Enterprise Cloud Fax

The contract involves the procurement of an enterprise cloud-based digital fax solution for the Washington State Department of Social and Health Services (DSHS), managed by the Division of Information Technology within the Finance, Technology and Analytics Administration. The project aims to replace existing legacy fax systems with a secure, scalable, internet-based platform accessible across all DSHS business units. The contractor will provide a subscription service featuring a web portal, number porting, hardware adapters, and ongoing support, with performance scheduled from December 1, 2025, through November 30, 2028, and the potential for extensions. The contract size ranges from $500,000 to $2 million, with proposals due by September 15, 2025, and the anticipated contract execution date set for November 21, 2025. The solicitation emphasizes compliance with security, privacy, and regulatory standards such as HIPAA, PCI-DSS, GLBA, and NIST, and requires detailed responses to technical, management, and cost evaluation criteria. The procurement process is structured around a comprehensive, points-based evaluation system that balances technical merit, management qualifications, cost, demonstrations, and diversity considerations. The evaluation assigns maximum points to factors like technical approach (1300 points), management (500), and cost (700), with additional optional points for demonstrations and references. The award will be made to the highest-scoring bidder based on a best-value trade-off, not solely on price. Bidders must submit detailed certifications, including small business, veteran-owned, and minority/women-owned business statuses, along with a diverse inclusion plan. The contract incorporates various federal and state legal requirements, including nondiscrimination laws, data security provisions, and certifications regarding compliance with sanctions laws. Payment will be processed through the Statewide Vendor Payment system, with mandatory monthly reporting of subcontractor payments, and no work may commence until the contract is fully executed. The scope of work specifies the delivery of a hosted, secure, and compliant cloud fax platform, with no explicit physical delivery or packaging requirements, but with provisions for secure handling and inspection rights by DSHS and the State Auditor. Overall, the contract emphasizes compliance, transparency, and performance monitoring to ensure a reliable, secure, and efficient digital fax service for state agency operations.