Capabilities_Description.rtf

RFQ# 83310118Q0002 – Export Import Bank of the United States Capabilities Description Public Affairs (Media Monitoring) Management Software

The Office of Communications of the Export-Import Bank of the United States (hereafter identified as “the Bank”) has a requirement for web-based Public Affairs Management software and 24/7 help desk support of the product. An existing commercial, off-the-shelf (COTS) solution is being sought. Both the functional requirements and salient characteristics are shown below:

Functional Requirements

Public Affairs Management Software. Public Affairs Management Software will be a web based software suite designed for use by PR professionals. The software, based on a relational database, will allow a minimum of four (4) users to concurrently log onto the system.

The software itself will manage media and analyze relationships. The software must incorporate an international media database, a comprehensive source of contacts, pitching tips and editorial calendars. The database combines into one resource the directories and databases of several leading research firms including PR Newswire, Bulldog Reporter, Thomson Financial, Press Access and Bacon’s or equivalents. The following are capabilities that are fundamentally important for the integration of a software package.

Global Data. Included in the software package, or additionally provided, must be a seamlessly integrated with the Public Affairs Management Software into a stand-alone database for media contacts across the globe. This database of information must be updated in real-time and provide versatile, rigorous information that allows the communications office the ability to focus their press releases, announcements and press contacts in an efficient and effective manner.

Integration of current data. The Office of Communications has records containing proprietary information related to media contacts that MUST be integrated, from files provided by the current vendor, into said database. Data integration must be completed within 30 days of service initiation.

Analysis of data. The public relations software will store said data of contacts and interactions with them; the media lists; tasks, activities and to-do items; and the print, broadcast and online media coverage. Display of aggregate numbers of types of activities and interactions, in tabular or graphical form, is desired but not essential.

24/7 Helpdesk Support. The Contractor shall provide twenty-four hour, seven-day telephonic helpdesk support (24/7) for users, In the absence of a dedicated 24/7 helpdesk, during evenings, weekends and federal holidays the vendor shall provide 24/7 access to qualified technical support personnel by cell phone or pager, with a guaranteed response time of 60 minutes or less.

Product Integration. The Contractor shall provide all products and services either in their own stand-alone product or seamlessly integrating their own product with additional products. Integration of contractor and sub-contractor products must show instances, and or examples of previous integration to meet the deliverables as stated above.

Salient characteristics for the intended solution are as follows:

International Media Contact Database (including Bloggers, Social Media Contacts, Pitching Profiles, Preferred Contact Methods)

Unlimited Email Distribution

Email Campaign Tracking (Read/Open Rate + Click Activity) CRM Tool (Tracks Interactions with Media Contacts and upcoming tasks/appointments!)

Media Monitoring: Unlimited Keywords to track across Print and Online, and Broadcast

10 Broadcast Clip Downloads/Month

Google Analytics Integration, Hubspot Integration, Market Integration

Automated Reporting tools Editorial Calendars/Opportunities, Importation of client-supplied news articles, preformatted reports, and distribution of email messages to outlets and journalists in the vendor’s and Bank’s database, “activity reports” maintained in the database for media outlets and journalists that describe all interactions between the office and the outlets/journalists, and distribution to a separate database of journalist “opt-in” subscribers.

Automatic linking to database records of email messages sent bcc: to a processing email address.

Include charges, if any, for integration of Ex-Im Bank’s proprietary data (now contained within the current vendor’s database) into the proposed service’s database. Applicable costs should be shown in CLIN 0002.

Must provide a website or web page that contains links to an integrated database for test purposes, and provide a web demo that demonstrates the capabilities of the software required.

Prices should specify total charges, if any, for distribution of 50,000, 75,000 or 100,000 emails and/or faxes per contract year.

In addition, the Bank requires the following add-on enhancements:

The above features (or their equivalents) and their usage represent the Ex-Im Bank’s requirements for these or similar products and services. Detailed in Functional Requirements, is a functional description of the technical capabilities and support required by the Ex-Im Bank.

Section 508 – Accessibility of Electronic and Information Technology:

(a) This requirement is subject to Section 508 of the Rehabilitation Act of 1973 (29 U.S.C. 794d) as amended by the workforce Investment Act of 1998 (P.L. 105-220). Specifically, subsection 508(a)(1) requires that when the Federal Government procures Electronic and Information Technology (EIT), the EIT must allow Federal employees and individuals of the public with disabilities comparable access to and use of information and data that is provided to Federal employees and individuals of the public without disabilities.

(b) The EIT accessibility standards at 36 CFR Part 1194 were developed by the Architectural and Transportation Barriers Compliance Board ("Access Board") and apply to contracts and task/delivery orders, awarded under indefinite quantity contracts on or after June 25, 2001.

(c) Each Electronic and Information Technology (EIT) product or service furnished under this contract shall comply with the Electronic and Information Technology Accessibility Standards (36 CFR 1194), as specified in the contract, as a minimum. If the Contracting Officer determines any furnished product or service is not in compliance with the contract, the Contracting Officer will promptly inform the Contractor in writing. The Contractor shall, without charge to the Government, repair or replace the non-compliant products or services within the period of time to be specified by the Government in writing. If such repair or replacement is not completed within the time specified, the Government shall have the following recourses:

1. Cancellation of the contract, delivery or task order, purchase or line item without termination liabilities; or

2. In the case of custom Electronic and Information Technology (EIT) being developed by a contractor for the Government, the Government shall have the right to have any necessary changes made or repairs performed by itself or by another firm for the noncompliant EIT, with the contractor liable for reimbursement to the Government for any expenses incurred thereby.

(d) The contractor must ensure that all EIT products that are less than fully compliant with the accessibility standards are provided pursuant to extensive market research and are the most current compliant products or services available to satisfy the contract requirements.

(e) For every EIT product or service accepted under this contact by the Government that does not comply with 36 CFR 1194, the contractor shall, at the discretion of the Government, make every effort to replace or upgrade it with a compliant equivalent product or service, if commercially available and cost neutral, on either a contract specified refresh cycle for the product or service, or on a contract effective option/renewal date; whichever shall occur first. To access more information regarding Section 508: http://www.access-board.gov/sec508/standards.htm.

Optional CLIN for Training:

The Contractor may be required to provide on-site training for five to ten members of Ex-Im Bank. It is intended that training be conducted within the first 15 days of the performance period. Costs should (if separately priced) should be reflected under CLIN 0003.