Text Messaging System

The vendor required to provide cloud-based text messaging communication system that will allow authority to efficiently send outbound text alerts to residents, landlords, and other stakeholders.
- System requirements
1. Functionality
•    Ability to send unlimited bulk and targeted outbound text messages to segmented contact groups.
•    Support for mms (multimedia messaging such as photos or flyers).
•    Message scheduling with the ability to pause and edit scheduled broadcasts.
•    Message automation for recurring notifications or reminders
•    Customizable message templates for consistent communication.
•    Allow the ability to send corporate-wide text messages, property specific text messages and individual text messages.
•    Ability to track delivery, open, and failure rates for reporting purposes.
•    Emergency alert functionality to quickly notify all contacts during critical situations.
2. Users and volume
•    Estimated authorized users: 6–10 authority staff members across departments (communications, it, and human resources).
•    Estimated recipients: 7,000+ residents, landlords, and partners.
•    Outbound messaging only (no inbound or two-way communication required at this time).
3. Integration and compatibility
•    Must be compatible with the Yardi property management software API for a dynamic contact import or integrated with Yardi through a secure third-party system, e.g., Zapier.
•    Ability to upload csv or excel files to import new non-Yardi contracts, and or formats required for system integration.
•    Cloud-based access with secure, role-based permissions.
•    System should provide an API or secure data interface for future integrations if needed.
•    Ability to create and manage segmented contact lists.
•    Time estimates of system integration
4. User access and management
•    Minimum of 10 user accounts with unique logins and role-based access controls.
•    Web-based administration portal with audit trail and message history.
•    Ability to assign permissions by department or role.
5. Reporting and analytics
•    Dashboard view for message delivery metrics and usage statistics.
•    Exportable reports in excel or pdf format.
•    Archiving message history for at least 12 months.
6. Compliance and security
•    Vendor must ensure compliance with all applicable privacy and data protection regulations.
•    Secure data encryption (in transit and at rest).
•    System must support opt-out functionality and maintain up-to-date suppression lists.
7. Support and training
•    Provide initial user training for all authorized staff.
•    Ongoing technical support via phone and email.
•    System documentation and user manuals must be included.
8. Internal intranet capabilities
•    The system should allow integration of an authority internal intranet, enabling staff to easily access the platform or dashboard through a secure internal portal.
•    Users should be able to view key announcements, reports, or alerts directly from the intranet without needing a separate login (if single sign-on is available).
•    The platform should support embedding message widgets or updates into the intranet homepage for internal awareness.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: November 11, 2025