ITS SP 85951: SMS, MMS, Robocalling

Location:	Illinois
Posted:	Jan 13, 2026
Due:	Jan 23, 2026
Agency:	City of Chicago Housing Authority
Type of Government:	State & Local
Category:	D - Automatic Data Processing and Telecommunication Services
Publication URL:	To access bid details, please log in.

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CHA ITS SP 85951 – SMS, MMS, & Robocalling Software

SMALL PURCHASE REQUEST FORM

PART 1 – REQUESTOR AND SCOPE OF SERVICES INFORMATION

PROJECT TITLE

REBID ITS 85951 – SMS, MMS, & Robocalling Software

REQUESTING DEPARTMENT / DIVISION

Procurement & Contracts / Information Technology

REQUEST ISSUED

1/12/2026

QUOTE DUE DATE AND TIME

1/23/2026 at 10:00 AM CT

PERFORMANCE PERIOD

Initial and Option Periods (if applicable)

PROJECTED CONTRACT START DATE

CONTACT PERSON NAME/EMAIL

1 Year Base term & 2-1 year Option Periods

2/13/2026

Frederica Juste – FJuste@thecha.org

PART 2 – SCOPE OF WORK

The Chicago Housing Authority (CHA) is seeking bids from a qualified seller to provide a software solution for

Short Message Service (SMS), Multimedia Messaging Service (MMS) for image-based/extended content, and

automated voice calling (robocalling) capabilities.

CHA Access 24 hours/7 days a week: 75-80 Users

• Estimated annual SMS: 500,000

• Estimated annual MMS: 25,000

• Estimated annual robocalls: 470,000

Responding vendors are required to provide a timeline for implementation/set-up with along with their initial

submission. A 30–45-minute demonstration to CHA key stakeholders will be arranged prior to award. Pricing

may be submitted for All scope parameters. However, vendors may submit separate pricing for A. SMS & MMS

or B. Robocalling only.

The vendor must provide a clear and comprehensive pricing structure that explicitly outlines all costs associated

with the service, including but not limited to message credits, number uploads, and any feature-specific charges.

There should be no hidden costs for standard functionalities. (Attachment A. Fee Form – Column E, F, G)

A. SMS & MMS Functionality Requirements:

• Enhanced Character Limit:

o Must support up to 1000 characters including spaces (via concatenation or MMS) without additional

costs.

• Bulk Messaging:

o Must support processing large batches of messages, with a minimum of 25,000 records per

batch.Upload in excel and manual entry

• Scheduled Messaging:

o Must allow future scheduling of messages

• Data Cleanup Capabilities:

o The system must include built-in data storage & tools to flag duplicates or invalid numbers to assist

in cleaning uploaded contact data

o System generated report of duplicates/invalid numbers

CHA ITS SP 85951 – SMS, MMS, & Robocalling Software

• US Territory Handling:

o The system should recognize and format numbers correctly for sending messages. CHA may not

specify +1 within telephone numbers.

• Opt-In Rule Management:

o The system must provide clear and manageable options for setting and enforcing opt-in rules on

SMS/MMS communications, ensuring compliance of preferences.

• Two-Way SMS Communication (Preferred but not required):

o The system should support two-way SMS messaging allowing responses directly to outreach

messages

o Must allow system users to view and respond to replies associated with original outreach.

o Replies should have filter and conversation thread capabilities by date/time, recipient of message,

and searchable by outreach campaign.

o System must provide a centralized inbox or dashboard to manage and filter incoming messages by

user/team.

o The system should allow authorized users to set up automated replies to specific keywords or

incoming messages.

B. Robocalling Functionality Requirements:

• Reliable Automated Voice Messages:

o The system must allow authorized users to record and send automated voice messages up to 10

minutes in duration to thousands of recipients in high-quality, stable delivery for both general

communication and emergency alerts.

• Voicemail Detection / Answering Machine Detection

o System should detect & report if a call is answered by person or voicemail. CHA prefers automated

message still plays following recipient’s voicemail but not required.

• Call Scheduling

o Must have ability to schedule calls in advance, at specific times/days.

• Track Call Status

o Must be able to track standard call status by delivered/connected, live answer, voicemail, failed/not

connected, busy/no answer.

Reporting Requirements:

• Standard Reports: The system must allow standard/routine reports to track by day, week, month, quarter,

and year including but not limited to:

o Support for custom date ranges

o User-based reporting to track actions by individual users

o Outreach volume, message types

o Segment and filter by assigned groups

o SMS metrics by number of messages and statuses

o Robocall metrics by total calls placed and statuses

o Audit trail of user activity and communication attempts with timestamp, user ID, recipient and

message types/call status

• Exportable logs to Excel and CSV

System Usability and Transparency:

• User-Friendly Interface: The platform must feature an intuitive and easy-to-navigate user interface along

with training manuals for new users.

• Customer Service: The vendor must provide 1-2 direct points of contact for urgent issues 24/7 as well as

clear channels for customer support that demonstrate a commitment to detailed responsive communication

regarding any issues or inquiries.

CHA ITS SP 85951 – SMS, MMS, & Robocalling Software

o Standard support requests shall have a turnaround time no greater than 24 hours from original issuance

o Urgent support requests shall have a turnaround time no greater than 4 hours from original issuance

PART 3 – VENDOR INFORMATION

________________________

(ABOVE ADD CORPORATE NAME ATTACHED TO FEDERAL TAX ID NUMBER) has thoroughly read all pages of

ITS 85951 – SMS, MMS, & Robocalling Software all associated addenda (if applicable) and can provide the

services as described at the offer submitted on this Quote Form.

CONTACT INFORMATION FOR CORPORATE OFFICIAL AUTHORIZED TO BIND RESPONDENT

DATE

CORPORATE AUTHORIZED

REPRESENTATIVE

CORPORATE OFFICIAL E-MAIL

ADDRESS

COMPANY PHONE NUMBER

COMPANY ADDRESS

CORPORATE AUTHORIZED

REPRESENTATIVE SIGNATURE

*CHA reserves the right to increase or delete any scheduled items, and/or increase or reduce the quantity of

any scheduled item as deemed necessary, to waive informalities and technicalities, and to make other changes

and modifications consistent with CHA’s policies, and the laws and regulations governing HUD programs.

All Quote Responses Must Be Typed & Signed by an Authorized Representative from the Respondent’s company.

The successful Respondent(s) will be required to submit mandatory CHA forms and affidavits within five (5)

days of notice of award found at https://www.thecha.org/contracting-opportunities/forms-and-documents.

The mandatory forms will be request from the successful respondents prior to contract award. Forms should

be completed, signed, and notarized where required or marked "not applicable" where appropriate. The

mandatory forms are:

• Diversity Inclusion Utilization Plan**

• Compliance Certification Form

• Contractors Affidavit

• Economic Disclosure Statement Form

• HUD-50071 - Certification of Payments to Influence Federal Transactions

• HUD 5369-A Representations, Certifications and Other Statements of Bidders

• Required Insurance Certificate (see below Insurance Requirements)

Failure by the Respondent to provide such information within the allotted time will render the Respondent

ineligible for award.

CHA ITS SP 85951 – SMS, MMS, & Robocalling Software

CHA may reject any or all quotes. Action to reject all quotes shall be taken only for unreasonably high prices,

error in the solicitation, cessation of need, unavailability of funds, failure to secure adequate competition, or

any other reason deemed appropriate by CHA.

Insurance Requirements

Prior to the commencement of this Agreement, Vendor/Consultant shall procure and maintain at all times

during the term of this Agreement insurance against claims for security breaches, system failures, injuries to

persons, damages to software, or damages to property (including computer equipment) which may arise from

or in connection with the performance of the work hereunder by the Vendor, its agents, representatives, or

employees. The Vendor shall procure and maintain for the duration of the contract insurance claims arising

out of their services and including, but not limited to loss, damage, theft or other misuse of data, infringement

of intellectual property, invasion of privacy and breach of data. The insurance carriers used must be

authorized to conduct business in the State of Illinois and shall have an A.M. Best rating of not less than A: VII.

Minimum Coverage and Limit Requirements – Information Technology Agreements

1. Commercial General Liability: General Liability Insurance on an occurrence basis with limits not less than

$1,000,000 per occurrence with an aggregate of not less than $2,000,000 covering bodily injury and

property damage. This coverage shall also include, but not be limited to, contractual liability, products

and completed operations, personal and advertising injury.

2. Auto Liability: Required when any vehicles (owned, hired and/or non-owned) are used in connection

with the Services to be performed, coverage limits of not less than $1,000,000 each accident combined

single limit for Bodily Injury and Property Damage.

3. Workers’ Compensation and Employer’s Liability: Coverage must be in accordance with the laws of the

State of Illinois and include a waiver of subrogation in favor of Chicago Housing Authority.

 Coverage A – Statutory Limits

 Coverage B - Employers Liability - $500,000 bodily injury or disease each accident; each

employee

4. Technology Errors & Omissions (including Cyber Liability) required when Vendor/Consultant provides

technology services or technology products under this Agreement, insurance appropriate to the

professional services being performed shall provide coverage for the acts, errors, or omissions of

Vendor/Consultant with a limit of not less than $1,000,000 per occurrence or claim and $2,000,000 in

aggregate. Coverage shall be sufficiently broad to respond to the duties and obligations as is undertaken

by the Vendor in this agreement and shall include, but not be limited to, claims involving security breach,

system failure, data recovery, business interruption, cyber extortion, social engineering, infringement of

intellectual property, including but not limited to infringement of copyright, trademark, trade dress,

invasion of privacy violations, information theft, damage to or destruction of electronic information,

release of private information, and alteration of electronic information. The policy shall provide coverage

for breach response costs, regulatory fines and penalties as well as credit monitoring expenses.

Related Insurance Requirements

The Certificate of Insurance evidencing the minimum coverages required herein shall be in force on the

Effective Date of the Contract and continuously throughout the duration. The required documentation must

be received prior to the commencement of work under this Agreement. It is understood and agreed to by

the parties hereto that Chicago Housing Authority and others listed below shall be included as Additional

Insureds on Vendor’s liability policies, with the exception of Professional Liability and Employer’s Liability and

such insurance is primary to and will not seek contribution from any insurance, deductibles, self-insured

retentions and/or self-insured programs available to Chicago Housing Authority.

CHA ITS SP 85951 – SMS, MMS, & Robocalling Software

Certificate Holder:

Chicago Housing Authority

60 E Van Buren

Chicago, IL 60605

Additional Insureds:

Primary Coverage:

Collectively referred to as the “Additional Insureds” shall include Chicago

Housing Authority, Chicago Housing Administration, LLC; and/or other

Partnership, Limited Liability Company as established by CHA; its respective

commissioners, board members, officers, directors, agents, property

management firms, agents, employees, invitees and visitors.

For any claims related to this Agreement, the Vendor’s insurance coverage shall

be the primary policy. The Vendor expressly understands and agrees that any

insurance or self-insurance programs maintained by the CHA shall apply in excess

of and shall not contribute with insurance provided by the Vendor.

Prior to the issuing of the Notice to Proceed by the CHA, the Vendor shall submit a Certificate of Insurance via

PINS Advantage Certificate Tracking System, evidencing compliance with the insurance requirements set forth

above. You will receive an email with instructions for the submission of your insurance. Copies of the

endorsement(s) adding the CHA to the Vendor’s policy as an additional insured are required upon request.

Updated Certificates of Insurance are required for policies which renew during the term of this Agreement or

extensions thereof. Under no circumstances shall the Vendor allow any required coverage to lapse, cancel or

non-renew throughout the duration of the Agreement or extensions thereof.

At the CHA’s option, non-compliance will result in (1) all payments due the Vendor being withheld until the

Vendor has complied with the Agreement; or (2) the Vendor will be assessed Five Hundred Dollars ($500.00)

for every day of non-compliance; or (3) the Vendor will be immediately removed from the premises and the

Agreement will be terminated for default. The receipt of any certificates does not constitute agreement by

the CHA that the insurance requirements in the Agreement have been fully met or that the insurance policies

indicated on the certificate comply with all Agreement requirements. The insurance policies shall provide for

thirty (30) days prior written notice to be given to the CHA in the event coverage is substantially changed,

canceled or non-renewed.

The Authority in no way warrants that the minimum limits contained herein are sufficient to protect the

Authority from liabilities that might arise out of the performance of the work under this Agreement by the

Vendor or its Subcontractors. Vendor shall assess its own risks and, if it deems appropriate and/or prudent,

maintain higher limits and/or broader coverages. The Vendor is not relieved of any liability or other

obligations assumed or pursuant to the contract by reason of its failure to obtain or maintain sufficient

insurance.

The Vendor shall require all subcontractors to carry the insurance required and adhere to the same

requirements and conditions as outlined above.

The Vendor expressly understands and agrees that any insurance or self-insurance programs maintained by

the CHA shall apply in excess of and will not contribute with insurance provided by the Vendor and/or any of

its subcontractors.

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

ITS SP 85951: SMS, MMS, Robocalling

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