Content Management System RFQ (81260237)

The West Virginia Department of Transportation (WVDOT) is requesting quotations for a Content Management System contract (RFQ 81260237 / CRFQ 0803 DOT2600000107) to establish an open-end contract for licensing, maintenance, managed cloud hosting, and professional services supporting its existing Hyland OnBase enterprise content management environment, with quotations due July 21, 2026 at 1:30 PM and technical questions due July 2, 2026 at 10:00 AM.

The scope encompasses three sections: baseline inventory renewals and maintenance for existing OnBase software subscriptions and integrations expiring between 2026 and 2027; open-end new software licenses and cloud hosting services for Hyland OnBase products including user licenses at Essential, Standard, and Premier tiers, integrations with DocuSign and ESRI ArcGIS, Query APIs, Advanced Capture, and cloud hosting solutions supporting up to 500 users per license tier; and professional services and training with hourly consulting rates for specialist roles. The contract term includes Year 1 pricing with optional renewals for Years 2 through 4 available by mutual agreement through Change Order. Section 1 baseline includes OnBase on-premise licenses for 356 users across all tiers, ArcGIS Server and Query API integrations, and Document Composition & Packaging licenses. Sections 2 and 3 quantities are estimates with no guarantee of future use.

All responses must comply with the mandatory West Virginia Cloud SaaS Procurement Addendum, which requires vendors to meet Payment Card Industry Data Security Standards (PCI DSS), encrypt data at rest and in transit, maintain data exclusively within United States data centers unless otherwise approved, conduct annual Cloud Security Alliance STAR Self-Assessments and SOC 2 audits at vendor expense, implement multi-factor authentication, provide 24/7 security contact availability, and maintain business continuity and disaster recovery plans with 30 days' advance notice of system changes impacting availability. In breach scenarios resulting from vendor failure to encrypt personal data, the vendor bears investigation, notification, credit monitoring, and remediation costs capped at the Ponemon Institute's average per-record breach cost.

Vendors are responsible for all travel costs, mileage, and travel time associated with contract performance, which will not be reimbursed separately. Quotations should be submitted to the Department of Administration Purchasing Division at 2019 Washington Street East, Charleston, West Virginia 25305. Contact buyer John W Estep at 304-558-2566 or john.w.estep@wv.gov for questions.