Media Monitoring Platform and services

Tender description

Purpose: Appointment of a media monitoring agency to support communications and public relations operations.Service OverviewDBW 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/FailFocus on prioritisation of Wales and UK-based mediaAbility to handle Welsh language media including provision of comprehensive media lists, dual-language simultaneous release capability (Welsh & English)and tracking of coverageExperience of supplying the Welsh public sectorIntegration with Power BI, including support for automated API data importGDPR-compliant data controls enabling DBW to retain data controller statusConfirmation that all data will reside within the UKAbility to offer face-to-face support and training in WalesKey requirementsMedia Monitoring CapabilitiesThe user-friendly platform must provide:Multi-source media monitoring (print, broadcast, online, social, blogs, podcasts)Real-time alerts and daily/weekly/monthly/quarterly summariesAd-hoc keyword-based search functionality (English and Welsh)Tagging and thematic labelling for search resultsTracking of media items with date & time, source, headline, link, reach, sentiment, share of voice, media exposure and keywordsAnalytics & ReportingAt least 25 customisable saved searchesMinimum of 15 interactive dashboards, expandableExport formats: Excel, PDF, PowerPointAutomated briefing alerts (daily preferred)Integration with Power BI, including support for automated API data importKPI reporting functionality with trend analysisPress Release Creation & DistributionPlatform-based newswire system with:Branded press release creation (incl. attachments)Dual-language simultaneous release capability (Welsh & English)Delivery, open and click-through analyticsContacts DatabaseUp-to-date, searchable journalist/media contact listAbility to add and manage private contactsCreate custom media lists for targeted distributionGDPR-compliant data controls; DBW retains data controller statusAll data must reside within the UKIT Requirements & SecurityCloud-first, SaaS deliveryCyber Essentials Plus certification required; ISO27001 preferredSingle Sign-On and Two-Factor Authentication supportIntuitive user interface for distributed teamsEnvironments: live, test, trainingStrong security practices:EncryptionRole-based accessPatching & vulnerability managementRegular penetration testingSupport & Account ManagementDedicated named account manager post-implementationResponsiveness to issues and improvement suggestionsHelpdesk Monday–Friday, 9am–5pm (excluding holidays)SLAs for:Incident and problem managementChange and release managementEscalations and coordination with DBW’s MSPTraining & OnboardingFull training as part of implementationBest practice knowledge sharingAccess to test system for UAT and future upgrade validation to cater for any significant changes to the softwareOngoing training for software changesUser Access RequirementsMinimum 10 users, with capacity to scale to 15Integration 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 resultsAbility to plan, distribute and track social media accounts including X, Facebook, Instagram and LinkedInOption to access an influencer management/blog platformAbility to track stakeholder and customer perception, including sentiment