SOW_5_Yr_Web-Based_Media_Services_Subscription_Final.doc

STATEMENT OF WORK

TITLE:

Web-based media services subscription for the U.S. Department of Labor (DOL), Office of Public Affairs (OPA).

BACKGROUND:

The Department of Labor, Office of Public Affairs’ (OPA’s) mission is to plan, develop and distribute information to the media and the public about the Department of Labor’s laws, policies, programs, activities and staff. The primary communication outlets are print and electronic media. In order to accomplish this mission in an era of 24/7 news cycles, OPA must have access to the most complete, accurate and up-to-date information about the mass media (newspapers, radio, television, magazines, Internet news services, blogs, etc.), trade press, foreign language media and other specialized media.

OPA’s National and Regional Office employees use a web-based media services subscription for information to research media organizations, journalists, and their “beats.” This information is used to compile media e-mailing lists for the targeted dissemination of news and information produced by the Secretary of Labor and the agencies of the Department of Labor. The information is also used to determine the most effective way to prepare information/material for presentation to and use by media sources. The media services subscription allows OPA personnel to accurately and efficiently research beat assignments and contact information about the hundreds of journalists who call, write or e-mail the Department each day about issues affecting the Secretary of Labor, DOL agencies and their stakeholders.

SCOPE OF WORK:

The contractor shall provide a web-based solution for an interactive database of media services and shall fulfill the below requirements. The number of OPA database users shall be no more than ten (10) users. OPA users will comply with all terms and conditions of contractor’s software license agreement.

1. UPDATED MEDIA LIST AND PITCHING PROFILES:

· The contractor shall provide an interactive database containing information on approximately 100,000 media outlets and 300,000 reporters, editors, columnists and syndicated writers.

· The contractor shall provide at a minimum weekly updates on information contained within the media services database in order to minimize e-mail bounce backs.

· The interactive database shall include information on the preferred delivery methods of reporters, profiles, contact schedules, and social media influencer rankings.

· Users must be able to search, sort and create groupings and lists from database.

· The database should include information on the social media platforms used by the reporters/media outlets.

2. DATABASE MANAGEMENT:

· All media queries will be linked and searchable by various fields including reporter, outlet, and topic for all U.S. states and territories.

· All data input by DOL (i.e. lists) will remain property of DOL and will be returned if contract is not renewed.

· Additional functionalities include ability to search editorial calendar listings.

3. PERFORMANCE:

· The contractor will meet requirements for uptime of system performance at a minimum of 99.5%.

· The contractor will provide the media services subscription users with prompt and professional troubleshooting and customer service support.

· The contractor shall provide the Contracting Officer’s Representative (COR) with a single section point-of-contact for all contract administration questions and performance related matters.

4. RESULTS TRACKING AND METRICS:

· The contractor will provide tools that will enable the user to provide reports on reach and effectiveness of each media campaign.

· These reports can come in the forms of excel spreadsheets, or pie charts and diagrams that illustrate the reach of each campaign, including how many media outlets covered the announcement, what their circulation is and other related information.

5. TRANSITION/TRAINING CAPACITY:

a. The contractor shall provide an interactive on-line training module to train new users in both the National and Regional OPA Offices. A live in-person trainer shall be provided to conduct initial session(s) and provide ongoing assistance, as needed, throughout the year.

b. The contractor shall provide the COR with a minimum 30-day notification for any significant changes or alterations to the media services subscription, including upgrades, which would require further user training or upgrading of internet service provider (Google Chrome v. Internet Explorer).

PERIOD OF PERFORMANCE:

The period of performance for this requirement is one (1) base year with four (4) option years:

· February 16, 2016 – February 15, 2017 Base Year

· February 16, 2017 – February 15, 2018 1st Option Year

· February 16, 2018 – February 15, 2019 2nd Option Year

· February 16, 2019 – February 15, 2020 3rd Option Year

· February 16, 2020 – February 15, 2021 4th Option Year

PERFORMANCE STANDARDS/TECHNICAL RESPONSIBILITY:

All work performed in this task order shall be performed under the general cognizance of the Contracting Officer’s Representative (COR). The COR shall monitor contractor performance in order to ensure adherence to contract requirements. Questions pertaining to the scope of work covered should be directed to the COR.

INVOICING PROCEDURES:

An original invoice shall be prepared and submitted to the Department of Labor (DOL) by email to:

DOL-NO-DM-OSEC@quickpay.dol.gov

1). Electronic PDF/TIFF Invoice Submittal

In an effort to support the eCommerce initiative and expedite vendor payment processing, the DOL requires invoices to be submitted electronically.

The contractor shall:

a. Address the invoice to the appropriate e-mail address specified above.

b. Submit the invoice via attachment in PDF or TIFF format.

c. Submit only one invoice per electronic submittal.

d. Enter specific information in the subject line of the e-mail in the following format:

<Contractor Name>, DOL Agency, <Contract Number, BPA Call or Order Number>, Invoice Number, <Invoice Amount>

Example: ABC Co, OASAM, DOL00-00-X0000/X0000, Invoice Number AB-1298433, $15,000.00.

e. Submit a copy of the email with the attached invoice to the contracting officer’s representative (COR) at the COR email address specified in the contract.

f. Wait for either a success or failure e-mail response, regarding the invoice e-mail, before sending in another e-mail with the same invoice attachment.

The contractor MUST NOT:

a. Submit an invoice that exceeds the size limit of 16 megabytes (approximately 400-500 pages). However, if the invoice exceeds this limit, a summary invoice attachment of less than 16 megabytes should be e-mailed to the payment e-mail address above; while the detailed invoice, including any supplemental information, shall be sent to the COR or other representative at the address (specified in paragraph 2 below).

b. Submit an invoice that is heavy in shading or color.

1. An e-mailed PDF image cannot have any text that has a background with any color other than white. If the image has a shaded background, it will be converted to black, and the text will be illegible.

2. An emailed TIFF image must be black and white.

c. Submit more than one attachment as subsequent attachments will not be recognized.

d. Submit more than one invoice in a single attachment.

General Information

Payment due dates will be calculated only from the date that invoices are received in the electronic invoicing e-mail box and determined to be proper invoices.

Inquiries regarding invoices should be e-mailed to OPAInvoiceInquiries@dol.gov. The relevant invoice must be attached to the inquiry e-mail and the subject line of the e-mail must state “INQUIRY,” followed by the information described in paragraph 1).d. above.

Example: INQUIRY: <Contractor Name>, DOL Agency, <Contract Number, BPA Call or Order Number>, Invoice Number, <Invoice Amount>

Do NOT use the electronic invoicing e-mail address for inquiries about the invoice.

2). Paper Invoices submitted via fax or U.S. mail Paper invoices should only be faxed or mailed when electronic email cannot be accomplished due to size limitations described above.

When invoices must be faxed due to e-mail size limitations, fax them to: 202-693-4425 When paper invoices must be mailed due to e-mail size limitations, mail them to the following address:

U.S. Department of Labor

Office of the Chief Financial Officer

Division of Client Accounting Services

Room S-5526 200 Constitution Avenue, N.W

Washington, DC 20210