Email Marketing Campaign Tool

Request for Information: Email Marketing Tool

THIS IS NOT A SOLICITATION.  This request for capability information does not constitute a request for bids, proposals, or quotes.  Submission of any information in response to this market research survey is purely voluntary; and the government assumes no financial responsibility for any costs incurred.  

The Federal Communications Commission (FCC) seeks a commercial off the shelf technical solution to modernize its consumer-oriented email communications program.  The Consumer and Governmental Affairs Bureau (CGB) and specifically the Consumer Affairs and Outreach Division, is tasked with communicating complex messages on issues within the FCC’s scope to outreach partner organizations, stakeholders, commentors, and the general public. This outreach mission relies heavily on email for mass communication with more than 2,500 organization partners, 3,500 organizational contacts, and a larger universe of more than 40,000 email message subscribers. Currently the FCC relies on an email list manager for distribution of messages to mailing lists of more than 500 addresses, with email messages authored in Outlook and sent from a shared mailbox. In order to streamline and optimize external communications with partners, stakeholders, and the public, the FCC seeks information on comprehensive email marketing tools capable of campaign management, subscriber management and audience segmentation, advanced template-based email message authoring, and campaign analytics.  The FCC anticipates a sufficient number of capable small businesses. 

Minimum Requirements: 

• User Management and Access Control 

• Role-based access control for users 

• Multi-factor authentication for secure login 

• Integration with federal Single Sign-On systems 

• Support for up to 1,000 users 

• Campaign Management  

• Ability to create, schedule, and manage email campaigns 

• Pre-built templates with customizable content options 

• WYSIWIG editor for creating and sending dynamic and visually appealing emails 

• Support for A/B testing to optimize campaign performance 

• Delivering emails to lists of up to 100,000 email addresses with only a single send (i.e. any batching would be automated) 

• Reliable delivery mechanisms with minimal downtime

• Audience Segmentation and Management 

• Import and manage contact lists, supporting large data sets (up to 500,000 subscribers) 

• Advanced segmentation based on demographics, location, engagement history, and topic areas of interest. 

• Dynamic list management that updates recipients for campaign messages based on predefined criteria 

• List management rules based on delivery failures/bounce backs. 

• Ability to integrate with either built-in or third-party comprehensive FedRamp authorized CRM solutions.  

• Support for up to 500,000 subscribers 

• Compliance and Accessibility 

• CAN-SPAM Act compliant 

• Clear opt-out mechanisms 

• Section 508 compliant user interface and email content 

• Detailed history export available on demand to satisfy Records Management requirements 

• Reporting and Analytics 

• Real-time analytics for campaign performance, e.g. open rates, click-through rates, bounce rates 

• Engagement tracking by audience segment 

• Visualization dashboards 

• Security and Data Protection 

• FedRAMP authorized cloud environment 

• Encryption of data at rest and in transit 

The FCC seeks to identify a vendor with a commercial off the shelf product with minimal modification to meet or exceed the requirements above.   Vendors should provide product literature, details on full capabilities, any relevant pricing information they wish for the FCC to evaluate. 

Information Requested:

1. Response Format:  The Response Should sent to the Contracting Officer, @ susan.nicholson@fcc.gov  The subject Line should read RFI RESPONSE:  EMAIL MARKETING TOOL, and Company Name.  The information should be sent in sufficient time in order to be received not later than the Response Deadline.  We are only seeking capabilities and will follow up as determined based on the responses.  The FCC is not including a Q&A period and any questions may be documented in the response. 

In addition to the information identified above, details should include:

• Business Information
  • UEI
  • Company Name
  • Company Address
  • Company Point of Contact, Phone and Email address
  • GSA Contract Vehicles, appropriate for this RFI
  • Type of Company/business size (i.e., small business, 8(a), woman owned, veteran owned, etc.)

• Provide direct, concise response, in a MS Word or PDF document.  The response should flow clearly and logically, not exceeding 10 pages. 

The response deadline for this RFI is 12:00 Noon, EST January 6, 2025. Please ensure that your response includes the name, email address, and phone number of the contact person at your organization.

The FCC appreciates your time and effort in providing a response to this Request For Information as a part of the Agency’s market research.

DISCLAIMER AND IMPORTANT NOTES:  This notice does not obligate the government to award a contract or otherwise pay for the information provided in response. The government reserves the right to use information provided by respondents for any purpose deemed necessary and legally appropriate. Any organization responding to this notice should ensure that its response is complete and sufficiently detailed to allow the government to determine the organization’s qualifications to meet the requirement. Respondents are advised that the government is under no obligation to acknowledge receipt of the information received or provide feedback to respondents with respect to any information submitted. After a review of the responses received, a solicitation may be published via the appropriate means.  However, responses to this notice shall not be considered adequate responses to a solicitation.

CONFIDENTIALITY. No proprietary, classified, confidential, or sensitive information should be included in your response. The government reserves the right to use any non-proprietary technical information as part of any resultant solicitation(s).

As permitted by FAR Part 10, this is a market research tool being utilized for informational and planning purposes.

Response is strictly voluntary - it is not mandatory to submit a response to this notice to participate in any formal solicitation process that may take place in the future. However, it should be noted that information gathered through this notice may significantly influence our acquisition strategy. All interested parties will be required to respond separately to any solicitations posted as a result of this RFI/sources sought notice.