Statement of Work_Media Monitoring.pdf

Statement of Work Template

OFFICE OF INSPECTOR GENERAL

DEPARTMENT OF VETERANS AFFAIRS

Title & Scope

The VA OIG has a requirement for a traditional and social media monitoring service to accurately track the impact and reach of the organization’s work products. The service will also provide access to a journalist database to increase the public affairs staff ability to reach reporters with targeted messaging.

The anticipated Period of Performance for this action is twelve (12) months.

Background Currently the VA OIG does not have access to a media contacts database. Obtaining access to a database will provide detailed information about reporters, including what topic they cover related to VA and veterans issues as well as their contact information. In addition, the service will also track traditional and social media coverage and develop impact reports. The VA OIG does not currently have a media tracking capability.

Objectives The VA OIG is seeking to increase brand awareness and coverage of all work products, including reports, investigative updates, fraud and crime alerts, press releases, and special announcements.

Requirements

The contract will provide:

• Media Outreach and Monitoring o Access to domestic media contacts and outlets and distribution tools.

Media contacts must be updated by the vendor regularly.

Unlimited list building and storage of media lists.

Email distribution to media lists and individual contacts o Access to online monitoring coverage of traditional media. Access to unlimited coverage.

o Reporting function that includes analytics.

o Solution must include a dashboard.

o Ability to save searches and generate dashboard reports with customizable analytics.

o Ability to do a historical search for media coverage for up to two years.

o Ability to conduct ad-hoc queries and the ability to save searches with an unlimited number of tags.

o Ability to set up alerts based on industry trends and keywords o Ability to export briefings, graphs, charts, etc. to PDF and other formats as required.

o Ability to develop customized newsletter for internal external stakeholders

• Access to unlimited podcast monitoring clips

Statement of Work VA Office of Inspector General

• Access to unlimited domestic broadcast monitoring clips

• Access to unlimited monitoring of print coverage including newspapers, magazines, trade/business journals, and newsletters.

• Unlimited social listening reporting across multiple platforms, including LinkedIn, Instagram, Twitter, Facebook, and YouTube.

• Access for three users

• Training session for three team members.

Contract Type Fixed Price.

Administration The resulting order will be administered by the VA OIG

Place of Performance Specify whether work is to be performed at the contractor site or at a Government Site.

Period of Performance 365 days

Deliverables/Delivery Schedule Describe precisely the items to be delivered. For services, this may include deliverables both during the period of performance and at completion of the delivery order. Describe the schedule either in terms of calendar days from the date of delivery order award or in calendar days when other projects or program elements are dependent on the delivery (e.g., 10 calendar days after security plan is approved).

SOW

REQUIREMENT #

DELIVERABLE TITLE #CALENDAR

DAYS AFTER

AWARD (OR

VA Office of Inspector General

DELIVERY

DATE)

Access Media and Social Media monitoring 15 calendar days after award

Access to media/journalist database 15 calendar days after award

Training 15 calendar days after award

Security Not applicable.

Government Furnished Equipment (GFE)/ Government Furnished Information (GFI)

Packaging, Packing, and Shipping Instructions

Inspection and Acceptance Criteria

VA Office of Inspector General

Accounting and Appropriation Data and Invoicing Funds are available for this delivery order or will become available prior to award.

Other Pertinent Information or Special Considerations

Post-Award Administration Effective monitoring ensures the media monitoring service meets requirements, delivers timely insights, and maintains quality throughout the contract period. Oversight should be structured, consistent, and documented. Key approaches include:

• Regular Review of Deliverables: Daily or weekly verification that monitoring reports, alerts, or summaries are delivered on time. Spot checks for accuracy, completeness, and alignment with defined search terms, sources, and topics.

• Quality Assurance Checks: Review a sample of monitored content for relevancy and accuracy.

Confirm that media coverage is categorized correctly (e.g., sentiment, topic area, outlet type).

Evaluate whether analysis or insights are actionable and meet the required level of detail.

• Performance Metrics: Timeliness of reports or alerts. Accuracy rate of captured media mentions.

Responsiveness to ad hoc requests. System uptime or platform reliability if the service includes a dashboard or portal.

• Communication and Feedback: Routine check‑ins to discuss issues, improvements, or evolving needs.

Documenting contractor responses to feedback and tracking improvements over time.

Evaluation Criteria

1. Performance

2. Technical Solution/Management Approach

3. Quality Assurance

4. Cost/Price/Best Value