Reporter Database Q and A 1.docx

This is a Vendor Question and Answer document for an RFQ issued by the Illinois Secretary of State for a media monitoring platform with reporter database (Bid 27-350SOS-COMM3-B-53353), with quotes due July 29, 2026. The solicitation requests both a price quote and a technical narrative response addressing specific concerns, including artificial intelligence functionality and data protection protocols. The platform must include a reporter database with contact information and article history, social listening capabilities with disableable AI features, custom press release templates, reporter list management by topic and geographic location, press release distribution with scheduling and Outlook integration, analytics for open rates and broadcast coverage, real-time news clip alerts, and customizable clip templates with tagging capabilities. The contract is scheduled to commence August 22, 2026, and run through June 30, 2028, with one optional one-year renewal period extending to June 30, 2029, with a maximum total contract duration not exceeding ten years. Bidders must address narrative questions in sections 1.2.4.6, 1.2.4.7, and 1.2.4.8, with additional Q&A sets to follow as outstanding vendor questions are answered.

The vendor must meet critical security and operational requirements including SOC 2 Type II certification, U.S.-based data residency, and Single Sign-On (SSO) support. The platform must provide 24/7 user support and training, with detailed documentation ensuring internal SOS data files are not shared with the platform or AI systems. The vendor must carry general commercial liability insurance of $1 million per occurrence with $2 million annual aggregate and auto liability insurance of $1 million per occurrence. Award will be made to the responsive and responsible bidder submitting the lowest price, with pricing submitted for both initial and renewal terms in a specified format, representing a firm total contract value. Prior to contract execution, the vendor must complete a Network Security Assessment and comply with all Illinois Procurement Code requirements and Standard Illinois Certifications.