RFP 2523-873 Amendment 2.docx

This is an amendment document issued by the Washington State Department of Social and Health Services (DSHS) Division of Information Technology to RFP #2523-883 for an Enterprise Cloud Fax solution. The amendment, dated January 7, 2026, adds the Pre-Bid Conference PowerPoint presentation slides in PDF format and includes bidders' oral questions and answers generated during the pre-bid conference. The RFP seeks a qualified contractor to provide a cloud fax solution available for use across all DSHS business units. The amendment clarifies operational requirements regarding document archival and retention procedures that will govern the selected vendor's obligations and proposal submission.

The amendment addresses two substantive matters relevant to vendor proposals: DSHS requires archived faxes to be retained for six years, and the department is open to receiving proposals for either archiving methodology whereby the selected vendor maintains archived material in its own systems or DSHS stores the material in-house. If the selected vendor assumes responsibility for long-term storage of archived material, the associated costs may be included in the bidder's proposal as an additional recurring cost. The amendment also corrects a mathematical error in the sample scoresheet used for proposal evaluation. These clarifications ensure that all bidders have consistent information regarding technical and cost requirements for submission.