Mass Communication System

The Vendor is required to provide a modern, cloud-based mass communication platform to replace the district’s legacy system, school messenger communicate. 
- The required solution must:
•    Be cloud-based and support multi-channel communication (email, SMS, voice, push notifications).
•    Enable two-way communication between district employees, students and families, allowing recipients to respond and engage directly through supported channels.
•    Offer multilingual capabilities and comply with WCAG 2.1 level AA accessibility standards, as mandated by act.
•    Integrate with district systems including infinite campus, workday, and oracle PeopleSoft.
•    Provide secure authentication (SSO, MFA), encryption (aes-256, SSL/TLS 1.2+), and role-based access controls.
•    Include emergency notification features, customizable templates, and granular user segmentation.
•    Ensure compliance with FERPA, COPPA, and district data governance policies.
- System requirements:
•    The system supports multi-channel communication including email, SMS, voice, and push notifications to meet the diverse needs of a large school district with over 140 schools.
•    The system provides emergency notification capabilities with prioritization features to ensure reliable and rapid delivery during high-demand scenarios.
•    The system supports both on-demand and scheduled one-way communications, including email newsletters, SMS, and voice messages.
•    The system provides configurable two-way communication features, allowing system administrators to control message recipients and responders at the school and district levels.
•    The system supports automated communication across multiple channels, with configurable triggers based on user-defined conditions.
•    The system supports multilingual communication through both automated and manual content translation methods.
•    The system includes system-administrator customizable templates for communication scenarios including announcements, reminders, and updates.
•    The system provides a user-friendly interface that supports intuitive navigation for district employees and families.
•    The system supports targeted communication by enabling segmentation of users into relevant groups such as classroom, school, grade level, and student group or employee role.
•    The system supports a mobile-first design that scales effectively across desktop, tablet, and mobile devices.
•    The system is compatible with both iOS and android platforms.
•    The system supports granular control of user roles, permissions, and access levels to ensure users can only perform tasks relevant to their responsibilities.
•    The system enables students to report inappropriate or unwanted messages through the app or web interface.
•    The system provides delivery confirmation for messages sent to students, including status indicators for successful, failed, or pending delivery.
•    The system operates as a cloud-based solution and provides a documented uptime guarantee to ensure continuous availability.
•    The system supports automated user provisioning via "just in time" SSO login or SCIM. If not supported, describe the alternative provisioning method.
•    The system integrates with infinite campus to synchronize student, parent, and guardian communication preferences, contact information, student records (including grades and attendance), and inclusive identity categories.
•    The system integrates with workday and oracle PeopleSoft to synchronize employee communication preferences, contact information, and employee records including building/location, job code, and job title.
•    The system integrates with industry standard governance tools to support automated provisioning and de provisioning of user access.
•    The system integrates with industry-standard CRM platforms to synchronize user communication preferences.
•    The system integrates with canto dam to synchronize digital media assets including photos and graphic files.
•    The system ensures that all data generated or stored remains the sole property of county.
•    The system establishes and maintains a data management process that addresses sensitivity, ownership, handling, retention, and disposal. The vendor shall review and update documentation annually or upon significant enterprise changes impacting this safeguard.
•    The system configures data access control lists based on user roles and apply access permissions to all relevant local and remote file systems, databases and applications.
•    The system retains data according to enterprise-defined minimum and maximum retention timelines.
•    The system collects audit logs across enterprise assets, and enable county it staff to access and download logs for incident response and investigations.
•    The system retains audit logs for a minimum of 90 days across all enterprise assets.
•    The system collects service provider logs where supported, including authentication, authorization, data creation, and disposal events.
•    The system establishes and maintains a data recovery process that includes scope, prioritization, and security of backup data. Best practice is the vendor reviews documentation annually or upon significant changes impacting this safeguard.
•    The system performs automated weekly backups of in-scope enterprise assets, with frequency based on data sensitivity.
•    The system protects recovery data using controls equivalent to those applied to original data, including encryption or separation as required.
•    The system tests backup recovery quarterly for a representative sample of in-scope enterprise assets.
•    The vendor provides documentation for data retention, archival, and deletion policies to demonstrate compliance with applicable standards.
•    The system archives secure data transfer protocols and ensures compatibility with the district’s existing data formats and frameworks. The vendor shall provide technical documentation.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: October 16, 2025