Media Management Software

You are invited to submit a quote for the provision of the following Media Management Software options:

1. Media Management Platform

Portsmouth City Council's marketing and communications team is seeking to procure a web-hosted PR/media managing system to manage the council's interactions with the media. It is important the council's media activity is managed efficiently and effectively. We need a solution that enables all our interactions to be logged and recorded, enabling work to be passed among members of the team, enabling previous responses to be accessed to ensure consistency and providing reliable audit trail around all our activity, including linking activity to specific members of the team.

Functionality must include:

• oAccess to database of journalists to research contacts
• oAbility to create our own journalist contact entries
• oAbility to create multiple distribution lists based on the both our own contacts and the platform's database
• oAbility to send press releases to selected contacts / distribution lists
• oAbility to send high-resolution images with press releases
• oArea to record information on specific subjects / media issues
• oAbility to record media enquiries and link to journalist contacts
• oAbility to link relevant releases, media enquiries, subjects/issues
• o25 users with options to increase/decrease if needed
• oMultiple users able to login at the same time
• oAbility to link activity to specific team members
• oAbility to link activity to specific projects/departments
• oUser friendly interface
• oAbility to upload data from a spreadsheet
• oAbility to download all records into a spreadsheet
• oAbility to run reports
• oAbility to search records
• oAbility to set a time for a media release to be issued
• oPlatform needs to be available to use 24/7
• oAdvance notice needs to be given of any system downtime
• oTechnical support needs to be provided
• oTraining for all users at outset and any subsequently new users

2. Online Media Monitoring

The authority requires online media monitoring for unlimited search terms with results provided daily to one contact email address.

The solution should provide:

• ovaluation of coverage provided
• oestimate of how many people coverage reaches.
• oAbility to link activity to specific team members
• oAbility to link activity to specific projects/departments
• oUser friendly interface
• oAbility to run reports

3. U.K. Print Media Monitoring

PCC require print media monitoring within the UK to cover all national and regional publications and shipping and cruise trade, eg:

• Lloyd's list
• FBJ
• Cruise Trade news
• Port strategy

for the following search terms with results provided daily to one contact email address:

• oPortsmouth International Port
• oPortsmouth Ferry Port
• oPortsmouth (in conjunction with) Brittany Ferries
• oPortsmouth (in conjunc...

Additional information: Portsmouth City Council is currently in the process of seeking expressions of interest for the following project - Media Management Software

The full details and ability to express an interest will be via our e-sourcing system Intend. This filepath will take you to the relevant area of Intend,

https://in-tendhost.co.uk/portsmouthcc/aspx/Tenders/Current

Once on the page you can either scroll down or use the search function to find the relevant project.

Should you have any problems with the above link, please contact us on 023 9268 8235 or email: procurement@portsmouthcc.gov.uk

Is a Recurrent Procurement Type? : No