Media Monitoring Service: worldwide contact, distribution, and analysis database system for reporters who cover science and technology in various media platforms, print, broadcast, digital and social media.

The Office of Science (SC) occupies a unique niche among the program offices of the Department of Energy, which requires tailored media outreach and a specialized set of reporting requirements. SC is responsible for informing key publics about its activities, especially work being done through its Program Offices and National Labs. Fulfilling this directive requires securing consistent and reliable contact information for members of the media covering science and technology, and increasing awareness of what stories are already being produced and written by various actors in the science communication landscape. The Office of Science requires the services of a media monitoring service that has a reliable database of contact information for reporters. This service will be used to send them information about the activities of the Office of Science and for increasing internal awareness of what is being written and covered about the Office of Science and topics of interest; for responding to news coverage pertaining to the office, its labs and programs through traditional and social media; for monitoring the news output of DOE National Laboratories and DOE grantees; and for increasing the awareness of DOE activities in the minds of key publics. This requirement will be used to assist in fulfilling DOE/SC leadership directives to inform key publics about the activities of the Office of Science by (1) securing consistent and reliable contact information for members of the media covering the office; (2) identifying and collecting the stories being published about the office and subjects of interest and (3) responding to breaking news and ongoing conversations among key publics. The vendor shall provide access to a worldwide contact, distribution, and analysis database system for reporters who cover science and technology in various media platforms, including but not limited to print, broadcast, digital and social media. The database should also provide access to stories in worldwide English-language media; including but not limited to print, broadcast, digital and social media; should allow distribution of news materials to reporters in the database from DOE SC email, track and analyze whether the materials were accessed by reporters, and identify stories based on or related to emailed news materials. The system should be available on any standard Internet browser, accessible 24/7, and Internet or telephone customer support should also be available 24/7. The system should provide robust analytics of information reach, use, and trends. The Office of Science shall work with a media database company to create a custom list of reporters/members of the media who it desires to reach, including but not limited to local, broadcast, blogs, and social/new media contacts. The list will include up-to-date contact information and will be searchable by location and beat. Lists should be exportable to a spreadsheet. The company will provide access to email templates and the ability to email reporters directly from the platform, masked with a DOE email. A record of who has been emailed will be maintained. The Office of Science will work with the company to develop custom tags for pulling news clips from publications (including but not limited to local, broadcast, print, online, blogs) in the database. The company’s database will provide searches for articles as needed, including retroactive searches of clips extending up to 10 years past. The company’s database will include a robust list of science trade outlets including but not limited to: Science, Nature, Physics Today, E & E News, C&E News, IEEE Spectrum, HPC Wire, The company will have the ability to perform daily, automated searches for media clips as set up by Office of Science. These searches will be emailed to identified users within Office of Science. The company’s database service will be accessible through a web browser, and will not be limited by the type of browser (e.g. works on Google Chrome, Firefox, Safari, Internet Explorer). Responsive customer service, with live support seven days a week, is important to meet potentially tight deadlines. Office of Science must be able to work with staff at the software company at a moment’s notice and have consistent service. We expect to have issues acknowledged and responded to within 24 hours. We have several events that we will need weekend access and potentially, the assistance of software company customer service. This customer service representative should be assigned to our group so that they can help consistently. Articles from a maximum number of news sources from around the world, including translated articles, to allow the Office of Science to understand global perspective and opinion. This database service should provide full articles and the link should go directly to the source so that we can share the articles with colleagues. This company shall provide the online means for the Office of Science personnel to collect such information, as well as other services specified in the contract which have been deemed necessary for the Office of Science to fulfill its mission and directives.