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Bid Request for On-Line Media Monitoring Service

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Bid Request for On-Line Media Monitoring Service BID REQUEST FOR ON-LINE MEDIA MONITORING SERVICE SOLICITATION NO. T00R7402989 Issue Date: 6/28/2017 The Maryland Department of Commerce, Division of Tourism, Film and the Arts (TFA) is seeking a media monitoring service that will capture feature stories related to travel to Maryland for leisure travel, recreational pursuits and participation in special events that appear online and broadcast media. Additionally, TFA seeks to capture articles produced mentioning the business of tourism, of film making and of the arts in Maryland, as promoted via the activities of the Division’s units as detailed below. Monitoring and Evaluation Service of On-line Media Mentions: 1. Capture all on-line media mentions from U.S. and Canadian websites that: a. Mention the business of tourism, film, and arts in Maryland b. Feature travel to any destination within Maryland c. Mention film projects in Maryland d. Feature cultural activity in Maryland in conjunction with travel. 2. All articles must be assigned an advertising value and publication circulation for purposes of determining return on investment (ROI). 3. Monthly reporting and analysis capabilities must be available. 4. Vendor software must feature: i. Storage and viewing of clips for one minimum of year. ii. Listing of clips: Must include article title, media source type, date of publication, ad value, circulation, and media source location (city, state) 1 iii. Software tools must allow for easy compiling and exporting of all clip information mentioned above (ii) onto compatible MS Excel spreadsheets. 5. Monthly report summary must be available electronically. Reports must include listing which includes media source, article title, date of publication and ad value. (Information must be available and will be used for accounting and auditing purposes.) 6. Service will capture only online articles. Search Capabilities: 1. Searches shall include the following key words, phrases or ideas only as they relate to tourism, film and the arts in Maryland: a. References to the Maryland Department of Commerce in relation to the Maryland Division of Tourism, Film and the Arts, Maryland Office of Tourism, Maryland Office of Tourism Development, Maryland State Arts Council, and Maryland Film Office. b. Articles that mention film, arts and Maryland Green Travel Program must include specific search terms: i. Jack Gerbes and/or Maryland Film Office or State Film Office ii. Maryland State Arts Council, MSAC or State Arts Council iii. Maryland Green Travel and Catherine Batavick c. Travel references to cities with a Maryland dateline, including but not limited to Annapolis, Baltimore, Cambridge, Easton, Frederick, Hagerstown, and Ocean City d. Maryland counties, including Allegany, Anne Arundel, Baltimore City, Baltimore County, Calvert, Caroline, Carroll, Cecil, Charles, Dorchester, Frederick, Garrett, Harford, Howard, Kent, Montgomery, Prince George’s, Queen Anne’s, St. Mary’s, Somerset, Talbot, Washington, Wicomico and Worcester e. Maryland regions, including Western Maryland, Southern Maryland, Central Maryland, Capital Region and Eastern Shore f. Towns/regional destination encompassing more than one postal code or town: Deep Creek Lake, Kent Narrows, Susquehanna Flats, Smith Island, C&O Canal, Chesapeake Bay, National Harbor g. Maryland-produced map/guide products, including: Scenic Byways, Civil War Trails, John Wilkes Booth, Underground Railroad Network to Freedom, Harriet Tubman, Antietam Campaign, Star-Spangled Banner Trail, Gettysburg: Invasion & Retreat, Attack on Washington, Chesapeake Bay Gateways, War of 1812, Destination Maryland, Calendar of Events, Maryland Golf 2 Guide, Charms of the Chesapeake, Maryland’s African-American Heritage Guide, The Maryland Field Trip and Teacher’s Guide h. Recreational/outdoor activities in Maryland including: paddle sports , fishing & boating, hiking, biking, trails, bird watching, nature observing, camping & cabins, hunting& shooting sports, and state & national parks i. CRUSA (Capital Region USA, a partnership between Maryland, DC and Virginia) j. Upcoming anniversaries to be identified in keywords k. Group/Bus Tours; stories about tours, not advertisements for trips l. The business and industry of tourism-economic impacts and effects including annual report release and economic impact studies and releases m. Museums n. Attractions o. Hotels, motels, bed and breakfast inns, resorts p. Campgrounds q. Restaurants r. BWI Airport s. Maryland Welcome and Visitor Centers t. Executive staff and public relations contacts quoted or referenced: i. Liz Fitzsimmons ii. Jack Gerbes iii. Director of Arts Council (TBD) iv. Diana Chen v. Marci Ross vi. Anne Kyle vii. Manager of Visitor Services (TBD) viii. Brian Lawrence ix. Leslie Troy x. Connie Yingling xi. Rich Gilbert xii. Catherine Batavick u. Arts and Entertainment Districts (A&E) v. Maryland Folklife Traditions Festival w. Individual Artists Awards x. Maryland Poet Laurite y. Maryland Arts Council Economic Impact Report z. Maryland Arts Council Strategic Plan 2. Articles shall not include the following: a. Mere mentions of Maryland that are not related to tourism, film and the arts. 3 b. Calendar or movie listings dates from daily and trade publications c. Conference listings from trade publications d. Appointments to local committees, associations or organizations (i.e. John Smith was appointed to the board of the of the local museum, or art council or Producers Club) e. Day trips sponsored by such small organizations as libraries, church groups, historical societies and the like f. Discounted packages offered by Maryland tourism industry (i.e. buy two nights, get one night free) g. Mere mentions of Maryland in stories about restaurant or hotel chains h. Mere mentions of hotels or sites in conjunction with meetings, seminars or conventions they are hosting i. Mere mentions of Maryland as a convention destination when there’s no story attached j. Advertisements/advertorials k. Consumer generated posting on sites such as Trip Advisor, Facebook, YouTube, Twitter, Yelp etc. l. Election related items for Maryland politicians m. Traffic or weather related items Qualifications and References 1. Company must have a minimum of two (2) years of experience. 2. Three references requested; at least one of which is in the tourism industry. Administration 1. On-line or telephone training must be available 2. Help desk capabilities must be available 3. For online monitoring and maintenance, multiple users must have access. 4. Monthly payment system required 5. The terms of this contact are valid for three years following award of contract 6. Terms of contract cannot be changed during the contract period. BID Submission: Bids must be received by Tuesday, July 18, 2017 by 12:00 p.m. Please mail all bids to: Maryland Department of Commerce World Trade Center, 401 E. Pratt Street, Room 1013 Baltimore, MD 21202 Attention: Brenda Lee, Procurement Officer 4 All bids must be completed on Price Bid Form (Attachment A) Mandatory forms to be submitted: Bid Form (Attachment A) References (3) Failure to submit the above-named submission may cause the Bidder to be deemed non-responsive. Basis for Award: The Contract shall be awarded to the Contractor who submits the lowest responsive and responsible bid based upon the above referenced scope of work with no exceptions. Contact Information Brenda Lee Procurement Coordinator Maryland Department of Commerce 401 E. Pratt Street, 10th Floor Baltimore, MD 21202 Telephone No. (410) 767-2345 Fax No. (410) 767-2216 Email address: [email protected] 5 ATTACHMENT A – PRICE BID FORM The Bid shall contain all price information in the format specified on these pages. Complete the Bid Form only as provided in the Bid Pricing Instructions. Do not amend, alter or leave blank any items on the Bid Form. Failure to adhere to any of these instructions may result in the bid being determined non-responsive and rejected by the Department. Pricing is for three years Online Media Monitoring Service agreement commencing on or about August 1, 2017 and ending on July 31, 2020. All price quotes are binding and the Online Media Monitoring Service may not exceed this pricing each year for each of the three years. Maryland Office of Tourism, Film and the Arts Online Media Monitoring Service Year One UNIT COST Monthly Cost Total Annual Cost On-Line Monthly Service Charge (monitoring fee) Charge Per Paper Clip Measurement Service Charge (Monthly report) Web Clip Rate Electronic Clip Rate (monitoring) Reports and Analysis Copyright Charge Staff Training TOTAL ESTIMATED USAGE Television (On-Air and Cable) and Radio Monthly Service Charge Average 150 Clip (print/radio/internet/television) Per Month Monthly Measurement Service Charge Ad Equivalency Charge Per Clip (print) avg. 100 Ad Equivalency Charge Per Clip (internet/tv/radio) avg. 100 Reports and Analysis Broadcast clip rate Staff Training Copyright Charge TOTAL ESTIMATED USAGE TOTAL COST FOR YEAR ONE $ 6 Maryland Office of Tourism, Film and the Arts Online Media Monitoring Service Please outline your costs to provide the services requested: Year Two UNIT COST Monthly Cost Total Annual Cost On-Line Monthly Service Charge (monitoring fee) Charge Per Paper Clip Measurement Service Charge (Monthly report) Web Clip Rate Electronic Clip Rate (monitoring) Reports and Analysis Copyright Charge Staff Training TOTAL ESTIMATED USAGE Television (On-Air and Cable) and Radio Monthly Service Charge Average 150 Clip (print/radio/internet/television) Per Month Monthly Measurement Service
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