EEOS72424_-_Scope_of_Work.pdf

State Controller’s Office RFQ-ITS Number EEOS72424 Standard Agreement, Exhibit A

SCOPE OF WORK

A. Description of Services

The Contractor shall provide the State Controller's Office (SCO) with Media Monitoring and Analysis software-as-a-service (SaaS).

Agreement Term

The term will be for one (1) year with the option to amend add funds as deemed necessary by SCO.

The rates on Exhibit B, Attachment 1, Cost Worksheet will not change as a result of any amendment to this agreement. This agreement may be terminated by SCO with 30 days’ written notice to the Contractor.

Contractors are cautioned that no services will begin until the Agreement has been fully executed. If services are provided prior to agreement approval, and the Agreement for any reason is not approved, all previous services provided by the Contractor is considered donated to SCO and no payment shall be made for that work.

Agreement Amount

The Contractor and SCO Representative listed in Exhibit A, Section D.1 are responsible for monitoring the Agreement cost to ensure it does not exceed the maximum amount of the Agreement without an executed amendment.

B. Contractor Responsibilities

1. The Contractor shall:

a. Provide a cloud-based online platform that allows user written statements to be uploaded and distributed to major California media market (CA) news outlets via press releases:

1) News outlets shall include daily weekly and monthly print, broadcast, and internet outlets.

2) Major CA media markets shall include, but are not limited to, Bakersfield, Chico/Redding, Eureka, Fresno-Visalia, Greater Los Angeles, Medford/Klamath Falls, Monterey-Salinas, Reno, Sacramento-Stockton-Modesto, San Diego, San Francisco-Oakland-San Jose Bay Area, Santa Barbara-San Luis Obispo, and Yuma-El Centro.

i. In addition, the Contractor should include CA news outlets focused on minority communities, including the African American, Hispanic/Latino, and Asian-Pacific Islander communities.

3) Distribute press releases with a word count of up to 600 words.

4) Distribute up to 50 individual press releases during the contract period.

5) Allow the addition of user-provided personalized graphics, logos/seals, banners, and other graphics to all press releases.

6) Provide the option for automated review of press releases prior to distribution for grammatical errors and suggestions for improvement.

7) Allow users to review and modify the distribution list(s) prior to each press release distribution.

8) Provide online platform access for one (1) SCO administrator and up to five (5) additional users.

9) Provide email confirmation of a press release distribution to the SCO Account Administrator.

10) Be able to recall press releases at any time after distribution/publication upon the approval of, or initiation by the SCO Account Administrator.

11) Allow users to schedule the day and time of the distribution of press releases up to two (2) days in advance.

12) Provide analytics and reports of the major CA news outlets and CA minority news outlet engagement with each press release, including performance data and exposure.

13) Recognize and alert the SCO Account Administrator of any potential unauthorized activity by unauthorized users, including but not limited to, the scheduling of press releases.

14) Allow users to upload and schedule press releases both during normal business hours, Monday through Friday, 8:00 a.m. to 5:00 p.m. Pacific Time (PT) and outside of normal business hours, when needed.

i. Outside of normal business hours include weekends and State holidays. State observed holidays may be found at: https://www.calhr.ca.gov/employees/pages/state-holidays.aspx.

15) Must have information security infrastructure and practices, including but not limited to, data protection, network security, user data back-up/recovery, and user account authentication and authorization.

b. Provide a 24/7 customer support service via phone and/or e-mail.

C. SCO Responsibilities

1. SCO shall:

a. Identify an individual who will be the single point of contact for all service inquiries and account administration.

b. Provide the Contractor with a list of authorized users who will have the ability to upload and approve written statements for distribution to news outlets and notify the Contractor of any changes to the user list during the Agreement term.

c. Produce all SCO content to be distributed by the Contractor, including written statements, graphics, logos/seals, and banners.

d. Be the sole owners of any content produced by SCO that is distributed by the Contractor.

e. Provide additional details to the Contractor as requested.

D. Contacts

1. Direct all service inquiries to:

Executive Office Contractor

Name: Name:

Address:

Phone: Phone:

Email: Email:

2. Direct all agreement inquiries to:

Contracts and Procurement Unit Contractor

Name: Name:

Phone: Phone:

Email: Email:

3. Contacts may be changed upon written notice to either party without an agreement amendment.

Standard Agreement, Exhibit B

BUDGET DETAIL AND PAYMENT PROVISIONS

A. Invoicing and Payment

1. For services satisfactorily rendered, and upon receipt and approval of the invoices, SCO agrees to compensate the Contractor for actual expenditures incurred in accordance with the rates quoted.

2. Itemized invoices shall be submitted on Contractor’s letterhead, not more frequently than annually, and include at a minimum:

Agreement Number EEOS72424 Dates of Service Description of Service Provided

If submitting electronically, send one PDF copy to: ADMAP@sco.ca.gov.

If invoices cannot be submitted electronically, please mail one copy to:

State Controller's Office

Departmental Accounting Office P.O. Box 942850

Sacramento, CA 94250-5877

Direct invoice inquiries to: ADMAP@sco.ca.gov.

B. Budget Contingency Clause

1. It is mutually agreed that if the Budget Act of the current year and/or any subsequent years covered under this agreement does not appropriate sufficient funds for the program, this agreement shall be of no further force and effect. In this event, SCO shall have no liability to pay any funds whatsoever to Contractor or to furnish any other considerations under this agreement and Contractor shall not be obligated to perform any provisions of this agreement.

2. If funding for any fiscal year is reduced or deleted by the Budget Act for purposes of this program, SCO shall have the option to either cancel this agreement with no liability occurring to SCO or offer an agreement amendment to Contractor to reflect the reduced amount.

C. Prompt Payment Clause

1. Payment will be made in accordance with, and within the time specified in, Government Code (GC) Chapter 4.5, commencing with Section 927 et seq.

Standard Agreement, Exhibit B, Attachment 1

COST WORKSHEET

The amounts of services listed below are only estimates. SCO does not expressly or by implication agree that any amount of work will be guaranteed and reserves the right to omit portions of the work as may be deemed necessary. However, the actual costs bid below by the Bidder shall be binding by the Contractor for the term of the Agreement. Any amendments to the Agreement will adhere to these amounts.

Cost includes all labor, supplies, equipment, travel, per diem, parking fees, vehicle, taxes, insurance, licenses, permit fees, additional fees, and any other associated cost necessary to provide the contracted services. SCO will not pay for any costs not included in the Total Agreement Amount.

Service Description # of Users Unit Price Total One Year Term to begin upon service activation

Media Monitoring & Analysis Software-as-a- Service

6 Total (1 Account

Administrator + 5 Additional Users)

Total Cost $

Sample Agreement, Exhibit C

GENERAL PROVISION - INFORMATION TECHNOLOGY - GENERAL PROVISIONS CLOUD -

COMPUTING SERVICES

Department of General Services Procurement Division, Information Technology – General Provisions Cloud – Computing Services, DGS PD 402-ITGP (Cloud) (Revised and Effective 2/20/2025) shall be incorporated by reference only and made part of the Agreement as if attached hereto.

Department of General Services Procurement Division, Information Technology – General Provisions Cloud – Computing Services, DGS PD 402-ITGP (Cloud) (Revised and Effective 2/20/2025) can be viewed at:

https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-List-Folder/Required- Language-for-Solicitations-and-Contracts. If you do not have internet, a hard copy may be provided.