The vendor required to provide mass communication platform will be used daily for disseminating information to the public and visitors, as well as disseminating information internally to employees.
- The platform needs to have functionality during emergencies with a mass notification function to alert users of emergencies or hazards affecting the city.
- Mass notification platform to send out both emergency and non-emergency messaging, and the ability to message on multiple media and social media platforms, be available in multiple languages and if available have a customizable app for smartphone users.
- Requirement:
1. General requirements
• Provide a high-level overview of the products and services proposed by the vendor and how it applies to the requirements presented.
2. General messaging
• Demonstrate the ability to initiate and deliver a notification message to all registered users on a 24/7 basis
• The program must work across all major wireless carriers and wireless phone models.
• Describe any limitations and how the system addresses delivery to smaller carriers.
• The proposed program(s) must be available for alert activation on all popular smartphone and tablet operating systems
• Program must support, at a minimum, the following notification methods:
o SMS via SMPP
o Email
o Outbound dialed voice
o Social media (twitter, Facebook)
o RSS feed (e.g., for website updates)
o Common alerting protocol messages
o IPAWS messages for FEMA-approved alerting authorities
o Mobile application subscribers
• The program supports two-way messaging list delivery mode options supporting two-way communications and recipient responses.
• The program support voice messaging and voice alerts
• The program capable of delivering messages to registered land lines
• Provide an alternative means to send emergency messages if the internet or other networks are congested or unavailable.
• The system sends the same message across multiple media platforms using a single activation
• Platform have a dedicated app that can be personalized for the city
• The platform has the ability to integrate with the existing city website, through link or widget on the home page
• The program allows for specific groups to be set up by the city for both emergency and non-emergency messaging
• The program allows for both internal and external messaging groups to be established
• The program allows the creation, saving, and editing of “canned” alerts
• The program allows users to set their own communication preferences (e.g., email and sms, no email, etc.).
• The program provides an option to create a hotline number that can be used to provide timely information to subscribers and the public at large
• The program must allow users to opt out of all messaging to a device.
• The program must be able to deliver a minimum of 200,000 messages an hour.
• The program must support rapid delivery of voice messages.
3. System infrastructure and security
• The system cloud-based? Please provide details for any on-site hardware or software installation required.
• The program provides access controls to protect social media accounts among multiple city system stakeholders sharing a system with multiple social media accounts
• City user information is privacy-protected, will not be used for any other purpose, or sold to third parties.
• The program must be free of advertisements.
4. Registration and notifications
• Registration should be simple, web-based portal.
• The registration portal must be compliant with section 508 of the act and WCAG 2.0 or higher standards for product accessibility.
• The registration portal must provide both residents and commuters with the ability to create and maintain their account 24/7/365 via desktops, laptops, tablets, and mobile applications.
• The registration portal support branding
• The program must support registration without requiring an email address.
• The program must be available in multiple languages.
5. Functionality
• The program has a polling function? Polling capabilities must not require a mobile app.
• The polling feature supported in multiple languages
• The program supports automated weather notifications
• The program supports two-way messaging
• The program supports automated messaging to answer commonly asked questions
6. Implementation and training
• Provide initial training on program for system operators and administrators.
• This includes materials and templates that will help maximize the program’s use.
• Must make training materials available 24/7 to support shift workers unavailable during daytime business hours.
• Onboarding timelines, milestones, project phases and project plans for implementing the system during city onboarding.
• Provide 24/7 access to support ticketing systems used to track both open and completed support incidents.
