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Information Technology Policies & Resources

This page provides information technology (IT) resources and examples for local governments in Washington State, including IT policies and strategic plans, website domains and design, IT support contracts, IT procurement and RFPs, surplus equipment, and more.

Also see our related webpage on Cybersecurity Resources for Local Governments.

New regulations: On April 20, 2026, the deadline for local government websites to comply with federal ADA accessibility guidelines was extended by one year:

  • Cities, counties, and school districts with a population of 50,000 or more must comply by April 26, 2027.
  • All other local governments must comply by April 26, 2028.

See 91 FR 20902. We have updated this page to reflect the extensions.

IT Policies

Below are selected examples of information technology policies. Additional examples may be found through our page on Personnel Policy Manuals, as many jurisdictions incorporate acceptable use and related IT policies into their general employment policies.

IT Strategic Plans

A strategic plan can help local government IT departments set a vision for the future and identify the necessary goals, priorities, and action strategies to achieve that vision.

Below are selected examples of strategic plans and request for proposals (RFPs) for consultants for strategic planning services.

Strategic Plans

RFPs

Artificial Intelligence

For an overview of artificial intelligence policies and resources, including examples of AI policies, see our page on Artificial Intelligence (AI) Policies and Resources for Local Governments.

Website Domains, Design & ADA Accessibility

The public relies on local government websites to get information about government services, learn more about their elected officials, find agenda packets and meeting minutes, access ordinances and other government documents, apply for licenses and permits, seek out bid opportunities, make utility payments, and much more.

.Gov Domains

Many local governments use a .gov website/email domain, although some jurisdictions still use other domains such as .com, .org, .us, or .net.

The .gov domain is administered by the U.S. Cybersecurity and Infrastructure Security Agency (CISA), and only verified government organizations in the United States are eligible to adopt it. Other than county auditors' offices—discussed below—we are not aware of any general legal requirement to use a .gov domain. However, a .gov domain has a number of advantages and its use indicates to users that the website/email address is an official government source.

County auditors' offices are required to implement and adopt a .gov domain no later than July 1, 2027, for all election and voting systems and websites under RCW 29A.12.210.

For more information about obtaining a .gov domain—including benefits, the process of switching from another domain, and more—see CISA's website get.gov.

ADA Compliance

In 2024, the U.S. Department of Justice (DOJ) adopted mandatory rules requiring local governments to make their websites and apps accessible to people with disabilities under Title II of the Americans with Disabilities Act (ADA). The initial deadlines were in 2026 and 2027, but on April 20, 2026, these deadlines were extended by a year.

All local governments with a population of less than 50,000, as well as all "special district governments" (regardless of size) must comply with these rules by April 26, 2028.

"Special district government" is defined in the rule as:

a public entity—other than a county, municipality, township, or independent school district—authorized by State law to provide one function or a limited number of designated functions with sufficient administrative and fiscal autonomy to qualify as a separate government and whose population is not calculated by the United States Census Bureau in the most recent decennial Census or Small Area Income and Poverty Estimates.

Special district governments would generally include fire districts, library districts, port districts, public hospital districts, public utility districts (PUDs), water-sewer districts, and many other types of local government.

Cities, counties, and school districts with a population of 50,000 or more must comply one year earlier, by April 26, 2027.

Failure to comply could subject local agencies to DOJ enforcement actions under the ADA. For more information, see:

Examples of Website Design RFPs

Public Wi-Fi and Internet Access

Many local governments offer public wireless Internet access (Wi-Fi) in agency buildings, parks, event spaces, or other facilities. These Wi-Fi connections are generally unsecured, although some agencies provide access to faster or secured Wi-Fi networks for certain situations, such as facility rentals and events.

Some agencies filter their public Wi-Fi networks to exclude certain types of content, while others do not, in accordance with local policies.

Certain local governments provide public access computers with Internet access for specific activities, such as conducting research at a library. However, schools and libraries that are subject to the federal Children's Internet Protection Act (CIPA) must adopt an Internet safety policy and provide filtering to protect minors from objectionable content.

Agencies that allow public Internet access typically require users to agree to terms of use that, among other things, specify what types of uses are and are not allowed. An agency's terms of use should include disclaimers and indemnification language and should be reviewed by the agency’s legal counsel.

Below are examples of public Internet access policies and terms.

Public Wi-Fi Policies and Terms

Library Internet Use Policies

Also see the American Library Association’s Library Privacy Guidelines for Public Access Computers and Networks.

Procuring IT Goods & Services

When procuring IT goods and services from vendors, the procurement type will vary depending on the nature of the contract. Different procurement types may have different requirements depending on state laws, local policies, and the estimated contract amount.

Below are some examples that illustrate this:

  • The acquisition of computer hardware, audiovisual equipment, or a one-time off-the-shelf software purchase would typically be considered a purchase of materials, equipment, and supplies. However, the purchase of a recurring software subscription would likely be considered a service.
  • Website design services, customized IT training, the development of an IT strategic plan or cybersecurity assessment, or the development of customized software/apps would typically be considered personal services due to their intellectual nature and the need to tailor the service to the individual agency.
  • Hardware and software maintenance, system monitoring, website/server hosting, data entry, or the purchase of a recurring off-the-shelf software subscription (also known as "software as a service" or "SaaS") would typically be considered purchased services due to their routine/recurring nature and the lack of agency-specific customization.
  • A new phone/computer system requiring the installation of cable or conduits would typically meet the definition of a public work due to the physical property alterations required.

Certain IT contracts might qualify for competitive bidding exemptions, such as the possibility of a sole source contract for proprietary or customized software.

In addition, a process in RCW 39.04.270 broadly allows most local governments to acquire "electronic data processing or telecommunications equipment, software, or services" through a "competitive negotiation" process rather than competitive bidding. This could likely include a wide range of IT equipment, software, services, and installation, and the topic is discussed on our webpage Purchasing Materials, Equipment, and Supplies.

Data Sharing Agreements

If one public agency requests confidential information from another public agency through an interlocal or intergovernmental agreement under chapter 39.34 RCW, the agencies must have a data sharing agreement (DSA) in place.

If a local government plans to share confidential data with a contractor, it is also a good idea to have a DSA in place, especially since local governments have an obligation to disclose personal information data breaches under state law.

For more information on DSAs, including what information is considered confidential, see our webpage Cybersecurity Resources for Local Governments.

IT Support RFPs/Contracts

Larger and mid-size jurisdictions typically have their own in-house IT staff or departments, but smaller agencies often contract for such services, either through a third-party vendor or an interlocal agreement with another agency.

Agencies will sometimes also contract:

  • for services to supplement their existing staff during peak workloads or extended staff absences, 
  • to obtain certain specialized skillsets that the agency does not have in-house, and/or
  • to help assess existing technology systems, gaps, and opportunities.

If an agency is unclear on certain skillsets or services, one option is to engage vendors and issue a request for information (RFI) to get additional information before issuing a full request for proposals (RFP).

Below are examples of RFPs, RFIs, or requests for quotes (RFQ), as well as contracts for IT support services:

RFPs/RFQs

Interlocal Agreements

Software & Telecommunications RFPs/Contracts

Below are selected examples of RFPs and contracts for software and telecommunications solutions. If an agency is unclear on certain technical requirements or available features, one option is to issue an RFI, gather additional information, and then issue a full RFP.

Telecommunications Systems

Enterprise Resource Planning (ERP) and Finance Software

Records Management Software

For additional guidance, see our PRA & Records Management Technology Guide (PDF publication). For an RFP example, see: 

Capital Projects and Asset Management Software

Planning/Permitting Software

  • Kitsap County Community Development Permitting Software RFP (2026) – Seeks online permitting software to upgrade/replace existing system; services to include permitting, inspections, code enforcement, development projects, and planning workflows, while providing robust reporting, integrations, and public self-service
  • West Richland Permitting Software RFP (2024) – Seeks comprehensive online permitting software to manage building, land use, engineering, and code enforcement; includes specifications and detailed evaluation criteria.

Attorney Case Management Software

Technology Fees

A number of jurisdictions have incorporated “technology fees” into their fee schedules to help defray software and technology costs. A common example is planning and permitting, but technology fees can also be incorporated into other fee schedules as needed.

Technology fees should be set at a level that recovers the costs associated with the tools—such as licensing, maintenance, and anticipated future replacement costs. The fee should reflect actual costs, and the agency should be able to show its work to justify the fees.

Whether the fee should be called out as a separate surcharge or incorporated into the underlying fee schedules through a cost allocation plan is a matter of local polocy. Local governments that charge a technology fee should be sure these revenues are tracked and used for technology-related purposes.

Below are some examples of documents related to fee analysis and fee schedules. 

Fee Analysis

Fee Schedules

Sanitizing and Disposing of Surplus IT Equipment

When equipment is obsolete, broken, or no longer needed for agency purposes, it should be surplused according to the appropriate agency statutes and internal policies.

It is critically important for IT staff/vendors to permanently wipe any data storage devices—computers, hard drives, portable flash drives, etc.—before disposing of them to avoid accidentally sharing confidential information. Simply deleting the files is not sufficient, as some deleted data may be recoverable.

However, if the device contains any public records that must be retained, make sure those records have been backed up elsewhere before wiping the device.

WaTech's Media Sanitization and Disposal Standard, which applies to state agencies, is also a useful resource for local governments. Additionally, the Washington State Auditor's Office (SAO) performance audit on Safe Data Disposal at a College (2025) highlights a number of strengths and recommendations, including:

  • Only reselling IT equipment that can be sanitized,
  • Treating every device as if it contains confidential information,
  • Using professional sanitization systems to sanitize devices, and
  • Verifying that sanitization procedures are working as intended by testing a portion of sanitized equipment.

A good example is Lewis County Resolution No. 23-20 (2023), which declares listed computer equipment to be surplus and authorizes the county IT director to dispose of items in adherence with county code. Notably, it lists hard drive status for each item (wiped, removed, N/A).

For more information on surplus processes generally, see the following MRSC webpages:

Other Related Topics

MRSC also provides information on a number of other topics of potential interest to IT staff, including:

Recommended Resources

  • Association of County and City Information Systems (ACCIS) – Composed of the Chief Information Systems Officers of counties and cities statewide. Also welcomes state agencies, special purpose districts, commissions, and ports as affiliate members.
  • Washington State Auditor's Office
    • IT Audits – Looks for weaknesses in IT systems and helps to strengthen those systems; offered free to state agencies and local governments.
    • Resource Library - Technology – Includes guides on managing outdated IT applications, implementing new application systems, data backup/recovery, and records management technology
    • Resource Library - Cybersecurity – Includes information to develop cybersecurity policies, plus cybersecurity considerations for IT professionals and other departments
  • Washington Technology Solutions (WaTech) – Offers a variety of resources for state and local governments

Last Modified: May 27, 2026