Project Information

Bid Title

E-Fax Migration and Solution

Issuing Agency

County of San Mateo

Location

California

Published Date

Mar 11, 2026

Closing Date

Apr 8, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Project ID:

Title: E-Fax Migration and Solution

Addenda: 0

Release Date: 3/11/2026

Due Date: 4/8/2026

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E-Fax Migration and Solution

Request for Proposals

Human Services Agency - Office of Agency Director

Project ID: 2026-RFP-00196

Release Date: Wednesday, March 11, 2026

· Due Date: Wednesday, April 8, 2026 11:30pm

Posted Wednesday, March 11, 2026 3:16pm

All dates & times in Pacific Time

Draft Response No Bid28 days, 4 hours, 54 minutes

Post Information

Posted At:Wed, Mar 11, 2026 3:16 PM
Sealed Bid Process:Yes (Bids Sealed / Pricing Sealed)
Private Bid:No

Overview

Summary

The San Mateo County Human Services Agency (HSA) administers federal, state, and county-funded programs that protect vulnerable residents, provide safety net services, and deliver employment and support services that help families achieve self-sufficiency. HSA serves a diverse population through multiple program areas and operates in a highly regulated environment that requires the secure handling of sensitive client information. Major branches within HSA include Children and Family Services, Economic Self Sufficiency, SMCWorks (Employment Services), and Collaborative Community Outcomes and Program Support, which includes Technology and Training.

HSA is seeking a modern electronic fax (e-fax) solution to replace existing analog fax lines and consolidate current fax services into a single, centralized system. The proposed solution will allow HSA staff to efficiently and reliably send and receive faxes electronically, with incoming faxes delivered to designated folders on shared network drives. The system must also integrate HSA’s existing e-fax lines into a unified platform to streamline system administration, improve reliability, and support ongoing operational needs.

The proposed solution must support the secure transmission and receipt of confidential information through features such as encryption, access controls, and audit capabilities, and must comply with applicable federal, state, and local privacy regulations. The system must also support records retention and disposition requirements by enabling the electronic storage of faxed documents in designated network folders in accordance with HSA’s records management policies. This modernization effort is intended to improve reliability, strengthen data security, enhance regulatory compliance, and support efficient and accountable service delivery across HSA programs.

Background

HSA relies on fax communication as a critical method for transmitting and receiving sensitive and time-sensitive client information. Fax is used to exchange documents related to public benefits administration, court proceedings, healthcare-related reports, reports of suspected child abuse, police reports, and other records essential to the delivery of social services. Due to regulatory requirements and the confidential nature of these records, faxing remains an essential communication channel for many HSA programs and their external partners, including courts, healthcare providers, and other government agencies.

HSA currently operates approximately seventeen (17) traditional analog fax lines distributed across multiple units, as well as an existing e-fax system supporting approximately ten (10) fax lines. The analog fax infrastructure is increasingly obsolete and difficult to maintain, relying on aging telecommunications systems that present reliability, scalability, and support challenges. These limitations can result in delayed document transmission, increased administrative burden for staff, and heightened operational risk when handling sensitive and confidential information.

The current fax environment is decentralized, with analog and electronic fax services managed across multiple platforms and systems. This fragmented approach limits HSA’s ability to consistently apply security controls, monitor system access, and maintain standardized recordkeeping practices across programs. Incoming fax documents are not uniformly stored or managed electronically, making it more difficult to ensure compliance with applicable privacy, data security, and records retention requirements. These challenges underscore the need for a centralized, secure, and modern e-fax solution capable of supporting HSA’s operational, regulatory, and service delivery needs.

HSA anticipates awarding a single contract to one qualified vendor for an initial term of three (3) years, tentatively beginning August 1, 2026, or sooner if possible. The contract will be awarded based on a best-value selection, taking into account the vendor’s ability to meet the requirements outlined in this RFP, including security, functionality, compliance, reliability, and cost. HSA reserves the right to negotiate final terms with the selected vendor prior to execution.

Timeline

RFP Released:

March 11, 2026

Deadline for Questions, Comments and Contract Exceptions:

March 25, 2026, 11:30pm

Proposal Due Date and Time:

April 8, 2026, 11:30pm

Anticipated Contract Award Date:

August 1, 2026

Commodity Codes

• NAICS 541511Custom Computer Programming Services
• NAICS 541512Computer Systems Design Services
• NAICS 541519Other Computer Related Services

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