Mass Email Platform

The vendor is required to provide mass email communication platforms to support high-volume, secure, and accessible outreach to constituents.
- Functionality
•    Tools or features platform provide to preview emails across different devices and operating systems (iOS, android)
•    Email clients (Gmail, outlook, yahoo mail, apple mail, etc.) are supported for preview testing
•    Platform provide automatic previews of emails across multiple devices (desktop, tablet, mobile) and major email clients (Gmail, outlook, yahoo mail, apple mail), or must these previews be generated manually by staff
•    Platform support a/b testing for emails (e.g., subject lines, content, layout) and provide reporting on which version performs better.
- Analytics and reporting
•    Engagement metrics (e.g., opens, clicks, bounces, unsubscribes) your system capture
•    The platform offers dashboards, data visualization, and export options (csv, pdf, etc.)
•    Training and support do you provide for staff to maximize reporting functionality
- Data retention and archiving
•    Platform store sent and draft emails, and how far back can they be accessed
•    Data retention policies, and what options are available for exporting archived emails at contract termination
•    System supports bulk management of images and assets (upload, organize, delete)
•    Process for data extraction and transition support at the end of a contract
- Design and accessibility
•    Design tools are available
•    The platform ensures WCAG-compliant email templates
•    Import custom html or templates
•    Platform provide a library of pre-made email templates
•    Design support, such as a team to draft designs or assist with creative briefs
•    Emails be copied, modified, and reused for future messages
- Personalization
•    Personalization capabilities (macros, merge fields, dynamic content) are supported
•    Limitations on the number or type of fields that can be merged
- User roles
•    Administrator roles and levels are supported, and permissions are associated with each
•    User access managed
•    Platform maintain audit logs of user activity
•    Training and ongoing support channels (phone, chat, email) are included
- Sending capability
•    The maximum number of recipients supported per single send
•    There monthly or cumulative sending limits
•    Measures are in place to maintain high deliverability and prevent service disruptions at scale
- Staggered sending
•    System supports staggered or batch sending
•    There options for manual scheduling and ai-driven send-time optimization
•    System leverages historical engagement data to recommend timing.

- Questions/Inquires Deadline: October 17, 2025