The vendor is required to provide a comprehensive mass messaging system will facilitate communication with district staff, families, and other stakeholders through multiple channels, including rob calls, attendance calls, text messages, and emails.
- Audience
- The proposed system must be able to communicate effectively with the following audiences:
• District and school staff
• Families of students
• Ability to manually add and manage additional contact lists as necessary
- System uses
- The system must support the following types of communication:
• Robocalls: automated voice calls for announcements and emergency notifications.
• Attendance calls: notifications to families regarding student attendance.
• Text messages: SMS text messaging, with the ability to handle messages that exceed the sms word limit.
• Emails: including routine announcements and newsletters sent via email.
• Email newsletters: capacity to design and send rich-media formatted newsletters to staff and families.
- Integrations
• Synergy: Student information system for managing student and family contact data.
• Visions: HR management system for managing staff contact data.
- Required features:
• Mobile app: accessible via a mobile app for administrators
• Rich multimedia format: support for sending multimedia (images, audio, and video) in messages.
• Multilingual translation: ability to automatically translate communications into the following
languages: Amharic ; Arabic ; Cambodian ; Dari ; Farsi ; French ; Japanese ; Karenni ; Kinyarwanda ; Lao ; Maay ; mandarin ; Pashto ; Punjabi ; Rohingya ; Romanian ;Spanish ; Swahili ; Turkish ; Vietnamese.
• District-level administration: centralized control with the ability to manage communication across the entire district.
• Group messaging controls: ability to specify and control which user groups (by school, district office, department, etc.) can see and respond to which messages.
• Call reports: detailed call reports that can be automatically distributed to multiple users.
• User-friendly interface: intuitive system interface for administrators and end-users.
• Automatic contact management: the system should automatically add, update, and delete contacts based on real-time data from integrated platforms (synergy, visions).
- Desired features:
• AI integrations: integration of artificial intelligence features, such as message personalization or predictive analytics.
• Active directory/google integration: ability to integrate with the district’s active directory or google accounts for easy account management and system access.
• Account management: ability to manage the activation, deactivation, and reinstatement of user accounts.
• Attendance notifications: ability to send attendance calls or notifications to multiple parents/guardians per student.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: March 26, 2025