RFP 2523-883 Amendment 3.docx

STATE OF WASHINGTON

DEPARTMENT OF SOCIAL AND HEALTH SERVICES

PO Box 45811, Olympia WA 98504-5811

DATE: January 8, 2026

TO: RFP #2523-883

FROM: Donna Beatty, Solicitation Coordinator DSHS Central Contracts and Legal Services

SUBJECT: Amendment No. 03

This rescinds then corrects Amendment 2, which inadvertently re-published Amendment 2 of the previously issued, now cancelled, RFP for the Enterprise Cloud Fax procurement.

In this Amendment 3, DSHS amends the RFP # 2523-883 procurement document to include:

· January 6, 2026 Pre-Bid Conference presentation materials;

· Bidders’ Questions posed during the Pre-Bid Conference, and the answers given;

· Updated Attachment D, correcting a misstated quantity; and

· Updated Example Scoresheet, correcting a misstated quantity.

Bidder’s Questions and Answers

RFP #2523-883

BIDDERS’ ORAL QUESTIONS AND ANSWERS

Note: Some questions have been edited to ensure clarity when set forth in writing, and some questions have been divided into two questions. The substance of the questions have not been changed.

1. Q: How long will DSHS need to keep archived faxes?

A: Six Years

2. Q: Will the selected Vendor be expected to retain archived material in its own systems or will DSHS be storing the archived material in house?

A: DSHS will entertain a proposal for either archiving methodology. Additional note: If there is a cost associated with long-term storage of archived material, that cost may be added into the Bidder’s proposal as an additional recurring cost.

3. Q: Will the selected Bidder be required to conduct any back-end integration?

A: No; back-end integration will not be required.

4. Q: Please explain the quantities for local numbers ported in the Cost Proposal Section of Attachment D. There seems to be an ambiguity in the contemplated quantities.

A: The number of additional local numbers ported during Phase 2 was incorrectly stated in one of the several references to that quantity. The additional number of local numbers ported during Phase 2 is expected to be 150, bringing the total quantity of local numbers ported upon completion of Phase 2 to 300. An updated Attachment D is being published herewith as “Amended Attachment D.”

5. Q: There seems to be a discrepancy in the Example Scoresheet in the Phase 4 number of inbound and outbound faxes. Please explain.

A: Yes, in one of the transcriptions of the outbound fax volume, a zero was omitted. A corrected Example Scoresheet is published herewith as “Amended Example Scoresheet.”

6. Q: Are Bidders allowed to propose additional services that are outside the scope of the RFP?

A: No. Due to state procurement laws, all proposals must be limited to the services that are being sought through this Request for Proposal.

7. Q: To meet the requirement of allowing DSHS to transmit faxes in excess of 1000 pages, is it necessary for the successful Bidder to accommodate that volume in one transmission, or will DSHS consider the use of multiple transmissions that total in excess of 1000 pages per fax.

A: DSHS needs to have the capability of transmitting in excess of 1000 pages per transmission. Requiring the user to dial the number multiple times does not meet DSHS requirements.

8. Q: Does DSHS currently transmit faxes in excess of 1000 pages?

A: Yes, some business units frequently transmit faxes in excess of 1000 pages.

9. Q: If DSHS does currently transmit faxes in excess of 1000 pages, do the recipients of such faxes currently use analog fax systems? If so, the transmission times may be in excess of 24 hours.

A: It is unknown if any non-DSHS recipient of a DSHS fax transmission is using an analog system, as that is beyond the control of DSHS. However, It is unlikely that a user of an analog system would request that DSHS transmit faxes of that length.

10. Q: What is the email platform that DSHS uses and what is the version number?

A: M365 Copilot GCC tenant.

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