SOURCES SOUGHT NOTICE CG912 Media Support Services_FINAL_05.21.25.pdf

SOURCES SOUGHT NOTICE

Document Type: Sources Sought Notice Notice Number: C G S S 2 5 - 9 1 2 4 1 - 0 0 1

Title: Media Monitoring and Journalist Database/Outreach Software Support Services NAICS Code: 513210 - Software Publishers Contracting Office Address: United States Coast Guard (USCG) Headquarters, 2703 Martin Luther King Jr. Avenue, SE, Washington, DC 20032

Response due: 12:00 noon eastern standard time, Wednesday, May 28, 2025.

This is a Sources Sought notice ONLY. Requests for copies of a solicitation will not receive a response.

This notice is for planning purposes only and is not a Request for Proposal (RFP) or Request for Quotation (RFQ) or an obligation on the part of the USCG or conducting a follow-on acquisition.

USCG does not intend to award a contract on the basis of this notice or otherwise pay for the information requested. This request for information does not commit the Government to contract for any supply or service whatsoever. The Government is not requesting proposals and will not accept unsolicited proposals in response to the notice. The notice respondents are advised that all costs associated with responding to this notice will be solely at the respondents’ expense; the Government will not pay for any information or administrative costs incurred in response to this notice. Contractors will not be precluded from participation in any future RFP for opting not to respond to this notice.

NO SOLICITATION DOCUMENTS EXIST AT THIS TIME.

BACKGROUND

The U.S. Coast Guard Office of Public Affairs (CG-0922) requires global Media Monitoring and Journalist Database/Outreach software as a service (SaaS) to access the most relevant news impacting the Coast Guard receive the right data, with the right context, at the right time to inform impactful earned media communication strategies that shape and inform the Coast Guard brand. The U.S. Coast Guard Office of Public Affair requires the software as a service to provide global media monitoring across print, broadcast, radio, and digital media outlets with the ability to create custom dashboards and clip distribution. Additionally, requires a global journalist database to quickly identify relevant reporters discussing Coast Guard issues with the ability to create tailored pitches and distribution lists.

SPECIFIC REQUIREMENTS/TASKS

The U.S. Coast Guard Office of Public Affairs (CG-0922) requires a web-based global media monitoring service that includes a journalist database and the ability to craft custom reporter outreach distribution lists and analyze and track outreach. This media monitoring software must be available around the clock and include access to dedicated technical support except during Government emergencies, including natural disasters and acts of terrorism. This software will be used to promote the USCG brand by engaging and educating journalists about the organization while monitoring for USCG mentions across the earned media ecosystem.

1. Must provide global media monitoring across at least 150 countries and 60 languages.

2. Must allow access to pay-walled content from major publications such as the New York Times, Washington Post, etc.

3. Must have the ability to track and analyze unlimited keyword mention streams.

4. Must provide media monitoring, media relations team workflow, and journalist database functionality within one platform/logon.

5. Must produce a generated media monitoring report and/or dashboard that includes all the information from the multiple media outlets without the need to run various reports for each type of media and easily and quickly export to Excel, Word, PowerPoint or another commonly used platform. This report must allow users to view coverage in a single report for print, broadcast, and web media in a single report.

6. Must include access to global journalist profiles and the ability to craft targeted and tailored journalist distribution lists with the ability to measure open rates and click through rates as well as a function that recommends journalists based on topic areas. Journalists must have the ability to update their profiles.

7. Must have a function to log outreach and replies to journalists in the journalist database platform and have a collaborative function where users can see each other’s activity with a specific journalist.

8. Must have the ability to track the workflow of the media relations team, integrate with the media relations email account, assign media team members in the workflow, prioritize requests, and identify the type of media inquiry.

9. Must provide a customizable news clip email based on an unlimited number of keyword searches with the ability to distribute at least daily to an unlimited number of email recipients.

10. Must provide the ability to embed broadcast clips within the news clip email, with broadcast clips accessible to anyone who receives the news clip email.

11. Must provide an email to users when a spike in media coverage is detected.

12. Vendor must provide unlimited virtual training/onboarding for USCG users on how to best utilize the web-based tool.

13. Customer support must be available 24x7 via some form of chat, email, except during Government emergencies, including natural disasters and acts of terrorism.

2.1 TASK ONE. Pre-Implementation

2.1.1 Meet with the client to understand their PR goals, key performance indicators (KPIs), and how they plan to use the software.

2.1.2 Identify the team members who will be using the software and their roles.

2.1.3 Determine the scope of the subscription (e.g., number of users, geographical coverage, type of media coverage).

2.2 TASK TWO. Account Setup

2.2.1 Create Account

• Set up the software accounts for the client.

• Enter all relevant client details (e.g., company name, industry, location, etc.).

• Provide the client with login credentials and guide them on how to access their account

2.2.2 Add Users and Set Permissions

• Add the relevant team members to the service’s account.

• Set up user roles and permissions based on team structure (e.g., admin, user, analyst).

2.2.3 Integrate Client’s Communication Tools

• Ensure the service integrates with the client’s existing communication tools (e.g., email, CRM systems).

• Set up email alerts for media mentions, journalist outreach, and PR activities.

2.3 TASK THREE. Configuration and Customization

2.3.1 Customize Media Lists

• Work with the client to create custom media lists relevant to their industry, target audience, and PR strategy.

• Use the service’s database to identify journalists, bloggers, and influencers that align with the client’s needs.

• Filter by criteria such as location, beat, and publication.

2.3.2 Set Up Press Release Distribution

• Configure press release distribution settings (e.g., distribution channels, journalist targeting).

• Ensure the press release formatting and messaging is aligned with the client’s brand guidelines.

2.3.3 Configure Monitoring & Alerts

• Set up media monitoring for client-relevant keywords, industry news, and competitor mentions.

• Create automated email alerts to keep the client informed of real-time media coverage and press releases.

2.4 TASK FOUR. Training

2.4.1 Organize at least 2 training sessions for each vendor identified training module with the client’s team on how to use the software effectively.

Cover the following topics:

• Media list management

• Press release distribution

• Monitoring media mentions

• Generating reports Provide user guides and training materials for future reference.

Interested parties shall describe the capabilities of their organization as it relates to the services described above. USCG anticipates issuing a RFQ in the fourth quarter of FY2025.

USCG is seeking responses from all responsible sources, including large and small businesses. The small business size standard associated with the NAICS code for this effort, 513210, is $7.5 million.

After results of this market research are obtained and analyzed, USCG may conduct a competitive procurement and subsequently award a contract. Companies that can provide such services are requested to email a written response describing their abilities to pamela.burch@uscg.mil (Contract Specialist, KS), and keisha.m.pullen@uscg.mil (Contracting Officer, KO) no later than the response date for this sources sought notice.

The following information is requested to be provided as part of the response to this sources sought notice:

• Name, Address, Unique Entity ID number, CAGE code, and point of contact information of your company.

• Company’s size classification and socio-economic status

• Any information on the company’s small business certifications, if applicable.

• Description of your company’s capabilities as they relate to the services described in this notice

• Describe your company’s process for managing a large ordering vehicle?

• How does your company price these types services?

• A description of your company’s previous experience providing the services described in this notice.

• Indication of whether the services described in this notice are currently offered via your company’s GSA Federal Supply Schedule (FSS) contracts, Government-wide Acquisition Contracts (GWACs), or other existing Government-wide contract vehicles; and, if so, the contract number(s) for those vehicles.

• Any other relevant information that is not listed above which the Government should consider in finalizing its market research.

mailto:pamela.burch@uscg.mil mailto:keisha.m.pullen@uscg.mil