Section one: Contracting authority
one.1) Name and addresses
Portsmouth City Council
Civic Offices,Guildhall Square
PORTSMOUTH
PO12AL
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://www.portsmouth.gov.uk/
Buyer's address
https://www.portsmouth.gov.uk/
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
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
Outdoor education - support and guidance services for off-site activities and educational visits
two.1.2) Main CPV code
- 80000000 - Education and training services
two.1.3) Type of contract
Services
two.1.4) Short description
The Council currently have a contract in place for the delivery of Outdoor Education Guidance Services in Portsmouth. This contract is due to end on the 31st August 2024 and is valued IRO £20,000 per annum.
The contract provides advice and support services for outdoor educational activities ensuring compliance with Portsmouth City Council's (the 'Council') duties under health and safety legislation. The service is used by Portsmouth Local Authority maintained and Academy schools via a Traded Service. There is a 92% take up across Portsmouth schools. There are more than 2,800 visits organised by Portsmouth schools every year, with over 70,000 participants.
The purpose of this Prior Information Notice (PIN) is to engage with the market to obtain a better understanding of the level of interest from potential providers in delivering this service. We are also using the opportunity to share a top-level service specification and ask interested providers to comment on our requirements. Any information a provider shares could be used to assist drafting our final specification in support of any tender activity.
The Council are using this PIN as a call for competition in accordance with regulation 26(9) and regulation 48(5) to (7) of the Public Contract Regulations 2015.
The PIN will be published via Find a Tender Service (FTS) on the same day that this is published on the Council's e-sourcing system InTend. Interested economic operators are invited to express their interest, and only those providers who express an interest will be invited to tender. Full details are available via the council's e-sourcing system
Intend https://in-tendhost.co.uk/portsmouthcc/aspx/home.
Following this process (PIN), those who have responded to the PIN will be invited to tender via the Council's e-sourcing system InTend. The contract will be awarded using a restricted procedure without further publication of a call for competition.
The new contract will run for initial period of 3 years with the facility to extend for a further 3 years, 6 years in total, subject to performance and agreement of both parties and in increments to be agreed.
two.1.5) Estimated total value
Value excluding VAT: £150,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 80500000 - Training services
two.2.3) Place of performance
NUTS codes
- UKJ31 - Portsmouth
two.2.4) Description of the procurement
Key purpose of the service:
To ensure the health and safety of young people involved in educational visits, off-site and adventurous activities from Portsmouth City Council Schools as identified by Portsmouth City Council and including DofE expeditions managed on behalf of Portsmouth City Council by Motiv8. This service will guarantee good practice and safety management for off-site educational visits and outdoor learning.
Support for Portsmouth City Council in complying with its legal framework as employers in relation to;
- Off-site activity and educational visits, as outlined in DfE Guidance to Schools (2014), and including Health and Safety: Responsibilities and Powers (2011), and National Guidance for Off-Site Visits (2018)
- Physical education and sport, see Physical Education and the Law in safe Practice ain PE and School Sport (AfPE, 2017)
- Liaise with named and agreed Council staff
Key activities are;
- Provide legal guidance on off-site activities and educational visits, DofE expeditions and physical education and sport through publications, information notes, communications and access to website(s), this to include up-to-date advice on best and safe practice and risk management.
- Provide an agreed approval system in order to assess the needs of individual educational visits and Daffi expeditions. Offer access to a web-based approval and guidance system.
- Provide access to an Outdoor Education (PE and Sport) Service to make available:
o advice and guidance, and support problem/issue solving
o additional access to advice from Service managers
o advice on further related contacts as required, for example technical advisers.
- Monitor activity providers of outdoor education/ outdoor activities, physical education and sport and confirm that their safety management systems are in place. Follow up any issues, inspect centres and visit providers as issues arise or near misses are reported. In liaison with City Council staff and as agreed, support and follow up any incidents or emergencies.
- Operate an Adventure Activities Licence for outdoor activities in scope of the scheme to ensure compliance and provide advice.
- Offer a comprehensive outdoor education training programme to ensure that training needs are addressed. Provide access to initiatives such as safety management, curriculum development and high quality physical education and sport, in addition to those available through the sports partnerships and Local Delivery Agency.
- Provide data from the approval system to demonstrate the range and extent of approved ventures. (Continue to develop and support data provision through the web system.)
- Provide an annual report that will include:
o educational visit and venture statistics
o training recommended and numbers attending (both areas)
o advice given and typical activity undertaken (both areas)
o any areas of concern or recommendations to consider (national and local information - both areas).
- In addition, liaise with:
o City Council staff to ensure that incident and emergency arrangements for off-site activities and educational visits are in place and effective.
o the City Council's Insurance and Risk Manager to ensure that current practice is shared, and issues are addressed.
- Liaise directly over the provision of suitable training and the development of training teams.
two.2.6) Estimated value
Value excluding VAT: £150,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
72
This contract is subject to renewal
Yes
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Restricted procedure
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: No
four.2) Administrative information
four.2.2) Time limit for receipt of expressions of interest
Date
18 December 2023
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
Section six. Complementary information
six.4) Procedures for review
six.4.1) Review body
The High Court of Justice
The Strand
London
WC2A 2LL
Country
United Kingdom