M365 Email Signature Standardization Solution

June 2nd, 2026: RFP Released

June 10th, 2026: Receipt of Written Questions Due

June 17th, 2026: Q & A Posted to Website

June 22nd, 2026: Proposals Due

Week of June 29th, 2026: Proposals Evaluated

Week of July 6th, 2026: Interviews/Demo, if Necessary

Week of July 13th, 2026: Selected Firm Notified

August 4th, 2026: SAWS Board Approval and Award

Week of July 20th, 2026: Non-Selection Notices E-mailed

A solution is sought for standardizing email signatures within Microsoft 365 environments. The chosen platform must ensure compatibility with Microsoft 365 and maintain uniform signature rendering across desktop, web, and mobile email clients. Communications staff must be empowered to centrally manage and customize standardized email signature templates, including direct HTML editing and support for organization-developed HTML designs.

The platform should automatically apply signatures to emails sent from Outlook desktop, Outlook on the web, and supported mobile clients. Integration with Microsoft Entra ID is required to synchronize employee profile data. End users must have access to a self-service interface allowing them to edit select prepopulated fields, such as name, job title, department, and mobile number. The system must also enable preloaded location address options and allow centralized management of promotional banners or campaign content beneath the signature, deployable without user intervention.

End users should be able to update and activate revised signature content through self-service when authorized profile changes occur. The contract will be awarded for a one-year period.