MD2027 Media Monitoring Service

1.1 The GLA Group press cutting service was established in 2003 in order to deliver a more focused, responsive and efficient media monitoring service. Originally, this entailed an in-house team of staff who were responsible for monitoring national and local regional newspapers, specialist publications and topical journals and magazines relating to the work and activities of the Mayor, Greater London Authority, Transport for London and London Development Agency.

1.2 In 2010 the in-house media monitoring service was reviewed and market testing completed in parallel with the in-house service. The conclusion was that comparable services were available at very competitive rate which would enable the bringing together of various media services currently provided by external companies across the GLA, London Development Agency (LDA) & Transport for London (TfL). The Mayor approved, under cover of MD570, the continuance of the tender process.

1.3 The GLA, LDA & TfL entered into arrangements with COI to procure the provision of media monitoring services that encompasses national & London local newspaper and journal cuttings, broadcast, internet and social media monitoring services, as well as media analysis services. The arrangement is primarily required in electronic formats for recipients within the GLA, LDA & TfL.

1.4 COI was a central purchasing body and had established a large portfolio of framework agreements (procured in accordance with EU and UK procurement legislation) including a framework for research and monitoring services and a framework for PR and Communications agencies. Public sector organisations such as the GLA could access this framework by contracting with COI for the procurement and delivery of such services.

1.5 COI offered a variety of value added services to public sector organisations ranging from assistance with running a procurement process to selecting an agency off their framework, advising on the preparation of media briefs and contract management.

1.6 COI completed the tender process and invited four companies to tender for this contract. From this exercise Precise was appointed through the COI to deliver a Media Monitoring Service to the GLA, TfL and LDA. This contract expired 11th October 2013.

1.7 The Metropolitan Police Service and Crossrail both joined the process when their own media monitoring contracts expired in 2013.

1.8 It was expected by extending the contract to include Crossrail and MPS it would attract companies to offer better rates.

1.9 A pan-EU procurement exercise was completed during 2013 to include a contract that would service the GLA, London Assembly, TfL, MPS and Crossrail.

1.10 In October 2013 a contract was awarded to Precise (now Kantar) for a 2 year plus 1 plus 1 to service the GLA, TfL, MOPAC, Crossrail, and MPS.

1.11 This contract expires on 31st October 2017. Following consultation with TfL procurement team and all options being explored it has been agreed to procure through Crown Commercial Services RM3708 Media Monitoring framework.

1.12 It has been shown that this framework holds a large choice of Media Monitoring companies all offering the relevant service required by the GLA group highlighting excellent financial rates.

1.13 To ensure the GLA group as a whole are receiving the best possible Media Monitoring Service at the most advantageous rates both the London Fire Brigade (LFB) and the London Legacy Development Corporation (LLDC) will be joining this procurement process.

1.14 LFB currently works with Precise (Kantar) on a month by month basis – although their present spend is only small, research highlighted there would be financial savings if they were to join our present contract.

1.15 LLDC is presently in contract with Precise (Kantar) which expires July 2017. Research highlighted that although LLDC work with the same company as the GLA group, their charges are higher and as such it will be financially advantageous for them to join the GLA group’s contract.

1.16 The TfL procurement team have explored all options available and have concluded that procuring via the Crown Commercial Services RM3708 Media Monitoring framework will be the best option.

1.17 There will be the option to gain one-off services i.e. Social Media, Media Evaluation, internet monitoring, Media Contacts Database, Media Planning Tool and broadcast monitoring – these services will be invoiced on an ad hoc basis and managed directly by the relevant member of the GLA group requiring the service.

1.18 Although the whole of the GLA group will be taking part in this procurement process we will include rights in the contract to enable further group members to be able to use this contract.

1.19 Both Crossrail and LLDC are presently unaware if their services will continue for the next four years. As such we will include a in the contract to the scope and volume of the services to be scaled down during the term.

1.20 We have weighted the ITT stage towards the companies offering financial incentives with a 60 price /40 quality evaluation split.

2.1 To continue to operate the Media Monitoring service in compliance with GLA Code of Conduct and contractual requirements.

3.1 TfL Contract's and Framework Agreement's refers to "Equality Act 2010" which acknowledges that the Authority is under a duty under section 149 of the Equality Act 2010 to have due regard to the need to eliminate unlawful discrimination on the grounds of sex, marital or civil partnership status, race, sexual orientation, religion or belief, age, pregnancy or maternity, gender reassignment or disability (a "Relevant Protected Characteristic") (as the case may be) and to promote equality of opportunity between persons who share a Relevant Protected Characteristic and persons who do not share it.

3.2 In providing the Services, the Service Provider shall assist and cooperate with Authority where possible in satisfying this duty;

3.3 The TfL is under a duty by virtue of a direction under section 155 of the Greater London Authority Act 1999 in respect of section 404(2) of that Act to have due regard to the need to promote equality of opportunity for all persons irrespective of their race, sex, disability, age, sexual orientation or religion.

4.1 The Mayor is committed to engaging with Londoners and the media is a vital route to communicate the plans and policies of the Mayor. To ensure that the GLA’s communication strategy is effective, it is important to monitor media monitoring coverage of the GLA Group.

4.2 To be without this service leaves the Mayor/GLA group members at risk of not being able to respond to negative or incorrect media coverage in a timely manner.

5.1 The Media Monitoring contract will be procured for a maximum duration of four years from 1 November 2017. The annual contract costs are based upon usage and each member of the group will meet the cost of their usage directly during the duration of the contract. The proposed contract will have a break clause to allow any member of the group to terminate their use of the contract should the service be no longer required or the funding ceases.

5.2 The cost per annum of the Media Monitoring Service is estimated to be in the region of £160,000 and split across each member as follows:

5.3 The GLA will fund its annual costs from within the existing Media Monitoring budget (Press Office) held within the External Affairs Directorate.

6.1 The foregoing sections of this report indicate that:

6.1.1 the decisions requested of the Mayor concern the exercise of the GLA’s general powers, falling within the GLA’s statutory powers and duties, exercisable by the Mayor, to do anything facilitative of or conducive or incidental to the promotion of economic development and wealth creation, social development or the improvement of the environment in Greater London; and

6.1.2 in formulating the proposals in respect of which a decision is sought officers have complied with the GLA’s related statutory duties to:

(a) pay due regard to the principle that there should be equality of opportunity for all people;

(b) consider how the proposals will promote the improvement of health of persons, health inequalities between persons and to contribute towards the achievement of sustainable development in the United Kingdom; and

(c) consult with appropriate bodies.

6.2 In taking the decisions requested, the Mayor must have due regard to the Public Sector Equality Duty; namely the need to eliminate discrimination, harassment, victimisation and any other conduct prohibited by the Equality Act 2010, and to advance equality of opportunity between persons who share a relevant protected characteristic (race, disability, gender, age, sexual orientation, religion or belief, pregnancy and maternity and gender reassignment) and persons who do not share it and foster good relations between persons who share a relevant protected characteristic and persons who do not share it (section 149 of the Equality Act 2010). To this end, the Mayor should have particular regard to section 3 (above) of this report.

6.3 Any services required for the delivery of the programme must be procured by Transport for London Procurement who will determine the detail of the procurement strategy to be adopted in accordance with the GLA’s Contracts and Funding Code and appropriate contract documentation is put in place and executed by the successful bidder(s) and the GLA before the commencement of such services.

6.4 Officers must ensure that appropriate, binding arrangements are put in place with TfL, Crossrail, LLDC, LFEPA and the Metropolitan Police Service for their provision of funding before placing reliance upon the same.