Request For Proposal - MEDIA MONITORING & PRESS RELEASE DISTRIBUTION SERVICES for the Canadian Grain Commission
The Canadian Grain Commission (CGC) intends to solicit proposals and negotiate a Contract on behalf of the Corporate Affairs Division and the Corporate IM/IT Division located in Winnipeg, Manitoba.
The department wishes to invite suppliers who possess the necessary qualifications, expertise and capabilities required to provide Media Monitoring and Press Release Distribution Services to submit proposals in response to the Department’s requirement(s).
Press Release Distribution services ensure that the Canadian Grain Commission can communicate effectively with its external stakeholders and the Canadian public in an efficient manner through a variety of different media (for example: print, the internet and social media).
Media Monitoring services ensure that the Canadian Grain Commission is aware of what is being printed, posted and broadcasted about its services and programs.
It is the responsibility of each Bidder to ensure that their proposal demonstrates sufficient evidence of the Bidder’s qualifications and experience in providing MEDIA MONITORING & PRESS RELEASE DISTRIBUTION Services.In order to fulfill CGC’s objectives for MEDIA MONITORING & PRESS RELEASE DISTRIBUTION Services, Bidders are required to meet all of the following Mandatory Requirements:A) The software must be accessible via the internet using Windows Internet Explorer
B) Software is accessible from other internet browsers such as Firefox and Chrome (optional)
C) CGC System administrator is able to access both systems within 1-click of each other
D) Press Releases can be sent in both French and English simultaneously
E) The Press Release Distribution System must have a scheduler
F) Proposed vendor must have a minimum of ten (10) years experience providing Press Release
Distribution, within Canada
G) Media Monitoring fees for print, internet and social media must be invoiced as a monthly charge
(No additional per-click fees for access)
H) Technical support is provided at no additional charge
I) Regular system upgrades and maintenance occur outside of standard business hours
J) Demo account provided for evaluation purposes (no cost to CGC; for Evaluation Purposes only)
K) Clients are able to view clip summaries from print and internet sources from within their browsers
without additional sign in or clip charges required.
Additionally, Bidders must obtain the minimum required score of 80% overall on the Point-Rated Criteria One (1) through Two (2) inclusively, in order to have their Financial Proposal considered:1. Press Release Distribution:
A) Release creation
a) Ability to draft and approve releases from within the system
b) Ability to create and modify press releases
c) Ability to create multiple distribution lists for external clients
d) Ability to export distribution lists to an excel spreadsheet
e) Ability to search within a distribution list
B) Release distribution
a) Ability to send releases to major media outlets across Canada
b) Ability to target news releases to a particular industry
c) Ability to target news releases to a distribution list that we have created
(external clients)
2. Media Monitoring:
A) Content
a) Content includes internet, print, social media, television and radio from one portal
B) Monitoring
a) User can change search terms for print, internet, social media, broadcast media
and radio
b) Additional fees for broadcast and radio are transparent and consistent
c) Boolean search options are available
d) Searches can be limited by media type, geographic location, language and
relevance and date
e) Search includes proximity search
C) Distribution and reporting
a) Search results can be tracked by issues, subjects or categories
b) Reports are archived for a minimum of one (1) month at no extra charge
c) Reports on monitored topics can be downloaded in RTF, Excel, PDF and XML
d) Basic report templates are available at no extra charge
e) Reports can include graphic representation of data (bar charts, pie charts etc.)
f) Report parameters can be set to run at a pre-defined date and timeThe lowest priced bid submitted from all compliant proposals will be deemed to represent best value to the Crown.The duration of the contract will be from the October 1, 2016 to September 30, 2020 inclusive.
CGC reserves the right to extend the term of the Contract by two (2) additional one (1) year periods under the same terms and conditions.
Please provide the bid package in hard copy before August 26, 2016 at 2:00PM CDT, with three (3) copies of the bid (one for each Board Member).
Please separate the Financial portion of the bid from the main package, and seal in an envelope.
You may send the package to:
Canadian Grain Commission
ATTN: PROCUREMENT – RE: 5K002-20160622
100-303 Main Street
Winnipeg Manitoba
R3C 3G8
