DocuSign or Equal- Digital Transaction and eSignature Manage

West Virginia Office of Shared Administration Purchasing is requesting quotations for DocuSign or equal digital transaction management and eSignature management services on behalf of the West Virginia Department of Health, Bureau for Public Health, Office of Nutrition Services, under ARFQ WIC2600000001, with bids due October 27, 2026 at 10:30 a.m. EDT. This is a federally funded procurement requiring compliance with 2 C.F.R. 200.317–200.327 and dual-track evaluation for state and county/local procurement categories; minority and women's business enterprise participation goals, domestic preferences, and debarment screening via System for Award Management apply.

The scope is a digital transaction and eSignature management platform capable of handling an estimated minimum of 10,000 transactions annually with unlimited users. The system must support forms with automated calculations, signature and initial fields, data entry, mobile functionality (iOS, Android, Windows), multiple browsers, reusable templates, and flexible workflow routing (serial, parallel, hybrid). Vendor must demonstrate completion of at least two similar projects in high-volume, multi-location environments and maintain a dedicated security team. Mandatory certifications include ISO 27001:2013, SSAE 16 SOC 1 and 2, and FedRAMP authorization. The platform must comply with HIPAA, encrypt data at rest and in transit, maintain 99.5% system availability with geo-dispersed redundant data centers, undergo annual third-party penetration testing, and provide Monday–Friday support 8:00 a.m. to 5:00 p.m. Eastern Time. The WVCloud-SaaS Addendum mandates U.S.-only data residency (unless approved alternative offered), PCI DSS compliance, multi-factor authentication, annual Cloud Security Alliance STAR Self-Assessments and SOC 2 audits, criminal background checks on personnel, 24-hour security incident reporting, and 72-hour breach notification. Data breach costs are vendor responsibility, capped at Ponemon Institute average per-record costs. Upon termination, vendor must return or destroy data within 10–60 days using NIST methods with destruction certificates.

The contract term is four years (one-year initial award plus three one-year renewal options, subject to mutual written consent). Pricing is firm for the contract life; vendors quote annual subscription, basic support, and per-500-transaction overage charges. Estimated Year One base cost is $10,000 for 10,000 transactions plus support; additional detail is on Exhibit A. Vendors must maintain $1,000,000 Commercial General Liability, Automobile Liability, and Cyber Liability insurance per occurrence. Questions are due October 13, 2026 at 10:00 a.m. EDT. A mandatory pre-bid meeting precedes bid opening. Contact: Roberta A. Wagner, (304) 558-0437, roberta.a.wagner@wv.gov.