Specifications include, but are not limited to: Proposals must encompass three areas: account management services, media production and placement services and public relations services. All services will be provided on an as-needed basis as approved by the SEC. 1. Account Management b. The contractor shall be knowledgeable of the South Carolina registered voter and potential/future voter. c. The contractor shall provide for storage and maintenance of all documents and materials produced for SEC. d. The contractor shall coordinate and collaborate with SEC and its contractors, including but not limited to, creative services, an in-bound telemarketing vendor, one or more inquiry fulfillment vendors, a search engine optimization vendor, a sequenced-messaging vendor, and a marketing research vendor to ensure the integration of all marketing program components and effective and efficient use of State resources. e. The contractor shall provide account supervision, documentation, and communication with the State on the status and timeline of all projects requested by the State. The contractor shall provide the necessary reports, estimates, accounting documentation, and other financial information as necessary to comply with the contract payment terms and conditions. f. The contractor shall provide an account manager to serve as a single point of contact to SEC personnel. The contractor shall provide and identify a back-up contact. NOTE: SEC retains the right to approve personnel replacements in the event of staffing changes in key management positions. g. The contractor shall provide semi-monthly account management reports, including progress reports and budget reports itemized by project. The vendor will provide any additional information in reports related to specific projects that is available to the vendor and is requested by the SEC. Progress reports must be in writing unless the SEC and vendor agree to alternative methods. h. The contractor shall prepare and provide summary meeting minutes for all planning meetings. i. The contractor shall make, or support, oral or written presentations regarding the SEC’s communications strategies and execution at meetings, conferences or other events as requested. j. The contractor shall not commence work on any project in connection with duties described in the Scope of Services before submitting an estimate of the total project cost and receiving written and/or electronic (e-mail) approval for each project by the appropriate SEC representative. Revised estimates will be furnished to SEC based on changes requested by SEC or due to changes generated by other causes. SEC can cancel any projects scheduled under this scope of work due to non-availability of funds. k. The contractor shall agree that any and all rights, title, and interest whatsoever in the items in the Scope of Service, provided by the contractor or any of its subcontractors, shall lie exclusively with the State, except as may otherwise be approved by agreement of the parties to this contract. l. The contractor shall fully disclose and credit to SEC all discounts and special offers allowed by suppliers of goods and services purchased on behalf of SEC. m.The contractor shall furnish, operate and staff an office in the State of South Carolina. All correspondence, records and reports to include financial and procurement transactions will be retained by the contractor for a period of three years after the completion of the contract. To ensure contract compliance, Federal, State and SEC Auditors are required to review or audit applicable records, reports, transactions and correspondence as they relate to ongoing activities during the period of the contract. Contractor must make available any and all records regarding the awarded contract for a period of three years after the completion of the contract.
