Automated Notifications System

The Vendor is required to provide on solutions for an automated notification system to enhance the organizational ability to deliver timely, accurate, and targeted voice and text-based notifications to internal employees, external stakeholders and residents.
- The purpose to understand the range of technologies, capabilities, and service models available in the market to support automated outbound notifications for various operational and emergency use cases.
- By implementing an automated notification system, the Town seeks to achieve the following goals:
•    Improve Speed and Reliability of Staff Notifications
o    Ensure rapid, consistent, and reliable delivery of urgent messages to the right staff members, reducing delays in operational and emergency response.
•    Enhance Operational Efficiency
o    Reduce the manual effort and time required to coordinate staff callouts, freeing resources for higher-value tasks.
•    Increase Communication Flexibility and Reach
o    Provide multiple communication channels and scalable delivery options to ensure messages are received promptly, regardless of staff location or device.
- A system is envisioned to support multiple operational and emergency scenarios, including (but not limited to):
•    Contacting internal staff for widespread operational notification needs.
•    Rapidly contacting emergency services personnel (e.g., fire staff) to fill overtime shifts or meet operational requirements.
•    Notifying operations staff (e.g., roads, parks) in response to significant weather events or other service demands.
•    Mobilizing emergency control group members during declared emergencies.
•    Alerting staff in other business areas (e.g., IT, facilities) to respond to significant incidents or operational needs.
- The Town is seeking a modern, cloud-based, scalable and reliable solution that can streamline staff outreach, provide real-time status tracking, and integrate with existing communication tools where possible.
- The Town Aims to:
•    Understand available solutions for automated notification systems, including features, capabilities, and deployment models.
•    Identify best practices for rapid, large-scale, and targeted staff notification across multiple operational areas.
•    Evaluate integration options with existing communication platforms, staff directories, and emergency management systems.
•    Explore cost models and scalability to support both routine operational use and large-scale emergency response.
•    Inform the development of procurement requirements for a potential future competitive process.
- Services include:
•    System Capabilities & Features
o    Overview of core system functions and technical specifications.
o    Support for multiple communication channels (e.g., voice, SMS, email, social media, and mobile app).
o    Geo-targeting/boundary capabilities, notification group functionality.
o    Message creation, scheduling, escalation, and tracking capabilities.
o    Response capture and reporting features.
•    Integration & Compatibility
o    Ability to integrate with existing Town systems (e.g., HR/staff directories, emergency management platforms, telephony systems).
o    API availability, data exchange formats, and integration support services.
•    Administration & Reporting
o    User management, role-based access control, and security features.
o    Reporting, analytics, and audit log capabilities.
o    Compliance with applicable privacy and data protection legislation.
•    Deployment & Support
o    Deployment models (e.g., cloud, on-premises, hybrid) and technical requirements.
o    Service level agreements (SLAs), performance, redundancy, reliability, disaster recovery provisions.
o    Training, onboarding, and technical support models. 

- Questions/Inquires Deadline: October 23, 2025