Digital Communications and Enterprise Email and SMS Marketing Services

The Vendor is required to provide a secure and user-friendly platform to manage digital communications via email and SMS.
- The platform will be used to reach the public, stakeholders, and internal users with alerts, reminders, newsletters, and updates. The tool must support robust campaign features, automation, analytics, and integration with existing systems.
- Responsible for enterprise-wide communications tools, including website, email, and social media, to ensure messaging and branding is coordinated and consistent across all elected official offices.
- Email messaging
•    Ability to pre-build organization wide templates
•    Personalization / macros
o    Ability to manage distribution lists, segments, and dynamic groups (i.e. by Department, Location, or Role)
o    Ability to use macros in email to automate tasks and personalize messages
•    Drag-and-drop editor for creating professional, branded templates.
•    Mobile-responsive designs that look good across devices.
•    Ability to embed rich media (videos, images, GIFs, buttons).
•    Signup builder / Capture Forms
•    Add events to Outlook directly from email
•    Polls, surveys, emoji reactions, or quick feedback buttons.
•    RSVP functionality for events.
- Text messaging
- Centralized management
•    Enterprise Account Governance:
o    Ability to segment workspaces and administrators, so different departments and elected officials get their own spaces.
o    Enterprise admins have the access they need to perform compliance checks (ensuring training/security/branding/content review processes, etc. are followed).
o    The ability for enterprise admin to send mass messages to all (in case of emergency), send on behalf of departments needing coverage, override scheduled content (also in case of emergency or hacks, etc.) etc.
o    Ability for super admins to communicate directly with all sub-admins.
o    Permissions/approval workflows so only authorized users can send them to large groups.
o    Configuration for each department/account to match their business needs and staffing plans.
o    Ability for enterprise admin to associate specific admin user groups with specific social media accounts.
- Available for at least 2 short codes (SMS)
•    Ability to migrate existing short code
•    Must send at rate of 100 messages per minute or better
- Ability to use "sub accounts" (i.e. separate user base within County)
•    Usage rolling up to main County account
•    Sub accounts shall have their own unsubscribe list
•    Sub accounts shall have separate short codes
- Provide message recipients and/or subscribers with easy-to-navigate process and/or user profile to update contact information, delivery preferences, and subscriber status
•    Opt-out options for users (both SMS and email)
•    Confirm opt-in: Administrator can select whether to require user to validate subscription preference
•    With option for employees to NOT be able to opt-out
•    Segments unsubscribe by list feature rather than all
•    Website overlay to promote new subscribers
- Built-in reporting capabilities
•    Delivery & engagement reports: delivery rate, bounce rate, open rate, click-through rate, click-to-open rate
•    Audience & accessibility reports: geographic distribution, device & platform usage, accessibility compliance
•    Subscription & list management reports: growth/attrition, reason for unsubscribes, inactive subscribers, engagement by audience segment
•    Content & campaign effectiveness: top performing links, heat maps, subject line performance, comparative campaign performance
•    Compliance & security reports: opt-in/consent tracking, spam compliant reports, data retention & privacy logs
•    Impact & outreach metrics: event engagement, survey participation, critical alert reach, equity of reach
•    Analytics reporting for open, click-through, and bounce rates, with individual-level specificity
•    Admin reports: sign-in log, Permissions Breakdown
- Ability for admins to choose when/if to also publish messages to social media, including ability to edit post content.
- Ability to sync with Workday HRIS
- Ability to attach personal notes and feedback

- Contract Period/Term: 3 years
- Recommended Pre-Bid Conference Call Date: November 17, 2025
- Questions/Inquires Deadline: November 24, 2025