Scope
Reference
C090/2025/2026
Description
The services required will include media monitoring and media evaluation, including OTS / Viewing figures or similar for every cutting. Also, Sentiment analysis for every cutting (where requested) and will need to be provided in electronic format. There is also a requirement for a Journalist Database management system and a Media Forward Planning service.
These requirements will come under 3 Lots and bidders are invited to bid for one, two, or all 3 Lots.
Commercial tool
Establishes a framework
Total value (estimated)
- £650,000 excluding VAT
- £780,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 April 2026 to 31 March 2030
- 4 years
Main procurement category
Services
CPV classifications
- 79000000 - Business services: law, marketing, consulting, recruitment, printing and security
- 72000000 - IT services: consulting, software development, Internet and support
- 48000000 - Software package and information systems
Contract locations
- UKL - Wales
Lot constraints
Description of how multiple lots may be awarded:
Single supplier per lot
Lot 1. Media Monitoring
Description
A media monitoring service is required to ensure that that Client has a clear grasp on how the media and stakeholders view the strategic direction of the Welsh Government.
The Contract will be utilised for both continuous Media Monitoring and ad-hoc monitoring on individual campaigns. It may also be required for media evaluation.
This contract will initially service five departments across Welsh Government although this may change during the life of the contract. Each Client will provide individual lists of key words for media monitoring across all platforms. The departments and teams requiring this type of service will have a series of both crosscutting and specific requirements. The contract may also be used by Welsh Government Sponsored Bodies.
Key tasks include:
An awareness of future trends, forthcoming replacement, and new publications
A thorough understanding of the media in general
Ability to digest and disseminate the required information in the most suitable way
As part of the departmental requirements the Contractor may be required to provide a media evaluation service additional to the press cutting requirements. This may include the synthesis of Welsh Government media coverage across the board, for example using key words, messages and spokespeople, and monthly tracking of on-going themes by media type, volume, ‘opportunities to see’ and tone. Individual projects will be discussed with a representative of the Client.
Ability to undertake monitoring and evaluation of Welsh language media is an essential requirement. Bilingual reports may also be required.
The client does not guarantee any level of work. The successful bidder should have the scope to cope with all departmental work plus ad hoc campaign requirements for monitoring. All ad-hoc work will be given to the Contractor in the form of a brief similar to those at Annexes A-E the size and requirements of the individual team projects will vary.
Daily summaries of Welsh Language media must be available in both Welsh and English.
Lot value (estimated)
- £400,000 excluding VAT
- £479,999 including VAT
Framework lot values may be shared with other lots
Same for all lots
CPV classifications, contract locations and contract dates are shown in the Scope section, because they are the same for all lots.
Lot 2. Press Office Management System
Description
Journalist Database – to include Welsh, UK and International News Media, including specialist and industry news. Press, TV, radio and online.
Ability to create mailing lists for press releases using the database, including by Welsh local, Welsh national, UK local and UK national and speciality / subject area.
Ability to log, store, and search interactions with journalists and statements issued.
Ability to create own category tags to help search for interactions and statements.
Ability to issue bilingual (English and Welsh) press releases, including photos and storing photos, and track them. With an option of a newsroom that journalists can access to download materials.
Ability to produce reports on activity (press releases and statements issued) by category tags, users and media outlets.
Ability to produce reports of statements or press releases by category tags or users.
Training for all new users.
Phone line, email or online chat support for system users in office hours.
Importing of historical data into new system.
Lot value (estimated)
- £99,998 excluding VAT
- £120,000 including VAT
Framework lot values may be shared with other lots
Same for all lots
CPV classifications, contract locations and contract dates are shown in the Scope section, because they are the same for all lots.
Lot 3. Media Forward Planner
Description
Journalist Database – to include contacts for Welsh, UK and International News Media, including specialist and industry news. Press, TV, radio and online.
Mailing lists for press releases using the database, including by Welsh local, Welsh national, UK local and UK national and speciality / subject area.
Issue bilingual (English and Welsh) press releases and diary markers, including photos and storing photos.
Reports on activity (press releases and statements issued) by category tags, users and media outlets.
Interact with Lot 1 supplier, e.g. tracking coverage for press notices to provide an integrated service.
Lot value (estimated)
- £150,000 excluding VAT
- £179,998 including VAT
Framework lot values may be shared with other lots
Same for all lots
CPV classifications, contract locations and contract dates are shown in the Scope section, because they are the same for all lots.
Framework
Maximum number of suppliers
Unlimited
Maximum percentage fee charged to suppliers
0%
Framework operation description
Single supplier per lot therefore direct award
Award method when using the framework
Without competition
Contracting authorities that may use the framework
Establishing party only
Submission
Tender submission deadline
3 March 2026, 1:00pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
- Welsh
- English
Award decision date (estimated)
18 March 2026
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Technical Criteria | Quality | 70.00% |
| Commercial Criteria | Price | 30.00% |
Other information
Applicable trade agreements
- Government Procurement Agreement (GPA)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Contracting authority
Llywodraeth Cymru / Welsh Government
- Public Procurement Organisation Number: PQYQ-3841-BHTP
Gwasanaethau Caffael Corfforaethol / Corporate Procurement Services
Cardiff
CF10 3NQ
United Kingdom
Region: UKL22 - Cardiff and Vale of Glamorgan
Organisation type: Public authority - central government
Devolved regulations that apply: Wales