RFQ 651 Administrative Document - News Release and Media Monitoring Services.docx

Department of Administration, Division of Purchasing Idaho Department of Commerce

RFQ 651

News Release & Media Monitoring Services

Purpose The Department of Commerce through the Idaho Division of Purchasing is requesting quotes for News Release and Media Monitoring Services.

Commerce is the lead economic development agency for the state of Idaho. The mission of Commerce is to create jobs, strengthen communities and market the state of Idaho through business attraction and expansion, tourism and recreation and creating partnerships between the private sector and universities through innovation programs.

Commerce requires a robust press release distribution system to send out important, time-sensitive information to media contacts throughout the state of Idaho. Additionally, Commerce requires a news wire system that will post releases to the national news wire and will create national coverage of the state of Idaho. Commerce uses media monitoring to keep abreast of news coverage relating directly or indirectly to Commerce’s mission. To meet this need Commerce is seeking to establish a Contract for the provision of full-service daily news summaries and media monitoring support. The media monitoring tools will be used to manage news clippings, search and analyze news about Idaho and to distribute press releases.

Time lines Quotes due by the date and time shown in IPRO by LUMA.

Scope of Work See Exhibit A

Billing Procedure Contractor must, for work performed, invoice semi-annually, beginning at the start of the Contract term followed by invoicing every sixth (6th) month thereafter. Invoices must be submitted on or before the fifteenth (15th) day of the month.

The Contractor must provide the following information with each invoice (any invoices submitted without the below-listed information will be rejected until a corrected invoice is submitted):

1 IPRO contract number;

Invoices must be submitted electronically (Microsoft Office products preferred) to:

Grants & Contracts Manager at grants@commerce.idaho.gov

Pricing

1.1 Prices bid must remain firm and fixed for the initial one (1) Contract term. A price adjustment of no more than three percent (3%) may be allowed on an annual basis after the initial term is over on a mutual agreement between both parties.

1.1.1 The Contractor must submit any price adjustment requests to the Division of Purchasing (DOP) no later than ninety (90) calendar days prior to the anniversary date of the contract.

1.1.2 All price adjustment requests are subject to approval by the DOP. The DOP reserves the right to require supporting documentation for any adjustments.

5.1.2 Bidder must define and note in Attachment 1 – Bid Schedule any user quantity limits (if they exist) and pricing for user access beyond the requirements defined in Exhibit A – Scope of Work, Section 10.

Performance Metrics The Idaho Department of Commerce will begin performing an assessment of the Contractor’s performance no later than thirty (30) calendar days after the effective date of the contract. A representative of the Department of Commerce will, on an ongoing basis, track the metrics and the Contractor’s level of performance as it pertains to the Performance Metrics listed below.

1.2 Metric Description: The Contractor shall provide all services in accordance with the requirements of Administrative Document Exhibit A - Scope of Work.

Required Level of Expectation: 100% compliance

Method of Monitoring: Review of annual invoices and input from the Department of Commerce users.

Strategy for Correcting Non-Compliance: Commerce will document deficiencies and notify the Contractor in writing if the Contractor does not meet the Required Level of Expectation. Commerce may meet with the Contractor to discuss the issues and potential resolutions including, but not limited to requiring the Contractor to submit a written response to a performance monitoring findings report identifying how the Contractor will make corrections. In such cases, the Contractor shall have ten (10) business days after notification to submit a written response to Commerce identifying how the Contractor will make corrections. Continued non-compliance may result in Commerce invoking remedies outlined in Appendix A - Terms and Conditions, up to and including termination of the Contract.

1.3 Metric Description: The Contractor shall provide technical support in accordance with Exhibit A – Scope of Work, section 13. Technical issues must be resolved to the satisfaction of the Department of Commerce users within twenty-four (24) hours of users notifying Contractor of such.

Required Level of Expectation: 100% compliance

Method of Monitoring: Input from Department of Commerce users.

Strategy for Correcting Non-Compliance: Commerce will document deficiencies and notify the Contractor in writing if the Contractor does not meet the Required Level of Expectation. Commerce may meet with the Contractor to discuss the issues and potential resolutions including, but not limited to requiring the Contractor to submit a written response to a performance monitoring findings report identifying how the Contractor will make corrections. In such cases, the Contractor shall have ten (10) business days after notification to submit a written response to Commerce identifying how the Contractor will make corrections. Continued non-compliance may result in Commerce invoking remedies outlined in Appendix A - Terms and Conditions, up to and including termination of the Contract.

1.4 Metric Description: The Contractor shall provide training to the Department of Commerce users on any updates in or changes to the web-based database’s functionality within one (1) week of the updates or changes becoming effective.

Required Level of Expectation: 100% compliance

Method of Monitoring: Input from Department of Commerce users.

Strategy for Correcting Non-Compliance: Commerce will document deficiencies and notify the Contractor in writing if the Contractor does not meet the Required Level of Expectation. Commerce may meet with the Contractor to discuss the issues and potential resolutions including, but not limited to requiring the Contractor to submit a written response to a performance monitoring findings report identifying how the Contractor will make corrections. In such cases, the Contractor shall have ten (10) business days after notification to submit a written response to Commerce identifying how the Contractor will make corrections. Continued non-compliance may result in Commerce invoking remedies outlined in Appendix A - Terms and Conditions, up to and including termination of the Contract.

1.5 Metric Description: The Contractor’s web-based database must not be down (down means not available to Commerce for its use, either partially or entirely) between the hours of 7:00 a.m.to 5:00 p.m. Mountain Standard Time for more than a total of four (4) hours per month.

Required Level of Expectation: 100% compliance with the requirements of section 5 of Appendix A –Terms and Conditions

Method of Monitoring: Input from Department of Commerce staff; review of the report required in section 5 of Appendix A –Terms and Conditions.

Strategy for Correcting Non-Compliance: Commerce will document deficiencies and notify the Contractor in writing if the Contractor does not meet the Required Level of Expectation. Commerce may meet with the Contractor to discuss the issues and potential resolutions including, but not limited to requiring the Contractor to submit a written response to a performance monitoring findings report identifying how the Contractor will make corrections. In such cases, the Contractor shall have ten (10) business days after notification to submit a written response to Commerce identifying how the Contractor will make corrections. Continued non-compliance may result in Commerce invoking remedies outlined in Appendix A - Terms and Conditions, up to and including termination of the Contract.

Award Basis and Term Award will be made to the responsive responsible vendor with the lowest Total Cost, as provided on Attachment 1 - Bid Schedule.

7.1 The term of the resulting contract will be one (1) year, with four (4) optional renewals of one (1) year each, upon mutual agreement of the parties.

7.1.1 There is no guarantee that any renewal term will be exercised.

7.1.2 Two (2) renewals and extensions can be for periods shorter than one (1) year. In such a case, the annual cost must be prorated to the period of renewal or extension.

Response Enter your Total Cost on Attachment 1 – Bid Schedule and submit your quote via IPRO (IPRO LOGIN) so that it is received by the Idaho Division of Purchasing prior to the deadline established in IPRO powered by LUMA.

Quotes submitted by any means other than IPRO must be accompanied by a signed State of Idaho Signature Page.

Quotes must include all Required Submittal Items (See below).

If submitting via IPRO enter your Total Cost on Attachment 1 – Bid Schedule and in IPRO, and UPLOAD all Required Submittal Items.

Exhibit A – Scope of Work Attachment 1 – Bid Schedule Appendix A – Terms and Conditions Appendix B – Insurance Requirements State of Idaho Signature Page

Attachment 1 – Bid Schedule State of Idaho Signature Page

Exhibit A – Scope of Work

RFQ 651

News Releases & Media Monitoring Services Requirements The Division of Purchasing on behalf of the Idaho Department of Commerce is seeking a press release distribution and media monitoring service solution (web-based database) that must meet the following requirements:

1. The Contractor must provide access to a web-based database of media contacts that must include, but not be limited to, journalists, editors and reporters and must include the names, title, phone numbers and email addresses.

2. The Contractor must provide the functionality within the web-based database so that Commerce can enter and manage media contact information and develop custom distribution lists.

3. The Contractor must provide Commerce the functionality within its web-based database to distribute press releases to lists of media contacts as well as on the national news wire on a daily basis by email.

4. The Contractor must provide access within its web-based database to editorial calendars or be able to illustrate an alternative way to cultivate relationships with local, regional, national and international journalists.

5. The Contractor must provide news clips via email that must include English content about Idaho from local, regional, national and international sources including, but not limited to, print media (e.g. newspapers, magazines, trade journals), internet sites and blogs (e.g. message boards, forums, blogs), social media (e.g. Facebook, X [formally Twitter], YouTube), and broadcast news (e.g. radio and television).

6. The Contractor’s web-based database must be searchable for current news clips and archived news clips utilizing keywords and must be exportable to PDF.

7. The Contractor’s web-based database must provide the functionality so that users can set up parameters for news clips that includes but is not limited to any combination of key word searches, date, time, source, topic, industry, geography, publication, journalist and editor.

8. The Contractor’s web-based database must provide aggregate updates of daily news clips that can be customized by each user to the user’s preferences that includes search functionality by customized keyword list and advanced search tools including, but not limited to, proximity, Boolean and deduplication.

9. The Contractor’s web-based database must provide the functionality to track media performance metrics including, but not limited to, media exposure, impressions, reach and share of voice.

10. The Contractor must provide access to its web-based database for a minimum of three (3) users, with the option of two (2) additional users in the future. The contractor must provide any such increase in users at no additional cost.

10.1 Contractor must provide user access as individual username/password.

11. The Contractor must provide technical training for each user of its web-based database, how to access the information included in the scope and covering the web-based database’s features and functionality.

11.1. Technical training may be provided in-person, via webinar or via other online training. For the three (3) users the Contractor can provide a single training. If users over and above the three (3) users are added, the Contractor must provide training when they are added up to a possible two (2) additional training courses at no additional cost.

12. The Contractor must provide training via webinar at no charge, to users on any updates or changes to the web-based database’s functionality within one (1) week of the updates or changes becoming effective.

13. The Contractor must provide technical support Monday through Friday, 8:00 A.M. to 5:00 P.M. Mountain Standard Time, except for state holidays (https://idaho.gov/government/state-holidays/). Technical issues must be resolved to the satisfaction of users within twenty-four (24) hours of users notifying Contractor of such.

Attachment 1 – Bid Schedule – Attached Separately in IPRO

News Releases and Media Monitoring Services

Appendix A – Terms and Conditions – Attached Separately in IPRO

Appendix B – Insurance Requirements – Attached Separately in IPRO