Nationwide Media Monitoring Tender for Environment Agency

Nationwide Media Monitoring Tender for Environment Agency

National Provision for Media Monitoring and Evaluation Services.

UK-Bristol: electronic message and information services

2012/S 101-168448

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Environment Agency
Horizon House, Deanery Road
Contact point(s): Steph Galliford
For the attention of: Steph Galliford
BS1 5AH Bristol
Telephone: +44 1179344386

Internet address(es):

General address of the contracting authority:

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority

National or federal agency/office
I.3)Main activity

I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1.1)Title attributed to the contract by the contracting authority:

National Provision for Media Monitoring and Evaluation Services.
II.1.2)Type of contract and location of works, place of delivery or of performance

Service category No 10: Market research and public opinion polling services
NUTS code UK

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves a public contract
II.1.4)Information on framework agreement
II.1.5)Short description of the contract or purchase(s)

We are looking to put in place a new contract which would meet all our requirements for both Media Monitoring and Media Evaluation.
Media Evaluation.
We would like a service with the ability to evaluate media (online, broadcast, print, social media) for 1 national media team and 6 regional media teams through the following metrics:
Amount of coverage (number of items).
Key message penetration.
Favourability of coverage (positive, factual, negative).
Coverage/favourability by key issue.
Coverage/favourability by journalist/reporter.
Coverage/favourability by media.
Ability to measure share of voice on environmental issues (particularly our key issues i.e. Environment Agency compared to other organisations and spokespeople) on a project basis.
In addition to the above, the evaluation company should provide a top level summary on our highest impact coverage on a monthly basis. This should consist of approximately 4 or 5 paragraphs of narrative that summarises the level of impact and the favourability of those pieces of work.
A monthly scorecard summarising key data is also required in addition to the top level summary.
The service would need to be web based, interactive, flexible, (i.e. the ability to produce bespoke reports or surveys as part of project work) and be broken down across our national office and 6 regions. We should also be able to look across how we are performing on key issues in England at a national and regional level and present or print our own customised reports on a real time, monthly and quarterly basis. A number of logins will be needed across both the national and regional offices to view reports in a real time, monthly and quarterly basis.
Media Monitoring.
In addition to the evaluation service, The Environment Agency also requires the successful company to provide a media monitoring service to its national media team and the regional media offices. The contractor will have the ability to provide daily press summaries (national/regional print and trade) with daily midnight summaries for national media team. Broadcast summaries (national/regional radio and TV) are also required, including alerts within 2 hours of broadcast.
Data and Distribution.
A journalist/media outlet database and press release distribution system is required for the national and regional offices. Although the service is not needed immediately, the Environment Agency would like to integrate this function in May 2013.
Online and Social Media.
The Environment Agency is also looking for a company which has the ability to monitor and evaluate social and online media in real time. Although this service is not needed immediately, there is a possibility that this service will be integrated into the contract from October 2013.
II.1.6)Common procurement vocabulary (CPV)


II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): yes

This contract is divided into lots: no
II.1.9)Information about variants

Variants will be accepted: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:
II.2.2)Information about options

Options: no
II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 1
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 12 (from the award of the contract)
II.3)Duration of the contract or time limit for completion

Duration in months: 24 (from the award of the contract)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Each economic operator to be jointly or severally liable for the performance of the contracts.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: Evidence of economic and financial standing and technical competence will be required. To assist suitability, please return the requested information by Noon on the 12.6.2012. The number shown in brackets is the individual weighting which will be applied at the prequalification evaluation stage of this process.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Financial stability (2).
Minimum level(s) of standards possibly required: A copy of your last 3 years of accounts, to include profit and loss and balance sheets together with your Companies House registration number.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
List of Clients in which you are currently providing the types of services shown within Section II 1.5, nationally. (3).
Contracts currently held which are relevant to our requirements and which show some level of detail regarding what value you have added for your client and what benefits are being realised (5).
Ability to provide all the services as listed in section II 1.5. (5).
Environmental considerations (2).
Business Continuity Management (3).
Minimum level(s) of standards possibly required:
Minimum level(s) of standards possibly required.
(if applicable):
To include a reasonable split of private and public sector clients, highlighting which of the services we require are being met. A minimum of 5 to be provided.
To be able to show detail of where efficiencies have been made in both value and quality of service.
Confirmation that you are able to provide all the services as listed in II 1.5, nationally.
Completed Environmental Questionnaire which needs to be requested from by no later than 24 hours prior to the deadline for returns.

Copy of your certificate showing your approved accredited process.

III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no
III.3.2)Staff responsible for the execution of the service

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
IV.1.3)Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated no
IV.2)Award criteria
IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document
IV.2.2)Information about electronic auction

An electronic auction will be used: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:

IV.3.2)Previous publication(s) concerning the same contract

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Time limit for receipt of requests for documents or for accessing documents: 22.6.2012 – 00:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

29.6.2012 – 00:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening tenders

Persons authorised to be present at the opening of tenders: no

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
VI.2)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: no
VI.3)Additional information

The Environment Agency reserves the right to discontinue the procurement process at any time, which shall include the right not to award a framework or contract, and does not bind itself to accept the lowest tender, or any tender received, and reserves the right to award the framework or contract in part, or to call for new tenders should it consider this necessary.
The Environment Agency shall not be liable for any costs or expenses incurred by any candidate or tenderer in connection with the completion and return of the information requested in this Contract Notice, or in the completion or submission of any tender.
Other Authorities Involved.
This contract is primarily intended to meet the needs of the Environment Agency. The Agency may require the successful bidder(s) to provide the goods/services on the same terms that are agreed as a result of this tender to the Department of the Environment, Food and Rural Affairs, and to its associated bodies including any Agencies and non departmental public bodies. A full list can be found at:

Central Government Departments, Executive Agencies and NDPBs.

Executive Agencies.

Public Corporations.
Met Office.
Local Authorities.


National Parks Authorities.

Similarly the contractor may be required to supply the Scottish Environmental Protection Agency, the Northern Ireland Environment Agency, the Welsh Assembly Government, including its Agencies, and the Forestry Commission, including its Executive Agencies.
On Tuesday 29.11.2011 John Griffiths AM, Welsh Government Minister for the Environment and Sustainable Development, announced that he will create a Single Environment Body (SEB) for Wales, the vesting date is 1/4/13. This framework or contract will be available for use by the SEB from this date, however, the Environment Agency acknowledges that the SEB may set up their own arrangements in future.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained
VI.5)Date of dispatch of this notice: