Scope
Description
BAS requires a gateway agent to act as their representative in Cape Town and carry out operational functions on their behalf, allowing smooth facilitation of the Antarctic season. Assistance is required on some level year-round, with a peak in assistance required during the Halley operational season (early November to mid-February). Assistance includes but is not limited to handling of passengers, cargo handling, storage and shipment, port/vessel handling and procurement. BAS requires agency representative in Cape Town to be available on a 24/7 on call basis.
Commercial tool
Establishes a framework
Total value (estimated)
- £240,000 excluding VAT
- £240,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 21 November 2025 to 20 November 2028
- Possible extension to 20 November 2029
- 4 years
Description of possible extension:
The framework agreement can be extended for an additional 1 calendar year.
Main procurement category
Services
CPV classifications
- 63510000 - Travel agency and similar services
Framework
Maximum number of suppliers
1
Maximum percentage fee charged to suppliers
0%
Justification for framework term over 4 years
3 year initial term + option to extend for 1 more calendar year.
Framework operation description
Single supplier framework for the provision of port agency services. Quotations and subsequent purchase orders will be raised as per the framework agreement priced activities schedule.
Award method when using the framework
With competition
Contracting authorities that may use the framework
Establishing party only
Participation
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
1 October 2025, 4:00pm
Tender submission deadline
15 October 2025, 4:00pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
13 November 2025
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Technical/Quality | Quality | 60.00% |
| Price | Price | 30.00% |
| Social Value | Quality | 10.00% |
Other information
Applicable trade agreements
- Government Procurement Agreement (GPA)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Justification for not publishing a preliminary market engagement notice
This procurement has not been subject to a preliminary market engagement exercise. UKRI is familiar with the market and products available, and has sufficient knowledge to proceed with the tender process.
Contracting authority
UK Research & Innovation (UKRI)
- Public Procurement Organisation Number: PDQJ-7126-JDHG
Polaris House
Swindon, Wiltshire
SN2 1FL
United Kingdom
Email: nercprocurement@ukri.org
Website: https://www.ukri.org/
Region: UKK14 - Swindon
Organisation type: Public authority - central government