Ohio Department of Job and Family Services
Request for Quote (RFQ)
SRC00000034867
Office of Communications (OCOMM) Media
Monitoring and Contact Database Software
Issued: November 18,2025
The Ohio Department of Job and Family Services (ODJFS) is seeking a vendor to provide software for the
Communications team that enables them to distribute press releases to the media, track media coverage, stay
current with media topics related to ODJFS divisions and offer transparency between projects. The database
must provide the most current contact information for media outlets. The database must allow for the creation
of targeted media lists, which ensures each press release can be sent directly to the beat reporter or contact
who will be interested -- in the click of a button; this increases the likelihood of garnering media attention as
we're getting information to the right contacts. This platform will provide an avenue for the Communications
team to view each press release distribution. The platform must collect media hits automatically based on key
words provided by Communications. The Ohio Department of Job and Family Services (ODJFS) may execute a
written contract with the awarded offeror. The contract is expected to run upon director or designee signature
and expire June 30,2026. There will be an option to renew for one (1) 1-year renewal periods and two (2) 2-year
renewal with the final renewal expiring June 30, 2030, contingent upon satisfactory performance, continued
availability of funding, and all required approvals. Renewal may be subject to approval by the Controlling
Board.
This RFQ is issued by the ODJFS, Office of Contracts and Acquisitions (OCA). This solicitation invites all
offerors capable of supplying a software solution th a t will provide a web-based service which allows for the
management of media contacts, as well as the tracking and reporting of media and social media activity of
interest to the department. ODJFS will award the quote to the lowest responsive and responsible offeror. Quotes
received will be evaluated to determine if the solution meets the requirements outlined in the RFQ. A quote will
be disqualified if the response is deemed unacceptable, incomplete or are found to be invalid. All responses
must be submitted as a company letterhead quote in Ohio Buys.
For the purpose of this RFQ, the term “vendor” may be used interchangeably with “offeror”, “partner”,
“firm” “supplier” and “respondent” and shall be defined as a business, firm, organization, or individual interested
in this opportunity. The terms “quote”, “response”, “submission” and “proposal” may be used interchangeably
to indicate materials submitted to ODJFS by a vendor in order to be considered for award of a contract for
services described in this RFQ. The terms “contractor” and “selected vendor” may be used interchangeably in
reference to a vendor selected by ODJFS through this RFQ for contract award.
Requirements:
The Offeror must provide a software solution that meets the following criteria:
Media Contacts Database: A continuously updated, web-based database of media contacts worldwide
searchable by:
1. Geography
2. Outlet
3. Medium (e.g., Television, radio, TV, blogs)
4. Industry
5. Topics
6. Interest/related content (e.g., frequent writers on drug pricing
7. Influencers (e.g., identifying top influencers by topic)
Media Monitoring Service: A web-based service that searches for and reports on news stories, based on keyword
criteria:
1. Robust monitoring of media in U.S., preferably internationally, as well as:
a. Articles searchable by geography
b. Historical articles or URLs archived in a searchable database
2. Monitoring of social media, including, but not limited to, X, Facebook and blogs
3. Ability to produce daily email reports
4. Analytical tools to produce daily email reports
5. Analytical tools to track volume
6. Analytics that track tone, e.g., positive, negative, neutral
7. Real-time email updates
Note that we would likely have 3-5 users of the service, but that could change, based on cost.
Please carefully review details within this document prior to submitting your company quote. The Offeror
quote must include the following for evaluation and award considerations:
Quote must be valid for 60 days and provided on Company Letterhead and must contain contact name,
business phone number(s) and e-mail address.
Quote Submission-All required information must be submitted via Ohio Buys
Offerors must not submit a proprietary or confidential quote.
1. Quotes failing the requirements listed above will be disqualified.
2. ODJFS may request interviews or presentations to validate the quote; ODJFS may request
interviews/presentations from the highest-ranked Offerors and reserves the right to bypass interviews and
presentations altogether.
3. ODJFS may not award to an Offeror deemed not responsive or responsible, including not in good standing
with previous clients or the public sector, has unsatisfactory references, etc.
4. ODJFS may disqualify quotes that take exception to the ODJFS contract terms and conditions in Attachment C.
5. The RFQ Award will be based on lowest responsive and responsible bidder and a formalized contract between
the selected respondent and ODJFS will be executed.
6. ODJFS may, at its sole discretion, waive minor errors or omissions in the quotes.
7. ODJFS reserves the right to request clarifications from Offerors.
8. ODJFS may select a single firm for contract award as a result of this RFQ or cancel the RFQ.
Quote Submission
RFQ respondents must submit quotes via the Ohio|Buys website no later than the time and date indicated on the
sourcing event. Quotes received after this date and time will not be reviewed. ODJFS shall reject any quotes or
unauthorized quote amendments submitted after the Quote Due Date. Offerors must carefully review the
requirements of this RFQ and the contents of its quote. Once the Quote Due Date has passed, quotes cannot be
altered, except as allowed by this RFQ. All quotes and other submitted material shall become the property of the
ODJFS and shall not be returned. All quotes must be good for 90 days and late responses will not be evaluated
for the RFQ award.
If you have a need to seek technical support, clearly specify you need access to an active Ohio Buys solicitation.
Technical Support 1-877-644-6771.
If there is a need for technical support during your proposal submission in the last 48 hours prior to the
submissions, contact 614-466-5090. This number is for OhioBuys solicitation technical questions only; there
will not be any questions answered regarding the solicitation.
Submission Format
Each submission must include sufficient data to allow the State to verify the total cost for the Project and all of
the Offeror's claims of meeting the RFQ requirements. Each submission must respond to every request for
information in this attachment whether the request requires a simple "yes" or "no" or requires a detailed
explanation. Simply repeating the RFQ's requirement and agreeing to comply will be an unacceptable response
and may cause the quote to be rejected.
These instructions describe the required format for a responsive Quote. Each submission must contain the
following information, in order, with sections as listed below and uploaded to Ohio Buys:
1. Required Vendor Information Form (Attachment A)
2. Offshore Waiver (Attachment B)
3. ODJFS Model Contract (Attachment C)
4. Supplement 1 Response State IT Policy, Standard and Service Requirements (Attachment D) Offerors
must include a fully completed copy of Supplement. Offerors must follow the completion instructions
contained in the supplement when preparing their responses (Attachment D)
5. Supplement 2 Response Data Security and Privacy Terms Requirements (Attachment E)
Acceptance of Supplement 2. The Offeror must include the entire content of Supplement 2 as a
single section in its Proposal. The Offeror must include a statement at the beginning indicating
that the Offeror read, understands, and agrees to all the terms and conditions contained in
Supplement 2 and upload this document. (Attachment E)
6. Quote on Company letterhead with the proposed Cost Summary in the required format.
7. Statement indicating how the proposed solution meets the requirements of the RFQ.
Cost Summary
Offerors are to provide proposed cost in their quote following the format provided in the table below. Offerors are
to use their professional comprehension of the effort required to propose the best cost and include all-inclusive
rates to perform the services described in this RFQ. No separate travel expenses or any other type of reimbursable
expenses will be paid under the contract that results from this RFQ. The cost offered in the quote response will
be the prices in effect throughout the contract term, including any renewals of the contract. The quote must
include:
Items/Services
Cost per License
Total
Quantity
1
Annual Cost
Year 1
Ending
6/30/26
(SFY26)
Annual
Cost Year 2
Ending
6/30/27
(SFY27)
Annual
Cost Year 3
Ending
6/30/28
(SFY28)
Annual
Cost Year 4
Ending
6/30/29
(SFY29)
Internet Question and Answer (Q & A) Period; RFQ Clarification Opportunity
Prospective respondents or other parties may ask clarifying questions regarding this RFQ via the internet during
the Q & A Period as outlined on the Sourcing Event page dedicated to the RFQ in Ohio|Buys. To ask a question,
respondents must use the following internet process:
Respondents must use the Inquiry tab on the RFQ in Ohio|Buys to submit all inquiries or to seek clarification.
Respondents submitting inquiries will receive an immediate acknowledgement by e-mail that their inquiry has
been received. Respondents who submitted the inquiry will not receive an e-mail response to the question, they
will need to view the response on the Ohio|Buys RFQ site where it will be posted for viewing by all respondents.
Respondents may view all inquiries through the Inquiry tab located within the RFQ. ODJFS will try to respond to
all properly posted inquiries within 48 hours, excluding weekends and state holidays. ODJFS will not respond to
any inquiries received after the date and time indicated on the RFQ. Respondents who attempt to seek
information or clarifications verbally will be directed to post their questions in writing in accordance with the
terms of this RFQ and state purchasing policy. ODJFS strongly encourages respondents to ask questions early in
the Q & A period so that answers can be posted with sufficient time for any possible follow-up questions.
Questions regarding this RFQ must reference the relevant section of this document, the heading for the provision
under question, and the page number where the provision can be found. The name of a representative of the
Offeror (or other party), the Offeror’s name, phone number, and e-mail address must be provided to submit an
inquiry. ODJFS may, at its option, disregard any question(s) which do not appropriately reference a RFQ provision
and location within the RFQ, or which do not include identification of the originator of the question. ODJFS is
under no obligation to acknowledge questions submitted through the Q & A process if those questions are not in
accordance with these instructions. Questions received/submitted after the time indicated on the date the Q & A
period closes will not be answered.
Proposals in response to this RFQ are to take into account any information communicated by ODJFS in the Q & A
process for the RFQ. It is the responsibility of all respondents to check this site on a regular basis for responses
to all questions, as well as for any amendments, alerts, or other pertinent information regarding this RFQ. ODJFS
is not responsible for the accuracy of any information regarding this RFQ that was obtained or gathered through
a source other than from the Q & A process described in this RFQ.
Requests for copies of any previous solicitations (RFQs, RLBs, RFGAs, etc.) or for past Offeror proposals, score
sheets, or contracts for this or similar past projects, are Public Records Requests (PRRs), and are not clarification
questions regarding the present RFQ. ODJFS will only answer those questions which pertain to issues of RFQ
clarity, and which are not requests for public records.
Evaluation and Award
ODJFS will review the Quotes and award to the lowest responsive and responsible offeror that fully meets the
requirements of the RFQ. The process for selection will be as follows:
1. Review Quotes for completeness.
2. Confirm the RFQ requirements are met.
3. Determine the lowest Total Price.
4. Confirm supplier is in good standing with the State of Ohio.
Thank you for your interest in this procurement opportunity
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
