Specifications include, but are not limited to: Primary Objective: Internal Communications: • Minimum of 50 administrators (admins) and 1,600 seats/users o Additional licenses shall be available for purchase at the quoted price for the length of the contract. o 1,600 employees will receive communications from the City, but not all 1,600 will actually interface with the backend of the system. Those responsibilities will fall in the hands of the (at least) 50 admins. • Allow users to select preferred method of communication • Allow for the formation of group communication channels underneath the organizationwide channel for departmental and focus group communications • System should allow for administration hierarchies • Import/upload and distribute images, videos, PDFs, Word files, and other media • Allow for access from various devices and web browsers • Admin or designated users should be able to create groups and push communications to groups, individually, or organizationally based on role • Ability to integrate with other services, software, and sites such as MailChimp, Outlook, Civic Plus, and the City’s ERP system, Oracle Cloud o Currently, the City uses MailChimp for email and very limited text messaging use through Trumpia for employees. We do not currently have the ability to text residents. o Regarding MailChimp, it is our main email communication channel for external communications, and we use it for city-wide employee emails; however, we are open to using a different system if the software offers the City a better value. o Currently approximately 6-10 emails per month are sent to employees via MailChimp. o Internal employees’ communications include voice, text, video, file transfer, screen sharing options, and promoting employee collaboration. o Civic Plus is our website platform, and we are not interested in replacing it at this time.
