Portsmouth International Port - Repairs & Maintenance Support Staff and Ancillary Services

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    "id": "ocds-h6vhtk-050993-2026-08-11T14:59:32+01:00",
    "date": "2026-08-11T14:59:32+01:00",
    "ocid": "ocds-h6vhtk-050993",
    "initiationType": "tender",
    "parties": [
        {
            "id": "GB-PPON-PCNL-5714-PRZV",
            "name": "Portsmouth City Council",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PCNL-5714-PRZV"
            },
            "address": {
                "streetAddress": "Civic Offices, Guildhall Square",
                "locality": "Portsmouth",
                "postalCode": "PO1 2AL",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKJ31"
            },
            "contactPoint": {
                "email": "procurement@portsmouthcc.gov.uk"
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            "details": {
                "url": "https://www.portsmouth.gov.uk/",
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                        "id": "publicAuthoritySubCentralGovernment",
                        "scheme": "UK_CA_TYPE",
                        "description": "Public authority - sub-central government"
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    "buyer": {
        "id": "GB-PPON-PCNL-5714-PRZV",
        "name": "Portsmouth City Council"
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    "planning": {
        "milestones": [
            {
                "id": "engagement",
                "type": "engagement",
                "description": "OVERVIEW The Port is undertaking a PME exercise to gather insights from the market ahead of a future procurement process to award a contract for delivery of the services summarised within the 'Scope' section of this PME Notice. The procurement process will commence in August 2025 with award targeted for December 2025 to allow for mobilisation and commencement of services on 1st April 2026. This engagement aims to assess the markets interest in the contract, explore commercial models, approaches to delivery, and understand the markets capability and capacity. By engaging with suppliers, the Port seeks to ensure that any potential procurement strategy is well-informed, commercially viable, and aligned with industry best practices. Additionally, this process will help identify potential risks, environmental opportunities, and social value contributions, ensuring the successful and efficient delivery of any potential contract. The Preliminary Market Engagement exercise shall comprise of a Get to Know the Port session, Questionnaire Guidance meeting and submission and subsequent analysis of engagement questionnaires. To assist suppliers with understanding the purpose of the questionnaire and effectively answer the questions the Port will provide an overview of the questionnaire at the Get to Know the Port session and the Questionnaire Guidance meeting on Microsoft Teams. Following the Get to Know the Port event, and subsequent Questionnaire Guidance meeting, the Port will issue the market engagement questionnaire via In-tend. The Getting to Know the Port session will take place at the Portsmouth International Port site on 12th May at 11:30 which will include for a tour of the site, overview of the operational environment. The session will also include for an overview of the market engagement questionnaire and completion guidance. The questionnaire will be published following this session and should be completed and returned by 2nd June 2025 17:00. Taking part in the Getting to Know the Port session is not compulsory and the Port is still very interested in receiving questionnaire responses from suppliers who are unable to attend. PME PRINCIPLES The Port wishes to engage with suppliers who have experience in undertaking general property and estate repair and maintenance activities. In summary, the preliminary market engagement objectives are to: * Share Information: o Current requirements, demand, and cost models, o Possible future requirements for support staff, o Envisaged contracting strategy, including duration and extension options, o Envisaged procurement process, including the procedure and timeline, o Envisaged commercial and management model. * Review and Understand: o Market capacity and capability to deliver the future requirements, o Suppliers current local market presence, o Typical contracting and commercial models within the industry, o Market interest and preference in potential delivery model options, o Ability to manage likely TUPE transfer considerations, including for ongoing considerations that may arise through re-configuration and development of the dedicated team over the course of the contract, o Costing options, pressures, and budget. * Inform the development of the procurement strategy: o The contract delivery strategy, o The scope of the contract, o Support staff model, including requirements, experience, and training, o Options, including labour skill set, qualifications, o Contracting basis, including terms and conditions and length of contract o Commercial model, o Procurement strategy, including programme, conditions of participation, tender award criteria, o Service levels, including key performance indicators, response time for out of hours provision, o Budget. The key areas the Port are seeking feedback from the market through gathering information through the engagement questionnaire include for - * Market Capacity o Company Size and Core Services: understand the market's current capacity in delivering repairs and maintenance arrangements of similar scale and scope. o Supplier Size and Participation: how the Port can encourage effective fair participation from both large contractors and SMEs in the procurement process, whilst understanding if any barriers exist for smaller suppliers. o Out of Hours Provision: understand the market's ability to provide an out of hours call out facility and response times. o Geographic Coverage: where suppliers currently operate in relation to the Port location. * Market Capability o Envisaged Scope: understand and review the scope, understand whether the market can supply the auxiliary services. o Delivery Models: understand what skills could be delivered directly from the supplier, and that would need to be subcontracted, levels of current experience, existing sub-contracting arrangements. o Delivery Options: team configuration, core skills, flexibility vs specialisms, role of supervisor, etc. o Staff Management: review the markets ability to recruit highly qualified and experienced trades, ability to provide a consistent core team. o Service Levels: understand the markets ability to deliver consistently against the proposed key performance indicators, additional performance measures, service level viability. * Market Commercial Perspectives o Pricing Models and Budget: review the market norms on how such services are costed over term of contract, sufficiency of budget. o Contractual and Legal Considerations: review of market norms in respect of the suggested contractual models, term, and other options. o Contract Management: key performance indictors norms in market, whether the market deem the contract KPIs reasonable and achievable. REQUESTS TO PARTICPATE IN PME INSTRUCTIONS Suppliers interested in taking part in the Get to Know the Port session or Questionnaire Guidance meeting on Microsoft Teams are required to complete the following forms which are accessible via In-tend: * the Participation Request form (Appendix J) * Conflicts of Interest Declaration (Appendix B) Suppliers are required to return the forms by no later than 9th May 2025 at 12:00 and submit via In-tend correspondence function. GET TO KNOW THE PORT SESSION The Port shall be holding an in person Get to Know the Port session on the 12th May at 11:30. The draft agenda for this event is as follows: Welcome and introductions, Tour of the Port (buildings and estate) - provide the supplier familiarisation of the Port and the operational environment, Questionnaire Guidance The Get to Know the Port session will take place in the Terminal building, further details can be found Find us - Portsmouth Port (portsmouth-port.co.uk). The address is: Portsmouth International Port, George Byng Way, Portsmouth, PO2 8SP. Parking is available at the multi-story car park, weblink for further details Parking - Portsmouth Port (portsmouth-port.co.uk) Suppliers are limited to having a maximum of two delegates attending the Get to Know the Ports session at the Port and spaces will be allocated on a first come first served basis. Suppliers are required to bring photo ID, their own hi-viz and safety footwear. MARKET ENGAGEMENT QUESTIONNAIRE GUIDANCE A Word version of the questionnaire will be provided after the completion of this meeting through In-tend. Suppliers are encouraged but not obliged to complete the questionnaire. Completing the online questionnaire will help the Port to understand the delivery options of an outsourced provision and subsequently, the structure of the procurement to ensure it can be carried out by the market and optimises the participation of suppliers, including SMEs. The Port are requesting the questionnaire is completed by Monday 2nd June 2025 by 17:00, any responses after this deadline may not be considered in the PME report. Completed questionnaires are to be submit via In-tend through making a return against the In-tend PME stage. PME ANALYSIS & REPORTING The Port reserves the right to contact suppliers following submission of questionnaires in order to gain clarification and understanding of the responses. This may be purely via In-tend correspondence or for more complex matters may require attendance at a brief on-line TEAMS meeting on either Friday 6th June or Monday 9th June. Any suppliers who submit a completed questionnaire will be sent a copy of the draft PME Feedback Report, which will accompany the procurement process documentation. This report shall provide a summary of the overall trends in the response received against the areas of consideration. The Port are aiming to have collated the PME feedback by Thursday 26th June 2025 to issue the draft report via Intend correspondence for suppliers to review. PME CLARIFCIATION PROTOCOLS Any queries, questions or clarifications regarding this preliminary market engagement exercise must be made in writing using the project correspondence facility on the In-tend system. Any questions and answers from either event will be recorded via a separate clarification log and will be published to Intend for all suppliers to access, unless deemed commercially sensitive. The Port will be recording the Microsoft Teams meeting and will subsequently make this available as part of the PME brief via In-tend. For full details of the clarification process suppliers should review Appendix I - Intend Guidance accessible via In-tend. GENERAL Suppliers should note that there is no obligation to take part in this exercise and that if they do not take part, it will not preclude them from any subsequent related procurement process. Engaging suppliers will not receive preferential treatment in any subsequent tender process, and this is in no way an indication of the selection of any organisation or a guarantee of future work. Completing the survey will help the Port to review the scope of service to allow the optimal means for suppliers, including SMEs, to participate in any subsequent procurement.",
                "dueDate": "2025-06-06T23:59:59+01:00",
                "status": "scheduled"
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    "tender": {
        "id": "P00005097",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
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        "title": "Portsmouth International Port - Repairs & Maintenance Support Staff and Ancillary Services",
        "description": "Portsmouth International Port (the 'Port'), a directorate of Portsmouth City Council (the 'Council'), is seeking to appoint a Contractor to provide a dedicated core maintenance team and associated gas maintenance services across the Port estate. The contract is expected to have an annual value in the region of PS400,000 to PS450,000. The contract will be awarded for an initial term of three (3) years, with the option to extend for up to a further two (2) years, up to a maximum total contract term of five (5) years. The scope of the service includes the provision of a dedicated on-site maintenance team to undertake planned, minor and corrective maintenance activities across the Port estate, together with the provision of gas safety inspections, planned gas maintenance, reactive repairs and an out-of-hours emergency call-out service. The Contractor may also be required to provide quotations for additional works and specialist trades as required. This procurement represents a re-procurement of the Council's existing repairs and maintenance service provision Background information Portsmouth International Port The Port is wholly owned by the Council and is the UK's largest municipal port. The Port is a major UK port, responsible for handling millions of passengers and vital cargo across the globe. With easy access from the motorway and major shipping lanes, the Port is ideally placed for ferries, cruise, and freight. Within Portsmouth Cruise and Ferry Port, referred to as the port, there are five Roll On/Roll Off berths serving both ferries and cruise ships. The ferries provide regular sailings to France, Spain, and the Channel Islands; the cruise ships attend the port with both full turnaround and cruise calls. Within the year of 2025, the Port welcomed 1.6 million cruise and ferry passengers, 570,000 passenger vehicles, and 190,000 fright units. The port usually operates during the hours of 0530 to midnight, 7 days a week, 52 weeks of the year. It has bold environmental ambitions to tackle its emissions and carbon footprint and aims to reach carbon zero by 2050. The Port's plans to improve air quality and their carbon footprint can be found under Sustainability and innovation on the Port's website at Sustainability and innovation - Portsmouth Port (portsmouth-port.co.uk). Further information about the port, including an overview of the facilities, current ferry and cruise schedules, cargo and logistics, etc, can be freely accessed on the Port's website via the weblink Home - Portsmouth Port (portsmouth-port.co.uk) The Port manages The Camber, which is set close to the harbour entrance and is Portsmouth's oldest commercial docks, comprising of four berths that are available for small vessels that are primarily local fishing boats, small coastal commercial vessels, and private pleasure craft. The Port is also responsible for a significant area of the land in this area. Further information can be found on the Port's website at The Camber - Portsmouth Port (portsmouthport.co.uk). Future Requirements - Core Team The successful contractor is to supply a permanent core team of staff to supplement the Port's own directly employed Technical Services Group who carry out repairs and maintenance across the Port's estate. Both teams are directed by the Port's directly employed Maintenance and Facilities Manager to undertake planned, minor, and corrective maintenance. One member of the core team of staff should act as a working supervisor having a good understanding of the Port's requirement and undertaking day to day liaison with the Port's Maintenance and Facilities Manager. The core team are on site at the Port between Monday - Friday (excluding bank holidays), between the hours 8:00 - 17:00. Due to the operational requirements and security at the Port consistency of staffing is required and members of the permanent core team of staff should be treated as a dedicated resource. To cater for the dynamic work requirements, it is envisaged that the contractors' staff will be required to carry out a range of different jobs, which includes a range of trades (this is not an exhaustive list): * Carpentry * Plumbing * Decorations / Painting * Groundwork * Horticultural On occasion the Contractor may be requested by the Port's Maintenance and Facilities Manager to provide a fixed quotation for a particular job or to provide additional trades outside of those listed above. The Contractor will provide a call out facility to make safe, prevent further damage to property or personnel and to safeguard the public within a maximum of two hours Commercial Gas Services The Contractor is to provide and manage an effective programme for annual safety inspections that ensures that all the Port's assets have Commercial Gas Safety Certificates that are less than twelve months old. The Contractor is to provide a reactive responsive repairs service, which includes outside of the hours of 0800 to 1700 hours Monday to Friday. The Contractor will carry out the right repairs first time as and when required to maintain the Port's assets. Contract Scaling The Port is a dynamic environment and though not guaranteed, may require the contractors to be able to scale up their workforce by up to two thirds of the current core team over the life of the contract, either on a flexible temporary or long-term basis which will impact the value of the contract. Scope and Specification The Council requires the provision of Repairs and Maintenance Services across Portsmouth International Port, including Portsmouth Cruise and Ferry Port, The Camber and the Border Control Post. The services will support the ongoing operation, safety and maintenance of the Port's estate and associated assets. The principal elements of the service include: * Planned maintenance activities. * Minor and corrective maintenance repairs. * Provision of a dedicated on-site core maintenance team. * Commercial Gas safety inspections, servicing and maintenance. * Out-of-hours emergency call-out services. * Provision of additional specialist trades and quoted works as required. The Contractor will be expected to work collaboratively with the Port's directly employed maintenance personnel and deliver the services in a manner that supports the operational, safety and security requirements of the Port environment.",
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                        "description": "Floral-display services"
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                    {
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                        "description": "Tree pruning and hedge trimming"
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                "relatedLot": "1"
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        "value": {
            "amountGross": 4800000,
            "amount": 4000000,
            "currency": "GBP"
        },
        "mainProcurementCategory": "services",
        "aboveThreshold": true,
        "lots": [
            {
                "id": "1",
                "suitability": {
                    "sme": true
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                "contractPeriod": {
                    "startDate": "2027-04-01T00:00:00+01:00",
                    "endDate": "2030-03-31T23:59:59+01:00",
                    "maxExtentDate": "2032-03-31T23:59:59+01:00"
                },
                "hasRenewal": true,
                "status": "planned",
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                    "amount": 4000000,
                    "currency": "GBP"
                },
                "selectionCriteria": {
                    "criteria": [
                        {
                            "type": "economic",
                            "description": "To be confirmed within the tender notice."
                        },
                        {
                            "type": "technical",
                            "description": "To be confirmed within the tender notice."
                        }
                    ]
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                "renewal": {
                    "description": "The contract will be awarded for an initial term of three (3) years, with the option to extend for up to a further two (2) years in increments to be agreed, up to a maximum total contract term of five (5) years."
                },
                "hasOptions": true,
                "options": {
                    "description": "Impact of Local Government Reform Local Government Review As part of the wider Local Government Review (LGR), Portsmouth City Council has been required to work with neighbouring authorities to support the development of future local government structures and governance arrangements. The UK Government has now confirmed its decision regarding Local Government Reorganisation across Hampshire and the Isle of Wight. Under the confirmed proposals, Portsmouth City Council will become part of a new unitary authority covering the areas of Portsmouth, Gosport, Fareham and Havant, together with Newlands, Horndean, Clanfield and Rowlands Castle. The new authority is expected to assume responsibility for local authority services from 1 April 2028. Portsmouth International Port is a distinct operational asset owned and managed by Portsmouth City Council. Whilst responsibility for the Port may transfer to the successor authority as part of the reorganisation, the Council does not currently anticipate that Local Government Reorganisation will result in any material change to the scope, demand profile, operational requirements or estimated value of this contract. Contractors should therefore prepare their submissions on the basis of the requirements set out within the Contract Documents. The Council's current expectation is that the services will continue to be delivered substantially in accordance with the Scope throughout the contract term, subject to normal operational variations and contract management requirements. To ensure continuity of service and effective contract management, the contract may include provisions enabling the transfer (novation) of the contract to any successor authority and to accommodate reasonable organisational or governance changes arising from Local Government Reorganisation. Any such changes would be implemented in accordance with the terms of the Contract and applicable procurement legislation. In line with established public sector contracting practice, and to ensure long-term resilience and continuity, the contract includes proportionate flexibility provisions. These are included as standard safeguards to ensure the contract remains effective over time, rather than to anticipate any specific future change. Such provisions may include: * The ability to make minor or reasonable adjustments to service scope or service volumes, where operational requirements evolve * Flexibility to reflect changes in organisational structures or governance arrangements, should these arise * Provision for the transfer (novation) of the contract to a successor authority, if required as part of any future reorganisation"
                }
            }
        ],
        "communication": {
            "futureNoticeDate": "2026-09-01T23:59:59+01:00"
        },
        "status": "planned",
        "amendments": [
            {
                "id": "021360-2025",
                "description": "To provide clarification that suppliers who may have been unable to attend the Getting to Know the Port site visit on Monday 12th May are still encouraged to complete and submit preliminary market engagement questionnaire responses, ideally by Monday. 2nd June 2025 17:00. A further site visit will also be offered for suppliers to attend during the subsequent formal procurement process. A questionnaire with accompanying slides from the event has been published via the Council's e-sourcing solution In-tend. If suppliers are only able to partially complete the questionnaire and / or only provide very high-level summary responses they are still encouraged to submit a response, as all feedback will be considered."
            }
        ],
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        "procurementMethodDetails": "Open procedure",
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