The Contractor shall ensure that the system is fully implemented, tested, and operational—ready for production use—no later than January 6, 2026 (“Deployment Date”). All implementation activities, including configuration, integration, training, and user acceptance testing, must be completed in advance of this date to support a successful deployment date. The proposed system should include, at minimum, the following capabilities: 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 RRHA 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 & 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 estimate of system integration 4. User Access & 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 & 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.
