Attachment 1 - 74330224R0045 ABMC Media Marketing SOW.pdf

SCOPE OF WORK

GLOBAL MEDIA MONITORING SERVICE

26 August 2024

A - PROJECT PRESENTATION

A – 1 Nature of service

Implementation of an international media monitoring service for the American Battle Monuments Commission (ABMC) Public Affairs team. This global service shall be accessible by employees in the United States, France, and abroad with an interface in English (required) and, if possible, French (optional). This platform, provided by an external service provider, must include 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.

The service shall be all inclusive without additional (a la carte) pricing for additional functionality and provide a minimum of four (4) simultaneous user accounts. The service must be able to sort the articles by country, keyword, media type or any other relevant category. The service must provide a user-friendly platform to facilitate the management and analysis of the press articles received, their storage for at least the life of the contract (up to 18 months) with the possibility of exporting them, and reporting functions.

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 must ensure the relevance of the data and must do a follow-up by checking the quality and number of the first articles. The service provider agrees not to bill or count as part of the contract the poorly qualified articles sent or the ones that are not related to ABMC.

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

A – 3 General information: list of media followed

The service provider must give ABMC a list of monitored media and inform ABMC as soon as it has modifications, withdrawals, or additions.

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

The articles must be updated at least twice a day on the platform and an alert must be sent to inform ABMC of any new coverage.

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

Radio, TV, or podcast reports must 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: format and reporting

The platform must provide ABMC the opportunity to download the articles in PDF format for print and web, and audio and video formats for radio and television. Articles behind paywalls should be accessible to ABMC users. Television, radio, and podcast sources should provide shareable or embeddable links to the specific media clip.

For consistency, the formats should be the same and contain the name of the media, the title, the link to the online article for the web, the date of publication of the article, and the content of the article.

For radio and TV reports, the alert sent must contain the same information and a temporarily available version of the content.

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

A – 6 General information: analytics

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

A – 7 General information: outreach

The provider shall provide an up-to-date, searchable list of media outlets and journalists. The provider shall also include functionality to report broken email links or outdated contacts for media and be responsive to requests for updated replacement contact information.

The provider must provide platform-based emailing for press releases linked to individual ABMC users’ email accounts. Trackable analytics for outreach shall be provided to ABMC through the platform.

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. ABMC PR agency must also be able to access the articles and media via an online platform/dashboard.

B – 2 Terms of use: language of the platform

Since 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, in addition to English, is optional but would be appreciated.

B – 3 Terms of use: support service

The support service of the platform must be available for U.S. and French users to solve their problems despite the time difference between the two offices. Provider support shall be available to ABMC throughout the life of the contract.

The provider's support department must speak English.

B – 4 Terms of use: training

The provider shall provide training on how to use the platform at its implementation. This training will be conducted in English.

B – 5 Terms of use: number of users

The platform must be accessible simultaneously by no less than four (4) different users located in the USA, France, or abroad. 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 at the beginning of the contract.