Description of the contract
Purpose: Appointment of a media monitoring agency to support communications and public relations operations.
Service Overview
DBW currently monitors and analyses media coverage to inform its communications strategy and evaluate media impact across audiences. Insights are used to appraise internal teams, external stakeholders, customers and the wider public.
We are seeking a cloud-based Software as a Service (SaaS) media monitoring platform with associated services to deliver comprehensive media tracking, reporting, content distribution, and data integration capabilities.
Procurement Selection Pass/Fail
Focus on prioritisation of Wales and UK-based media
Ability to handle Welsh language media including provision of comprehensive media lists, dual-language simultaneous release capability (Welsh & English)
and tracking of coverage
Experience of supplying the Welsh public sector
Integration with Power BI, including support for automated API data import
GDPR-compliant data controls enabling DBW to retain data controller status
Confirmation that all data will reside within the UK
Ability to offer face-to-face support and training in Wales
Key requirements
Media Monitoring Capabilities
The user-friendly platform must provide:
Multi-source media monitoring (print, broadcast, online, social, blogs, podcasts)
Real-time alerts and daily/weekly/monthly/quarterly summaries
Ad-hoc keyword-based search functionality (English and Welsh)
Tagging and thematic labelling for search results
Tracking of media items with date & time, source, headline, link, reach, sentiment, share of voice, media exposure and keywords
Analytics & Reporting
At least 25 customisable saved searches
Minimum of 15 interactive dashboards, expandable
Export formats: Excel, PDF, PowerPoint
Automated briefing alerts (daily preferred)
Integration with Power BI, including support for automated API data import
KPI reporting functionality with trend analysis
Press Release Creation & Distribution
Platform-based newswire system with:
Branded press release creation (incl. attachments)
Dual-language simultaneous release capability (Welsh & English)
Delivery, open and click-through analytics
Contacts Database
Up-to-date, searchable journalist/media contact list
Ability to add and manage private contacts
Create custom media lists for targeted distribution
GDPR-compliant data controls; DBW retains data controller status
All data must reside within the UK
IT Requirements & Security
Cloud-first, SaaS delivery
Cyber Essentials Plus certification required; ISO27001 preferred
Single Sign-On and Two-Factor Authentication support
Intuitive user interface for distributed teams
Environments: live, test, training
Strong security practices:
Encryption
Role-based access
Patching & vulnerability management
Regular penetration testing
Support & Account Management
Dedicated named account manager post-implementation
Responsiveness to issues and improvement suggestions
Helpdesk Monday–Friday, 9am–5pm (excluding holidays)
SLAs for:
Incident and problem management
Change and release management
Escalations and coordination with DBW’s MSP
Training & Onboarding
Full training as part of implementation
Best practice knowledge sharing
Access to test system for UAT and future upgrade validation to cater for any significant changes to the software
Ongoing training for software changes
User Access Requirements
Minimum 10 users, with capacity to scale to 15
Integration with Power BI for internal reporting purposes, with scope for automated integration.
Provide or allow for easy cross-referencing of individual releases (outputs) with coverage (results) including via tagging results
Ability to plan, distribute and track social media accounts including X, Facebook, Instagram and LinkedIn
Option to access an influencer management/blog platform
Ability to track stakeholder and customer perception, including sentiment
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