Enterprise Cloud Fax (reissued)

The Washington State Department of Social and Health Services (DSHS), through its Division of Information Technology (DIT), is seeking a qualified contractor to provide an enterprise cloud fax solution for use across all DSHS business units. The procurement is a competitive solicitation that aims to modernize the agency's fax infrastructure by transitioning to a cloud-based platform. The required solution must support multiple routing types including fax to folders, fax to printers, and fax to email, with capabilities to handle high-volume faxing (up to and exceeding 1,000 pages), provide digital archiving, and maintain robust security protocols including AES-256 encryption, HIPAA compliance, and SOC 2 Type 2 certification. The solution must integrate with existing DSHS technology infrastructure, support legacy fax equipment through ATA hardware adapters, and provide a web portal for comprehensive fax management. The solicitation includes a phased implementation approach spanning 36 months, with key dates including a pre-bid conference on January 6, 2026, bidder questions due by January 13, 2026, and proposals due by February 3, 2026. The evaluation will award a maximum of 4,140 points across management qualifications (800 points), technical response (1,675 points), cost proposal (575 points), optional demonstration (1,000 points), and preference points (90 points).

The solicitation encourages participation from diverse business communities, including Washington State certified Minority Businesses, Women's Businesses, Veteran Businesses, and Small Businesses, though no minimum participation levels are mandatory. Bidders must complete a Contractor Inclusion Plan describing their outreach efforts and potential subcontractor engagement. The current environment encompasses approximately 1,400 active fax lines plus an additional 300+ lines under temporary cloud contracts, serving over 250 DSHS offices statewide. The solution must support porting of approximately 1,200 analog business lines from the current telecom provider, Washington Technology Solutions, with a targeted completion of 100 to 200 phone lines by June 30, 2026, and full deployment within 6 months of contract execution. While no specific incumbent vendor is mentioned, the procurement targets a three-year contract with potential two one-year extensions, and requires the selected vendor to provide 24/7 customer support, comprehensive training materials, and compliance with state and federal security standards. The contract is contingent upon funding availability, and DSHS reserves the right to reject all bids and reissue the solicitation.