Mass Notification System

The vendor required to provide hosted, software as a service (SaaS) emergency mass notification system that ensures clear, rapid communication with employees during a natural disaster or emergency incident.
- Requirement:
•    Seamlessly receives automated daily uploads from the department’s people first human resources system 
•    Allows for routine manual uploads of staff augmentation contractors without compromising the daily HR file upload 
•    Functions from its own authoritative identity store to ensure interruptions in communication with people first do not disrupt system functionality
•    Ensures system availability during a disaster and is not dependent on a single region or singe data center 
•    Functions continuously when external systems, such as people first or the department’s internal network, are unavailable 
•    Allows non-admin users to easily add personal contact information and prioritize methods to contact them. 
•    The daily HR file upload must not overwrite these preferences and personal information. 
•    Allows for tiered management. 
•    The department will determine admin rights and how many admin roles there will be. 
•    Allows for templated and ad hoc messaging options 
•    Allows for at least 450 characters in a single SMS notification. 
•    SMS notifications must not be truncated. 
•    A supplemental web link to the full message is not sufficient. 
•    Has a contact list creation feature. 
•    The department will create contact lists with membership generated automatically from a department-specified data field in the daily upload (e.g., location, program). 
•    Includes a polling feature to poll all contacts or select groups 
•    Provides exportable, detailed metrics for each sent message, including time-stamped response data at the individual employee level 
•    Allows categorization of messages under specific event names to track data across incidents 
•    Includes a scheduling feature for outgoing messages 
•    Provides live support staff who are available by phone to remedy technical issues and assist in deploying messaging when internet is unavailable 
•    Includes an option to disable any embedded ai features 
•    Provides multiple methods of multifactor authentication in case the primary method fails 
•    Provides a simple interface that admin users can access and navigate quickly.
- The preferred system would include, but not necessarily be limited to, the following features:
•    An archive that retains all sent messages within the system and allows admin users to search, locate, filter, and export sent messages easily 
•    Message categories that can be edited after the message is sent
•    Capability for automated uploads of contracted staff augmentation employees on a monthly schedule, at a minimum 
•    A preview mode that displays an alert as it will appear as both a text message and an email before sending, as well as an at-a-glance list of the contact groups that will receive the message 
•    Ability to interface with the department’s existing panic buttons or a new panic button system so that employees at a given location automatically receive a notification when their office’s panic button is activated.

- Questions/Inquires Deadline: November 19, 2025