24-0211 RFQ Social and Media Monitoring Services_12.0.pdf

RFQ# 24-0211 Social and Media Monitoring Services Page 1

R E Q U E S T F O R Q U O T E

RFQ# 24-0211 Social and Media Monitoring Services

BIDBUY BID # 25-557THA-COMMU-B-46593

*Quotes must be submitted no later than as published on the Bid in BidBuy.

AGENCY: Illinois Tollway ADDRESS: 2700 Ogden Avenue CITY: Downers Grove, Illinois 60515 CONTACT: Brian Chillmon, Contract Negotiator PHONE: 630-241-6800 ext. 4604 EMAIL: BChillmon@getipass.com

Specifications and Requirements

1. DESCRIPTION OF SUPPLIES AND SERVICES

1.1. SUPPLIES AND/OR SERVICES REQUIRED: The Illinois Tollway is seeking a vendor to provide a cloud-based platform that integrates media intelligence, media relations, social listening, social analytics, social media management, consumer intelligence, and influencer marketing, on the Meltwater Comprehensive Suite Platform item Number MW_Suite or Illinois Tollway approved equal, as described below.

1.1.1. Monitoring and Alerts:

• Platform must have the ability to send to the Illinois Tollway automated email alerts, mobile notifications, and Microsoft Teams messages on a real-time, hourly, twice-daily, or daily basis based on the needs and discretion of the Illinois Tollways.

• Platform must have a real-time “crisis management” feature to deliver up-to-the-minute information. This option will deliver news that mentions the Illinois Tollway immediately after its publication and have the capability to be delivered to handheld devices (IOS platforms).

• Platform must have anomaly detection alerts that can identify unusual patterns in given searches and topics, to better inform the Illinois Tollway of critical information.

1.1.2. The platform must have the following capabilities:

• Cloud-based platform accessible for any of Illinois Tollway’s users via computer, tablet, and mobile device (IOS).

mailto:BChillmon@getipass.com

RFQ# 24-0211 Social and Media Monitoring Services Page 2

• Unlimited cloud storage to store all articles for back reporting, accessible for any of Illinois Tollway’s users via a computer.

• Ability to search in foreign languages and characters.

• Dashboard visualization capabilities for reporting.

• Social media analysis.

• Media outreach (i.e., the ability to see any exposure created by media influencers, bloggers, PR mentions)

• Owned social media management.

1.1.3. The Platform is to report on any current and retro active media appearance regarding the Illnois

Tollway as noted below. The Platform is to provide analysis and insights on (but not limited to):

volume, sentiment, share of voice, trends, identification of sources, geographic insights, audience insights, crisis insights, and performance metricsThe platform must : report on all Tollway related media appearances across all the listed media and media analysis below, at a minimum:

• All nationwide news sources (print, digital).

• Broadcast media monitoring.

• Social media

• Internal communications (i.e., sharing of media/information between news networks, publishers, other media).

• Reddit and Sub Reddit.

• Video broadcasts and report on same with the appropriate links to the video sources.

1.1.4. Mobile App

• The platform must provide an integrated mobile app designed for iOS to enable the Illinois Tollway to access its media monitoring account 24/7/365.

• The platform must enable any actions taken on the mobile app to be reflected on the web platform, such as tagging or communicating coverage.

1.1.5. Costs and fees:

• The platform is to be a single contract fee with no variable costs involved (i.e. translation fees, archiving fees, data storage fees, report fees, folder limits, storage fees, etc.).

• No fees or limitations on reporting of copyrighted information and forwarding and distribution of same.

• Articles that the Illinois Tollway reports on can be distributed to its staff, board and other colleagues legally and free of charge for the lifetime of the contract.

1.1.6. Customer Support Requirements:

The Vendor shall provide:

• A dedicated account manager.

• Customer Support Representative.

• 24/7/365 live chat.

• Unlimited training, instructional tutorials, and training courses as part of the subscription fee.

1.1.7. Brand Name or Equal: The items are specified by manufacturer and manufacturer’s product number. Specifications are provided to establish standards of quality and performance and not to limit competition. Products of other manufacturers may be substituted, where specified, if the bidder can establish that they are equal to or better than those specified in quality, performance, design, and suitability for intended use. The Illinois Tollway’s determination

RFQ# 24-0211 Social and Media Monitoring Services Page 3 thereof shall be final. The Illinois Tollway recognizes that differences in engineering design and methods may exist among manufacturers that do not significantly alter performance. The Illinois Tollway reserves the right to determine when such differences are acceptable substitutes to the contract specifications and may waive technical differences in the award of the bid when it is in the best interest of the Illinois Tollway to do so.

1.2. MILESTONES AND DELIVERABLES:

1.2.1. INVOICES: The Vendor shall present an itemized invoice within fifteen (15) business days to the Illinois Tollway. Invoices shall be marked to the attention of the Contract Invoice Administrator and delivered to the Illinois Tollway, P.O. Box 3094, in Lisle, IL 60532 or FinanceInvoices@getipass.com.

1.3. VENDOR/STAFF SPECIFICATIONS: N/A

1.4. DELIVERY: After the contract is fully executed, a link to access the platform’s website or an app with login and password information shall be delivered electronically to Quentin Jay Ford (qjford@getipass.com) and Dawn Rohrback (drohrback@getipass.com).

2. TERM AND TERMINATION

2.1 TERM OF THIS CONTRACT: This contract shall be for one (1) year with an anticipated start date of June 2, 2025 through June 1, 2026 or upon the last dated signature of the parties, whichever is later.

2.2 RENEWAL: This Contract does not contain any renewal options and therefore cannot be renewed.

2.3 TERMINATION FOR CAUSE: The State may terminate this Contract, in whole or in part, immediately upon notice to the Vendor if it is determined that the actions, or failure to act, of the Vendor, its agents, employees or subcontractors have caused, or reasonably could cause jeopardy to health, safety, or property. The Contract may be terminated if the State determines that the Vendor lacks the financial resources to perform under the Contract. If Vendor fails to perform to the State’s satisfaction any material requirement of this Contract or is in violation of a material provision of this Contract, the State shall provide written notice to the Vendor requesting that the breach or noncompliance be remedied within the period of time specified in the State’s written notice. If the breach or noncompliance is not remedied by that date the State may either:

a. immediately terminate the Contract without additional written notice or

b. enforce the terms and conditions of the Contract, and in either event seek any available legal or equitable remedies and damages.

2.4 TERMINATION FOR CONVENIENCE: Following thirty (30) days written notice, the State may terminate this Contract in whole or in part without the payment of any penalty or incurring any further obligation to the Vendor. Following any such termination for convenience, the Vendor shall mailto:FinanceInvoices@getipass.com mailto:qjford@getipass.com mailto:drohrback@getipass.com

RFQ# 24-0211 Social and Media Monitoring Services Page 4 be entitled to compensation upon submission of invoices and proof of claim for services provided under this Contract up to and including the date of termination.

This contract is contingent upon and subject to the availability of funds. The State, at its sole option, may terminate or suspend this contract, in whole or in part, without penalty or further payment being required, if the Illinois General Assembly or the federal funding source fails to make an appropriation sufficient to pay such obligation, or if funds needed are insufficient for any reason.

30 ILCS 500/20-60.

The Vendor shall be entitled to compensation upon submission of invoices and proof of claim for supplies and services provided in compliance with this contract up to and including the date of termination.

3. STANDARD TERMS AND CONDITIONS

3.1 CONTRACT DOCUMENTS: Upon award, vendors shall be required to complete either a basic ordering agreement (BOA) or contract, along with a Taxpayer Identification Number (TIN) page, and, dependent upon dollar value, Standard Illinois Certifications. These forms can be found on the CPO’s website at the following address:

Solicitation and Contract Templates and Forms (illinois.gov)

3.2 INVOICING INFORMATION

Vendor(s) are required to attest to the standards set forth in this contract and must include the following statement on every one of their invoices delivered to the Illinois Tollway pursuant to statute 605 ILCS 10/16.1.

This statement must be imprinted on the invoice or an attachment attesting to the following statement:

INVOICE#_____________ INVOICE DATE_____________

“The Seller, _______________________________ hereby certifies that the goods, merchandise and wares shipped in accordance with the attached delivery invoice have met all the required standards set forth in the purchasing contract”.

_____________________________________ Authorized Representative

If the Vendor does not comply with attesting to the statute 605 ILCS 10/16.1 this will cause delay in payment.

All invoices must include original order date to ensure accurate and timely payment processing.

https://cpo-general.illinois.gov/solicitation-and-contract-templates.html

RFQ# 24-0211 Social and Media Monitoring Services Page 5

Invoices shall be sent to the following address:

Illinois Tollway

Attention: Accounts Payable P.O. Box 3094

Lisle, Illinois 60532-8094 Email: FinanceInvoices@getipass.com mailto:FinanceInvoices@getipass.com

RFQ# 24-0211 Social and Media Monitoring Services Page 6

Pricing

*Notes to Vendor: All Quoted prices shall be valid for 180 calender days from date of submission.

No price increases shall be accepted.

In the event of a price decrease, the Illinois Tollway is guaranteed to receive the lowest price.

If the Illinois Tollway issues an award, the award will be made to the Responsive/Responsible bidder who submits the lowest price.

METHOD AND RATE OF COMPENSATION:

The Tollway is providing the vendor the information in the table below for the purpose of determining a low bidder. Vendor shall bid on all items in order to be considered responsive. Failure to bid on all items shall result in a disqualified bid.

Vendor shall be compensated by the following method:

Line Item

Description

Unit of Measure

Quantity Unit Price (Unit

Price Must include all fees and costs)

Extension (Unit Price x Quantities)

Meltwater Comprehensive Suite Platform Item # MW_Suite or Illinois Tollway approved equal that allows up to five (5) users. With each one of the users having a distinct sign on **If bidding or equal to item, provide the manufacturer and part number in the alternate Description field in BidBuy**

Each

1 Platform

All Pricing shall be entered into BidBuy to be considered.

All Pricing shall be entered into BidBuy to be considered.

Specify Manufacturer Name: Enter this information in the Alternate Description Field in BidBuy.

Specify Product #: Enter this information in the Alternate Description Field in BidBuy.

RFQ# 24-0211 Social and Media Monitoring Services Page 7

COMPANY NAME:

PRICE(S) QUOTED BY:

DATE:

SIGNATURE: