Mass Messaging Communication System

The Vendor is required to provide to implement a scalable, secure, and user-friendly Short Message Service (SMS) communication platform.
- This solution will enable the County to schedule and disseminate bulk SMS messages to a large number of Employment Services clients across the nation.
- The ability to send timely, targeted SMS messages to clients is essential for improving program participation, reducing no-show rates, and ensuring clients stay informed about important deadlines, events, and updates.
- SMS is particularly valuable in reaching clients who may have limited access to email or rely primarily on mobile devices for communication.
- By adopting a centralized SMS platform, the County seeks to modernize and enhance its outreach capabilities in a way that is equitable, efficient, and client-centered.
- The platform must prioritize secure message delivery while maintaining user-friendliness, compliance, and seamless integration with Microsoft Outlook.
- System Requirements
•    Cloud-based and scalable infrastructure ensuring reliable message delivery.
•    Support for domestic SMS messaging with future-ready capabilities for international messaging.
•    Ability to send high volumes of messages efficiently, with a minimum throughput that meets County needs.
•    Secure message transmission with end-to-end encryption protecting both message content and client data.
•    Mobile-friendly web interface for authorized users to manage messaging campaigns and monitor delivery status.
- Core functionalities:
•    One-way messaging focused on broadcasting announcements and reminders.
•    Scheduled messaging to automate delivery of time-sensitive information.
•    Opt-in and opt-out management for compliance with communication regulations.
•    Use of customizable message templates for consistency and clarity.
•    Integration options for syncing with existing County databases to facilitate targeted communication.
- Integration with Microsoft Outlook to enable:
•    Sending SMS messages directly from Outlook interface or via calendar events.
•    Automated SMS notifications linked to Outlook calendar reminders and appointments.
•    Importing contacts and distribution lists from Outlook for messaging.
•    Basic reporting and analytics on message delivery and recipient engagement.
- User Interface and Access
•    Intuitive and straightforward dashboard for managing communications and reviewing basic analytics.
•    Role-based multi-user access with permissions tailored to County staff needs.
- Support and Maintenance
•    24/7 technical support with a maximum 4-hour response window during business hours.
•    Scheduled system updates and maintenance to ensure security and functionality.
•    Provision of user training and comprehensive guides focused on secure and effective use of the platform, including Microsoft Outlook integration features.

- Contract Period/Term: 5 years
- Questions/Inquires Deadline: January 30, 2026