ESBD_459687_1761764789673_RFI 304-26-100625AK - Responses to questions.pdf

Mass Email Platform RFI No. 304-26-100625AK Page 1 of 4

RFI No. 304-26-100625AK

Official Responses to Questions from Potential Respondents

10/31/2025

1. Does CPA intend on having multiple departments use this platform? Would there be a need to control access to and the sharing of information between departments?

CPA RESPONSE:

Yes, several other divisions use GovDelivery, but the Communications Division is the main custodian. We're less worried about sharing info between divisions and more so just ensuring admin control levels help keep it so that we (Communications) have the highest control/access level.

2. Which departments plan to use this communications platform?

We have admins in at least 14 other divisions and send emails on behalf of at least five more and counting. It's a wide range, including Data Analysis and Transparency, Statewide Contracts, Opioid Abatement Fund Council, Property Tax Assistance and more.

3. Does CPA intend on using any additional channels outside of email only? Would CPA be interested in a platform that provides SMS, MMS, WhatsApp, Social Media Advertising and traditional mail channels as well?

At this time, we are mainly interested in email with an SMS option.

4. Will CPA be required to procure a TX-Ramp certified cloud product as a result of this solicitation?

If a solicitation is issued, CPA will not require participants to have a TX-RAMP certified product or cloud storage.

5. What would be considered ‘High Volume?” Does CPA intend on sending many messages at once? How many total messages would be sent in a 12 month period?

CPA RESPONSE:

Between September 2024-2025, CPA sent nearly 600 emails to more than 10.5 million recipients. On an average day, CPA sends 2-5 emails to tens of thousands of recipients.

6. What systems would CPA want to integrate with the mass communication system? Does CPA have a CRM tool or contact record system that they would like to integrate with for the purpose of automating communications?

We do not integrate other CPA systems with our current mass email platform.

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7. Does CPA require a dedicated IP address for the purpose of managing reputation and controlling the deliverability?

We do not seek a dedicated IP address.

8. Would CPA be interested in a solution that tracks which version receives the highest unique open rate or highest click-through rate and sends that version to all remaining subscribers.

Yes.

9. Does CPA want analytics and reporting on sends from the platform or would CPA also want to aggregate data from outside sources to look at total campaign spending or total reach for specific engagements?

We want the platform to provide thorough analytics and reporting on sends.

10. Does CPA also want the ability to provide Dynamic Content based on any recipient attribute data for the purpose of personalizing images, account details, location, demographics, etc.?

No, we just want the ability to use macros/mail merge to personalize emails.

11. Does CPA seek a solution that provides Encryption at Rest and an Advanced Audit Trail?

No.

12. Does CPA have a number of recipients that they anticipate sending messages to?

Between September 2024-2025, CPA sent nearly 600 emails to more than 10.5 million recipients. Our growing audience size currently exceeds 2 million email addresses. We require an upper monthly limit of no less than 1 million individual sends.

13. Would CPA be interested in a consumption based solution that has no sending limits and provides an annual limit? If so, what would me the maximum amount of emails sent in a year?

Potentially. The annual max would be around 800 emails (or about 15 million individual sends).

14. Does CPA seek a dedicated IP address to gain full control over your sender reputation, for brand consistency, high volume sending that is based solely on your own sending practices and not influenced by other organizations?

We do not seek a dedicated IP address.

15. Does CPA want a brief summary of the definitions listed in Section D or the Scoping requirements listed in Section E?

This was an error. Please refer to the scope items in Section E.

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16. Can respondents provide 1 page per scope section or is it CPA’s intent to have all scope items covered on a single page?

Please cover all scope items on a single page.

17. Approximately how many profiles/email addresses will need to be stored on the platform?

CPA's current audience size exceeds 2 million (and growing).

18. What is the anticipated volume of email sent on an annual basis?

Between September 2024-2025, CPA sent nearly 600 emails to more than 10.5 million recipients.

19. Would you like state-specific references or general government experience (county and utility-level) for this RFI?

CPA RESPONSE:

Please, provide any general government experience references. State-specific references are preferred but not required.

20. Will the Comptroller’s office require integration with internal ERP, CRM

We do not integrate other CPA systems with our current mass email platform.

21. What is the annual volume of Emails

Between September 2024-2025, CPA sent nearly 600 emails to more than 10.5 million recipients.

22. Are you looking to expand to other channels in future such as SMS, Chatbot, Push Notifications, IVR, WhatsApp etc?

At this time, we are mainly interested in email with an SMS option.

23. What are the key challenges or limitations with the existing system, deliverability, content approval workflow, accessibility, or performance?

CPA RESPONSE:

Most items in the RFI scope are listed as direct results of challenges or limitations with the existing system, including mobile previews, A/B testing, support, accessibility, detailed reporting, general UX and more.

24. Are constituent lists centrally managed by Comptroller, or are they distributed across divisions or departments?

Divisions are responsible for providing and managing their own lists.

25. Is the agency using a dedicated sending domain/subdomain (e.g., mail.cpa.texas.gov), and will DNS records be managed internally?

We are not seeking a dedicated sending domain or subdomain. We manage our own DNS.

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26. What kind of throughput rates are expected (emails per minute or hour)?

The platform must support throughput of up to 300,000 emails per hour.

27. Is 24x7 support required, or only during business hours?

Standard business hours support is sufficient.

28. While reading the RFI document I did not see any mention of a current vendor providing these services. Is there an incumbent vendor? Or is this an entirely new requirement?

The current vendor is Granicus (GovDelivery).

29. I know that this project is just in the RFI stage at the moment, but I was wondering if the state had an estimated contract value of a potential contract that could be awarded if the project moves past the RFI stage?

This RFI is for information purposes only and does not constitute a commitment to procure products or services.

30. are you needing your ESP to be TX-Ramp Certified

If a solicitation is issued, CPA will not require participants to have a TX-RAMP certified product or cloud storage.

31. Does the solution need to be TX-RAMP or FedRAMP compliant?

If a solicitation is issued, CPA will not require participants to have a TX-RAMP certified product or cloud storage.

32. Under Section F. Required RFI Response Materials, it states: "A brief summary (no more than one page in length) describing each item requested in Section D of this RFI, in the order listed." Since Section D is titled “Definitions”, could you please confirm if this is the correct section being referenced?

This was an error. Please refer to the scope items in Section E.