D -- SAP - RFI only - Purchase of email subscription services

2026-11-03

SOURCES SOUGHT *** RFI ONLY *** Communication System / Platform to develop and distribute e - newsletters to stakeholders via email68HE0M26Q0003This 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 OARNVFELSACO @ epa . gov . Telephone queries will not be honored .

MITN

2026-05-14