline the project’s progress updates, including key issues encountered, newly identified risks, significant accomplishments, and compliance with established milestones and delivery dates.

2.3.5. Describe your approach to integrating with the State’s Consortium Governance Model, which consists of five lead agencies defining project strategy, alongside multiple participating agencies responsible for module-specific configuration and testing. Detail how your project plan incorporates the consortium’s decision-making structure—specifically regarding requirements prioritization, deliverable reviews, and approvals—while coordinating testing workflows with individual module agencies. Ensure your plan maintains adherence to the project’s "Single Voice" communication protocol, where the Product Owner/PMO serves as the sole channel for all vendor direction.

2.4. Staffing/Qualifications requirements (if applicable)

2.4.1. The State of Wyoming is seeking a vendor that can demonstrate a high level of expertise with technical systems and a dedication to quality work on projects of a similar scope, size, and complexity. Preference may be given to vendors with a proven track record of experience in the digital communications industry. The State considers key personnel to be a critical factor in the evaluation process. As part of the proposal, the vendor is required to provide the following for all key personnel assigned to this project, including those who are not directly employed by the Contractor:

2.4.1.1. A detailed resume that highlights their relevant experience, education, and any applicable certifications.

2.4.1.2. A clear outline of their specific roles and responsibilities on this project.

2.4.1.3. Proof of a minimum of three years of direct experience in implementing and managing digital communication platforms of a similar scope and scale, particularly within a government or public sector environment.

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2.5. The key personnel roles shall be filled at all times throughout the duration of the Contract. The State reserves the right to approve the key personnel assigned to this Contract. The State also reserves the right to request the removal of any Contractor or subcontractor staff and to approve any proposed replacements of key personnel. The vendor must submit a succession plan outlining a strategy for replacing any key personnel who become unavailable for the project. The plan should describe the process for ensuring a smooth transition and maintaining project continuity without disruption.

3. SYSTEM AND WYOMING INFORMATIONAL TECHNOLOGY STANDARDS:

The services, work products and final deliverables provided by the proposer shall be in compliance with the State Statutes, CIO Promulgated Rules, State IT policies and standards and the Agency standards for required system hardware, software and development components, when completed and accepted by the Agency.

3.1. State of Wyoming Electronic Transactions: Visit https://rules.wyo.gov/Search.aspx and search Electronic Transactions. Click on the Enterprise Technology Services drop down arrow, then the Director’s Office drop down arrow. Chapters 4, 5 and 7.

3.2. State of Wyoming IT Policies and Standards: https://ets.wyo.gov/resources/policies-standards

3.3. Agency Standards: List agency standards

3.4. Statutory Mandates: provide any federal and/or legislative mandates which may guide or influence available alternatives and/or solutions

4. TECHNOLOGY AND SPECIFICATIONS:

Describe the technology, which will drive the development, implementation and operations of this project.

4.1. Examples may include, but not limited to: proposed technology (hardware/software), existing State environment (provide details as to the configuration and operating system), in-house development vs. Custom Off the Shelf (COTS), program language, web development, ADA Compliance, interfaces/integration, maintenance/support, reliability, performance measures, disaster recovery, security, help desk support, central services, network, telecommunications, etc.

4.2. Accessibility (ADA): The public facing components of the solution must be compliant with ADA Section 508 and WCAG 2.1 AA standards.

5. HOSTING:

The proposer should provide multiple layers of external and internal security that provides administrative, physical and technical means to protect sensitive or confidential information used in performing the responsibilities and duties set forth in this RFP.

5.1. Physical Location: primary and failover facility(ies)

5.2. Facility access and security/integrity: facility and equipment allocation

5.3. Staffing Security: the proposer should maintain policies and procedures for security clearance and staffing controls, allowing proposer personnel access to Agency owned confidential information and/or to restricted areas within the proposer’s host environment.

5.4. Security and Environmental Controls: The proposer shall maintain proper power and cooling, including redundant power and cooling, to safeguard all hardware, software and State-owned data.

https://rules.wyo.gov/Search.aspx https://ets.wyo.gov/resources/policies-standards

RFP 0057-N, Page 17 of 37

The secure perimeter of defense includes, but is not limited to, the use of technical barriers, physical barriers and administrative safeguards, etc.

5.5. Technical Support/Staffing: The proposer shall maintain adequate technical supporting/staffing to provide 24x7x365 hosting services.

5.6. Architectural Design: The proposer must provide a comprehensive technical overview of the hardware infrastructure, including a visual network diagram that illustrates data flow, key controls, server specifications, and network components within the hosting environment. This overview must detail high availability and disaster recovery plans, specifically addressing how the architecture ensures scalability to accommodate growth in users, transaction loads, and historical data. Proposers should emphasize a horizontal scaling strategy, utilizing load balancers and auto-scaling triggered by metrics like CPU utilization or queue length to maintain elasticity during peak renewal periods or unpredictable traffic spikes. Furthermore, the proposal must outline data management approaches, such as database sharding or partitioning, to preserve performance as data volume increases. Finally, the response must define specific Service Level Agreement (SLA) metrics, including a guaranteed system uptime of at least 99.9%, defined response times for user actions, and validated throughput benchmarks to demonstrate the system’s ability to handle anticipated loads without degradation.

5.7. Secure Server(s): Server(s) is protected from intrusion through the use of physical barriers, technical barriers and administrative barriers, etc.

5.8. Secure Network: Network is secured through use of multiple redundant firewalls, anti-virus software, data encryption for files transferred to and from external users, etc. Data encryption shall meet Federal Information Processing Standard (FIPS) 140-3.

5.9. Secure Application: Access to the proposer system is granted through the use of a unique user identifier and user profile, combined with a strong password. Any transaction or change to data is traced and audited, down to the user ID level.

5.10. Security Awareness: Security policies and procedures are maintained for each location or account.

Proposer routinely reviews logs of system activity for suspicious activity. If applicable, the proposer shall provide HIPAA privacy and security training to all new hires and subcontractors.

5.11. Data Storage: proposer shall provide sufficient storage to operate and support the proposed solution.

5.12. Denial of Service (DOS) Attack: proposer should provide examples of policy, procedures and safeguards employed to respond and/or recover from a denial of services. Proposals should also include metric RTO, etc.

5.13. Internet Congestion: proposer will provide sufficient bandwidth and redundancy to access the proposed solution functionality.

5.14. Hosting Reports: provide examples of uptime reports, performance metrics, security incident reports, and any other relevant reports that demonstrate the hosting environments health and adherence to serve level agreements. e.g.:

5.14.1. Uptime Reports: System availability details.

5.14.2. Performance Metrics: Response time, throughput, and overall system performance.

5.14.3. Security Incident Reports: Documenting breaches, vulnerabilities, and actions taken.

5.14.4. Capacity Utilization Reports: Detailing system resource usage.

5.14.5. Incident Management Reports: Tracking issue resolution times.

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5.14.6. Change Management Reports: Documenting all system changes, updates, and configurations.

5.14.7. Backup and Disaster Recovery Reports: Verifying successful backups and demonstrating regular disaster recovery testing.

5.15. Backup/Archive Routine: proposer should be able to demonstrate at a minimum requirement for archiving set by the agency first, then industry standards and practices.

5.16. Disaster Recovery Plan (DRP): A copy of the hosting DRP and Continuity of Operations Plan (COOP). Proposer shall have a disaster recovery facility and provide documented policies and procedures to implement a recovery. If a complete failure occurs, the proposed solution shall be available within twenty-four (24) hours. Annual testing shall be conducted to ensure a smooth transition should the plan need to be activated. The proposer shall provide a copy of the annual test results to the Agency within thirty (30) days of disaster recovery demonstration.

5.17. Restoration Priority: Enumerate the prioritized order of restoration for your proposed solution hosted services.

5.18. Data Security: Proposer shall maintain policy and procedures to maintain and support the security of confidential information. Follow all State Statutes and Policies including those that are linked in the requirements of the Agencies that are involved in this project (ETS). Data breach notification procedures and plans are maintained and shall at a minimum, comply with Wyoming Statute §40-12-502.

5.18.1. If applicable, data breach notification procedures and plans shall also comply with CFR 45 parts 160 and 164 (HIPAA/HITECH).

5.19. Data Breach – Venue of Law: If the proposer’s solution were to be selected, provide discussion on what state law would have jurisdiction in regards to data security breach notification.

5.20. Certification and Audits: Provide a discussion on certification/audits, as applicable to these RFP requirements, the proposer may have achieved (i.e., SAS 70 Audit, HIPAA, SOX, GLB, etc.)

5.20.1. Provide a copy of these certifications/audits, including the dates these were conducted.

5.21. Website Archiving: Provide a brief description of the proposer’s website archiving practices and how their practices will meet the requirements of the Wyoming Public Records Act (Wyoming Statute §16-4-201 through 16-4-205).

5.22. System Availability: The system should be available 24/7. Any maintenance outages will be coordinated in advance with the Agency designated personnel.

6. RISK MANAGEMENT:

6.1. Provide a description of how the proposer will conduct risk management planning, identification, analysis, responses and monitoring and controlling the risks throughout the life cycle of the project. Identify how the proposer’s Risk Management Plan will increase positive impacts and decrease adverse events in the project.

6.2. Must include the continuity of multi-channel communications, with emphasis on SMS and email delivery as part of the State’s critical information infrastructure. The plan should describe safeguards to prevent message delivery failures during outages, carrier disruptions, or high-volume events, and must include contingency procedures to reroute or queue SMS messages until normal operations resume.

6.3. For work performed in each location, describe what plans/arrangements are in place for an alternative work site should the facilities become inoperative because of fire, earthquake, etc. The

RFP 0057-N, Page 19 of 37 plan must also address how SMS and related communication services will be restored or maintained during disaster recovery operations, including how carrier connections, messaging queues, and notification systems will remain available or be prioritized for restoration.

6.4. Describe your emergency and disaster recovery plans, including testing procedures that verify the continuity and reliability of SMS delivery under failover conditions.

7. RESOURCE RESPONSIBILITIES:

7.1. Project Manager: The proposer should designate a project manager to represent and oversee the project. This individual will serve as the focal and contact point for all proposer business matters relating to the project. An individual resume, a list of their qualifications, years of experience, current work assignments and office location should be included. Confirm that the project manager will:

7.1.1. Be the single point of contact for the duration of the engagement.

7.1.2. Be responsible for timely completion of all phases of the project.

7.1.3. Be responsible for meeting all contractual requirements for the duration of the project.

7.1.4. Attend status, quality review and acceptance meetings as required and present status and progress reports on the project.

7.1.5. Remain assigned to the project through completion of the project as determined by the Agency.

7.1.6. Identify project responsibilities and job functions.

7.2. Other Key Personnel: The proposer should provide a list of all key personnel to be assigned to any part of the project and the duration of time they will serve on the project. Key personnel must demonstrate technical expertise in managing enterprise-level digital communication systems, including email and SMS (text messaging) capabilities. Experience with carrier compliance requirements (FCC, CTIA, TCPA), 10DLC registration, message delivery performance, and opt-in/ot-out management is required. Personnel responsible for integration and platform administration should have a proven track record implementing or supporting large-scale, multi-channel communication platforms for government or public-sector organizations. The following should be considered:

7.2.1. Project Management

7.2.2. Information Technology Implementation Strategies

7.2.3. Change Management Strategies

7.2.4. Subject Matter/Industry Expertise

7.2.5. Experience on Government Projects

7.2.6. Quality Assurance for Government Projects

7.2.7. Identify how long the current team to be assigned to the project has been together

7.2.8. Describe the proposer’s transition plan, how the firm plans to deal with the possible sudden departure of key personnel within the team

7.3. Subcontractors will report to and be responsible to the proposer

7.3.1. The proposer shall provide a description of work to be subcontracted to third parties.

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7.3.2. Certify any supporting contractor who may assist the primary contractor and meet the minimum proposer qualifications.

7.3.3. A description of the nature and duration of the previous relationship of all subcontractors and/or third parties with the prime contractor.

7.3.4. Explanation of any existing contractual relationship between the prime and subcontractors, or among subcontractors.

7.4. Resource Management and Staffing Plan: the proposal should contain the proposer’s staffing plan in response to the requirements set forth in the RFP. At a minimum, the staffing plan should address the following:

7.4.1. Staffing Levels (estimated by staff disciplines by month for the duration of the project).

7.4.2. Break out of staff disciplines (including title and job responsibility)

7.4.3. Detail differentiated by staff (proposer, subcontractor, etc.)

7.4.4. Personnel whose names and resumes are submitted in the proposal shall not be removed from this project without prior approval of the Agency. Substitute or additional personnel shall not be used for the project until a resume is received and approved by the Agency.

7.4.5. The agency shall have the right to request the removal of any proposer staff member from all work on this project, and the proposer will comply with any such request immediately.

7.4.5.1. The replacement for any staff member who is removed from or leaves the project for any reason should match or exceed the replaced staff member in terms of skill level and experience. Such replacements are subject to the Agency approval at the time of assignment and again 90 days later.

8. REPORTING:

8.1. The proposer must be able to provide the agency with standardized reports that may be developed to suit the needs of the agency, or provide the agency the ability to pull its own reports (in the end-user product) and provide troubleshooting services if reports are not pulled properly. Reports the agency may request include, but are not limited to:

8.1.1. Weekly progress or status reports: To include milestones and deliverables, risks and mitigation strategies, cost projections, schedule variance, etc.

8.1.2. Monthly management and budget reporting: Tracking overall project health, expenditures, and contract performance.

8.1.3. Ad Hoc Reporting: As needed or requested by the Agency.

8.1.4. Customized Reports: Tailored for end-users and agency specific needs.

9. TRAINING AND KNOWLEDGE TRANSFER PLAN:

9.1. The following are the training requirements the proposer shall be required to perform, either on-site or via webinar:

9.1.1. Specific Training Requirements: See the requirements training tab in Attachment A: IT Requirements.

9.1.2. Forms of Training & Deliverables: Proposer must be able to provide the following forms of training to agency staff when necessary:

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9.1.2.1. Train-the-trainer

9.1.2.2. Internal Agency users

9.1.2.3. External users

9.1.2.4. System administrators

9.1.2.5. Comprehensive Training Plan

9.1.2.6. Knowledge Transfer Plan (to include exit strategy)

10. OPERATIONAL READINESS AND OPERABILITY TESTING:

10.1. The proposer should provide a comprehensive timeline for when operational readiness and operability should be reasonably expected by the agency. The timeline and testing plan must address:

10.1.1. Software platform installation, configuration, and operational readiness

10.1.2. Telecommunications performance and connectivity (including SMS routing/carrier feeds)

10.1.3. System interfaces and API integration validation

10.1.4. Training readiness and delivery execution

10.1.5. Application functionality and security controls

10.1.6. Report generation capabilities

10.1.7. Coordination of responsibilities across component proposers and agency team members

10.1.8. Execution of a pilot program / soft startup to verify live operability

11. MAINTENANCE AND SUPPORT REQUIREMENTS:

11.1. The proposer shall be responsible for maintaining and upgrading the software solution as part of the contract maintenance…