Ofwat Stakeholder Database

Tender description

Ofwat's current stakeholder management system is not in use. This means that we do not have a centralised place for our external contact details or our stakeholder intelligence. We need a systematic method for recording stakeholder engagement, gaining reports and analytics on our stakeholder engagement, and a place to store our external contacts in one place - all with audit trail capability. The work is to procure a stakeholder management system, which will provide a centralised tool making our internal processes more efficient. We require a system that is off-the-shelf, works with our existing systems which are based on Microsoft products - surface pros and office productivity apps and can be adapted to suit our organisational needs. We require the solutions to be introduced to our organisation and managed internally by Ofwat with some external support required. The value of this contract is capped at £15,000 per annum over a three year period - giving a value of no greater than £45,000 in total. Objective(s) The stakeholder management system will deliver the following: • a centralised system where 250 staff can access contact details and stakeholder intelligence; • an environment where we are able to distinguish between different types of stakeholders; • improve our stakeholder engagement by having a more joined up approach; • ensure we have an audit trail in the case of a judicial review; • reduce the time spent searching for contact details, meeting notes and stakeholder intelligence; • minimise the duplication of slides and briefing packs; • gain better insight in to our stakeholder engagement through reporting and statistics; • enable efficient working by integrating appropriately with other components of our IT infrastructure, such as our email system through Office 365 and our Sharepoint online records management system EDRMS; • improve resilience by using a cloud service; • enable our data to remain secure and compliant with GDPR; and • support and underpin any new approaches to our internal management of stakeholder engagement. Scope of work The scope of the project includes: • Collaborating with the project manager and integrating the product into Ofwat. • Agree a delivery timetable once system is purchased • Work to Ofwat templates and guidelines • Work to GDPR guidelines • The contract period is 3 years expected to be late September/October 2018 - late September/October 2021 • A swift turnaround and go live date from contract award - within 2 months.