Damboard Replacement · UK public procurement notice

Damboard Project - OPEN2026545

Soft Market Testing Process Description

1. Introduction and Background

The Damboard Replacement Project is being undertaken at HMS Trincomalee's graving dock, located within the historic dock environment at the National Museum of the Royal Navy in Hartlepool. The project aims to replace the existing damboard system, which provides essential water retention and vessel protection functions, with two potential engineering solutions currently under review: a new stop log system or a fixed wall structure. These works form part of the ongoing maintenance and resilience improvements required to safeguard the dock infrastructure and ensure the long term preservation of this significant heritage vessel and its surrounding maritime setting.

Participation in this Soft Market Testing (SMT) exercise is voluntary and will not be used for pre selection or evaluation during any future procurement. However, suppliers may find it beneficial to engage at this early stage to gain visibility of the project, provide feedback that may inform the development of the requirements, and better understand the context of any future opportunity. The Client also intends to use this SMT to gauge the level of market interest in the project and understand supplier capability and appetite ahead of any subsequent procurement.

2. Purpose and Scope of the Engagement

Hartlepool Borough Council is undertaking a Soft Market Testing (SMT) exercise to inform the development of the Damboard Replacement Project. The aim is to obtain early market feedback on the feasibility, methodologies, programme implications, and likely cost ranges associated with two potential solutions currently under consideration:

• Option 1 - Stop Log Solution (Damboard Replacement)
• Option 2 - Fixed Wall Solution

The outcomes of this engagement will be used to inform the decision-making process prior to progressing to formal procurement.

This SMT does not constitute a call for competition, nor will it be used to pre qualify or shortlist suppliers for a future procurement exercise.

3. Engagement Approach and Activities

The engagement consists of a single-stage information and response period. Suppliers will be provided with:

• A brief including timetable and how to respond
• Design information for both options
• Required Cost information templates
• A form with general questions related to procurement, programme, methodology, etc.

Suppliers will be invited to submit:

• Completed Cost information
• Completed form

No commercial negotiations will take place as part of this engagement.

4. Locations and Dates of Engagement Activities

The programme provided is subject to change.

• 12 May 2026: All SMT documentation will be issued electronically. No physical meetings are planned. All engagement will be conducted digitally.
• 09 June 2026: All responses must be submitted by this date.

5. Instructions for Submitting Expressions of Interest

Suppliers wishing to participate in this Soft Market Testing exercise can e-mail [email protected] and you will be notified once the SMT is published.

6. Instructions for Submitting Clarification Questions

All clarification questions must be submitted via the OPEN procurement portal Correspondence messaging function. Responses to all clarifications will be issued to all participating suppliers, to ensure equal treatment. The tender reference on OPEN is OPEN2026545. To register on OPEN, go to; www.open-uk.org ↗

7. Instructions for Submitting SMT Responses

Full and detailed instructions for submitting responses as part of the Soft Market Testing (SMT) exercise will be issued on the day the SMT documents are released on OPEN via OPEN2026545. These instructions will include the required response formats, submission method, and any supporting templates.

Please note that we are currently finalising the SMT strategy and associated documents. As such, the approach and requirements may be updated prior to release, and the Client reserves the right to amend the submission process without prior notice to ensure the SMT is conducted effectively and in line with project needs.

Suppliers are therefore advised to review the final documents carefully upon publication, as the notice serves only as an initial outline of the intended process.

8. Confidentiality

All responses will be treated as confidential and used solely for the purpose of informing the development of the Damboard Project. Participation in this SMT does not confer any advantage or disadvantage in any future procurement exercise.

9. Conclusion

Looking ahead, the outcomes of this Soft Market Testing exercise will help inform the Client's decision on the preferred engineering solution and the subsequent procurement approach. Subject to the findings, funding and internal approvals, the project is expected to progress toward detailed design development and a future procurement process for delivery.