S-10000-00009378 (5845) Questions and Answers Document..docx

OregonBuys Bid # S-10000-00009378- Digital Fax- Questions and Answers.

OregonBuys Bid # S-10000-00009378- Digital Fax Updates:

· Extension of solicitation deadline from Monday, February 19, 2024, to Monday, February 26, 2024, at same time as originally posted.

· Please find attached Attachment G. It was referenced in our RFQ but was inadvertently missing from the attachments.

Questions and Answers:

1. ‘Will remote workers be required to be on the ODHS (Agency) network (VPN) to access the Digital Fax Solution?’

a. The resolution depends on the discussion between the Agency and the vendor, as outlined in their respective proposals.

2. What is the total number of Multi-Function Devices handling inbound faxing with fax boards?

a. Oregon Child Abuse Hotline (ORCAH) has two (2) Multi-Function Devices (MFD) within a single hunt group. The inbound traffic is diverted to email and bypasses the physical devices.

3. What is the total number of Multi-Function Devices handling outbound faxing with fax boards?

a. Two (2) devices, tied to a single hunt group.

4. Do you plan to use the existing Ricoh MFD fleet for outbound scanning of hard copy fax documents?

a. Yes, we will continue using the Ricoh MFD devices for physical scanning but are hoping to limit the need for that.

5. What is the total number of non-MFD fax capable devices (fax machines)?

a. Zero (0) devices

6. How many local Fax/DID phone lines are currently in use?

a. One (1) line, with internal numbers hunting behind it.

7. How many toll-free Fax/DID phone lines are currently in use?

a. Zero (0) toll-free fax phone lines.

8. What is the area code of current Fax/DID phone lines? please list if multiple area codes are in use.

a. 503

9. Do you want to port the current Fax/DID numbers? ("Porting" transfers the Fax/DID numbers from the existing provider to a new provider.)

a. ORCAH is indifferent to porting the fax number. This is a possibility if needed for the solution.

10. What is the total quantity of local Fax/DID lines to be ported?

a. One (1) line

11. What is the total quantity of toll-free Fax/DID lines to be ported?

a. Zero (0) line

12. Who is the current service provider? Please list if multiple providers are used and specify local or toll-free.

a. Kyndryl is the sole provider.

13. What is the total number of users that will have access to digital fax services? The RFP listed >30, is that a close estimate of the actual number of users?

a. Operationally, concurrent users would be about 3/day or fewer. Configured users per current business process would be about 30 users. Depending upon the solution provided, expansion to all users could increase the number to 200. Concurrent user number would likely not change and would be limited to 3-5.

14. Do remote fax users have VPN access?

a. Yes

15. How many locations are in scope for these fax services?

a. One office setting (6035 NE 78th Ct, Portland, OR 97218) but most users are remote.

16. What is your required subscription term for services (in years)?

a. Annual terms (year-by-year contract)

17. Will technical support be direct with End-Users or OIS Staff?

a. The technical support will be with end-users (with an analyst representing the business unit).

18. In understanding ORCAH's request, there are multiple solutions that meet the requirements. Can we (X) respond with multiple solutions?

a. My answer to this is Yes.

19. Can the solution utilize telephony services not on an existing Oregon State contract?

a. Yes, coordinating with Department of Administrative Services, Enterprise Information Services.

20. When faxing documents in an "Office" format (.docx...) how critical is it that the facsimile maintain the accuracy of the original document's format, layout, pagination and line returns?

a. ORCAH would need the attached documents to retain the original document formatting as much as possible. ORCAH is open to adjusting business processes as necessary to support a solution.

21. Does the NTE of $150,000 meant to cover all implementation, support and licensing for 2yrs?

a. The Not-to-Exceed amount of $150,000 serves as a ceiling for the entire duration of the contract, irrespective of its initial term.

22. Are you looking for a solution hosted within the ODHS cloud infrastructure, or a vendor supplied cloud hosted solution?

a. ORCAH would be looking for a vendor supplied cloud hosted solution.

23. Would we connect to a Microsoft Domain Controller for the AD integration or Azure Active Directory or AWS?

a. ORCAH would connect to Azure Active Directory.

24. Will we be considered if we have never installed in the government sector? We have hundreds of installs within Healthcare and Banking institutions.

a. Government environments can be slightly different than those within other non-profit or corporate settings, if you do not have prior government experience, please provide references which contain implementations that demonstrate your ability to support large complex organizations.