Scope
Description
Portsmouth City Council ('the council') is inviting tenders from suitably qualified suppliers to supply, install, commission, maintain, and support new digital screens and associated software for the incoming vehicle gantries and a large external media screen within the vehicle waiting area at Portsmouth International Port.
The Port is seeking a supplier who can meet the requirements set out the Scope of Requirements to:
Provide and install the screens and software.
Remove and dispose of the current screens and associated cabling and containment.
Deliver ongoing hardware support and annual maintenance, including management of spare parts across the life of the contract / screen, whichever is the longest will apply.
Deliver ongoing support for the software, which includes a helpdesk.
Provide appropriate training sessionsfor the software users.
The installation and commissioning are to be completed within a timely manner, and by no later than 9th March, due to the current signage being at end of life. The supplier will need to work dynamically to install the screens, as the Port is operational between the hours 05:30 and 00:00.
A one-off contract value of a maximum of £200,000 is available for the supply, installation and commissioning of the solution.
The software and hardware support and maintenance contract has a maximum value of up to £200,000 over the life of the contract.
Suppliers may submit a maximum of three bids in order to present different options in respect of technical solutions, support, programme, price points etc.
Suppliers who choose to submit multiple options must submit one fully complete base tender, which should be clearly identified, and this can be cross referenced for any additional options put forward in order to streamline bid preparation and evaluation activities.
Suppliers must ensure that the base tender response and any subsequent options are clearly identified in both the Quality question responses and the Pricing Assessments.
The base tender and additional options will be evaluated on a standalone basis with each option assessed against the evaluation methodology and scoring criteria stated within the ITT.
The procurement timetable for this project is set out below, while the council does not intend to depart from it, it reserves the right to do so at any time:
Procurement documents issued 10th September 2025
Deadline for clarification 1st October 2025 @12:00
Tender return deadline 10th October 2025 @12:00
Evaluation of tenders completed 24th October 2025
Demonstrations 3rd - 5th November 2025
Evaluation of tenders completed 6th November 2025
Contract Award Notice & Assessment Summaries published 14th November 2025
Standstill period 14th - 26th November 2025
Contract award 27th November 2025
Mobilisation 01st December 2025 - 9th March 2026
Full details can be found in the tender documents that are all uploaded and available on our In-tend system. https://in-tendhost.co.uk/portsmouthcc/aspx/home
Total value (estimated)
- £800,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 December 2025 to 8 March 2031
- Possible extension to 8 March 2036
- 10 years, 3 months, 8 days
Description of possible extension:
The contract term following the initial installation period will be for 5 years with options to extend in implements to be agreed up to a maximum of 10 years.
Options
The right to additional purchases while the contract is valid.
The Council reserves the right to purchase additional hardware, associated software and user licences, similar to that provided for in the scope of requirements, over the life of the contract. This will increase the value of the contract accordingly.
Main procurement category
Goods
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
Justification for not using lots
A fully managed service of the hardware and software is required to reduce the administrative burden. This decision was communicated to the market during the preliminary market engagement exercise and no concerns were raised.
Submission
Enquiry deadline
1 October 2025, 12:00pm
Submission type
Tenders
Tender submission deadline
10 October 2025, 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)
14 November 2025
Recurring procurement
Publication date of next tender notice (estimated): 1 November 2031
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Overall solution | Quality | 37% |
| Supply & Installation | Price | 25% |
| Implementation and Ongoing Support | Quality | 23% |
| Support & Maintenance | Price | 15% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
The council is using the Competitive Flexible Procedure for the procurement of this contract.
The procedure will include for a demonstration stage as described in the procurement documentation.
The procedure may include for a preferred supplier stage for the purposes of negotiating contractual terms if the need arises. This will not be used to change the outcome of the procurement process or to distort competition.
This Procurement procedure has been selected as an appropriate, proportionate, and practical means for securing the Most Advantageous Tender, in consideration of the nature, complexity, and value of the contract.
Documents
Associated tender documents
https://in-tendhost.co.uk/portsmouthcc/aspx/home
Technical specifications to be met
https://in-tendhost.co.uk/portsmouthcc/aspx/home
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