Southern Coastal Group and SCOPAC - Coastal & Flood Works Framework - Preliminary Market Engagement

Procurement reference

P00005192

Procurement description

INTRODUCTION

On behalf of the Southern Coastal Group (SCG), Coastal Partners is seeking to establish a Coastal and Flood Works framework to be used primarily by SCG members. Portsmouth City Council (The 'Council') will be the host Authority for the Framework and has published this Preliminary Market Engagement (PME) Notice in accordance with the Procurement Act 2023.

Prior to commencing the formal procurement process to establish the new framework agreement Coastal Partners are seeking input from the market on options for the scope, procurement, structure and operation of the agreement. This feedback will be used to inform the development of the final technical, procurement, contractual and commercial strategy.

FRAMEWORK STRUCTURE & CALL OFF OPTIONS

Broadly, the scope of the framework will be divided across two specialisms and divided into three Lots:

• Lot 1a - Minor Coastal & Flood Civil Engineering Works (~£10k-£100k call-offs)

• Lot 1b - General Coastal & Flood Civil Engineering Works (~£250k-£5M call-offs)

• Lot 2 - Specialist Beach Management Works (£50k - £1M call-offs)

4 contractors will be appointed onto the primary tier with 2-4 appointed onto the secondary (reserve) tier for each of the proposed framework Lots. There is currently no intention to restrict the number of Lots suppliers will be able to bid for and be appointed onto.

For call-offs estimated between £100k - £250k, it is proposed that Lots 1a and 1b 'dovetail' into one another and Contracting Authorities have the flexibility to use either Lot at their discretion, based on the complexity and risks associated with the work scope. Where appropriate, an expression of interest may be used to help inform the decision or on occasion a sifting brief may be used to create a shortlist of suppliers from across both Lots for a maximum 1:4 mini competition bidding ratio.

The new framework agreement will commence no later 1st December 2026 and will run for an initial duration of 4 years. It is proposed that the framework agreement may then be extended by a further 2 years in increments to be agreed. The inclusion of extension options is to allow for alignment with future EA funding cycles in the event of significant changes and / or restructuring of SCG membership, requirements, accountable body status, etc. as a result of Local Government Reorganisation which could delay future re-procurement.

The framework agreement will be let using the NEC4 Framework Contract with the following contract form call-off available for use as appropriate:

• NEC4 ECC and ECSC

• NEC4 TSC and TSSC

• Standard Authority PO T&Cs for low value, low complex works

Fixed NEC4 Fee tendered at framework establishment will apply to future call contracts on a meet or beat basis. Inclusion of additional regularly used labour and equipment rates is also being considered for Lots 1A and 2. Inclusion of rates for specialist work types are also being considered for Lot 1A.

The framework will allow for call off contracts to be awarded via mini-competition and direct award against a range of options.

For mini competition evaluation criteria will be applied on a project-by-project basis dependant on the nature of the works and the contracting strategy required. Contracting Authorities may choose to focus evaluation on cost only or include a mixture of cost and quality elements.

Direct awards will predominantly be used for lower value shorter term emergency requirements, repeat work requirements, specialist works and award by ranking / rotation / application of framework rates, etc. but could also be used for higher value longer term works, subject to legal diligence on objective justification and governance sign off.

LOT 1A MINOR COASTAL & FLOOD CIVIL ENGINEERING WORKS - SCOPE & OVERVIEW

This Lot will focus on smaller, non-complex works, such as maintenance and repairs, that will generally be local authority funded. The scope of works covered under this Lot will include for:

• Drainage infrastructure.

• Earth and flood embankments

• Flood gates, boards and demountable defences.

• Heritage works

• H&S issues and emergency works response.

• Incidental beach management works.

• Marine, harbour, and river works

• Piling works

• Precast and insitu concrete works

• Rock works

• Slipways, promenades, steps and access ramps.

• Timber structures, groynes & revetments

• Early Contractor Involvement (ECI)

• Design responsibility

Contracts with a value of up £250k may be let via this proposed Lot, although typical average contract values are anticipated to be between £10k - £100k.

LOT 1B GENERAL COASTAL & FLOOD CIVIL ENGINEERING WORKS - SCOPE & OVERVIEW

Works under this Lot would generally be capitally funded projects, requiring the full suite of consents and approvals, and be notifiable under CDM.

The scope of works covered under this Lot will include for:

• Replacement or significant repair of aging or damaged defences

• Construction of new defences

• Drainage infrastructure.

• Earth and flood embankments

• Realignment and habitat creation

• Flood gates, boards and demountable defences.

• Heritage works

• H&S issues and emergency works response.

• Incidental beach management works.

• Marine, harbour, and river works

• Natural Flood Management

• Piling works

• Precast and insitu concrete works

• Rock works

• Slipways, promenades, steps and access ramps.

• Timber structures, groynes & revetments

• Early Contractor Involvement (ECI)

• Design responsibility/Principal Designer if required

Contracts with a value of between £100k and £10M may be let via this proposed Lot, although typical average contract values are anticipated to be between £250k - £5M. The value and volume of contracts let via this Lot will depend on the availability and prioritisation of funding under the new EA criteria from April 2026.

LOT 2 SPECIALIST BEACH MANAGEMENT WORKS - SCOPE & OVERVIEW

The scope of works covered under this Lot will include for:

• Beach management works.

• Excavation, haulage, deposition, profiling and screening of beach material.

• Ground works associated with flood and coastal risk management.

• H&S issues and emergency works response.

• Incidental general coastal & flood civil engineering works.

• Land based importing of suitable beach material from external sources.

• Slipways, promenades, steps and access ramps.

• Design responsibility/Principal Designer if required

Contracts with a value of up to £5M may be let via this proposed lot, although typical average contract values are anticipated to be between £50k - £1M. Local Authorities are being encouraged to adopt more term service contracts for beach management activities which may result in a lesser number of higher value contracts.

FRAMEWORK ACCESS

The Framework is being established primarily for use by SCG/SCOPAC member Contracting Authorities, which currently includes:

• Bournemouth Christchurch and Poole (BCP) Council

• Chichester District Council

• Dorset Council

• Eastleigh Borough Council

• Fareham Borough Council

• Gosport Borough Council

• Hampshire County Council

• Havant Borough Council

• Isle of Wight Council

• New Forest District Council

• Portsmouth City Council

• Southampton City Council

The framework, however, will also be accessible to all Contracting Authorities within the Southern and Wessex Regional Flood and Coastal Committee's (Southern RFCC, Wessex RFCC), regardless of SCG/SCOPAC membership, which currently includes:

• Hampshire

• Dorset

• West Sussex

• East Sussex

• Isle of Wight

• Kent

• Somerset

• Wiltshire

The framework will be worded so that Contracting Authorities under future iterations of SCG/SCOPAC membership and the Southern RFCC, will be able to access the Framework for its duration following changes as a result of Local Government Reorganisation or other factors.

FRAMEWORK ESTIMATED DEMAND

The following demand and value estimates for each Lot have been taken from analysis of spend under the 2022-2026 Minor Works Framework, known needs from SCG Members and with consideration of EA funding rule changes expected in April this year:

• Lot 1A - Average of 10-20 call off contracts per annum / £500k - £1M total spend per annum

• Lot 1B - Average of 5 - 10 call off contracts per annum / £2M - £5M total spend per annum

• Lot 2 - Average of 5 - 10 call off contracts per annum / £500k - £1M total spend per annum

Over the maximum 6 year term of the framework agreement spend could therefore equate to £42M. However, in order to account for year on year inflation, above estimate Lot 1B demand due to changes in EA funding allocation and wider use of the framework by Southern and Wessex RFCC members who are not currently members of SCG/SCOPAC an upper framework estimated value of £75M is likely to be stated within the subsequent Tender Notice.

PROCUREMENT STRATEGY & PROGRAMME

The procurement process undertaken to let the framework agreement will either be on the basis of an Open Procedure or Competitive Flexible Procedure (CFP) procurement. Input and interest gained through the initial PME process will inform which procedure is adopted.

If Competitive Flexible Procedure is used it will be similar to the previous two stage Restricted Procedure as defined within the now superseded the Public Contracts Regulations (2015).

The programme for the PME process and subsequent formal procurement process - based upon adoption of a CFP process - is set out below:

• Issue PME Notice - 12.02.26

• PME Briefing (via Teams) - 26.02.26 @ 11:30

• PME questionnaires return deadline - 20.03.26 17:00

• Issue Tender Notice - 13.04.26

• Stage 1 / PSQ published via Intend - 13.04.26

• Stage 1 / PSQ return deadline - 15.05.26

• Stage 2 / ITT published via Intend - 15.06.26

• Stage 2 / Tender return deadline - 24.07.26

• Notification of award / issue of assessment summaries - 04.09.26

• Issue of Award Notice - 04.09.26

• Standstill completion - 16.09.26 23:59

• Framework commencement - 01.12.26

Main category

Works

Delivery regions

• UKJ21 - Brighton and Hove
• UKJ22 - East Sussex CC
• UKJ27 - West Sussex (South West)
• UKJ28 - West Sussex (North East)
• UKJ3 - Hampshire and Isle of Wight
• UKJ4 - Kent
• UKK15 - Wiltshire CC
• UKK2 - Dorset and Somerset

Total value (estimated)

75000000 GBP Excluding VAT

90000000 GBP Including VAT

Contract dates (estimated)

01 December 2026, 00:00AM to 30 November 2030, 23:59PM

Extension end date (if all the extensions are used): 30 November 2032

Is a framework being established?

Yes

Portsmouth City Council

Is the total value above threshold?

Above threshold

CPV classifications

• 45111200 - Site preparation and clearance work
• 45111210 - Blasting and associated rock-removal work
• 45111230 - Ground-stabilisation work
• 45111240 - Ground-drainage work
• 45111250 - Ground investigation work
• 45112100 - Trench-digging work
• 45112200 - Soil-stripping work
• 45112300 - Infill and land-reclamation work
• 45112360 - Land rehabilitation work
• 45112400 - Excavating work
• 45112500 - Earthmoving work
• 45112600 - Cut and fill
• 45112700 - Landscaping work
• 45120000 - Test drilling and boring work
• 45223500 - Reinforced-concrete structures
• 45232450 - Drainage construction works
• 45232451 - Drainage and surface works
• 45233161 - Footpath construction work
• 45233162 - Cycle path construction work
• 45233200 - Various surface works
• 45233253 - Surface work for footpaths
• 45243000 - Coastal-defence works
• 45246000 - River regulation and flood control works
• 45252124 - Dredging and pumping works
• 45252125 - Rock-dumping work

Delivery regions

• UKJ21 - Brighton and Hove
• UKJ22 - East Sussex CC
• UKJ27 - West Sussex (South West)
• UKJ28 - West Sussex (North East)
• UKJ3 - Hampshire and Isle of Wight
• UKJ4 - Kent
• UKK15 - Wiltshire CC
• UKK2 - Dorset and Somerset

Sustainability

Small and medium-sized enterprises (SME)

Contract start date (estimated)

01 December 2026, 00:00AM

Contract end date (estimated)

30 November 2030, 23:59PM

Extension end date (estimated)

30 November 2032, 23:59PM

Can the contract be extended?

Yes

Engagement process description

PME PROCESS ADMINISTRATION

The Council will administrate the preliminary market engagement process using its e-sourcing system In-Tend which will be used for:

• Access to and issue of PME information and documentation

• Clarification requests and response

• PME Briefing delegate details submission

• PME Questionnaire submission

• Issue of PME considerations summary

In-tend is free to use and can be accessed via the following website address:

https://in-tendhost.co.uk/portsmouthcc/aspx/home

Any queries or requests for clarification about this Preliminary Market Engagement Process must be submitted via the 'correspondence' function on In-Tend. It is the responsibility of Organisations to monitor the system, which will issue automated email notifications to registered emails, for clarification responses, issue of further documents, etc.

PME DOCUMENTATION

The following documents are accessible via the Council's e-sourcing system In-tend:

• PME Brief

• Appendix A - Previous Framework Demand

• Conflict of Interest Declaration Form

• In-tend Guidance

BRIEFING EVENT

Interested contractors are invited to attend an online briefing event on Thursday 26th February 2026 11:30 - 12:30 where Coastal Partners with support from the Council will provide a summary overview of the future framework options and provide guidance on completion of a PME feedback questionnaire.

To attend the Microsoft Teams meeting, contractors should use the Teams link included within the PME Brief document accessible via the Council's e-sourcing solution In-tend. Contractors should join 5-10 minutes before the start time to ensure a prompt start.

Contractors are not limited to the number of attendees, and all interested parties are encouraged to attend as it will present an opportunity to better understand the proposed framework opportunity.

To assist with record keeping and access to technical assistance on the day if required, contractors are asked to confirm by Wednesday 25th February 2026 at 5pm who will be attending from their organisation using the correspondence function on Intend, providing the following information:

• Attendees' names, job titles and email addresses

• Which Lot(s) are of interest

• Suggestions for Agenda

The suggested agenda is:

• Introductions (5 mins)

• Framework Overview Presentation (40 mins)

o The opportunity

o Framework structure and delivery

o Procurement strategy

o PME requirements

• Question and answers (15 mins)

Any questions and answers from the event will be recorded via a separate clarification log and will be published to Intend for all suppliers to access, unless deemed commercially sensitive.

Please note that the Microsoft Teams meeting will be recorded and subsequently made available as part of the PME pack via Intend.

Contractors should note that there is no obligation to take part in this exercise and that if they do not take part, it will not preclude them from any subsequent related procurement process. Suppliers engaging in the PME will not receive preferential treatment in any subsequent tender process, and this is in no way an indication of the selection of any organisation or a guarantee of future work.

A summary of the PME feedback will be shared with all suppliers that participate in the questionnaire or events, for review prior to its publication with the subsequent procurement.

PME QUESTIONNAIRE

To capture feedback from the market regarding the proposed framework, suppliers are asked to complete an online PME Questionnaire, which will be explained at the PME briefing and made available to contractors following the Teams meeting.

Interested contractors will be requested to complete the questionnaire by Friday 20th March 2026 17:00.

Suppliers will have the ability to submit the questionnaire past the deadline above; however, the Council may then not be able to use the information provided and subsequently take this into account as part of the options appraisal produced.

Please note that a Conflicts of Interest Declaration & Statement will be required from all Suppliers submitting a PME Questionnaire response, more details of which are given below.

The Council reserves the right (but is not obliged) to seek clarification of any aspect of a contractors PME questionnaire response, to ensure the Council fully understands the information being submitted to help inform the final options appraisal.

Any queries or questions or clarifications regarding the procurement documentation or PME process must be made in writing using the project correspondence facility on the In-tend system.

CONFLICTS ASSESSMENT

The Procurement Act 2023 requires the Council to identify and keep under review actual and potential conflicts of interest. The Council must also mitigate conflicts of interest and address circumstances which the Council considers are likely to cause a reasonable person to wrongly believe there to be a conflict or potential conflict of interest.

To meet conflict of interest obligations, the Council will include a section within the online PME questionnaire for Suppliers to complete. The questions that will be asked are provided as Appendix 1 - Conflicts of Interest Declaration & Statement for reference now and your advance consideration.

Please note that this is only required for suppliers submitting a PME questionnaire response and is not a requirement for suppliers only attending the PME briefing event.

Due date

20 March 2026, 23:59PM

Has the engagement period already ended?

No

Publication date of tender notice (estimated)

13 April 2026