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Construction Contract Leads

Section I: Contracting authority

I.1) Name and addresses

Portsmouth City Council

Civic Offices, Guildhall Square

PORTSMOUTH

PO1 2AL

Contact

Procurement Service

Email

procurement [at] portsmouthcc.gov.uk

Telephone

+44 2392688235

Country

United Kingdom

NUTS code

UKJ31 - Portsmouth

Justification for not providing organisation identifier

Not on any register

Internet address(es)

Main address

I.3) Communication

Access to the procurement documents is restricted. Further information can be obtained at

Additional information can be obtained from the above-mentioned address

Tenders or requests to participate must be submitted to the above-mentioned address

I.4) Type of the contracting authority

Regional or local authority

I.5) Main activity

General public services

Section II: Object

II.1) Scope of the procurement

II.1.1) Title

Christmas Illuminations - Portsmouth

II.1.2) Main CPV code

• 50232110 - Commissioning of public lighting installations

II.1.3) Type of contract

Services

II.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:

II.1.5) Estimated total value

Value excluding VAT: £777,000

II.1.6) Information about lots

This contract is divided into lots: No

II.2) Description

II.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

II.2.3) Place of performance

NUTS codes

• UKJ31 - Portsmouth

Main site or place of performance

Portsmouth, Hampshire

II.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.

II.2.5) Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6) Estimated value

Value excluding VAT: £777,000

II.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.

II.2.10) Information about variants

Variants will be accepted: No

II.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 III. Legal, economic, financial and technical information

III.1) Conditions for participation

III.1.2) Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3) Technical and professional ability

Selection criteria as stated in the procurement documents

Section IV. Procedure

IV.1) Description

IV.1.1) Type of procedure

Open procedure

IV.1.8) Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: Yes

IV.2) Administrative information

IV.2.2) Time limit for receipt of tenders or requests to participate

Date

15 July 2024

Local time

12:00pm

IV.2.4) Languages in which tenders or requests to participate may be submitted

English

IV.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)

IV.2.7) Conditions for opening of tenders

Date

15 July 2024

Local time

12:01pm

Section VI. Complementary information

VI.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.

VI.4) Procedures for review

VI.4.1) Review body

The High Court of Justice

The Strand

London

WC2A 2LL

Country

United Kingdom