Procurement 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