College of DuPage annually contracts out for media monitoring, media database and wire distribution services to help promote news and events on campus and measure the impact of publicity efforts via distributed news To ensure ample coverage and tracking abilities, the College is soliciting proposals for media monitoring, media database and wire distribution for companies able to provide comprehensive service with an easy to use client interface
The College of DuPage is accepting Proposals for Media Monitoring, Database and Press Release Distribution. The RFP documents, the Zoom Meeting Instructions and Dropbox information may be downloaded from the Procurement Services Website at: www.cod.edu/about/purchasing/requests/ by clicking on the link for this RFP and following the instructions. Responses are due electronically through Dropbox to Procurement Services no later than 11:00 a.m. Central Time, Thursday, March 25, 2021 at which time the Respondents names will be read publicly via Zoom. A pre-proposal conference is scheduled via Zoom for Wednesday, March 10, 2021 at 11:00 a.m. The pre-proposal conference is not mandatory, but highly recommended. The College of DuPage is committed to the economic development of disadvantaged business enterprises; qualified Minority, Women, and Persons with Disabilities Owned Businesses are highly encouraged to participate. College of DuPage Board of Trustees Reserves the right to reject any and/or all responses. This invitation is issued in the name of the Board of Trustees of College of DuPage, Community College District 502, Glen Ellyn, Illinois
Scope of Work:
The selected Proposer vendor will provide unlimited searches based on specified keywords or other parameters for media monitoring. This includes access to small and large local community papers, national/international papers, other hard copy/online publications/periodicals, TV, radio, social media sites (i.e. blogs, Twitter, Facebook, YouTube, etc.). Required Services:
1. Easy-to-use client interface
2. Ability to monitor all media content, including social media and trade publications
3. Ability to generate reports in Excel and PDF format
4. Ability to calculate ad value
5. Ability to track traffic back to cod.edu from various news hits
6. Ability to build and maintain media distribution lists based on keyword and publication searches
7. Access must be available for four unique users.
8. Distribution of 20 releases to the Illinois wire and five to the national wire, including one basic photo and College logo each.
9. Ability to distribute news releases to saved media lists directly through vendor’s dashboard/portal.
10. Initial system training, including set up of user interface/dashboard and continued access to training as needed.
3.3 TERM OF SERVICE The College anticipates engaging in a one (1) year contract (12months) with an option to renew the contract for four (4) one (1) year extensions.
4.0 PROPOSAL SUBMISSION AND EVALUATION 2021-R0021 Media Monitoring, Database and Press Release Distribution
4.1. PROPOSAL CONTENT AND FORMAT The sections in the proposal should be tabbed or clearly labeled in the order shown below:
Tab 1: Transmittal Letter and Required forms- Complete Include the following: Transmittal Letter – signed by an individual authorized to legally bind the Respondent.
a. Documentation needing initialing per Section 2.0 Instructions to Respondents
b. Section 6.0 Certifications
c. Section 7.0 Signature Page
d. Section 8.0 Conflict of Interest Disclosure and Non-Collusion Form
e. Any issued addenda, signed (if applicable)
Tab 2: Company Profile and Qualifications Provide a brief statement of qualifications including the following information:
a. Name of company, primary contact person, address, email address, and telephone and fax number of the firm.
b. Provide a brief statement/summary of qualifications and experience with colleges, universities and/or other agencies and clients.
i. Location of company headquarters and the location of the site, which would service the College.
ii. Number of years the firm has been licensed to do business.
iii. Number of years your firm has been providing the requested services and How long has your company been selling & supporting the proposed solution.
iv. How many similarly sized or larger higher education clients (20,000 + students) do you have utilizing the proposed service. What percentage of your customer base is higher education?
c. Describe the overall organization of the Proposer’s proposed project implementation team and management reporting structure and provide a staffing chart.
d. Identify and provide biographies of key personal who will assigned to this project. If work requires the use of subcontractors, so indicate.
Tab 3: Proposed Approach and Timeline Provide a descriptive narrative of your firm’s proposed approach to successfully provide services; include following:
a. Describe your firm’s ability to monitor all media content and service requirements per section 3.2.B.
b. Demonstrate qualifications by including an online portfolio.
c. Verifiable evidence-based past performance indicators for the elements of your proposed approach
d. Performance metrics and measurement plan to be used for your approach. Your plan to provide administrative oversight of the services and your plan to provide communication interface with the College.
e. Procedures regarding documentation and record keeping.
Media PR & IR firms include Lippert Heilshorn and Rubenstein PR.
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