Emergency Notification Solution

Response Template

The Commonwealth of Pennsylvania, Office of Administration is issuing a Request for Information (RFI) regarding Software as a Service (SaaS), Emergency Notifications System.

The purpose of this RFI is to learn more about SaaS emergency notification systems that are available in the marketplace and the cost model(s) used by the industry. In order to keep pace with technological advances and changing needs of subscribers, it is necessary to periodically evaluate our existing systems and new opportunities in the marketplace.

Background

The current emergency notification solution used by the Commonwealth is called AlertPA, https://alert.pa.gov/. The solution has been used for a number of years to issue continuity and emergency notifications to both the public and Commonwealth employees. Our stated purpose of the AlertPA system is:

“To provide commonwealth agencies with an alert notification system that provides timely alerts of emergencies, closures, weather warnings, and other critical information affecting their areas.”

Currently, 16 agencies use the vendor-hosted alerting solution, but it is available to all commonwealth agencies to send alerts. Each agency is responsible for managing its lists and sending alerts. Additionally, the current system is available for the public to register and receive alerts. The public may receive alerts that are generated by agencies (building or office closures). The public may also receive alerts that are created by automatic feeds; such as, weather alerts and safety recalls. The commonwealth is not in a position to support questions/issues from the general public regarding the system.

Issuing Office

The Office of Administration, IT procurement has issued this RFI on behalf of the Commonwealth. The sole point of contact for this RFI is Christina Geegee-Dugan.

Response Instructions

Response Template

Interested parties should complete the “Response Template” provided in this RFI and submit it electronically to the issuing officer by 3:00 PM on Friday, April 17, 2015 at () (with the subject line “RFI 6100033265 Response”).

Solution Demonstration

Additionally, the office of administration is requesting that interested vendor(s) demonstrate its emergency notification solution. Demonstrations are not mandatory for response to this RFI.

The Office of Administration requests that the demonstration cover the points listed in the “Response Template” highlighting, specifically, features and functionality ease of use, and customer support. Demonstration(s) will be scheduled for a two (2) hour sessions.

Only vendors which submit a written response by the RFI response deadline may conduct a demonstration. Any vendor which would like to be scheduled to conduct a demonstration should contact the issuing officer by Monday, April 20, 2015 at () (with the subject line “RFI 6100033265 Demonstration”). The commonwealth estimates scheduling demonstrations for the weeks of April 20th and April 27th, but dates are subject to change.

Please provide a brief response to the questions below.

Features and Functionality
Information provided will assist the commonwealth in learning more about emergency notification system features and functions available.

  1. How does your solution include multi-channels and social media for messaging?
  2. How does your solution allow for 2 way communications or confirmation of message receipt?
  3. Are there any limitations on volume (ex. users, messages, message length, message templates, etc.)?
  4. What reporting and analytics functionality is available (ex. canned and adhoc)
  5. How does your solution provide for mobile capability?
  6. Describe any additional features and functionality available in your solution.

Rate Structure
Information provided will assist the commonwealth in learning more about the costing models used for emergency notification systems. The commonwealth is not requesting actual system pricing be provided, only the costing model(s) available.

  1. What is your cost model for the solution (ex. per user, per message, fixed subscription rate)? Describe your cost model for the annual subscription and categories of cost?
  2. Do you have a cost model for system setup and implementation?

Customer Service/Help
Information provided will assist the commonwealth in learning more about the customer service/support options available for emergency notification systems.

  1. What helpdesk/customer service do you provide for your customers?
  2. Where does the general public who registered for alerts go for assistance and questions?
  3. What training is available for those who are sending messages and administering lists?

Transition

Information provided will assist the commonwealth in learning more about the options and/or support available for transitioning to an emergency notification system.

  1. What support/options are available for transitioning customers to your solution? (ex. importing lists, templates, etc.)

Additional Information

Responding parties may include additional information deemed relevant.

1