Southsea Castle Catering and Events Concession Opportunity - Portsmouth 2026

{
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    "id": "ocds-h6vhtk-065b89-2026-06-22T16:41:36+01:00",
    "date": "2026-06-22T16:41:36+01:00",
    "ocid": "ocds-h6vhtk-065b89",
    "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"
            },
            "roles": [
                "buyer"
            ],
            "details": {
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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"
    },
    "planning": {
        "milestones": [
            {
                "id": "engagement",
                "type": "engagement",
                "description": "INTRODUCTION Portsmouth City Council (the Council) is undertaking a Preliminary Market Engagement (PME) exercise to inform the future procurement strategy for catering and event services at Southsea Castle. To ensure effective engagement with organisations, and in the interests of transparency and fair and equal treatment set out within the Procurement Act 23, the Council has instigated this Preliminary Market Engagement (PME) process via issue of a PME Notice on the Central Government Find a Tender Service / Central Digital Platform. Through the PME exercise suitably qualified and experienced operators will have the opportunity to participate in a site tour of the premises on 10th March at 16:30 - 19:00 and take part in 1-1 discussions with key Council officers. The 1-1 meetings will generally be held on-line via Microsoft Teams between 10th - 18th March, although the Council may also be able to offer in person meetings at the Council's Civic Offices. The Council currently has 4 1.5-hour meeting slots available which will be allocated on a first come first served basis to operators who can meet the minimum experience requirements detailed below. If more than 4 qualifying operators express interest in 1-1 meetings the council will endeavour to make further meeting slots available but cannot provide any guarantees, as such interested operators are encouraged to submit formal expressions of interest as a matter of urgency. Where meeting slots cannot be allocated the Council will give operators an opportunity to provide written feedback. The feedback gained through this process will inform the development of the operational, commercial and contractual positions taken by the Council when the formal procurement process is undertaken, as well as informing the design and programme for the actual procurement process. EXPRESSION OF INTEREST PROCESS & PARTICIPATION REQUIREMENTS Attendance at the site visit, and participation in any subsequent one-to-one meetings, will be limited to Operators who have completed and submitted the accompanying Expression of Interest (EOI) form via In-tend using the correspondence function . In the first instance, interested Operators must complete the EOI form and return it via In-tend, confirming their interest in taking part in the site visit and the 1-to-1 discussions. The EOI form requests operators to provide the following information for up to two case studies, which must be in relation to current operations or operations that have ceased within the last 12 months: * Daily restaurant or cafe operations of a minimum of 30 covers * Event catering delivery of a minimum of 100 covers * Bar operation and management These minimum requirements are expected to form part of the pass/fail Conditions of Participation in the subsequent procurement process. Operators who are unable to evidence the stated level of relevant experience will not be eligible to take part in this PME process or bid for the future opportunity. The expression of interest form requests Operators to provide the following information: * General company information * Details of previous experience managing a hospitality business; whether a cafe, restaurant or catering company * Availability for meetings on: o Slot 1 - Tuesday 10th March - Either 11:00 - 12:30 or 11:30 - 13:00 o Slot 2 - Wednesday 11th March - 09:30 - 11:00 o Slot 3 - Thursday 12th March - Either 15:00 - 16:30 or 15:30 - 17:00 o Slot 4 - Wednesday 18th March 13:00 - 14:30 * Names of delegates who will attend the site visit and/or the 1-2-1 meetings, including their role and email address. In addition to submission pf the EOI operators will also be required to complete and submit a Conflict of Interest (COI) Statement using the form provided. Further information in respect of Conflict of Interest is included within the further documentation accessible via the Council's e-sourcing solution In-tend. NB: Operators 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 Operators will not receive preferential treatment in the subsequent procurement process, and this is in no way an indication of the selection of any organisation or a guarantee of future work. COUNICL TEAM The key Council officers who will attend the 1-1 meetings are as follows: * Claire Looney - Partnership and Commissioning Manager - PCC Culture Leisure and Regulatory Services * Jacqueline Braks - Events and weddings manager, Southsea Castle - PCC Culture Leisure and Regulatory Services * Richard Lock - Assistant Director Procurement - PCC Finance and Resources * Simon Courtney - Senior Procurement Professional - PCC Finance and Resources * Shannon Penfold - Trainee Procurement Professional - PCC Finance and Resources PME & PROCUREMENT ADMINISTRATION The Council will administrate the preliminary market engagement and future formal procurement process using its e-sourcing system In-Tend which will be used for: * Access to and issue of information and documentation * Clarification requests and response * Expression of interest submission * Allocation of 1-1 meeting slots * Issue of tender documentation * Submission of tender responses * Issue of Award Decision notification The In-tend system can be accessed for free using the following link: https://in-tendhost.co.uk/portsmouthcc/aspx/home PME SUPPORTING INFORMATION The following documents have been included as part of the PME Briefing pack via In-tend: * Southsea Castle - PME Brief (this document) * Southsea Castle - PME 1-1 EOI * Castle Website: https://southseacastle.co.uk/ * Conflict of Interest Statement * Conflicts of Interest Declaration Form * Intend Guidance, Supporting Information & Clarification Process. PME FEEBACK AREAS As the council explores options for the new catering arrangements for Southsea Castle, it is keen to seek input from the market in respect of interest, ambitions, vision, commercials, contract, maintenance, procurement strategy, etc. to inform the future formal procurement process. Through undertaking 1-1 discussions with operators the Council will seek information on and input into the following headline areas, further detail on these discussion points are included within the PME Brief document accessible via In-tend: 1. Experience, Capacity & Growth Ambitions 2. Vision for the Catering Offer 3. Opportunities for Weddings, Corporate Events & Private Hire 4. Community, Cultural and Local Partnerships 5. Marketing, Communications & Customer Service - Launch and Ongoing Strategy 6. Investment, Building Improvements & Maintenance 7. Commercial Viability & Business Model Options 8. Partnership Working, Performance Reporting & Contract Management Expectations 9. Procurement Process, Mobilisation & Transition Planning 10. Contractual Parameters and Limitations CONFLICTS ASSESSMENT The Procurement Act 2023 requires the Council to identify and keep under review actual and potential conflicts of interest. The Council must also mitigate conflicts of interest and address circumstances which the Council considers are likely to cause a reasonable person to wrongly believe there to be a conflict or potential conflict of interest. A conflict of interest arises when an individual's personal interests, relationships, or activities have the potential to interfere with their impartiality or the integrity of the procurement process. This may include financial, personal, familial, or business interests that could improperly influence, or be perceived to influence, their decisions or actions. Operators should refer to Conflicts of Interest Declaration Form accessible via In-tend for further details of the Council's duty regarding conflict of interests. Operators should complete and submit one conflict of interest declaration per organisation in word format.",
                "dueDate": "2026-03-20T23:59:59Z",
                "status": "scheduled"
            }
        ],
        "documents": [
            {
                "id": "016667-2026",
                "documentType": "marketEngagementNotice",
                "noticeType": "UK2",
                "description": "Preliminary market engagement notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/016667-2026",
                "datePublished": "2026-02-24T17:06:43Z",
                "format": "text/html"
            }
        ]
    },
    "tender": {
        "id": "P00005202",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "Southsea Castle Catering and Events Concession Opportunity - Portsmouth 2026",
        "description": "Portsmouth City Council (\"the Council\") is inviting tenders from suitably qualified and experienced catering and events operators for the delivery of catering and events services at Southsea Castle, under a long term commercial arrangement comprising a combination of rental income and an incentivised revenue share mechanism. The council is using a single stage competitive flexible procedure for the procurement of this contract, which includes conditions of participation and detailed tender proposals to be submitted at the same time. The procurement is structured into two alternative lots which represent different contract term options for the same service requirement: * Lot 1: Initial term of 5 years with the option to extend by up to 5 years * Lot 2: Initial term of 7 years with the option to extend by up to 3 years Tenderers are invited to submit a response for one lot only, selecting the contract term option which best reflects their proposed delivery model, investment approach and commercial offer. The Council intends to award a single contract under either Lot 1 or Lot 2, based on the Most Advantageous Tender (MAT). Award of the contract is targeted for 21st September 2026. The successful operator will be required to seamlessly commence operations under a lease with associated concession arrangement from 1st February 2027 following expiry of the lease held with the current incumbent operator on 31st January 2027. Southsea Castle Southsea Castle, built in 1544 by King Henry VIII as part of his coastal defence scheme, is a historic, Scheduled Ancient Monument and a site of national importance. Southsea Castle now operates as a visitor attraction and museum, restaurant, and historic wedding & events venue. The Castle attracts upwards of 10,000 visitors per month over the summer season and offers members of the public free access to the castle keep, ramparts, shop & viewing rooms from April - October. The restaurant in Southsea Castle is open all year round, and the Castle hosts numerous events throughout the season, in particular weddings & corporate events, as well as community events. During the opening season, there are also local makers market's hosted in the marquee, as well as heritage tours and talks hosted by the museums team. All events hosted by the museums team are aimed at engaging with the local community and increasing the visitor experience at Southsea Castle The Castle courtyard, keep, ramparts and museum rooms are open to the public from 10am - 5pm, Tues - Sunday's and bank holidays, from April - October, and are closed over the winter period. The restaurant is open all year round, currently from 9.30am - 5pm every day in the summer season, and Wed-Sun 9.30am - 5pm in the winter season. Permitted Uses, Opening Times & Access The permitted use of Southsea Castle comprises a combination of public-facing restaurant operations and a programme of private and operator-led events, with defined parameters around access, capacity and shared use. The restaurant and cafe, located within the western side of the castle courtyard, provide approximately 60 internal covers and up to 54 external covers (subject to layout). The space can also accommodate private events of up to 60 seated or 80 standing guests. The operator is required to provide a daily service as a minimum between 9:30am and 5:00pm, with flexibility for evening trading and private hire where this does not conflict with Council-managed bookings. Private events are delivered across a range of spaces. The marquee is the primary large-scale event space, with a capacity of up to 120 seated or 200 standing guests, and is managed by the Council. This space is used for weddings and corporate functions but may also be utilised by the operator as part of their own event programme, including catering and bar provision. The castle keep is also used for ceremonies and smaller events but remains under Council control and is not available for operator-led events. Additional areas, including the castle ramparts and an ancillary bar or function room, may be used to support events where appropriate and subject to approval. These spaces provide flexibility to enhance the visitor and event experience whilst ensuring compliance with health and safety requirements. The operator will share access to back-of-house and storage areas with the Council, including spaces used for equipment, stock and event furniture. These arrangements require coordinated use and may be reviewed periodically to ensure suitability. Operations must also accommodate external events. At times, large-scale events may restrict or suspend access to the castle, during which the operator will not be permitted to trade. In contrast, other events may increase footfall and present additional trading opportunities, with the Council providing advance notice where required. The operator must ensure the site remains open to the public for a minimum of 50 weeks per year and deliver a catering and events offer that supports growth. This includes providing catering for Council-managed events and developing an independent programme of activities outside core hours to enhance the site's profile as a destination venue. All activities must reflect the building's status as a Scheduled Ancient Monument, ensuring a balance between commercial use and the preservation of the site. Revenue Share and Lease Fee The lease will be subject to rental fee and revenue share payments from the operator to the Council. The Council is targeting a minimum guaranteed annual rental payment of PS32,000 over initial 5 years of the lease. Rental payments are to be made in advance on a quarterly basis. Operators will be required to propose a revenue share percentage to the Council in Year 1, which should not fall below 3% and not be higher than 10%, without justification. Where a proposal falls below or above this range, the Council may consider the bid to be abnormally low or abnormally high and reserves the right to undertake further investigation and seek clarification from the bidder. The proposed revenue share percentage is not expected to reduce following Year 1. Where a bidder proposes a reduction in revenue share percentage over the contract term, the Council reserves the right to investigate the rationale and set aside the bid where this cannot be satisfactorily justified. The revenue share percentage proposed by operators may vary over the term of the agreement but must always be within the range stated. Revenue share payments are to be made within 30 days at the end of each contract year. Based upon current revenue and subject to indexation the Council estimates that the successful Operator could achieve a turnover figure of approx. PS600K. However, the Council considers that there are significant opportunities to increase revenue though investment, events, food offer, advertising, etc. which could have a major positive impact upon revenue generation, potentially increasing revenue generation. Based on an estimated annual turnover of PS600,000 in Year 1, the Council anticipates that the total value of the concession opportunity over the potential 10-year contract term could be in the region of PS7 million to PS8 million. However, it should be noted that all estimates in respect of the value of the business opportunity are purely indicative and provided to comply with the requirements of the Procurement Act 23 in relation to publication of estimated contract values. All figures are non-binding, the Council is providing no guarantees and accepting no liability in the event that the actual value of the business opportunity over the term of the contract falls significantly above or below the guide estimates provided. The specification includes for clearly defined performance standards, service levels and KPIs covering the following areas: * KPI 1 - Customer Experience & Destination Offer * KPI 2 - Event Delivery & Programme Growth * KPI 3 - Catering Quality & Operational Standards * KPI 4 - Commercial Performance & Open Book Reporting * KPI 5 - Compliance, Health & Safety & Asset Stewardship * KPI 6 - Partnership Working, Communication & Community Engagement The Council is seeking to establish a partnership relationship with the successful Operator based on the following principles * Proactive collaboration and co-operation with the Council including attendance at the Strategic and Operational Boards. * Proactive collaboration and co-operation with other current and future stakeholders in the City and the immediate surrounds. * Partnership working with locally based public, private and third-party organisations. * Working with community groups to support activities and events where appropriate. The Operator will be required to align with the Council's Social Value Policy in a manner which provides targeted meaningful impact to individuals, communities, the environment and local economy. All repairs to the spaces occupied must be undertaken with the necessary permissions in place from both Historic England and the Council which reflects the status of the Castle as a Scheduled Ancient Monument.",
        "items": [
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                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "55310000",
                        "description": "Restaurant waiter services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "55320000",
                        "description": "Meal-serving services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "55330000",
                        "description": "Cafeteria services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "55400000",
                        "description": "Beverage-serving services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "55500000",
                        "description": "Canteen and catering services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "79952000",
                        "description": "Event services"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKJ31",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UKJ31",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "1"
            },
            {
                "id": "2",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "55310000",
                        "description": "Restaurant waiter services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "55320000",
                        "description": "Meal-serving services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "55330000",
                        "description": "Cafeteria services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "55400000",
                        "description": "Beverage-serving services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "55500000",
                        "description": "Canteen and catering services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "79952000",
                        "description": "Event services"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKJ31",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "2"
            }
        ],
        "value": {
            "amountGross": 9840000,
            "amount": 8200000,
            "currency": "GBP"
        },
        "mainProcurementCategory": "services",
        "specialRegime": [
            "concession"
        ],
        "aboveThreshold": true,
        "lots": [
            {
                "id": "1",
                "suitability": {
                    "sme": true
                },
                "contractPeriod": {
                    "startDate": "2027-02-01T00:00:00Z",
                    "endDate": "2032-01-31T23:59:59Z",
                    "maxExtentDate": "2037-01-31T23:59:59Z"
                },
                "hasRenewal": true,
                "status": "active",
                "title": "Standard Term Concession (5 + 5 years)",
                "description": "This Lot relates to the delivery of catering and events services at Southsea Castle, as described in the Competitive flexible procedure description of this notice. Lot 1 represents the Council's baseline contract structure, comprising an initial term of 5 years with the option to extend by up to 5 years (maximum 10 years total). Tenderers are required to submit a bid for Lot 1, which forms the core basis for evaluation and comparison across submissions. The total estimated value of the concession opportunity is approximately PS8,200,000 (excluding VAT), or PS9,840,000 (including VAT), based on a maximum contract term of 10 years. The procurement is structured into two alternative lots which represent different contract term options for the same service requirement. Only one lot will be awarded. Due to system limitations within the Find a Tender Service, the values attributed to each lot are required to be entered individually and are therefore displayed as cumulative. This does not reflect the actual procurement value. The stated lot values should not be aggregated, and the overall value of the opportunity remains as set out above.",
                "value": {
                    "amountGross": 9839998,
                    "amount": 8199999,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "Quality",
                            "description": "1. Proposal 35% 1.1 Strategic Vision & Catering Offer 12.5% 1.2 Events Strategy & Operational Delivery 12.5% 1.3 Risk & Resilience 5% 1.4 Marketing, Promotion & Customer Engagement 5% 2. Mobilisation 5% 2.1 Mobilisation, Transition & Implementation 5% 3. Resourcing 10% 3.1 Management Team & Operational Staff 7.5% 3.2 Supply Chain & Sub-Contractors 2.5% 4. Business plan and financing 10% 4.1 Business & Financial Model 7.5% 4.2 Open Book Working, Performance Targets & Reporting 2.5%",
                            "numbers": [
                                {
                                    "number": 60,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "price",
                            "name": "Income",
                            "description": "5. Financial proposal 40% 5.1 Base rent return to the Council 25% 5.2 Percentage Revenue Share to the Council in year one 5% 5.3 Average Revenue Share over 10-year contract term 10%",
                            "numbers": [
                                {
                                    "number": 40,
                                    "weight": "percentageExact"
                                }
                            ]
                        }
                    ]
                },
                "selectionCriteria": {
                    "criteria": [
                        {
                            "type": "economic",
                            "description": "As described in the procurement specific questionnaire and the conditions of participation."
                        },
                        {
                            "type": "technical",
                            "description": "As described in the procurement specific questionnaire and the conditions of participation."
                        }
                    ]
                },
                "renewal": {
                    "description": "Under Lot 1 - The contract will be awarded for an initial term of five years thereafter the council will have the option to extend the term by a period(s) of up to a maximum of five years. Any period(s) of extension will be at the council's sole discretion. The maximum allowable term is 10years. Under Lot 2 - The contract will be awarded for an initial term of seven years thereafter the council will have the option to extend the term by a period(s) of up to a maximum of three years. Any period(s) of extension will be at the council's sole discretion. The maximum allowable term is 10 years."
                },
                "hasOptions": true,
                "options": {
                    "description": "The Council reserves the right to engage the next placed highest scoring Operator (ranked 2nd) to deliver the contract in the event that any of the following events occur during the award, mobilisation and delivery of the services during the initial base term as well as during any extension periods: * The Council is unable to agree and execute terms of contract with the preferred bidder identified through evaluation of the submitted tenders * The preferred bidder identified through evaluation of the submitted tenders fails to mobilise and commence the services in line with the agreed programme, or is significantly delayed in meeting programme milestones and is highly likely to not commence services in line with the agreed programme * The contract with the preferred bidder identified through evaluation of the submitted tenders is terminated due to: o Material breach o Non-material persistent breach o Failure to meet service levels and KPIs o Not meeting Conditions of Participation - Exclusion grounds, insurance, financial standing, accreditations, etc. o Inability to agree price increases in line with terms o Inability to agree price changes, specification changes, event in the event of materialisation of identified known risks The next placed Operator will only be engaged at the Council's discretion and subject to the Operator evidencing ability to: * Meet all Conditions of Participation * Deliver the requirements as set out in the specification including for any updates made by the Council * Honour the terms & conditions included within the original procurement * Deliver the service delivery proposals included within their original tender submission as a minimum * Honour the pricing elements included for within their original tender submission, subject to reasonable application of relevant CPI indices, as a minimum with a requirement to mitigate any increases where possible In the event that the Council is unable to reach agreement with the next placed Operator the Council may, at its sole discretion engage with the Operator that ranked immediately below the next placed Operator (ranked 3rd) from the evaluation process to deliver the contract subject to the requirements set out above. In the event that agreement cannot be reached with the 3rd ranked Operator the council may engage with the 4th ranked Operator and so forth at its discretion for delivery of the contract."
                }
            },
            {
                "id": "2",
                "title": "Extended Term Concession (7 + 3 years)",
                "description": "This Lot relates to the delivery of catering and events services at Southsea Castle, as described in the Competitive flexible procedure description of this notice. Lot 2 provides an alternative contract structure, comprising an initial term of 7 years with the option to extend by up to 3 years (maximum 10 years total). Submission for Lot 2 is optional. Tenderers submitting for this lot must clearly demonstrate the additional value, investment or benefits delivered as a result of the longer initial contract term. The total estimated value of the concession opportunity is approximately PS8,200,000 (excluding VAT), or PS9,840,000 (including VAT), based on a maximum contract term of 10 years. The procurement is structured into two alternative lots which represent different contract term options for the same service requirement. Only one lot will be awarded. Due to system limitations within the Find a Tender Service, the values attributed to each lot are required to be entered individually and are therefore displayed as cumulative. This does not reflect the actual procurement value. The stated lot values should not be aggregated, and the overall value of the opportunity remains as set out above.",
                "status": "active",
                "value": {
                    "amountGross": 2,
                    "amount": 1,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "Quality",
                            "description": "1. Proposal 35% 1.1 Strategic Vision & Catering Offer 12.5% 1.2 Events Strategy & Operational Delivery 12.5% 1.3 Risk & Resilience 5% 1.4 Marketing, Promotion & Customer Engagement 5% 2. Mobilisation 5% 2.1 Mobilisation, Transition & Implementation 5% 3. Resourcing 10% 3.1 Management Team & Operational Staff 7.5% 3.2 Supply Chain & Sub-Contractors 2.5% 4. Business plan and financing 10% 4.1 Business & Financial Model 7.5% 4.2 Open Book Working, Performance Targets & Reporting 2.5%",
                            "numbers": [
                                {
                                    "number": 60,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "price",
                            "name": "Income",
                            "description": "5. Financial proposal 40% 5.1 Base rent return to the Council 25% 5.2 Percentage Revenue Share to the Council in year one 5% 5.3 Average Revenue Share over 10-year contract term 10%",
                            "numbers": [
                                {
                                    "number": 40,
                                    "weight": "percentageExact"
                                }
                            ]
                        }
                    ]
                },
                "selectionCriteria": {
                    "criteria": [
                        {
                            "type": "economic",
                            "description": "As described in the procurement specific questionnaire and the conditions of participation."
                        },
                        {
                            "type": "technical",
                            "description": "As described in the procurement specific questionnaire and the conditions of participation."
                        }
                    ]
                },
                "suitability": {
                    "sme": true
                },
                "contractPeriod": {
                    "startDate": "2027-02-01T00:00:00Z",
                    "endDate": "2032-01-31T23:59:59Z",
                    "maxExtentDate": "2037-01-31T23:59:59Z"
                },
                "hasRenewal": true,
                "renewal": {
                    "description": "Under Lot 1 - The contract will be awarded for an initial term of five years thereafter the council will have the option to extend the term by a period(s) of up to a maximum of five years. Any period(s) of extension will be at the council's sole discretion. The maximum allowable term is 10years. Under Lot 2 - The contract will be awarded for an initial term of seven years thereafter the council will have the option to extend the term by a period(s) of up to a maximum of three years. Any period(s) of extension will be at the council's sole discretion. The maximum allowable term is 10 years."
                },
                "hasOptions": true,
                "options": {
                    "description": "The Council reserves the right to engage the next placed highest scoring Operator (ranked 2nd) to deliver the contract in the event that any of the following events occur during the award, mobilisation and delivery of the services during the initial base term as well as during any extension periods: * The Council is unable to agree and execute terms of contract with the preferred bidder identified through evaluation of the submitted tenders * The preferred bidder identified through evaluation of the submitted tenders fails to mobilise and commence the services in line with the agreed programme, or is significantly delayed in meeting programme milestones and is highly likely to not commence services in line with the agreed programme * The contract with the preferred bidder identified through evaluation of the submitted tenders is terminated due to: o Material breach o Non-material persistent breach o Failure to meet service levels and KPIs o Not meeting Conditions of Participation - Exclusion grounds, insurance, financial standing, accreditations, etc. o Inability to agree price increases in line with terms o Inability to agree price changes, specification changes, event in the event of materialisation of identified known risks The next placed Operator will only be engaged at the Council's discretion and subject to the Operator evidencing ability to: * Meet all Conditions of Participation * Deliver the requirements as set out in the specification including for any updates made by the Council * Honour the terms & conditions included within the original procurement * Deliver the service delivery proposals included within their original tender submission as a minimum * Honour the pricing elements included for within their original tender submission, subject to reasonable application of relevant CPI indices, as a minimum with a requirement to mitigate any increases where possible In the event that the Council is unable to reach agreement with the next placed Operator the Council may, at its sole discretion engage with the Operator that ranked immediately below the next placed Operator (ranked 3rd) from the evaluation process to deliver the contract subject to the requirements set out above. In the event that agreement cannot be reached with the 3rd ranked Operator the council may engage with the 4th ranked Operator and so forth at its discretion for delivery of the contract."
                }
            }
        ],
        "communication": {
            "futureNoticeDate": "2026-04-13T23:59:59+01:00"
        },
        "status": "active",
        "procurementMethod": "open",
        "procurementMethodDetails": "Competitive flexible procedure",
        "procedure": {
            "features": "In respect of application of the Procurement Act 23, the Council's position is that the contract falls under the definition of a concession contract as set out within Section 8 of the Procurement Act 2023 and that therefore only the aspects of the Procurement Act 2023 and Procurement Regulations 2024 that apply to 'special regime' contracts are of relevance to this procurement process and management of the resultant contract. The council is using a single stage competitive flexible procedure for the procurement of this contract, which includes conditions of participation and detailed tender proposals to be submitted at the same time. The Council will run the procurement process to secure the Operator using the Competitive Flexible Procedure as defined within the Procurement Act 23. The Council has designed a process that includes for: * Pre Tender submission dialogue * Post Tender submission negotiation * Refinement of specification, contractual / lease terms and commercial model during the process * Site tours & bidders briefing * Post award finalisation of contract terms, lease & commercial arrangements * Due diligence including for take up of client references and visits to operator offices & operational sites, both pre and post award Preliminary Market Engagement Following the Council's Preliminary Market Engagement (PME), which informed the development of the procurement strategy, feedback from the market indicated varying preferences in relation to contract length, investment recovery periods and commercial delivery models. In particular, the PME highlighted that different operators adopt differing approaches to contract term depending on their business model, level of upfront investment, and appetite for revenue growth and operational risk. This included a distinction between operators preferring shorter initial terms with flexibility to extend, and those favouring longer initial terms to support investment and long-term planning. In response to this feedback, the Council has structured the procurement into two alternative lots - * Lot 1: Initial term of 5 years with the option to extend by up to 5 years * Lot 2: Initial term of 7 years with the option to extend by up to 3 years The split lot approach ensures that the procurement remains flexible and responsive to market capability, while allowing the Council to determine, through evaluation, the most appropriate contract term for the delivery of the service. Central Digital Platform Operators are required to register on the Central Digital Platform, and upload and/or check that their core Supplier information on the Central Digital Platform relating to their company information, Mandatory and Discretionary Exclusions, Connected Persons, and economic and financial standing is all up to date and accurate at the point of submitting both a Tender Response. Where relevant, Operators will also need to provide information concerning Associated Persons and intended Sub-contractors Should there be any inconsistency between this information and the information as submitted in response to this Procurement, the Operator will need to provide evidence as to the accuracy of their submission and failure to do so could result in the Operator being excluded for Improper Behaviour. Guidance on accessing the Central Digital Platform can be found here - https://www.gov.uk/government/publications/procurement-act-2023-short-guides/suppliers-how-to-register-your-organisation-and-first-administrator-on-find-a-tender-in-three-easy-steps-html Access to tender document and programme The Council will administrate the procurement using its e-sourcing system In-Tend, which will be used for: * Access to and issue of procurement information and documentation * Pre-tender submission clarification requests and response * Tender submission * Tender opening and access to responses * Post tender submission clarification requests and response * Award decision notification and feedback The In-Tend system can be accessed free of charge via the following web link: https://intendhost.co.uk/portsmouthcc/aspx/home The Council are intending to follow the subsequent Procurement Programme - Issue of Tender Notice & Invitation to Participate in Dialogue - 22/06/26 Site Visit (condition of tendering) - 29/06/26 (17:00-19:00) 1-2-1 dialogue meetings - From 13/07/26 to 24/07/26 2026 Request for clarification deadline - 29/07/26 by 16:00 Tender proposals return - 7/08/26 by 12:00 Tender Evaluation - 10/08/26 to 11/09/26 Optional Operator Interviews - 7/09/26 to 11/09/26 2026 Notification of award decision, issue of assessment summaries and publication of Contract Award Notice - 21/09/26 Standstill Period - 21/09/26 to 30/09/26 Preferred bidder secured and confirmation of contract award - 1/10/26 Contract Start - Monday 1st February 2027 Failure to meet the deadlines set out above may result in an Operator's submission not being considered. Mandatory Site Visit Attendance at the site visit is a mandatory requirement for any Operator wishing to submit a tender response. Operators who attended the site visit as part of the Preliminary Market Engagement (PME) exercise will be deemed to have satisfied this requirement, however all Operators are permitted to attend. Failure to attend the scheduled site visit on Monday 19th June 2026 from 17:00 to 19:00 at Southsea Castle will result in the Operator being excluded from the procurement process. Dialogue TEAMS Meetings Operators who wish to engage in an online TEAMS 1-1 clarification meeting/s with the Council prior to submission of their tender return must register via InTend using the correspondence function by 12:00 on Wednesday 8th July 2026. Only Operators who have attended the site visit/were involved in the Preliminary Market Engagement will be able to attend the dialogue meetings. The 1-1 meetings will be held via TEAMS from Monday 13th July 2026 to Friday 24th July 2026. Operators may request up to 90 minutes of clarification meeting time with the Council which may be covered in one meeting or split between multiple (max 2) if required to accommodate diaries of particular Council and Operator project team members that may be required to attend to address particular clarification topics. In registering Operators must provide the following information: * Names, positions and contact details (email & telephone number) of delegates (max of 4 delegates may attend) * Preferred dates and times for meetings * Clarification questions, topics and themes The Council will minute the meetings and provide the notes promptly with the particular Operator via InTend. Where questions and responses are not commercially sensitive to an Operators particular approach they will be added to the Clarification Log and issued to all Operators via InTend. Tender evaluation principles The evaluation of responses takes place in two stages: * Evaluation of exclusion grounds and conditions of participation takes place first. Only when a Operator has satisfied these minimum requirements within the Procurement Specific Questionnaire (PSQ) will evaluation proceed to the next stage. * Evaluation of award criteria takes place second and comprises evaluation of the responses to the Quality Assessment Questions (QAQ) and Pricing. Minimum requirements The PSQ Preliminary Questions focus on the following sections that will be assessed on a pass/fail basis - 1. Operator information 2. Grounds for exclusion 3. Relevant experience and contract examples 4. Financial capacity 5. Insurance 6. GDPR/ Data Protection 7. Health and Safety 8. Accreditations 9. Payments in contracts (information only) 10. Tackling Modern slavery (information only) Any Operator who does not meet the minimum requirements in the preliminary questions, will be excluded as not meeting the conditions of participation, and their submission will not be assessed any further. Award criteria Where a Operator has satisfied the minimum requirements within the PSQ, their responses to the Quality Assessment Questions (QAQ) will then be evaluated against the following award criteria: * Price 40% * Quality 60% For details of the breakdown of how the Price and Quality are to be assessed see Award Criteria of this notice. The pricing will be assessed on a normalised basis, whilst the quality responses will be assessed on a weighted rate basis or pass/fail. For a breakdown of the specific criteria to be used to evaluate an Operators quality assessment question submission, Operators should refer to Quality Assessment Question scoring matrices and refer to the Single Stage Competitive Flexible Procedure - Conditions of Participation and Invitation to Tender included in the tender pack available via the Council's e-tendering platform Intend. Optional Operator Interviews Following completion of the initial evaluation, the Council may invite the highest scoring bidder(s) for Lot 1 and/or Lot 2 to attend an interview. The purpose of the interview will be to clarify, validate and test the proposals submitted, including assumptions, deliverability and sustainability of the bidder's offer. Following completion of any interviews and final moderation, the Council will determine whether to proceed with Lot 1 or Lot 2, and will award the contract to the bidder achieving the highest final cost/quality score across the selected lot The Council reserves the right, following completion of tender evaluation, to enter into discussions with the preferred bidder in respect of commercial terms, provided that any resulting agreement does not materially alter the substance of the tender submitted or undermine the integrity of the procurement process."
        },
        "coveredBy": [
            "GPA"
        ],
        "submissionMethodDetails": "https://in-tendhost.co.uk/portsmouthcc/aspx/home",
        "submissionTerms": {
            "electronicSubmissionPolicy": "allowed",
            "languages": [
                "en"
            ]
        },
        "tenderPeriod": {
            "endDate": "2026-08-07T12:00:00+01:00"
        },
        "enquiryPeriod": {
            "endDate": "2026-07-29T16:00:00+01:00"
        },
        "awardPeriod": {
            "endDate": "2026-09-21T23:59:59+01:00"
        },
        "lotDetails": {
            "awardCriteriaDetails": "The procurement is structured into two alternative lots which represent different contract term options for the same service requirement: * Lot 1: Initial term of 5 years with the option to extend by up to 5 years * Lot 2: Initial term of 7 years with the option to extend by up to 3 years Operators may submit a bid under either or both lots invited to submit a response for one lot only, selecting the contract term option which best reflects their proposed delivery model, investment approach and commercial offer. Following completion of the initial evaluation, the Council may invite the highest scoring bidder(s)under the relevant lot to attend an interview. The purpose of the interview will be to clarify, validate and test the proposals submitted, including assumptions, deliverability and sustainability of the bidder's offer. No new scoring criteria will be introduced at interview stage. However, information obtained through clarification may be used to review and, where appropriate, adjust the original quality scores where responses demonstrate that the tender submission is: - not fully understood, - not deliverable as proposed, or - materially inconsistent with the submitted response. Award Decision Following completion of any interviews and final moderation, the Council will determine whether to proceed with Lot 1 or Lot 2. Tenders for both Lots will be evaluated on a consistent basis using the same evaluation criteria and weightings. The Council will compare the final evaluated scores across both Lots and award the contract to the tender achieving the highest overall score, whether submitted under Lot 1 or Lot 2. For clarity, where the evaluation demonstrates that a bidder under Lot 2 achieves a higher overall score compared to all compliant bids under Lot 1, the Council may proceed to award the contract under Lot 2"
        },
        "documents": [
            {
                "id": "conflictOfInterest",
                "documentType": "conflictOfInterest",
                "description": "Not published"
            },
            {
                "id": "A-16583",
                "documentType": "biddingDocuments",
                "description": "Summary PME report from the soft market testing.",
                "url": "https://www.find-tender.service.gov.uk/Notice/Attachment/A-16583",
                "format": "application/pdf"
            },
            {
                "id": "058675-2026",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/058675-2026",
                "datePublished": "2026-06-22T16:41:36+01:00",
                "format": "text/html"
            }
        ],
        "hasRecurrence": true,
        "recurrence": {
            "dates": [
                {
                    "startDate": "2036-04-01T23:59:59+01:00"
                }
            ]
        },
        "riskDetails": "The Council has identified the following known risks & opportunities that may occur during the duration of the term of the contract and may positively or negatively impact the scope, scale, value, timescales, end user demand, etc. related the contract: * Development and changing demographics of Portsmouth area which could impact positively or negatively on operator revenues * Marco and micro environmental impacts on utilities and other costs which could impact operator costs * Changes to VAT levels and other impacts of taxation which could impact operator costs * Local Government Review impacts including for assignment of contract to successor unitary authority and any new requirements / objectives of the new authority which may require alterations to the technical scope, contractual and commercial structure of the arrangements * Unforeseen maintenance requirements which could increase operator costs and impact revenues if closures are required * Inflation and other cost of living impacts which could increase or decrease operator revenues and costs * Changes to National Living Wage, National Insurance and other factors which could impact operator employment costs * Increased or decreased competition from other public or privately run facilities or attractions which could impact operator revenues * Introduction of new technologies, systems and processes which could reduce operator costs and / or increase revenues as well as impacting technical scope * Introduction of new activities through market innovations that could open up new operator revenue opportunities and impact technical scope * Changes to relevant government policy / legislation which could increase or decrease operator revenues & costs, as well as potentially mandating changes to the technical scope * An endemic or pandemic event similar to Covid 19 which could increase costs and / or reduce demand. The Council has identified the risks and opportunities above associated with the delivery of this contract. In accordance with Schedule 8 of the Procurement Act 2023, the Council reserves the right to modify the contract, without initiating a new procurement procedure, should any of these risks materialise during the contract term. Any such modification will be limited to addressing the consequences of the known risk and will not alter the overall nature of the contract. Where applicable, a Contract Change Notice will be published in accordance with the requirements of the Act. Impact of Local Government Reorganisation As part of the wider Local Government Review (LGR), the Council has been required to engage with neighbouring authorities to explore future structural reform, shared service opportunities, and alignment of 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, larger unitary authority covering the areas of Gosport, Fareham and Havant, and including Newlands, Horndean, Clanfield and Rowlands Castle. The new unitary authority will formally come into existence on 1 April 2028, at which point Portsmouth City Council, as it currently exists, will be legally dissolved on 31 March 2028. Upon dissolution of the Council and vesting of the new unitary authority the contract established via this procurement process will automatically transfer to the new authority. The operator will be legally required to continue honouring all commitments made under the terms of the contract let by the Council. It is not anticipated that beyond the change of client authority that any other aspects of the specification, terms and other requirements are likely to be subject to any significant changes, although the Council is obviously not able to accurately predict the requirements and objectives of the future authority."
    },
    "language": "en"
}