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Construction Contract Leads

Scope

Reference

P00005266

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 £400,000 to £450,000.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 ().

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 ()

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 ().

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 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 which is included in the financial range included in section 8 on this invitation to tender.

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.

• 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.

This procurement timetable is indicative and, while the council does not intend to depart from it, it reserves the right to do so at any time.

Contract notice published on FTS Wednesday 2nd September 2026

Procurement documents available on In-tend Wednesday 2nd September 2026

Contractor's briefing Friday 25th September 2026 at 11:30 am

Deadline for requests for clarification Wednesday 7th October 2026 by 16:00

Tender return deadline Friday 16th October 2026 at 12 noon

Conditions of Participation (COP) Review Monday 19th October 2026 to Friday 23rd October 2026

Notification of COP Outcomes Friday 23rd October 2026

Evaluation Monday 26th October 2026 to Tuesday 10th November 2026

Evaluation of tenders completed Friday 13th November 2026

Contract Notice and Assessment Summaries Issued Friday 20th November 2026

Standstill period Friday 20th November 2026 to Tuesday 1st December 2026

Contract award Wednesday 2nd December 2026

Mobilisation Period Thursday 3rd December 2026 to Tuesday 31st March 2027

Start of Contract Thursday 1st April 2027

Contractor's briefing

A contractors briefing will be held on 25/09/2026 at Portsmouth International Port. Interested contractors may express their interest in attending by 23/09/2026 using the Intend correspondence function of Intend. Contractors need to advise of the names of the delegates who will be attending.

The purpose of the briefing is to provide Contractors with an overview of:

• An overview of the project and procurement process.

• An opportunity to undertake a guided tour of the port facilities to gain a visual understanding of the site.

• A question-and-answer session, allowing Contractors to seek clarification on any aspects of the opportunity.

Attendance at the Contractor's briefing is a mandatory requirement of participation in this procurement for all Contractors other than the incumbent Contractor. Failure to attend the briefing will result in the Contractor's Tender being set aside as non-compliant. No alternative dates, catch-up sessions, virtual attendance options or separate site visits will be offered.

Any clarification questions raised and subsequent information will be published via In-Tend. The session will be recorded and made available to Contractors who attended the briefing.

Central Digital Platform

Contractors are required to register on the Central Digital Platform, and upload and/or check that their core Contractors 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, Contractors 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 Contractors will need to provide evidence as to the accuracy of their submission and failure to do so could result in the Contractors being excluded for Improper Behaviour.

Guidance on accessing the Central Digital Platform can be found here -

Suppliers: How to register your organisation and first administrator on Find a Tender in three easy steps (HTML) - GOV.UK

Total value (estimated)

• £4,000,000 excluding VAT
• £4,800,000 including VAT

Above the relevant threshold

Contract dates (estimated)

• 1 April 2027 to 31 March 2030
• Possible extension to 31 March 2032
• 5 years

Description of possible extension:

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.

Options

The right to additional purchases while the contract is valid.

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

Main procurement category

Services

CPV classifications

• 45261320 - Guttering work
• 45261900 - Roof repair and maintenance work
• 45262100 - Scaffolding work
• 45262300 - Concrete work
• 45262310 - Reinforced-concrete work
• 45262320 - Screed works
• 45262321 - Floor-screed works
• 45262330 - Concrete repair work
• 45262340 - Grouting work
• 45262360 - Cementing work
• 45262370 - Concrete-coating work
• 45262500 - Masonry and bricklaying work
• 45262520 - Bricklaying work
• 45262522 - Masonry work
• 45262650 - Cladding works
• 45262660 - Asbestos-removal work
• 45262700 - Building alteration work
• 45310000 - Electrical installation work
• 45324000 - Plasterboard works
• 45330000 - Plumbing and sanitary works
• 45341000 - Erection of railings
• 45342000 - Erection of fencing
• 45343100 - Fireproofing work
• 45410000 - Plastering work
• 45420000 - Joinery and carpentry installation work
• 45430000 - Floor and wall covering work
• 45440000 - Painting and glazing work
• 45451000 - Decoration work
• 45452000 - Exterior cleaning work for buildings
• 45453000 - Overhaul and refurbishment work
• 50710000 - Repair and maintenance services of electrical and mechanical building installations
• 50720000 - Repair and maintenance services of central heating
• 50740000 - Repair and maintenance services of escalators
• 50760000 - Repair and maintenance of public conveniences
• 50850000 - Repair and maintenance services of furniture
• 77314000 - Grounds maintenance services
• 77315000 - Seeding services
• 77330000 - Floral-display services
• 77340000 - Tree pruning and hedge trimming

Contract locations

• UKJ31 - Portsmouth
• UKJ35 - South Hampshire

Participation

Legal and financial capacity conditions of participation

As described in the procurement specific questionnaire and the invitation to tender.

Technical ability conditions of participation

As described in the procurement specific questionnaire and the invitation to tender.

Particular suitability

Small and medium-sized enterprises (SME)

Submission

Enquiry deadline

7 October 2026, 4:00pm

Tender submission deadline

16 October 2026, 12:00pm

Submission address and any special instructions

Tenders may be submitted electronically

Yes

Languages that may be used for submission

English

Award decision date (estimated)

20 November 2026

Recurring procurement

Publication date of next tender notice (estimated): 1 October 2029

Award criteria

Other information

Applicable trade agreements

• Government Procurement Agreement (GPA)

Conflicts assessment prepared/revised

Yes

Procedure

Procedure type

Open procedure

Contracting authority

Portsmouth City Council

• Public Procurement Organisation Number: PCNL-5714-PRZV

Civic Offices, Guildhall Square

Portsmouth

PO1 2AL

United Kingdom

Email: procurement [at] portsmouthcc.gov.uk

Region: UKJ31 - Portsmouth

Organisation type: Public authority - sub-central government