Section one: Contracting authority
one.1) Name and addresses
PORTSMOUTH CITY COUNCIL
City Council
Portsmouth
PO1 2AL
Contact
Procurement Service
procurement@portsmouthcc.gov.uk
Telephone
+44 2392688235
Country
United Kingdom
NUTS code
UKJ31 - Portsmouth
Internet address(es)
Main address
https://www.portsmouth.gov.uk/ext/business/business.aspx
Buyer's address
https://www.portsmouth.gov.uk/ext/business/business.aspx
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://in-tendhost.co.uk/portsmouthcc/aspx/home
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://in-tendhost.co.uk/portsmouthcc/aspx/home
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at
https://in-tendhost.co.uk/portsmouthcc/aspx/home
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Security Services for Portsmouth International Port
two.1.2) Main CPV code
- 79710000 - Security services
two.1.3) Type of contract
Services
two.1.4) Short description
Portsmouth City Council ('the council') is inviting tenders from suitably qualified and experienced suppliers to provide manned security services at Portsmouth International Port.
Following targeted award on 21st June 2022, the contract will commence on 1st November 2022. The initial contract term will be for 3 years with possibility of extending the term by a further 2 years to a maximum total term of 5 years in increments to be agreed, subject to the agreement and performance of both parties.
The estimated value of the contract will range from approximately £800,000 to £2,000,000 per annum (a maximum value therefore of £10,000,000 over the maximum possible 5 year term). The value is dependent on trade levels through the Port site and as such no guarantees can be given as to the level of service required over the term of the contract.
The services will be delivered to both the Council and Portico (a company wholly owned by the Council who operate an adjacent site, see additional information section for further details), although the contract will be with the Council only. The successful bidder will be required to work with representatives of both the Council and Portico.
The contract will be established using the Open Procedure as set out within the Public Contracts Regulations (2015). The services in question fall under the Light Touch Regime services listed under Schedule 3 of the Public Contracts Regulations (2015).
This procurement procedure will be run in accordance with the following summary programme:
• Issue FTS Notice & Tender - Tuesday 22nd February 2022
• Supplier Days - Thursday 3 March 2022 at 0930 hours & Tuesday 8 March 2022 at 1400 hours
• Tender return deadline - Friday 1 April 2022 at 1200 hours
• Interview period (If required) - Tuesday 10 - Thursday 12 May 2022
• Award notification - Friday 10 June 2022
• Contract award - Tuesday 21 June 2022
• Service commencement - Tuesday 1 November 2022
For a tender return to be compliant Suppliers must attend a site visit to view operations at Portsmouth International Cruise and Ferry Port and Portico Shipping Ltd.
These visits will take place on the Supplier Days listed included for within the programme above. Suppliers are requested to book places via the correspondence function of the Council's e-sourcing system Intend to. Only one attendee from each company may attend. Places are to be booked at least 2 days in advance of the relevant supplier day slot.
Application is via submission of completed tender by 1st April 2022 12:00 via the Council's e-sourcing system InTend, which is accessible via:
https://in-tendhost.co.uk/portsmouthcc/aspx/home.
The system will be used to administer the entirety of the procurement process.
two.1.5) Estimated total value
Value excluding VAT: £10,000,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 79710000 - Security services
two.2.3) Place of performance
NUTS codes
- UKJ31 - Portsmouth
Main site or place of performance
Portsmouth International Port
two.2.4) Description of the procurement
This specification has been prepared using the current security levels. These levels could increase or decrease at short notice due to the Department for Transport (DFT) changing the security level or due to changes in shipping times and movements. It is imperative to the contract that these changes to staffing levels can be catered for at short notice by the Contractor.
Portsmouth International Cruise and Ferry Port
Security cover is currently required during the opening hours of the passenger terminal building which is currently 0530 hours to 2330 hours, 365 days of the year subject to Portsmouth International Port operational requirements.
Teams of eight security officers are required to be rostered appropriately to cover an 18 hour period between 0530 hours and 2330 hours. The teams are to be supplemented by fully trained relief security officers to ensure maximum coverage is achievable, during periods of staff absence or due to increased requirements.
Due to searching requirements each team comprising eight people must include at least three female members and at least three male members.
Extra cover may be required, at short notice or security officers may be kept on beyond the hours stated, to provide for delays or changes in shipping movements or during cruise ship visits.
It is essential that the security team comprises experienced security guards who have excellent customer service skills and are qualified for the purpose of carrying out all security tasks as required by the International Ship and Port Facility Security Code (ISPS). The members of the team are also to be skilled in the use of X-ray equipment. In view of the anticipated level of training, the personnel of the search team are to remain as consistent as possible throughout the period of contract.
Duties of security officers working at Portsmouth International Cruise and Ferry Port will include but not be limited to the following:
- Security desk
- Search duties
- Freight searching
- Main car exit gate
Portico Shipping Ltd
A working supervisor is required between the hours of 0500 and 1700 hours, Monday to Friday and should be one of the officers detailed below.
- A security officer is currently required at the Prospect Road gate house 24 hours a day, 7 days a week.
- A security officer is currently required at the Sunken Road gate house between the hours of 0500 and 0100 hours, 7 days a week.
Due to searching requirements one security officer for the site must be female and one must be male.
Security cover is required 365 days of the year subject to Portico Shipping Ltd's operational requirements.
Level of Expertise/Training
- All Security Officers to be first aid trained including the use of a defibrillator.
- All Security Officers must have an appropriate CCTV operator's licence as patrols are conducted utilising CCTV.
Duties of security officers working at Portico will include but not be limited to the following:
- Manual searches of buildings, vehicles, persons, and baggage
- Regular security patrols of the external perimeter and regular patrols of the internal Port and associated buildings utilising the CCTV system
- Security gate administration
- Contractor control
- Traffic flow management and marshalling.
- To issue and receipt equipment to dock operatives
- Receiving and distribution of all deliveries related to parcels, post and small packages
- Logging of all security related incidents
- Support for security exercises and drills as requested.
- Monitoring of the fire panel and the associated actions needed in the event of an emergency alarm
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.6) Estimated value
Value excluding VAT: £10,000,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
This contract is subject to renewal
Yes
Description of renewals
The initial contract term will be for 3 years with possibility of extending the term by a further 2 years to a maximum total term of 5 years in increments to be agreed, subject to the agreement and performance of both parties.
The estimated value of the contract will range from approximately £800,000 to £2,000,000 per annum (a maximum value therefore of £10,000,000 over the maximum possible 5 year term). The value is dependent on trade levels through the Port site and as such no guarantees can be given as to the level of service required over the term of the contract.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: Yes
Description of options
The initial contract term will be for 3 years with possibility of extending the term by a further 2 years to a maximum total term of 5 years in increments to be agreed, subject to the agreement and performance of both parties.
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
three.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
three.2) Conditions related to the contract
three.2.1) Information about a particular profession
Execution of the service is reserved to a particular profession
Reference to the relevant law, regulation or administrative provision
All Contractors staff must be in possession of a Security Industry Authority Licence (SIA) or a Licence Dispensation Notice (LDN).
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
1 April 2022
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.7) Conditions for opening of tenders
Date
1 April 2022
Local time
12:01pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
Estimated timing for further notices to be published: Estimated timing for further notices to be published: It is envisaged that a further notice will be published in early 2027 for a future iteration of the this contract on the basis that all term extension options are taken up. This will be dependent on the nature of future requirements and the need for a new contract.
six.3) Additional information
The Council is responsible for Portsmouth International Port, the equivalent of a department of the Council (i.e. not a separate entity). It is the UK's most successful council-owned port and is considered to be a major UK port, responsible for handling millions of customers 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 International Port, Portsmouth Cruise and Ferry Port has five RO/RO berths serving both ferries and cruise ships, with regular sailings to France, Spain and the Channel Islands and both full turnaround and port of call cruise calls.
Portico Shipping Limited (company no. 02012886) is a private company, wholly owned by the Council, which trades on part of the Portsmouth International Port site. Portico operate the two conventional quays at Portsmouth International Port (Albert Johnson Quay and Flathouse Quay) dealing with many types of project cargo, dry bulk and break bulk loads and also specialise in fresh produce.
six.4) Procedures for review
six.4.1) Review body
The High Court of Justice
The Strand
London
WCA 2LL
Country
United Kingdom