RFQ Notice: Cloud-Based Faxing and Secured Email Services

BID #: 195

ISSUED: 3/24/2026

DUE: 4/8/2026

VALUE: TBD

100

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Executive Summary

The Township of East Brunswick is seeking quotations for a cloud-based faxing and secured email services solution for its IT Department. This includes a secure cloud fax platform that eliminates the need for analog lines and fax hardware, along with a secure file exchange email platform for safe, encrypted sharing of sensitive documents and large files (1 terabit). The deadline for submissions is April 8, 2026, at 11:00 AM. Quotes must be received by the Township's Designated Contact Person, via email, mail, or hand delivery. The contract period will be for three years, commencing May 1, 2026, and expiring April 30, 2029.

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Bid Title:
RFQ Notice: Cloud-Based Faxing and Secured Email Services
Category:
Request for Quotes
Status:
Open
Publication Date/Time:
3/24/2026 11:30 AM
Closing Date/Time:
4/8/2026 11:00 AM
Related Documents:
RFQ Specification - Cloud Faxing and Secure Email Services IT [PDF Fillable]
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Document Text

--- Document: RFQ Specification - Cloud Faxing and Secure Email Services IT [PDF Fillable] ---
   Township of East Brunswick
   Phone: (732) 390-6850 
 1 Civic Center Drive
Fax: (732) 238-8848 
East Brunswick, New Jersey 08816-1081 
 www.eastbrunswick.org 
TOWNSHIP OF EAST BRUNSWICK 
REQUEST FOR QUOTATIONS 
CLOUD-BASED FAXING AND 
SECURED EMAIL SERVICES 
____________________________________ 
QUOTE DEADLINE DATE: APRIL 8, 2026 11:00 A.M. 
FAIR AND OPEN PROCESS IN ACCORDANCE WITH 
N.J.S.A. 19:44A-20.4 et seq. 
 ADVERTISED ON THE TOWNSHIP’S WEBSITE ON: 
MARCH 24, 2026 
Page 1 of 10 


Page 2 of 10 
A. PROJECT BACKGROUND:
The Township of East Brunswick (“Township”) wishes to purchase a solution that provides a 
secure cloud fax and emails for the Township’s IT Department.  
Quotes must be received by the Township’s Designated Contact Person, via email, mail, or hand 
delivery, by 11:00 a.m. prevailing time on April 8, 2026. Quotes received after 11:00 a.m. on 
the Deadline Date will not be considered. 
Designated Contact Person: 
Email: tlawful@eastbrunswick.org  
Tamar Lawful, Municipal Clerk 
Township of East Brunswick 
1 Jean Walling Civic Center Drive 
East Brunswick, NJ 08816-1081 
It is the Contractor’s obligation to examine and familiarize themselves with all the requirements 
of this Request for Quotation prior to submitting a proposal.   
B. SCOPE OF WORK:
The Township is issuing this request for quotation via a fair and open process in accordance with N.J.S.A. 
19:44A-20.4 et seq.  
The Township seeks to procure the following services: 
Cloud-Based Fax Services 
The Township seeks to procure a secure cloud fax platform that eliminates the need for analog lines and 
fax hardware. The services should enable seamless, compliant faxing, designed for regulated industries, 
ensure the highest level of privacy, audit readiness, and global data sovereignty.  
Email Platform Services 
The Township seeks to procure a secure file exchange email platform designed for safe, encrypted sharing 
of sensitive documents and information and the transmittance of large files. The platform should ensure 
that sensitive information remains encrypted and protected from unauthorized access.  
The solution must be able to handle 1 terabit of files. 
C. QUALIFICATIONS:
The product must support the Township’s IT security requirements as outlined below: 
 Fax Security Requirements:                                  Fax Security Requirements: 
HIPAA 
SOC 2 Type II 
GDPR 
ISO 27001 
PCI-DSS 
Encryption in transit and at rest 
Enables compliance with regulations 
Double Encryption feature 2-Factor 
Authentication for Recipients  
such as HIPPA, GDPR, SOX, 
FERPA 
Ephemeral Storage 
ISO/IEC 27001:2013 Cloud Services 
Completed Audit Trail 
Automatic Virus File Scanning 


Page 3 of 10 
D. FAIR AND OPEN CRITERIA:
STANDARDIZED SUBMISSION REQUIREMENTS & SELECTION CRITERIA 
1.
The solicitation of qualifications for any contract to be determined in excess of $17,500, and for
which a bid solicitation shall not be required under the Local Public Contracts Law shall be
advertised by the Township on the Township website at least ten (10) days prior to the date set for
the receipt of said quote. The published notice shall set forth a description of the requested goods
or services, the time, date and place that proposals must be submitted, the contact information for
obtaining a proposal document, and a statement that the proposals are being solicited through the
fair and open process, in accordance with N.J.S.A. 19:44A-20.4 et seq.
2.
The Township shall review the responses to the request for quotes and appoint or award a contract
to a business entity for the goods or services advertised subsequent to such review. Contracts
awarded under this process shall be publicly announced and awarded. The resolution awarding the
contract shall state that the contract was awarded after a fair and open process and shall state the
number of responses received.
3.
Contracts subject to the fair and open process delineated herein are subject to additional
Requirements and any other applicable laws including, but not limited to, the Local Public
Contracts Law.
E. SELECTION CRITERIA:
Quotations will be evaluated on the basis of the most advantageous, price and other factors considered. The 
evaluation will consider:  
a. Experience, technical expertise, professional execution and reputation in the field;
b. Knowledge of the Township of East Brunswick and the subject matter to be addressed under the
contract;
c. Availability to accommodate any required meetings of the Township and the ability to work well
with the Township;
d. Compensation proposal;
e. Other factors if demonstrated to be in the best interest of the Township of East Brunswick;
f. Creative vision, display impact, appreciation and respect for the program.
F.
INSURANCE REQUIREMENTS:
1.
Indemnification
The contractor agrees to indemnify and save harmless the Township, its officers, agents and employees, 
hereinafter referred to as indemnitees, from all suits, including attorney’s fees and costs of litigation, 
actions, loss damage, expense, cost of claims, of any character or on account of any act, claim or amount 
arising or recovered under Worker’s Compensation law, or arising out of failure of the Contractor or those 
acting under Contractor to conform to any statutes, ordinances, regulations, law or court decree. It is the 
intent of the parties to this contract that the indemnities shall, in all instances, except for loss or damage 
resulting from the sole negligence of the indemnitee, be indemnified against all liability, loss or damage of 
any nature whatsoever. 


Page 4 of 10 
2.
Insurance Requirements:
A. Worker’s Compensation and Employer’s Liability Insurance
This insurance shall be maintained in full force during the life of this contract by the contractor covering 
all employees engaged in performance of this contract pursuant to N.J.S.A. 34:15-12(a) and N.J.A.C. 
12:235-1.6. Minimum Employer’s Liability $1,000,000.00. 
B. General Liability Insurance
This insurance shall have limits of not less than $3,000,000.00 any one person and $3,000,000.00 any 
one accident for bodily injury and $3,000,000.00 aggregate for property damage and shall be 
maintained in force during the life of the contract. 
C. Automobile Liability Insurance
This insurance covering contractor for claims arising from owned, hired and non-owned vehicles with 
limits of not less than $3,000,000.00 any one person and $3,000,000.00 any one accident for bodily 
injury and $3,000,000.00 each accident for property damage, shall be maintained in force during the 
life of this contract by the contractor. 
D. Professional Liability/Malpractice Insurance Policy (if applicable)
Coverage in the amount of $2,000,000.00/occurrence, $4,000,000.00 aggregate and assurance that each 
such policy for each staff member remains full and in effect while providing services for Township. 
The contractor shall provide the Township with a Certificate of Insurance naming the Township of East 
Brunswick as additionally insured, evidencing the existence of required insurance prior to the 
commission of work. Rain Date shall also be shown on the description section of the Certificate of 
Insurance.  Said insurance must include coverage for complete operations, contractual insurance and 
independent contractor or subcontractor insurance, where and if applicable. 
E. Errors and Omissions Insurance
a.
The contractor shall purchase and maintain during the entire period of this contract, errors and
omissions insurance that shall protect the contractor and the Township from any and all claims
that may arise out of or result from the contractor’s performance of this contract. Specifically,
the errors and omissions insurance shall have limits of not less than $2,000,000.00 dollars per
occurrence and $4,000,000.00 dollars in the aggregate.
b.
Certificates of the Required Insurance
Certificates as listed above shall be submitted along with the contract as evidence covering
Errors and Omissions insurance. Such coverage shall be with acceptable insurance companies
operating on an admitted basis in the State of New Jersey.
The contractor shall provide the Township with a Certificate of Insurance naming the
Township, its employees, officers, and agents as additionally insured, and evidencing the
existence of required insurance prior to the commission of work.
The Township will not accept Mutual Limitation of Liability terms.


Page 5 of 10 
F. OTHER REQUIREMENTS:
Proof of N.J. Business Registration Certificate N.J.S.A. 52:32-44  
Pursuant to N.J.S.A. 52:32-44, the Township is prohibited from entering into a contract with an entity unless 
the bidder/respondent/contractor, and each subcontractor that is required by law to be named in a 
bid/proposal/contract has a valid Business Registration Certificate on file with the Division of Revenue and 
Enterprise Services within the Department of the Treasury. 
Prior to contract award or authorization, the contractor shall provide the Contracting Agency with its proof 
of business registration and that of any named subcontractor(s). 
Subcontractors named in a bid or proposal shall provide proof of business registration to the bidder, who in 
turn, shall provide it to the Contracting Agency prior to the time of contract, purchase order, or other 
contracting document is awarded or authorized. 
During the course of contract performance: 
(1) The contractor shall not enter into a contract with a subcontractor unless the subcontractor first
provides the contractor with a valid proof of business registration.
(2) The contractor shall maintain and submit to the Contracting Agency a list of subcontractors and
their addresses that may be updated from time to time.
(3) The contractor and any subcontractor providing goods or performing services under the
contract, and each of their affiliates, shall collect and remit to the Director of the Division of
Taxation in the
Department of Treasury, the use tax due pursuant to the Sales and Use Tax Act, (N.J.S.A. 54:32B-
1 et seq.) on all sales of tangible personal property delivered in the State. Any questions in this 
regard can be directed to the Division of Taxation at (609) 292-6400. Form NJ-REG can be filed 
online at  www.state.nj.us/treasury/revenue/busregcert.shtml. 
Before final payment is made under the contract, the contractor shall submit to the Contracting Agency a 
complete and accurate list of all subcontractors used and their addresses. Pursuant to N.J.S.A. 54:49-4.1, a 
business organization that fails to provide a copy of a business registration as required, or that provides 
false business registration information, shall be liable for a penalty of $25.00 for each day of violation, not 
to exceed $50,000, for each proof of business registration not properly provided under a contract with a 
contracting agency. 
1.
Form W-9  [Please submit]
Successful contractor shall complete W-9 Form and submit it to the Municipal Clerk prior to contract award.  
The form is available at the following link: www.irs.gov/pub/irs-pdf/fw9.pdf 
1.
For Quotations in Excess of $17,500 Certification Of Political Contributions - Pay to Play –
Notice of Disclosure Requirement
Township Ordinance No. 06-13 Establishing Restrictions on the Award of Contracts to Professional Entities 
and Certain Other Entities Who Make Certain Political Contributions, and pursuant to Section 3 (a) thereof, 
requires that Respondents that provide quotations in excess of $17,500 confirm that they have not made 
any contributions in violation of Section 1 of Ordinance No. 06-13.   


Page 6 of 10 
 
 
H. PAYMENT AND CONTRACT TERM 
 
The Contractor shall invoice the Township’s IT Department annually for the services provided. The contract 
period shall be for three (3) years, commencing on May 1, 2026, and expiring on April 30, 2029.    
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 


Page 7 of 10 


Page 8 of 10 
List of Agencies with Elected Officials Required for Political Contribution Disclosure 
N.J.S.A. 19:44A-20.26 
SIGN


Page 9 of 10 
County Name:  Middlesex 
Township of East Brunswick Mayor: 
Dr. Brad Cohen 
Members of Governing Body: 
Dinesh Behal  
Kevin McEvoy 
James Wendell 
Dana Winston 
Dana Zimbicki 


Page 10 of 10 
CLOUD-BASED FAXING AND SECURED 
EMAIL SERVICES  
QUOTATION FORM 
Township of East Brunswick  
1 Jean Walling Civic Center 
Middlesex County, New Jersey 08816 
Attn:  Municipal Clerk 
We, the Undersigned Service Provider, acting through our authorized officers and intending to be legally 
bound, agree that this Quotation proposal shall constitute an offer by the Undersigned to enter into a 
Contract and with the Township of East Brunswick to furnish the necessary goods, services, material and/or 
equipment called for in the Quotation.  This Quotation shall be irrevocable for sixty (60) calendar days 
from the date of receipt hereof. 
We further declare that we have carefully examined the Instructions of the Quotation, Specifications, and 
Quotation Documents herein referred to and propose to furnish, deliver, install and/or provide all necessary 
services specified and in the manner and time prescribed.    
TOTAL COST FOR A THREE (3) YEAR PERIOD 
$ _____________________ 
Name of Provider: ____________________________________________________________________ 
Address: ______________________________________________________________________  
Phone Number: _____________________ E-Mail:______________________________________ 
**If a corporation, give the State of Incorporation, using the phrase: "A corporation organized under the 
laws of ______________________________________." 
If a partnership, give names of the partners, using also the phrase: "Co-partners trading and doing business 
under the firm name and style of_________________________________________________.” 
If an individual is using a trade name, give the individual's name, also using the phrase: 
"An individual doing business under the firm name and style of _________________________.” 
By: ___________________________________ 
(Signature of Individual, Partner or Officer of Provider) 
___________________________________ 
Title 
SIGN