SOLICITATION NOTICE
R -- Media Clipping Services
- Notice Date
- 6/13/2005
- Notice Type
- Solicitation Notice
- NAICS
- 519190
— All Other Information Services
- Contracting Office
- DHS - Emergency Preparedness and Response, Federal Emergency Management Agency, Flood, Fire and Mitigation Branch, 500 C Street, S.W., Room 350, Washington, DC, 20472
- ZIP Code
- 20472
- Solicitation Number
- HSFEHQ-05-R-0031
- Response Due
- 7/8/2005
- Archive Date
- 7/23/2005
- Description
- STATEMENT OF WORK Media Monitoring, Clipping and Analysis Services I. BACKGROUND The Federal Emergency Management Agency?s Office of Public Affairs (OPA) is responsible for the effective dissemination of accurate information to the public concerning FEMA?s programs, missions and goals for emergency management. The Office provides primary support to the Under Secretary of Homeland Security for Emergency Preparedness and Response, with lead responsibility for the communication of agency goals, objectives and accomplishments. In addition, the Office is responsible for the preparation and distribution of critical response and recovery information to state and local officials, agency stakeholders, and the general public. Because of the high profile nature of FEMA?s mission, emergency management-related stories remain prominently featured by media outlets. The Under Secretary of Homeland Security for Emergency Preparedness and Response, senior FEMA officials, and program managers need to be kept abreast of news coverage relating directly or indirectly to the mission and operations of FEMA as they relate to major disaster declarations, legislative activity and the operations of/about the agency. They must remain current of issues that could impact FEMA in the future as well as those issues currently being reported. To meet this need, FEMA?s Office of Public Affairs is seeking a contractor to provide full-service clipping and media monitoring support. II. SUMMARY OF SUPPORT REQUIRED FEMA?s Office of Public Affairs is responsible for ensuring agency management has access to timely and relevant information presented in an orderly format required for expeditious review, analysis and response by senior FEMA officials. The Office of Public Affairs requires a professional company able to compile, evaluate, and analyze stories related to the agency and reported by different media outlets, including those currently obtained from our regional offices, disaster sites, clipping services, and from daily monitoring of major print, broadcast and web media in support of this requirement. III. TASKS 1. Acquire, Edit and Organize Relevant News in a User Friendly Format The Contractor must be able to provide an immediate overview, synopsis and analysis of the unique factual components of major news stories covered by print, broadcast and web media sources that directly or indirectly affect the program, policies and operation of the FEMA in order to inform the agency?s senior leadership. The Contractor shall produce a news summary with full articles and transcripts a minimum of five days a week (Monday through Friday), and in certain periods, seven days a week depending on the extent of current disaster activities, of news relating directly or indirectly to the mission and operation of FEMA and any current disasters as well as the impacts these have on state and communities. The clips package must contain a summary of the daily news and must also be organized by subject and immediate importance, as defined by the level of importance and impact to FEMA and the status of the news as reported by major media throughout the country. The Office of Public Affairs shall provide a technical representative to direct the Contractor in the organization of topics. Topics currently identified for scanning include, but are not limited to, the following: hurricanes; floods; earthquakes; mudslides; severe winter weather; tornadoes and similar severe weather events; chemical, biological, or radiological acts of terrorism; chemical, biological, or radiological catastrophes; wildfires; and severe droughts, and those disaster related economic or social impacts. The Contractor will also monitor political affairs for possible impact on FEMA. The Contractor shall work within, and if required, refine the existing process of collecting relevant news stories and anticipated media coverage information from the ten regional offices and from applicable Disaster Field Offices. Daily summaries must address print, radio, broadcast and online media outlets at the national, regional and local levels, as applicable. 2. Distribute News Summary The contractor shall produce a daily news summary in a format that includes a summary; table of contents; and all related articles as a final printable document for distribution to FEMA personnel. Internal distribution will include email to designated employees as well as posting to a password protected/secure location on FEMA?s Internet and Intranet sites. The agency maintain the rights to make unlimited copies and unlimited distribution of the final product electronically or in hardcopy for internal agency use, and to those officials working closely on FEMA?s disaster related issues The news summary must be available for distribution and online posting between the hours of 5:00 a.m. and 7:00 a.m., Monday through Friday, and by 8:00 a.m. on weekends (or as defined by the designated FEMA official). The product should be delivered daily via e-mail to the designated FEMA official to be distributed to FEMA personnel. During times of greater coverage of agency activities (e.g. during disaster response operations), the contractor may be required to produce an additional afternoon version of the summary and clips to be distributed by early to mid-afternoon (by 3:00 or 4:00 p.m.). 3. Archiving and Analyzing the News The Contractor shall organize and implement a digital archive catalog, system for the easy retrieval by internal sources of the archived material in a timely manner. In addition, the contractor shall provide weekly summaries to the Office of Public Affairs providing an analysis and breakdown of the nature of the types of coverage the agency is receiving in the press. In doing so, the contractor shall provide weekly updates outlining the news about the agency and breaking it down by disaster coverage, and in particular, by favorable, unfavorable and neutral press coverage. 4. Sample As part of the RFP response or prior to the approval of the contract award, the contractor must submit an example via e-mail or by submission on electronic media (compact disk or comparable) of the product they intend to deliver which provide for such things as a cover page with a table of contents that organizes the news clippings by topic and matter of importance. This product should be consistent with current products being utilized. FEMA reserves the right to request the contractor submit a revised example based on feedback provided in the negotiation process in order to ensure the daily product will meet the requirements of the agency. 5. Format/Style Requirements The news summary and clips need to include sections on national news, local news, stories not directly related to FEMA but impact the agency, weather/hazard related topics, a daybook schedule of Washington events and a section outlining the front pages of regional papers across the country. 6. Reporting The contractor shall also provide monthly reports and invoicing to the project officer detailing use and costs broken down by billing codes. IV. DELIVERABLES During regular business operations, Monday through Friday, the consolidated clips would need to be sent to the Office of Public Affairs designated contact for distribution to the Under Secretary and senior staff no later than 7:00 a.m. daily. During response operations, weekend distribution is also required, requiring consolidated clips be distributed to the appointed public affairs staff person no later than 8:00 a.m. While the Under Secretary is on travel, it may be necessary to provide clips at an earlier hour (times may vary with regard to where and when the Under Secretary travels, but may be as early as 5:00 a.m.). During major disaster declarations, it may be required to provide additional versions throughout the day to monitor the developing issues occurring during the disaster. V. PLACE OF PERFORMANCE All work under this contract shall be coordinated with public affairs staff in Washington DC and through the FEMA Headquarters Office located at 500 C Street, SW, Washington, DC 20472. VI. PERIOD OF PERFORMANCE The purchase order agreement shall be for twelve (12) months from date of award, with two additional (2) options for renewal each for a period of twelve (12) months from the date of the previous option?s expiration. The contracting officer for the award will notify the contractor in writing of the desire to execute said option(s) within 45 days of the task order expiration. VII. BASIS FOR AWARD The Government will make award to the responsive, responsible firm, whose quotation is most advantageous to the Government, price and other factors considered. This is a best-value procurement. The Government may or may not award to the low price quotation. Technical merit is considered to be of greater importance than price. The Government will utilize the evaluation criteria identified below, listed in descending order of importance, during the evaluation of responses received to this Request for Quotation. VIII. EVALUATION CRITERIA 1. Understanding & Technical Approach. The Government will evaluate the offeror?s understanding of the requirement as evidenced by the offeror's discussion of issues and proposed technical approach. The Government will examine the offeror's proposed approach to performing the elements of work and delivering the products specified in the various tasks, and will evaluated the likelihood of delivering complete, quality products meeting FEMA's needs. The Government will evaluate the breadth and depth of media sources covered by the offeror, proposed delivery methods, proposed search methods (to include how, where and when searches are conducted), flexibility in adding, changing or deleting search terms and/or summary document layout. 2. Experience and Past Performance. The Government will evaluate each offeror?s experience performing projects of a similar size, scope, and complexity as proven by the successful management of contracts of a similar size, scope, and complexity. The Government will also evaluate each offeror?s past performance of projects based upon customer satisfaction with the services provided on past or current projects. 3. Price. The Government will evaluate pricing based on a total anticipated cost, which shall include fixed costs, monthly retainer fees, overhead, administrative and delivery costs. The offeror should provide a summary of any estimated surge costs that may be associated with producing the summaries seven days a week or adding an afternoon version during periods of significant disaster activity.
- Place of Performance
- Address: 500 C Street, SW, Room 350, Washington, DC
- Zip Code: 20472
- Country: US
- Zip Code: 20472
- Record
- SN00828468-W 20050615/050613211536 (fbodaily.com)
- Source
-
FedBizOpps.gov Link to This Notice
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