The vendor required to provide enterprise cloud fax that serves as a secure, convenient, and accessible method to send and receive faxes digitally through the internet.
- 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, and support the use of multiple brands of new and existing, “legacy” fax hardware systems of various brands, makes, and models (fax machines, multi-function copiers, etc.) through the use of ATA or other hardware adapters.
- Features:
• Ability to accommodate a high volume of faxes as well as faxes in excess of 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.
• Department 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.
• 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:
• Department 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.
• Department is requesting bids that address the addition of business units on a periodic basis.
• Associated with periodic additions of business units, in reality the additions may be required at a more gradual pace and reaching a threshold price for one cost item (based on fax volume, for instance) may not be coincident with reaching another threshold price (such as pricing based on the number of web users).
• The timing of the addition of new business units, increases in volume, etc., after the initial implementation phase is simply unpredictable at this time.
- Contract Period/Term: 3 years
- Pre-Bid Conference Date: January 6, 2026
- Questions/Inquires Deadline: January 13, 2026
