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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, artificial intelligence, 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 legislation: Effective October 1, 2025, Sec. 101 of SB 5814 expands the number of services subject to retail sales tax—including (but not limited to) IT services, custom website/software development, and data processing services. See the Department of Revenue's guidance on Services Newly Subject to Retail Sales Tax and Contracts Existing Prior to October 1, 2025.

By July 1, 2027, SB 5014 requires each county auditor's office to adopt and implement the .gov domain for all elections and voting systems and websites, as well as implementing additional cybersecurity measures.

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:

Strategic Plans

RFPs

Artificial Intelligence

Artificial intelligence (AI) is a rapidly developing field, but quite a few local governments have begun experimenting with AI and incorporating AI into their government operations.

The AI technology with perhaps the broadest general application is “generative AI” such as ChatGPT, which can generate text, images, audio, or video content based on user inputs. Generative AI is also being incorporated into existing software programs and even internet search engines such as Google.

There are also many other potential uses of AI that could help local governments increase efficiency and improve their services, but AI provides certain drawbacks and legal risks as well, so it is important to adopt policies to establish clear guardrails and reduce any potential liability impacts.

AI Resources

Examples of AI policies

Examples of AI Requests for Proposals/Information

  • Kirkland Smart City Master Plan Consulting RFP (2025) – Seeks consulting firm(s) to assist with Smart City Master Plan development and implementation, including use of AI and other technology. Includes standard professional services agreement and non-disclosure agreement
  • Tacoma Artificial Intelligence RFI for Wastewater Operations (2023) – Request for information to determine feasibility of using AI to integrate with existing wastewater treatment plant processes/control systems to reduce operations & maintenance costs and better manage treatment process effectiveness

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. 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 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).

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 accessibility rules by April 26, 2027.

"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 24, 2026.

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. Any 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

Also see WaTech’s Tips for Safely Using Public Wi-Fi.

Library Internet Use Policies

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

Procuring IT Goods & Services

For procuring IT goods and services from third-party 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.

For example:

  • 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 as described below.
  • 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 be considered to meet the definition of a public work due to the physical property alterations required.

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

In addition, there is a process in RCW 39.04.270 that 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 is discussed further on our page 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 will be sharing confidential data with a contractor, it is also a good idea to have a data sharing agreement in place, especially since local governments have an obligation to disclose personal information data breaches under state law.

For more information on data sharing agreements, including what information is considered confidential, see our page 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.

Sometimes larger agencies will also contract for services to supplement their existing staff during peak workloads, during extended staff absences, or for certain specialized skillsets that the agency does not have in-house, or to help assess existing technology systems, gaps, and opportunities.

Below are examples of solicitations and contracts for IT support services:

RFPs/RFQs

Interlocal Agreements

Software & Telecommunications RFPs/Contracts

Below are selected examples of requests for proposals (RFPs) and contracts for software and telecommunications solutions. If an agency is unclear on certain technical requirements or available features, one option is to engage vendors and issue a request for information (RFI) to get additional information before issuing 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).

Capital Projects and Asset Management Software

Planning/Permitting Software

Other 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 technology – 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.

It is a policy decision as to whether the fee should be called out as a separate surcharge or incorporated into the underlying fee schedules through a cost allocation plan. Local governments that charge a technology fee should be sure these revenues are tracked and used for technology-related purposes.

Below are some examples:

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.

See WaTech's Media Sanitization and Disposal Standard, which applies to state agencies but is a useful resource for local governments as well. A State Auditor's Office 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 through testing a proportion of sanitized equipment

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

Example

  • Lewis County Resolution No. 23-20 (2023) – Declares listed computer equipment to be surplus and authorizes IT director to dispose of items in adherence with county code. Lists hard drive status for each item (wiped, removed, N/A).

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.
  • State Auditor's Office (SAO):
    • IT Audits – Free program to look for weaknesses in agency technology and propose solutions to strengthen those systems
    • 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) – State agency offers a variety of resources for state and local governments

Last Modified: October 22, 2025