Vendor Questions - 19AQMM22N0047.xlsx
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- 19AQMM22N0047
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| File | Type | Posted |
|---|---|---|
| RFI Cloud Based Faxing Solution Full and Open.docx | DOCX document |
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Sheet1
| RFI Document Reference | Vendor Question | Government Response |
| 2.1 FedRAMP certified Moderate | Is FedRAMP a firm requirement? the suggested solution is cloud fax solution is not FedRAMP certified but the faxes are protected with FIPS 140-2 certified encryption. | The solution must be FedRAMP certified Moderate |
| 2.2 HIPAA, CJIS, PII | the suggested solution supports HIPAA, SOX, and FERPA compliance regulations. Our compliant solutions help organizations meet their compliance needs, and feature detailed audit trails, automation, synchronization, file translation, and the fastest delivery. Send any size file and get confirmation of delivery in real-time. Would this be enough to cover your compliance regulations. the suggested solution’s audit reports (SOC2 and SSEA 18) can be provided upon requested and executed MNDA. | The Solution must meet HIPAA, CJIS and PII compliancy. |
| 2.3 Cloud-hosted/Cloud-managed | the suggested solution is propsoing / will prosose FAXCOM Anywhere Enterprise which is a hybrid cloud fax solution. It requires a software agent – FAXCOM Suite – to be installed and configured at your site/in your environment. FAXCOM Suite is the Windows-based application you install and run locally to create and manage the FAXCOM Queue, the lightweight agent service that maintains secure connections to the hosted FAXCOM Anywhere service. Since the agent runs within your environment, under your control, you can configure it to send and receive faxes from a range of internal network resources, including, for example, SMTP email, MFP devices, network shares, and your own custom applications. This type of fax storage is used by agencies such as the NIH, VA, IRS and FEMA. |
| Would a hybrid solution meet fit your requirements? | Preferably, no agent will be installed on the endpoint devices. If the system requires an agent to be installed on the endpoint devices, it should be the smallest possible footprint. | |
| 2.5 DOS ServiceNow ITSM | the suggested solution does not t have a direct integration with ServiceNow as of right now. However, we can work with your appliaction which required dev work utulizing your SDK/Rest API. |
| Would this be an option for you? | Yes. | |
| 2.6 Federated Management System, PKI, Multifactor, Azure AD or Okta. | the suggested solution’s Hybrid Cloud Fax solution (FAXCOM Anyhwere Enterprise) makes it easy to manage fax users. FAXCOM Suite (management consul) allows organizations you to configure and manage fax users in a number of ways. Microsoft Active Directory allows organizations to directly control users’ faxing privileges. Alternatively, Suite can use any LDAP-supported service to provide access leveraging SharePoint Groups. |
| Would this meet your requirements here? | The solution must have the ability to integrate with the Department’s Federated Identity Management System such as PKI and Multifactor Authentication solutions, such as Azure AD and Okta. | |
| 2.8 Single sign-on Integration | Single sign-on Integration is possible via AD/LDAP. |
| Would this fit your requirements? And how many fax users do you have - roughly - in total? | The solution should have the ability to provide single sign-on integration capabilities. | ||
| 2.1 DOS Fax numbers | How many fax numbers need to be ported ? | We do not have the total fax numbers need to be ported at this time. | |
| 2.12 Forward fax mailbox when on leave | User can use delegation / department folders when you leave. |
| Would this a suitable solution? | Yes. | |
| 5.1 Managed Infrastructure | the suggested solution does not provide fully managed fax server solution. the suggested solution hosts and manages the fax server and your telephone (ported numbers). FAXCOM Suite as software agent will be sitting on your environment (VMs/Cloud). |
| Please explain what infrastructure needs to be managed? | The solution must be Cloud-Based without requiring on-premise physical hardware to managed. | ||
| 8.1 8. | Additional Communication Features / SMS | the suggested solution offers a software module “Enterprise Fax Management”. EFM is web based dashboard, alarming, management and compliance consul. You can manage and view your entire fax environment and receive real-time notification via email not SMS. |
| Is this an issue? | No. | |||
| 9.1.2 9. | Exchange Global Address Database | Could you please explain your current integration with the Exchange Global Address Database? | DoS has no current Fax integration with GAL. However we expect the new eFax system is able to send a fax via email. | |
| 9.1.3 ServiceNow | Could you please explain your current integration and workflow with ServiceNow? And what kind of integration does ServiceNow allows in general? | DoS has no current Fax integration with ServiceNow. However we expect to be possible to send out a fax from within ServiceNow | ||
| 10.1.2 Build customer reports | the suggested solution Job Tracking and Reporting tool is a browser based application that provides over 20 standard reports. Custom reports can be created based on individual users or business units. |
| What kind of custom reports are required? | Must have the ability to customize reports based on individual users. | |
| 10.1.3 Export to Excel/Word/PDF | Reports can be only be exported into Excel and CSV. No PDF/Word at this time. |
| Is this a firm requirement? | No. | ||
| 10.1.5 Drill down into reports | What kind of drill downs/narrows are required? | Drilling down allowing us a way to reveal additional levels of detail. | |
| 10.3 DB interface for Connection of Business Intelligence Tools | What kind of DB access is needed? | DB access required to pull out detailed usage reports. | |
| 11.1 Customized GUI | the suggested solution offers SDK/Rest API for custom interfaces. |
| Would this be enough to meet your requirements? | There is no specific requirement. The contractor must be able to customize every aspect of the user experience. The GUI layout and appearance, directory fields, and database functionality shall be fully customizable to the specific needs of CCS. | |
| 12.1.1 Obtain Top Secret clearences | the suggested solution is an US based company and operating only in the US. Although we work with several government agencies and none of our employees have Top Secret clearances. |
| Is this a firm requirement? | Vendors must hold or obtain Secret clearances granted by or recognized by the Defense Security Systems Operations Center Columbus (DSSOCC), formerly known as Defense Industrial Security Clearance Office (DISCO) for all contractor and subcontractor personnel working on the project. | ||
| 12.2.1 Conform to FIPS PUB 200 | Please explain your minimum-security requirements in more detail | Meet FISMA security requirements. | |
| 12.2.2 IC Tech Specs 705 Chapter 11 | Please explain your system/security requirements in more detail | Meet FISMA security requirements | |
| 12.2.6 Registration, fraud, intrusion detection features | the suggested solution does not offer these features as of right now. |
| Is this a firm requirement? | The vendor must have the ability to offer these features. | |
| 12.2.10 Two-Factor Authentication | the suggested solution does not offer Two-Factor Authentication as of right now. |
| Is this a firm requirement? | The solution must have the e ability to offer this requirement. | |
| 13.1 Support Service | the suggested solution is able to provide services described. However, none of the suggested solution’s personnel has top secret security clearance. |
| Is this a firm requirement? | Vendors must hold or obtain Secret clearances granted by or recognized by the Defense Security Systems Operations Center Columbus (DSSOCC), formerly known as Defense Industrial Security Clearance Office (DISCO) for all contractor and subcontractor personnel working on the project. | |
| 13.2 Key personnel | the suggested solution is able to provide key personal with described experiences. However, none of the suggested solution’s personnel has top secret clearance. |
| Is this a firm requirement? | Vendors must hold or obtain Secret clearances granted by or recognized by the Defense Security Systems Operations Center Columbus (DSSOCC), formerly known as Defense Industrial Security Clearance Office (DISCO) for all contractor and subcontractor personnel working on the project. | ||
| General questions | What is the current fax solution? Could we get brief overview of the fax process and business process? How is this fax process being managed today? Could you please share as much detail as possible? | Utilizes cloud fax service which allows users to send and receive faxes in the cloud through an email program or web portal without the on-premises hardware or software to manage. Also maintains a physical fax server which receives hard copy faxes from fax lines and emails the electronically converted to the proper email address. | |
| General questions | How will inbound faxes be delivered ? (to network folder, to email, to other business application, etc.) | To network folder, to email, or other business applications. | |
| General questions | Can you provide a network diagram or description of your current architecture - for example, how many fax servers, multi-function devices, fax machines, and fax lines do you currently have? | We have over 1000 fax lines. | |
| General questions | Are there any other business applications that you need fax integration beside ServiceNow? If so, please share the appliaction and vendor. And how are you appliaction integrated with fax today (Drect vs. API or Web Services)? | No. | |
| General questions | How are the users faxing today? (Desktop, Email, Appliaction, etc.) | Traditional faxing, Desktop, Email, Appliaction | |
| General questions | Would you consider a Hybrid Enterprise Cloud Fax solution instead for pure SaaS? the suggested solution will host the fax servs and telephony. All that is required is a management console FAXCOM Suite in your virtual environment behind your firewall and under your control. | The solution must be Cloud-Based without requiring on-premise physical hardware to managed. | |
| General questions | What will be your preferred UI for sending faxes?(From email, Windows Desktop, Web based client, mobile device) | From email, Windows Desktop, Web based client, mobile device | |
| General questions | Do you have any routing policies for inbound faxes today? Route to: email inbox, Windows folder, Fax client, printer, Network folder, etc.) | Yes. Route to: email inbox, Windows folder, Fax client, printer, Network folder, etc.) | |
| General questions | Do you need to store faxes for any periode of time? If yes, please specify how long | Yes. Unlimited | |
| General questions | Is your current fax provide invited to the RFI as well? | Interested parties have until July 28 to address the RFI. Pease follow the RFI response instructions. | |
| General questions | Are you looking only for cloud fax service dedicated and within the US Department of State? | Yes. | |
| General questions to fax volume to determine the suggested solution’s price structure | What is the current and expected monthly fax page volume inbound? |
| The RFI indicated a fax volume of 100,000 faxed a month. To estimate pricing for the cloud fax solution we need to know how many fax pages you send and receive on a month bases. Roughly number is ok. If unknow, we can take 3 - 5 fax pages per fax as average. Please advise. | Unknown | |
| General questions to fax volume to determine the suggested solution’s price structure | What is the current and expected monthly fax page volume outbound? |
| The RFI indicated a fax volume of 100,000 faxed a month. To estimate pricing for the cloud fax solution we need to know how many fax pages you send and receive on a month bases. Roughly number is ok. If unknow, we can take 3 - 5 fax pages per fax as average. Please advise. | Unknown | ||
| General questions to fax volume to determine the suggested solution’s price structure | What are the business hours for faxing? | No business hours restrictions. | |
| General questions to timeline | Please decrive your RFI timeline and and next steps following the RFI | Interested parties have until July 28 to address the RFI. Pease follow the RFI response instructions. | |
| General questions to timeline | When are implementation and "Go-Live" dates estimated to take place? | 2023 |
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