Reporter Database Q and A 2.docx

This document is a Vendor Questions and Answers file for an Illinois Secretary of State media monitoring platform RFQ (Bid 27-350SOS-COMM3-B-53353). The state is requesting an all-inclusive media monitoring and public relations software platform featuring a reporter database with contact information and article history, social listening capabilities, custom press release templates, reporter list management by topic and geographic location, press release distribution with scheduling and Outlook integration, real-time news clip alerts, and comprehensive analytics for open rates and broadcast coverage. The platform must include SOC 2 Type II certification, U.S.-based data residency, and Single Sign-On support. The initial contract term runs from August 22, 2026, to June 30, 2028, with one optional one-year renewal period extending through June 30, 2029, and a maximum total contract duration not to exceed ten years. Quotes are due July 29, 2026, with award based on lowest price from responsive and responsible bidders.

The vendor must provide 5 named user accounts with pricing submitted separately for both the initial term and renewal term in a specified format, with the total contract value being firm. The platform must deliver 24/7 user support and training, maintain detailed documentation regarding AI functionality and data protection protocols, and ensure that internal Secretary of State data files are not shared with the platform or AI systems. Vendors must carry general commercial liability insurance of $1 million per occurrence with $2 million annual aggregate, auto liability insurance of $1 million per occurrence, and worker's compensation insurance as required by law. Prior to contract execution, the vendor must complete a Network Security Assessment and comply with all Illinois Procurement Code requirements, including Standard Illinois Certifications.