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Defra Special Project - Stakeholder Engagement

DEPARTMENT OF ENVIRONMENT, FOOD AND RURAL AFFAIRS

This public procurement record has 5 releases in its history.

TenderUpdate

27 Jan 2026 at 16:18

UK4 - Tender Notice
Tender

26 Jan 2026 at 15:33

UK4 - Tender Notice
PlanningUpdate

18 Nov 2025 at 10:31

UK2 - Preliminary Market Engagement Notice
Planning

17 Nov 2025 at 16:49

UK2 - Preliminary Market Engagement Notice
Planning

17 Nov 2025 at 14:18

UK1 - Pipeline Notice
Summary of the contracting process

The Department of Environment, Food and Rural Affairs (Defra) is conducting a procurement process for a "Defra Special Project - Stakeholder Engagement," which involves engaging an experienced Stakeholder Engagement Adviser. The aim is to support organisational change for a long-term strategic objective. This project falls under services related to stakeholders' representation and public relations. Located in the UK, this tender is currently in the Tender Update stage as of 27 January 2026, with a tender deadline set for 20 February 2026. Defra requires an open procurement method through a competitive flexible procedure with potential award by 2 July 2026, and the contract is expected to commence on 16 July 2026 for a period ending on 15 March 2027. The procurement involves four distinct stages: a selection questionnaire, full written tender submission, virtual pitch, and commercial evaluation.

This tender creates a substantial opportunity for businesses specialising in stakeholder engagement, public relations, and advisory services, particularly those familiar with government projects. The procurement process is designed to allow small and medium enterprises (SMEs) and voluntary, community, and social enterprises (VCSEs) to participate, potentially broadening the competitive field. Businesses possessing a proven track record in managing resistance to change, strategising stakeholder engagement, and providing risk management are especially well-suited for this tender. Additionally, businesses that meet the technical requirements, like holding a Cyber Essentials Certification, and can navigate competitive bidding processes are likely to excel. With a gross value of £204,000, this contract promises commercial growth and the opportunity to build strategic alliances with a central government body.

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Notice Information

Notice Title

Defra Special Project - Stakeholder Engagement

Notice Description

Defra is responsible for managing a confidential and sensitive project that is exploring options to deliver organisational change to support a long-term strategic objective. The project is complex, multi-year, and involves stakeholders who are accustomed to current arrangements and may be resistant even to the discussion of change. We require an experienced Stakeholder Engagement Adviser to provide strategic advice and support in shaping and delivering an engagement approach that helps to build trust, address concerns, and guide stakeholders through a common-sense discussion of the options and their benefits/disbenefits, and potentially also a sensitive transition process. Defra has already completed stakeholder mapping but requires support in engagement planning, advisory services, and risk management.

Planning Information

1. EXPRESSION OF INTEREST We require information on the market’s capability, capacity and interest to provide the services detailed below. Please advise if you are interested in bidding for this opportunity. If you are not interested in bidding, please provide reason(s) as this will be valuable feedback. 2. PROCUREMENT TIMETABLE EOI publication date: 17/11/2025 EOI return date: 24/11/2025 Anticipated Route to Market: Competitive Flexible Procedure High Level Overview Defra is responsible for managing a confidential and sensitive project that is exploring options to deliver organisational change to support a long-term strategic objective. The project is complex, multi-year, and involves stakeholders who are accustomed to current arrangements and may be resistant even to the discussion of change. We require an experienced Stakeholder Engagement Adviser to provide strategic advice and support in shaping and delivering an engagement approach that helps to build trust, address concerns, and guide stakeholders through a common-sense discussion of the options and their benefits/disbenefits, and potentially also a sensitive transition process. Defra has already completed stakeholder mapping but requires support in engagement planning, advisory services, and risk management. We are seeking to identify a suitable adviser with the following attributes: 3. HIGH-LEVEL CREDENTIALS & REQUIREMENTS Demonstrable expertise in stakeholder engagement and advisory services in complex, sensitive, or confidential government or organisational projects. Proven track record in navigating resistance to change and creating constructive dialogue with stakeholders. Experience in designing and delivering engagement strategies that support decision-making at senior levels. Strong understanding of the cultural, behavioural, and organisational dynamics that underpin stakeholder concerns. Experience of or familiarity with working on a project within a government context. Ability to travel to London 4. COLLABORATIVE WORKING Ability to work collaboratively with policy teams, governance boards, and external advisers to ensure a joined-up approach. Must have an adaptive and flexible approach, ensuring engagement outputs align with evolving project timelines and changes. 5. KEY OUTPUTS Support the project team in reviewing existing and potential engagement options and approaches. Provide advice on: Strengths, weaknesses, risks, and opportunities of each engagement approach. Communication methods most likely to build trust and reduce resistance. Cultural and organisational considerations that may affect stakeholder responses. Dependencies between stakeholder groups and what other stakeholder groups could be brought into the mix. Ability to build constructive relationships with stakeholders who may be initially unwilling to engage. Plan and run a minimum of 2 engagement events 6. RISK MANAGEMENT Identification and planned mitigation of stakeholder-related risks (e.g., reputational, operational, governance). Development of early warning mechanisms to detect emerging resistance or issues. Provision of strategies to address misinformation, distrust, or disengagement. 7. PLANNING Advice on priority stakeholder groups and tailored engagement approaches. Guidance on sequencing of communications and interventions to maximise effectiveness. Identification of additional areas where independent advisory input would strengthen outcomes. Event planning 8. REPORTING Provision of a monthly highlight report setting out progress, insights, risks, and recommendations. Delivery of knowledge transfer towards the end of the contract to ensure all lessons and approaches are embedded in the core team. 9. CROSS FUNCTIONAL WORKING Alongside this engagement adviser contract, the project will also require support from legal, policy, and operational advisers. It is anticipated that there will be dependencies between the contract deliverables, and the successful supplier will be expected to work closely with these parties to ensure alignment. 10. NON-DISCLOSURE AGREEMENT Due to the sensitive and commercially confidential nature of this project, suppliers are required to enter into a Non-Disclosure Agreement (NDA) to receive a copy of the Invitation to Tender documentation which will be required as part of the PQQ stage. Timeframes The contract is anticipated to commence in March/April 2026 for a period of 12 months. Questions As part of your registration of interest, we are asking suppliers to respond to the below questions. This is to support our knowledge of the market prior to tender. Based on your experience, what mix of skills or team structure tends to work best for a project of this nature (e.g., senior strategic adviser vs. a small delivery team)? What delivery models or approaches would you recommend for this type of project? Are there any commercial constraints or considerations we should be aware of? From your experience, what are the biggest risks when managing stakeholder engagement around sensitive organisational change? What early warning mechanisms or engagement tools do you find most effective in managing stakeholder resistance or misinformation? Do you hold any certifications (e.g. ISO, Cyber Essentials)? How do you manage data protection and security? What suggestions do you have for improving the scope or approach of the future tender? Are there any barriers to participation we should consider? Responses Please respond to this EOI and the questions within via the following MS forms link by the deadline outlined above. Expression of Interest for a Defra Special Project - Stakeholder Engagement – Fill in form https://forms.office.com/Pages/ResponsePage.aspx?id=UCQKdycCYkyQx044U38RAr80PcDqZuJCsMgBqu0dYXJURDJNSTVWTUIzWk84MFJLWlZTRTBGTktKUy4u

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-05e289
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/007264-2026
Current Stage
Tender
All Stages
Planning, Tender

Procurement Classification

Notice Type
UK4 - Tender Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Competitive flexible procedure
Tender Suitability
SME, VCSE
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

79 - Business services: law, marketing, consulting, recruitment, printing and security

CPV Codes

79112100 - Stakeholders representation services

79416000 - Public relations services

79416100 - Public relations management services

79416200 - Public relations consultancy services

79420000 - Management-related services

79900000 - Miscellaneous business and business-related services

Notice Value(s)

Tender Value
£170,000 £100K-£500K
Lots Value
£170,000 £100K-£500K
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
27 Jan 20267 months ago
Submission Deadline
20 Feb 2026Expired
Future Notice Date
2 Dec 2025Expired
Award Date
Not specified
Contract Period
16 Jul 2026 - 15 Mar 2027 6-12 months
Recurrence
Not specified

Notice Status

Tender Status
Active
Lots Status
Active
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
DEPARTMENT OF ENVIRONMENT, FOOD AND RURAL AFFAIRS
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
LONDON
Postcode
SW1P 4DF
Postcode Area
South West London
Country
England
Major Region (ITL 1)
TLI London
Basic Region (ITL 2)
TLI3 Inner London - West
Small Region (ITL 3)
TLI35 Westminster and City of London
Delivery Location
Not specified
Local Authority
Westminster
Electoral Ward
St James's
Westminster Constituency
Cities of London and Westminster

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

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