PreBid Conterence Presentation Materials.pdf

Enterprise Cloud Fax Pre-Bid Conference

January 6, 2026

Washington State Department of Social and Health Services

Who We Are

• DSHS has recently undergone some organizational restructuring and consolidations

• Division of Information Technology (DIT)

• Formerly Technology Innovation Administration (TIA)

• DIT is part of the Finance Technology and Analytics Administration (FTAA)

• Formerly Finance Facilities and Analytics Administration (FFAA)

• Procuring a solution that can be used by all administrations within DSHS

• Finance, Technology & Analytics

• Behavioral Health & Habilitation Administration

• Economic Services Administration

• Home and Community Living Administration

• Vocational Rehabilitation, Division of

Point of Contact

• Responses and questions must be submitted to Donna Beatty, Solicitation Coordinator, Department of Social and Health Services;

Finance, Technology and Analytics Administration;

Central Contracts and Legal Services

• Email: donna.beatty@dshs.wa.gov

Purpose

• This competitive Solicitation is issued by the Division of Information Technology the Finance, Technology and Analytics Administration, of the Washington State Department of Social and Health Services (DSHS) in seeking a qualified Contractor for the purpose of procuring a cloud fax solution that will be available for use by all business units within DSHS.

Background

• DSHS is in the process of moving from phone line-based fax systems (Centrex, Analog, Pots) to an electronic fax system to transmit and receive a majority of its fax communications.

• Continued reliance on phone line-based fax systems will not be possible as the Washington State Consolidated Technology Services agency, also known as WaTech, will be disconnecting such services.

• The Washington State Department of Social and Health Services (DSHS) is looking for an enterprise cloud fax solution that will enable DSHS to standardize the faxing process and ultimately eliminate the need for physical fax machines.

Scope Highlights

• Platform, URL, or web portal for sending and receiving faxes

• Configuration and Porting

• Training

• Hardware to support legacy fax equipment

• Customer support (For complete and comprehensive list see sample contract and RFP documents)

Key Features Highlights

• Compliance with security protocols

• AES-256, NIST 800-53 HIPPA, SOC 1, etc.

• Ability to fax more than 1000 pages at once

• Compatibility with new and existing, “legacy” fax hardware systems of various brands, makes, and models (fax machines, multi-function copiers, etc.)

• Scalability

• Usability

• Fax to folders, fax to email, fax to existing fax machines

• Reporting and audit capabilities.

• Archiving of faxes

• Performance and up time

• Will be used by 24 hr care facilities that will need access to system and support at all times.

(For complete and comprehensive list see sample contract and RFP documents)

Evaluation Criteria

• Proposal will be rated on

• Technical Responses

• Management Responses

• Cost Proposal

• Demonstration (optional)

Revised Technical Requirements

• Network security requirements revised to align with Wa State standards for SAAS applications

• Single Sign On

• SOC 2 type 2 report

• Roll Based Access Control (RBAC)

• Compatibility with new and existing, “legacy” fax hardware systems of various brands, makes, and models (fax machines, multi-function copiers, etc.)

• Ability to accommodate a high volume of faxes as well as faxes in excess of 1000 pages in length.

Cost Proposal Requirements Revised

Based on theoretical growth (actual growth and timing will be dependent on business need)

• Phase 1, Month 0-9

• Port existing lines from expiring contracts

• Phase 2, Month 10-21

• Port lines from other services

• Phase 3, Month 22-33

• Expand to additional business units

• Phase 4, Moth 33-36

• Theoretical growth to allow for maximum utilization without having to rebid contract.

Methodology allows for comparison of different proposals across the entire life cycle of the contract.

RFP Timeline Solicitation Schedule

Date and TimeEvent

December 12, 2025DSHS posts Competitive Solicitation.

January 6, 2026 at 2:00 PM PSTPre-Bid Conference at 1:30 p.m. Pacific Time.

Lin: Join the meeting now

January 13, 2026 at 5:00 PM PSTBidder questions are due by 5:00 p.m. Pacific Time.

February 3, 2026 at 5:00 PM PSTProposals are due by 5:00 p.m. Pacific Time.

April 9, 2026/April 10, 2026Anticipated Contract Execution date and start date.

April 10, 2026 – April 9, 2029Estimated Contract Performance Period