SOURCES SOUGHT***RFI ONLY*** Communication System/Platform to develop and distribute e-newsletters to stakeholders via email 68HE0M26Q0003 This is a request for information (RFI) only. The EPA makes no guarantee that a solicitation or award will result from this RFI. The purpose of this RFI is for market research purposes only. EPA is seeking information from vendors that can offer a Communication System/Platform to develop and distribute e-newsletters to stakeholders via email. The e-newsletter platform shall independently furnish all the necessary services as needed to perform the requirements described below. 1. Scalability: The e-newsletter platform shall support at least 50,000 total subscribers across at least 15 different communication campaigns. Each campaign manager shall be able to independently manage their own subscriber list. The platform shall allow each campaign to easily grow their subscriber lists through multiple channels (see Contact Management, below, for additional detail). The platform shall support sending multiple, program-branded emails per day to thousands of subscribers without technical glitches in a user-friendly environment. 2. Contact Management: The e-newsletter platform shall manage large lists of subscribers efficiently. It shall support the existing 30,000 subscribers with room for growth (as described above under Scalability). It shall support the current segmentation of subscribers into 10 different distribution lists, with room for growth, to allow for targeted messaging to segmented stakeholder groups. The platform shall allow each campaign to easily grow their subscriber lists through multiple channels including the use of a shareable sign-up form (in the form of an embedded email form on an EPA webpage), as well as manually adding new contacts either one by one or in batches (using Excel and/or CSV files). 3. Role-Based Users: The e-newsletter platform shall support role-based access control to manage who can draft, edit, and send newsletters. The platform shall accommodate at least 10 simultaneous users, each with individual login credentials, to create email campaigns. 4. Content Creation and Management with Customizable Templates: The platform shall include features to support creating and formatting newsletters. The platform shall support the integration of multimedia content such as images, videos, and hyperlinks. The platform shall include the ability to create templates that are customizable to the EPA’s branding guidelines and allow program staff to personalize content (including customizable copy, graphics and branding) for different stakeholder groups. 5. Analytics and Reporting: The e-newsletter platform shall provide detailed analytics on each newsletter—tracking open rates, click-through rates, deliverability, and subscriber engagement. The platform shall include the ability to generate reports for performance analysis for each email campaign and program. 6. Error-reduction Support: The e-newsletter platform shall include features that assist program staff in proofreading, testing, and improving deliverability of emails. These features may include error-checking (such as proofreading and hyperlink verification), test emails, and deliverability tips (such as subject line recommendations and best time to send considerations). The platform shall also include features that allow for streamlining workflow through basic automation, such as the ability to schedule sending dates and times for e-newsletters. 7. Integration Capabilities: The e-newsletter platform shall be compatible with existing systems and databases used by the EPA, including Microsoft Office (Outlook), the EPA’s web platform (Drupal), and other email platforms that may be used by subscribers. The platform shall also be compatible with the EPA’s invoice and payment requirements. 8. Reliability and customer support: The e-newsletter platform shall guarantee an uptime percentage (representing the time to maintain uninterrupted performance) of 99.9%. The platform shall include available and responsive customer support and training resources to assist users with resolving technical issues. The platform shall include training resources and documentation, such as tutorials and FAQs, for users and a responsive customer service department. 9. Cost-effectiveness: The e-newsletter platform shall utilize transparent pricing models that allow the EPA to assess the total cost of the platform, including potential hidden costs. 10. Accessibility: The e-newsletter platform shall include 508 compliance features to make newsletter content accessible to individuals with disabilities - including accessible design features such as alt text, keyboard navigation, and screen reader compatibility. 11. Security and Compliance: The e-newsletter platform shall comply with federal regulations and standards (such as those outlined in FAR 52.204-21) and include robust data encryption and secure access controls. This RFI is trying to identify ALL BUSINESSES that can meet or exceed the above requirements. We strongly encourage all vendors (large or small, USA or foreign) that can offer products that meet the above requirements to reply with any technical specifications, material, weblinks, etc. to continue our market research. Pricing is not required at this time. If you prefer to reply via email, please include RFI: 68HE0M26Q0003 in the subject of the email so your reply isn’t overlooked. Point of Contact for this Sources Sought is OAR NVFEL SACO, Contracting Office, email at
[email protected]. Telephone queries will not be honored.