Managed File Transfer Services

The vendor is required to provide a managed file transfer solution that will allow users to transmit data safely while also possessing the capabilities below.
• File sharing and syncing: this refers to the ability to share files with others and keep files synchronized across multiple devices or users. It ensures that updates made to a file on one device are reflected on all other devices where the file is stored.
• Mobile accessibility: this feature allows users to access and interact with software or services from mobile devices, such as smartphones or tablets. It often includes mobile apps or responsive web design to ensure a good user experience on smaller screens.
• Security features: these are mechanisms and protocols implemented to protect data and ensure secure access. This can include encryption, two-factor authentication, access controls, and monitoring to safeguard information from unauthorized access or breaches.
• Integration capabilities: this refers to the ability of a software or service to work with other applications or systems. Integrations can streamline workflows by allowing different tools to exchange data and functionality seamlessly.
• Compliance and governance: this involves adhering to legal, regulatory, and internal standards for managing data and operations. Compliance ensures that processes meet specific requirements, while governance involves overseeing and enforcing these standards.
• Workflow automation: this feature automates repetitive tasks and processes within an organization to increase efficiency and reduce the need for manual intervention. It often involves using rules and triggers to perform actions automatically.
• User management: this involves administering and controlling user accounts and permissions within a system. It includes creating, modifying, and deleting user profiles, as well as setting access levels and roles.
• Custom branding: this allows organizations to personalize and brand software or services to reflect their own identity. It often includes customizing logos, colors, and themes to align with corporate branding.
• APIS and extensibility: APIS (application programming interfaces) allow for the integration of different software systems by providing predefined ways to interact with the software. Extensibility refers to the ability to extend the functionality of the software through these APIS or other means.
• Collaboration tools: these tools facilitate communication and joint work among users. Examples include shared documents, chat systems, video conferencing, and project management features that support teamwork.
• Real-time updating: this feature ensures that information is updated and reflected immediately across all relevant platforms or users. It’s crucial for maintaining consistency and accuracy in collaborative environments.
• Outlook plugin: a plugin for Microsoft outlook adds extra features or integrations to the email client. This could include capabilities like enhanced email management, integration with other systems, or additional productivity tools.
• Automated SFTP: secure file transfer protocol (SFTP) automation involves using scripts or tools to automate the process of transferring files securely over a network. It’s used for regular and secure file transfers between systems.
• Secure email: this involves using encryption and other security measures to protect email communications from unauthorized access or tampering. It ensures that the contents of emails remain confidential and secure.
• Read/view only access: users should be able to send a file to an external user or domain and have it set to read only/view only to prohibit the file from being edited or printed out.
- File sharing software is essential for several reasons, particularly in today’s collaborative and digital work environments.
- File sharing and syncing
• Allows users to access and collaborate on the same files/folders
• Allows users to manage their own workspace 
• Allows internal users to share files/folders on their workspace to internal and external users
• Allow external users to share files/folders to internal users only
• Allow internal users to assign other internal users as co-admin of their own workspace
• Allow users to restrict other users to overwrite existing files
• Allow users to send files by email, through outlook integration or through the web portal (secure email)
• Allow SFTP access for external users, including scripting
- Remote access
• Accessible from internal and external network
• Multiplatform access, including mobile devices
- Security and compliance
• 256-bit AES encryption
• SFTP, FTPS, https
• FIPS 140-2
• Auditing and reporting
- File sharing and syncing
• Allows users to access and collaborate on the same files/folders
• Allows users to manage their own workspace
• Allows internal users to share files/folders on their workspace to internal and external users
• LDAP/AD authentication, with SSO, and MFA for internal users accessing from outside agency.
• AV infrastructure scanning
• File integrity monitoring
• Secure email (encrypted email)
- User management
• Creating, modifying, and deleting user profiles, as well as setting access levels and roles
• Allow internal users to assign other internal users as co-admin of their own workspace.
- Budget: $5 million
- Contract Period/Term: 5 years
- Mandatory Pre-Proposal Conference Date: July 17, 2025
- Questions/Inquires Deadline: July 24, 2025