Bannister Athletic Track Refurbishment

The project seeks to secure the long-term future of the facility through replacement of the existing synthetic athletics track surface, associated base repairs and recertification to UK Athletics TrackMark standards.

Accordingly, the Council would like to speak to suppliers with the necessary knowledge, skills and experience of such work about the shape of the imminent procurement through this advertised soft market testing process.

The process will be undertaken strictly as per the Procurement Act 2023 and suppliers who do or not take part in the soft market testing exercise will not be advantaged or disadvantaged and will particularly not confer any advantage to any one supplier.

All respondents to the Preliminary Market Engagement Notice will receive an anonymised summary of the discussions. No bidder confidential information will be shared.

Affordability i.e. the likely cost of the works

What contract form should be used e.g. JCT?

Whether suppliers would need to sub- contract any elements

The form of the specification

Risk partition i.e. what uncertainties would affect the ability to the deliver the project for a fixed cost.

Design considerations- i.e. what elements would be needed to be designed by the Council and what aspects would be designed by the supplier.

Realistic delivery timeline i.e. when suppliers would be available to deliver the work and what their pipelines looked like.

Proposed procurement route- the Council is proposing to use an Open Procedure albeit with supplier self -declarations of probity.

Applying

If you would like to see us to discuss this opportunity, please write in no more than 1000 words describing your interest in the procurement, your past experience in the field and the points you would like to discuss.

Soft market testing is planned to take place between the 7th and 11th December 2026 at the Bannister Outdoor Sports Centre Uxbridge Road, Harrow HA3 6S. Each party will have 3 hours with a common agenda. Please keep these days free as alternative days cannot be offered.

If you are not seen please rest assured this will not disadvantage you in the forthcoming formal procurement. All parties which express an interest will receive feedback from the soft market testing event before the Find a Tender Service notice is published (marking the start of the formal procurement procedure)

Please make your submission via the London Tenders Portal by Thursday 26th November 2026 at Noon.

Project Management

The procurement is being run on a project managed basis, and the Council has put in place resources remains deliverable. Robust governance is in place to ensure that communication channels between the Council and bidders remain robust.

Feedback to potential participants

Feedback will be given to those participating in the forthcoming soft market testing exercise. This will be on an anonymised basis, and we will ensure that information of a commercially confidential nature will not be included in feedback.

Once the formal procurement process begins, GBC will keep participants informed at appropriate stages of the procurement.

Freedom of Information

The Council is subject to the Freedom of Information Act 2000 and the Environmental Information Regulations 1992 and may be obliged, when requested, to disclose information you provide to them even though it may be regarded as confidential. However, the exemption from disclosure applying to information which, if disclosed, would or would be likely to prejudice the commercial interests of any person including the Council (including such information relating to a procurement exercise) will apply, provided that the public interest in maintaining the exemption outweighs the public interest in disclosing the information.

Queries

All questions on this prospectus should be via the London Tenders Portal. Generally, we will respect the confidentiality of questions flagged as such by suppliers. Where we receive queries in relation to this prospectus and we believe the response will be of general interest without violating any confidentiality we will circulate the query and response to all the parties that have expressed an interest.

Canvassing

Participants should note that canvassing or lobbying (defined as communications with the Council or individual stakeholders) outside the channels identified in the Prior Information Notice) might affect their ability to engage with the procurement process. Attention is also drawn to the provisions of the Bribery Act 2010.

Appendix 1 Draft Specification

Main Works

• Removal and recycling of the existing synthetic track surface.
• Localised macadam repairs.
• Potential repair of approximately 800m² of existing macadam.
• Replacement of approximately 100 linear metres of kerbing where settlement has occurred.
• Cleaning and refurbishment of drainage channels.
• Installation of a new World Athletics certified porous polymeric athletics track system.
• Line marking.
• Completion testing and certification.
• Reinstatement and handover documentation.

Delivery Timescales

The Council is targeting delivery during a suitable weather window to allow installation of the new porous surface. The consultancy report advises that porous surface installations are typically undertaken between April and September, subject to weather conditions, and would require approximately 10-12 weeks on site. During this period the athletics track would be unavailable for use.