Section one: Contracting authority
one.1) Name and addresses
Portsmouth City Council
Civic Offices, Guildhall Square
PORTSMOUTH
PO1 2AL
Contact
Procurement Service
procurement@portsmouthcc.gov.uk
Telephone
+44 2392688235
Country
United Kingdom
Region code
UKJ31 - Portsmouth
Justification for not providing organisation identifier
Not on any register
Internet address(es)
Main address
https://in-tendhost.co.uk/portsmouthcc/aspx/home
one.3) Communication
Access to the procurement documents is restricted. Further information can be obtained 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 to the above-mentioned address
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
Christmas Illuminations - Portsmouth
two.1.2) Main CPV code
- 50232110 - Commissioning of public lighting installations
two.1.3) Type of contract
Services
two.1.4) Short description
Portsmouth City Council, ("the Council") is inviting tenders from suitably experienced and qualified Suppliers for the provision, service, maintenance, installation and storage of Christmas Illuminations and associated items to enhance the festive season in a number of key retail centres in Portsmouth.
The successful supplier will be required to work in partnership with the Council on an open book basis to review the illuminations offer on a yearly basis, to ensure that funds are used to effectively maintain, improve, replace, and add to the inventory.
The existing inventory and additions agreed over the contract period will remain the property of the Council, unless the Council opts at its discretion to switch to a partial or full hire scheme with the supplier over the term of the contract.
The current contract expires on 30th August 2024. The Council is targeting to award the contract by Friday 9th August 2024 with a subsequent commencement date of Friday 30th August 2024.
The Council has an available revenue budget of £61,000 (excluding VAT) for the 1st year of the contract with an additional £14,000 (excluding VAT) of CIL funding which can be used for new equipment purchases.
The revenue budget per annum for future years of the contract is £63,000 and there is currently no provision for inflationary increases. Beyond any potential impacts of inflation the budget could also be impacted by any decisions to increase or reduce the size and scope of Christmas illuminations within the city - e.g. addition or removal of sites.
No guarantee of further CIL capital funding can be provided but based upon current and historical allocations the Council has included for an average non-binding value per annum value of £15,000 from year 2. Capital funding can be significantly variable with higher and lower amounts allocated each year.
Payments will be invoiced by the Supplier at three milestone points during the year: post takedown and pre installation, and post installation.
The initial Contract period will be for four years and 7 months with possibility of extending the term by five years in increments to be agreed of no less than one [1] year and no more than five. The maximum total term of nine years and seven months is subject to the agreement and performance of both parties.
In the event that all extension options are taken up and no inflationary increases or significant scheme additions are applied the value of the contract based upon the revenue budget solely would be approximately £628,000. Taking into account current CIL funding and on average estimates the value of the contract could then increase to £777,000.
All value estimates referred to are to be viewed as non-binding and do not commit the council to allocating specific budget levels or cap the maximum value of funding which can be allocated to the contract.
The Council will run the procurement process in accordance with the 'Open Procedure' as set out within the Public Contracts Regulations (2015).
The procurement programme is set out below:
• Procurement documents available on In-tend - Thursday 20th June 2024
• Bidders Briefing - Friday 28th June 2024 at 14:30
• Deadline for requests for clarification - Wednesday 3rd July at 23:59
• Tender return deadline - Monday 15th July at 12:00
• Site Visits - Monday 22nd & Tuesday 23rd July 2024
• Award decision notified to bidders - Friday 26th July 2024
• Standstill period starts - Monday 29th July 2024
• Standstill period ends - Thursday 8th August 2024 23:59
• Contract award - Friday 9th August 2024
• Mobilisation - Friday 9th August 2024
• Start of contract - Friday 30th August 2024
The Council will administrate the procurement process using its e-sourcing system In-tend. The In-tend system can be accessed free of charge via the following web link:
https://intendhost.co.uk/portsmouthcc/aspx/home
two.1.5) Estimated total value
Value excluding VAT: £777,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 31522000 - Christmas tree lights
- 31527200 - Exterior lights
- 31527260 - Lighting systems
- 39298910 - Christmas tree
- 45311000 - Electrical wiring and fitting work
- 45316100 - Installation of outdoor illumination equipment
- 50232000 - Maintenance services of public-lighting installations and traffic lights
- 63120000 - Storage and warehousing services
- 71632000 - Technical testing services
two.2.3) Place of performance
NUTS codes
- UKJ31 - Portsmouth
Main site or place of performance
Portsmouth, Hampshire
two.2.4) Description of the procurement
See II.1.4. Short description above and detailed requirements set out within the procurement documentation freely accessible via the Council's e-sourcing solution In-tend.
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: £777,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
55
This contract is subject to renewal
Yes
Description of renewals
The initial Contract period will be for four years and 7 months with possibility of extending the term by five years in increments to be agreed of no less than one [1] year and no more than five. The maximum total term of nine years and seven months is subject to the agreement and performance of both parties.
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 period will be for four years and 7 months with possibility of extending the term by five years in increments to be agreed of no less than one [1] year and no more than five. The maximum total term of nine years and seven months is 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
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
15 July 2024
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 4 (from the date stated for receipt of tender)
four.2.7) Conditions for opening of tenders
Date
15 July 2024
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: Spring 2028 in the event that contract extension options are not taken up.
six.4) Procedures for review
six.4.1) Review body
The High Court of Justice
The Strand
London
WC2A 2LL
Country
United Kingdom