Enterprise Cloud Fax

The vendor is required to provide enterprise cloud fax solution that will enable department to standardize the faxing process and ultimately eliminate the need for physical fax machines.  
- The service must be user-friendly, reliable with dedicated 24-hour customer support, scalable to accommodate changing needs, and accessible through a clear, concise, descriptive URL.
- Features:
•    Ability to accommodate a high volume of faxes as well as faxes up to 1000 pages in length.
•    Ability to accommodate use by all department business units;
•    Ability to provide audit trails and reporting capabilities, including automatically archiving all faxes sent or received and tracking transmissions with unique identifiers and call detail reports (CDRS) for audits, and investigations.  
•    CDRS must include up to 6 months of information showing 
o    Inbound calls
o    Outbound calls
o    Date calls made
o    Time calls made
o    Duration of the calls made
o    Completion of the calls.
•    Compliance with the following regulatory requirements:
o    HIPAA
o    PCOI-DSS compliant
o    GLBA
o    NIST 800-53, revision 4, as updated
•    Data encryption during transmission and at rest with multiple layers of encryption, including aes-256- bit encryption and TLS 1.2. 
•    Fax routing: 
o    Fax to folders created by the user, 
o    Fax to printers, 
o    Fax to email, 
•    Retention of fax data and meta data, with protection, deletion, storage and security capabilities that meet department record retention standards.   
- Variable business needs
•    Anticipates adding and building services to accommodate a wide range of business unit sizes
•    The initial phase will accommodate the needs of multiple business units, and additional units will be added over time.
•    Solution elements
o    Local numbers (ported): 100-300, 300 – 400, 400 – 850, 850 – 1,200 
o    Web portal logins: 10-50, up to 1,000, up to 5,000, up to 10,000 
o    Inbound pages per month: 1-100, up to 5,000, up to 8,000, up to 12,000 
o    Outbound pages per month: 1-500, up to 1,000     up to 5,000, up to 10,000 
o    ATA hardware adapters: 1-100, up to 200, up to 500, up to 1,000.

- Pre-Bid Conference Date: August 14, 2025
- Questions/Inquires Deadline: August 22, 2025