SAM #7571MN26Q00056

HHS FOH Solicitation for FedRAMP-Authorized Cloud eFax SaaS Solution

The U.S. Department of Health and Human Services (HHS), through its Federal Occupational Health (FOH) under the Program Support Center (PSC), is seeking a secure, FedRAMP-authorized, cloud-hosted Software-as-a-Service (SaaS) electronic fax (eFax) solution to replace legacy fax systems across its nationwide enterprise. - Government Buyer: - U.S. Department of Health and Human Services (HHS) - Federal Occupational Health (FOH), Program Support Center (PSC) - Scope and Requirements: - Fully managed, commercial-off-the-shelf (COTS) SaaS eFax solution - Service must be FedRAMP-authorized and HIPAA-compliant for secure handling of PHI/PII - Support for approximately 150 current sites, scalable up to 275 sites nationwide (including Hawaii) - Must enable secure inbound/outbound faxing, email-to-fax workflows, number porting, and at least 34 concurrent fax lines - Integration with FOH’s Microsoft 365 environment - Includes program management, technical documentation, monthly reporting, security compliance, and annual disaster recovery testing - Contractor to provide all labor, licenses (50 enterprise licenses), equipment, setup, and ongoing support - Products/Services Requested: - eFax Cloud Services: Labor, 50 enterprise licenses, setup fees (one-time) - Annual and option period renewals for cloud-based eFax services and licenses - Unique/Notable Requirements: - FedRAMP authorization is mandatory - HIPAA compliance for all fax transmissions - Scalability to support additional sites and users - Annual disaster recovery and continuity testing - Minimal onsite work; core support hours specified - OEMs and Vendors: - No specific OEMs or vendors are named; solution must be COTS and FedRAMP-authorized - Potential Competitors: - Leading FedRAMP-authorized cloud fax service providers (see below)

Description

DECSRIPTION OF REQUIREMENT:

The purpose of the Electronic Fax (eFax) contract is to procure commercial-off-the-shelf (COTS), Software-as-a-Service (SaaS), secure electronic faxing services. 

The Contractor shall provide, implement, and sustain a fully managed, cloud-hosted, Commercial-off-the-Shelf (COTS), Software-as-a-Service (SaaS) electronic fax (eFax) solution for the Federal Occupational Health (FOH) enterprise. The solution shall support all FOH program areas and geographically dispersed service locations, including clinical sites, administrative offices, and remote operational environments. To deliver this enterprise-wide managed eFax service, the Contractor shall furnish all management, personnel, equipment, tools, materials, supplies, supervision, and support services necessary to accomplish the following:

• Implementation & Configuration – Plan, configure, integrate, and deploy the eFax solution across the FOH enterprise. • Operations & Maintenance – Operate, monitor, and maintain the solution to ensure reliability, scalability, and continuous availability. • Security & Compliance – Secure the solution and ensure ongoing compliance with all applicable federal requirements. • Quality & Continuous Improvement – Conduct quality assurance, risk management, and continuous improvement activities throughout the life of the contract. • Documentation & Testing – Develop and maintain all required documentation and perform testing to validate solution performance and integrity.

The Contractor shall establish and maintain governance processes necessary to ensure effective management of functional requirements (Section 6), technical requirements (Sections C.5.2 and 6), operational requirements (Sections C.5.1 and C.5.2.3), security requirements (Section 7), and performance requirements (Section 8) throughout the contract lifecycle.

PERIOD OF PERFORMANCE:

Base Period – 9/25/2026-9/24/2027 • Option Period 1 – 9/25/2027-9/24/2028 • Option Period 2 – 9/25/2028-9/24/2029 • Option Period 3 – 9/25/2029-9/24/2030 • Option Period 4 – 9/25/2030-9/24/2031

PLACE OF PERFORMANCE:

The majority of services under this contract shall be performed at the Contractor’s facilities using Contractor‐provided, cloud‐hosted resources approved for use within a FedRAMP‐authorized environment. Work performed at Government facilities shall be limited to meetings, technical reviews, security assessments, or operational activities that require physical access to FOH or HHS sites. Primary Government locations include: • Parklawn HHS Building, Rockville, Maryland • Hubert H. Humphrey (HHH) Building, Washington, DC Additional work may occur at FOH Service Provision Sites (SPS), FOH clinical centers, administrative offices, or other locations designated by FOH to support enterprise‐wide eFax service deployment and sustainment. All onsite activities shall comply with HHS and FOH facility access control requirements, including escort procedures, PIV card requirements (as applicable), security screening, and adherence to official building hours. The Contractor shall ensure all remote, onsite, and hybrid work arrangements fully support uninterrupted delivery of managed eFax services across FOH’s nationwide operational footprint.

PLEASE SEE ATTACHED SOLICITATION DOCUMENT FOR ADDITIONAL INFORMATION. 

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