Mailgun Renewal for FY27

Title: Mailgun Renewal 2026 - Identify Product Owner and Define Requirements

Summary

Our Mailgun renewal is due and the vendor has requested a meeting to discuss our 2026 requirements. We need to identify the internal product owner and gather requirements before we can proceed with the renewal discussion.

Background

  • Mailgun renewal discussions have been initiated by @kkyrala following up from last year's process
  • Vendor is requesting information about:
    • Company goals for 2026
    • Email volume requirements for next year
    • IP requirements
    • Deliverability challenges we've experienced
    • Interest in Mailgun Optimize (enhanced support and deliverability consulting)

Current Status

  • We know Mailgun is used for GitLab notifications
  • No identified SME or product owner who can speak to technical requirements and future needs

Action Items

  • @@jtucker_gl @dsatcher - Please identify who owns the Mailgun product internally
  • Product Owner (TBD) - Once identified, please provide:
    • Current Mailgun usage beyond GitLab notifications
    • Projected email volume needs for 2026
    • IP requirements (clarification needed on source IPs)
    • Any deliverability challenges we've faced
  • @kkyrala - Schedule vendor meeting

Proposed Approach for Renewal

Per @rnienaber recommendation:

  • Request 5% growth on current capacity as a baseline
  • Defer Mailgun Optimize consulting services until we establish clear internal ownership
  • Communicate this diplomatically to maintain positive vendor relationship

Timeline

  • Renewal is imminent - need quick turnaround on identifying ownership
  • Vendor meeting to be scheduled once we have requirements gathered

References

/cc @rnienaber @swiskow

Edited by Kam Kyrala