Scope
Description
Portsmouth International Port (the 'Port'), who is a directorate of Portsmouth City Council (the 'Council'), is undertaking preliminary market engagement (PME) ahead of a formal procurement process scheduled to commence in August 2025 concerning the supply, installation, commissioning, maintenance and support of digital screens for the incoming vehicle gantries and a large external media screen within the vehicle waiting area, this includes associated software.
The Port's is estimated to be budget £150,000 - £200,000 exc. VAT for the supply, installation and commissioning of the required screens and software, and £10,000 - £20,000 per annum for the screens maintenance and servicing, and software support and helpdesk.
Once the contract is awarded, the installation of the new screens must be completed as soon as possible and no later than early 2026. The contract will be for a 5-year base term to cover the screens maintenance and servicing, software support and helpdesk, and any further required installations. The term may be extendable by a further 5 years in increments to be agreed between the parties.
The Port is undertaking a PME exercise to gather insights from the market ahead of a future procurement process to award a contract for delivery of the above services. The procurement process will commence in August 2025 with award targeted for November 2025 to allow for mobilisation sooner after award in November 2025.
Total value (estimated)
- £400,000 excluding VAT
- £480,000 including VAT
Below the relevant threshold
Contract dates (estimated)
- 24 November 2025 to 23 November 2030
- Possible extension to 23 November 2035
- 10 years
Main procurement category
Goods
Additional procurement category
Services
CPV classifications
- 32320000 - Television and audio-visual equipment
- 48500000 - Communication and multimedia software package
- 50340000 - Repair and maintenance services of audio-visual and optical equipment
- 51310000 - Installation services of radio, television, sound and video equipment
- 72253000 - Helpdesk and support services
- 80533000 - Computer-user familiarisation and training services
Contract locations
- UKJ31 - Portsmouth
Engagement
Engagement deadline
18 July 2025
Engagement process description
The PME briefing document issued on the Council's e-sourcing system In-tend outlines the current contract scope, envisaged contracting strategy, and future key delivery considerations.
The Port has prepared a preliminary market engagement questionnaire for completion which will be used to understand:
• Market interest
• Budget
• Technical requirements & options
• Commercial considerations & pricing options
• Programme & lead times
The submission of the questionnaire, in part or in full, is purely optional and suppliers who do not submit will not be precluded from taking part in the procurement process. There will be no further opportunity to input into the points above ahead of the procurement process will be provided.
The Port are requesting the questionnaire, and the Conflicts of Interest Declaration is completed and returned by Friday 18th July 2025 by 17:00. These documents are to be submitted via the Council's In-tend and against the projects PME stage. Any responses after this deadline may not be considered in the PME report.
Participation
Particular suitability
Small and medium-sized enterprises (SME)
Contracting authority
Portsmouth City Council
- Public Procurement Organisation Number: PCNL-5714-PRZV
Civic Offices, Guildhall Square
Portsmouth
PO1 2AL
United Kingdom
Region: UKJ31 - Portsmouth
Organisation type: Public authority - sub-central government