74330225R0065 Attachment 1 Scope of Work.pdf

SCOPE OF WORK

GLOBAL MEDIA MONITORING SERVICE

74330225R0065 Attachment 1

21 July 2025

A - PROJECT PRESENTATION

A – 1 Nature of service

The American Battle Monuments Commission (ABMC) has a requirement for implementation of an international media monitoring service for its Public Affairs team. This global service shall be accessible by employees in the 17 countries where ABMC operates with an interface in English (required) and French (optional). This platform must include comprehensive coverage of print, web, radio and television media from the USA, Belgium, France, Italy, Luxembourg, Mexico, the Netherlands, Panama, the Philippines, Tunisia, and the United Kingdom at a minimum.

The service shall be all inclusive without additional (a la carte) pricing for additional functionality and provide a minimum of four (4) concurrent access user accounts. The service must be able to filter results by country, keyword, and media type at a minimum. The service must provide a user-friendly platform to facilitate the management, analysis, and report creation of the press articles received. The platform should store full results for at least the life of the contract (up to 18 months) with the possibility to export them to an ABMC platform with no additional cost.

The media monitoring platform shall not be facilitated by a third-party vendor, but by ABMC employees with unique user accounts for the agency.

As the ABMC is looking for a global service, the provider shall have employees available during French business hours as well as U.S. ones with no additional cost.

A – 2 General information: keywords to follow

Upon signature of the contract, ABMC will give the provider a list of specific keywords to help target the relevant clippings for monitoring. This list will include the names of ABMC cemeteries, monuments and markers, but also the names of its spokespeople to monitor. ABMC may also send event-specific keywords - these may be temporary or permanent.

The provider shall ensure keyword searches are entered to provide relevant results and follow-up to check the quality and comprehensiveness of the results and searches as they are added.

The provider shall advise ABMC to add or remove keywords, allowing ABMC to refine its search for articles.

The platform shall be set up and functional according to the parameters of this scope of work within a week after signature of the contract.

A – 3 General information: list of media followed

The service provider shall give ABMC a list of monitored media and inform ABMC as soon as it has modifications, withdrawals, or additions. Users can request additional media outlets be added for monitoring in any of the covered countries.

A – 4 General information: sending of articles and other content

Search results shall be updated at least twice a day on the platform with the option for alerts to be emailed to users immediately or daily.

All articles originating outside of the U.S. shall be sent within 24 hours of their publication.

Radio, TV, or podcast reports shall be available as soon as possible in the form of an alert with a link to view the content before a potential purchase of the excerpt.

When possible, ABMC will notify the provider of the coverage it is expecting or aware of to facilitate its work and improve efficiency and speed.

A – 5 General information: reporting and analytics

The platform shall allow for the creation of a monthly report including all relevant media sources for the month, as well as the ability to tailor reports for specific events. The platform shall provide ABMC the opportunity to download articles in PDF format for print and web, and audio and video formats for radio and television in their entirety. Articles behind paywalls shall be accessible to ABMC users and not only those with access to the platform. Television, radio, online video and podcast sources should provide shareable or embeddable links to the specific media clip.

Additional information such as the audience, circulation or the reach of the media shall also be included in the PDF.

The platform shall provide robust and comprehensive data analysis for individual media mentions as well as through filterable terms including but not limited to date range, keyword, media format, region, and outlet.

The platform shall offer comprehensive filtering for reporting analytics and shall provide the option to download or directly email data-rich reports for given search parameters.

A – 6 General information: outreach

For this contract, the provider shall provide an up-to-date, searchable and exportable list of media outlets and journalists. The list of outlets and media shall cover all the countries where ABMC has sites and be searchable by regions and cities and not only countries. Contacts shall be available for individual journalists, as well as general contacts for media outlets. The provider shall include functionality to report broken email links or outdated contacts for media and be responsive to requests for updated replacement contact information.

The platform shall include a press release distribution service and distribution reports.

For this contract, the provider shall provide platform-based emailing for press releases that will be sent on behalf of ABMC but not linked to individual ABMC user email accounts. Trackable analytics for outreach shall be provided to ABMC through the platform. For this function, ABMC IT department will be in contact with the provider from the beginning to ensure the provider shall implement the platform according to ABMC’s IT requirements and security.

Email sent on behalf of ABMC must implement Domain-based Message Authentication, Reporting & Conformance (DMARC), Sender Policy Framework (SPF), and DomainKeys Identified Mail (DKIM) to ensure authenticity and reduce spoofing risk. The provider shall provide standard operating procedures and coordinate closely with ABMC IT to configure email sending IPs and domains to avoid email deliverability issues.

A – 7 Security and Data Protection Requirements

All ABMC data transmitted, stored, or processed by the provider must be encrypted using industry-standard encryption protocols (AES-256 for data at rest, TLS 1.3 or higher for data in transit).

B - TERMS OF USE

B – 1 Terms of Use: Users

The users of the service will be located in the USA and France but may be required to log in from other countries when traveling. They must have access to the same quality of service wherever they are based, including help desk support in their respective time zones.

B – 2 Terms of Use: Language of the Platform

Because the service will be used by people in the United States and France, the management and analysis platform must be in English or provide an option to change the language of the platform to English. A French version with no additional cost, in addition to English, is optional but would be appreciated.

B – 3 Terms of Use: Support Service

Live support service for the platform shall be available for users during U.S. and French business hours to solve problems despite time differences. The support service should not be limited to a chatbot during French business times. Provider support shall be available to ABMC throughout the life of the contract.

The provider shall have an established incident response plan. Any cybersecurity incidents involving ABMC data must be reported to ABMC IT department within 12 hours of detection. A dedicated emergency contact channel (email and phone) shall be provided to ABMC IT for cybersecurity emergencies.

The primary verbal and written language is English at all ABMC sites. The provider's support department shall speak English.

B – 4 Terms of Use: Training

The provider shall provide training on how to use the platform during its implementation. This training will be conducted in English and shall be recorded for future use by ABMC staff.

B – 5 Terms of Use: Number of Users

The platform shall allow a minimum of four (4) concurrent ABMC employees to access this platform irrespective of their locations (i.e., located in the USA, France, or other countries). Alerts will be sent to these same users.

B – 6 Terms of use: addresses to deliver the articles

Email addresses of the users will be provided following contract award.

B – 7 Deliverables

1. Results matching ABMC inquiries in PDF format for print and web, and audio and video formats for radio and television in their entirety.

2. Written training materials in Microsoft Word to accompany training sessions.

3. Step by step e-mail integration procedures.