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Find a TenderAwardedContract award notice
Published 3 Jul 2025, 12:40 BST

Official UK procurement notice

Portsmouth International Port - Gantry Digital Screens and Large Media Screen

Official notice

Authority: Portsmouth City Council (Local council)

GoodsCompetitive flexible procedureAbove thresholdSME suitable
Sectors: Radio, television, communication, telecommunication and related equipment (32)Software Packages & ERP (48)Repair & Maintenance (50)
+3 moreInstallation services (except software) (51)IT Services & Software (72)Education & Training (80)
 Delivery: South East (UKJ31)
Published estimate£800,000≈ £76k / year · £800,000 inc. VAT · 1 value update
Submissions closed 10 Oct 2025awarded 20 Nov 2025
Award (standstill) to ADI UK Limited
Contract term 5 yrs 3 moends 8 Mar 2031 · up to 8 Mar 2036 with extensions · starts 1 Dec 2025

What is being bought

Published requirement description

Portsmouth City Council ('the council') has awarded a contract to a suitably qualified supplier 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 sought a supplier who could 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.

  • Not divided into lots: A fully managed service of the hardware and software is required to reduce the administrative burden. This decision was communicated to the market during the preliminary market engagement exercise and no concerns were raised.
  • The authority expects to re-tender this requirement around 1 Nov 2031, 23:59 GMT.
  • How the procedure runs: The council is using the Competitive Flexible Procedure for the procurement of this contract. The procedure will include for a demonstration stage as described in the procurement documentation. The procedure may include for a preferred supplier stage for the purposes of negotiating contractual terms if the need arises. This will not be used to change the outcome of the procurement process or to distort competition. This Procurement procedure has been selected as an appropriate, proportionate, and practical means for securing the Most Advantageous Tender, in consideration of the nature, complexity, and value of the contract.

CPV: Communication and multimedia software package · Computer-user familiarisation and training services · Helpdesk and support services · Installation services of radio, television, sound and video equipment · Repair and maintenance services of audio-visual and optical equipment · Television and audio-visual equipment

The lotProcurement structure

single lot · value published
Lot #1AwardedRenewal 5 yrs 3 moSMEPublished value£800,000
Contract period: 1 Dec 2025 – 8 Mar 2031 (5 yrs 3 mo) · up to 8 Mar 2036 with extensionsValue: £800,000 exc. VAT · £800,000 inc. VAT
Delivery: South EastEligibility: SME eligible
Extensions: The Council reserves the right to purchase additional hardware, associated software and user licences, similar to that provided for in the scope of requirements, over the life of the contract. This will increase the value of the contract accordingly. · The contract term following the initial installation period will be for 5 years with options to extend in implements to be agreed up to a maximum of 10 years.
32320000 Television and audio-visual equipment48500000 Communication and multimedia software package50340000 Repair and maintenance services of audio-visual and optical equipment51310000 Installation services of radio, television, sound and video equipment72253000 Helpdesk and support services80533000 Computer-user familiarisation and training services

What it takes to win
i

How this buyer will score bids.

The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).

Evaluation split and conditions of participation as published; the tender pack may add more
How bids were scored
Quality: 60%Price: 40%
Published sub-criteria (4)
  • Overall solution: 37%
  • Implementation and Ongoing Support: 23%
  • Supply & Installation: 25%
  • Support & Maintenance: 15%
Published award criteria (4)
  • Overall solution
  • Implementation and Ongoing Support
  • Supply & Installation
  • Support & Maintenance
What this means for your bid
  • Price carries 40 of 100 points: a 10% discount moves about 4 points. The method statement decides this lot, not the discount.

Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.

Procedure terms & legal framework

From the official record
Procedure method
Competitive flexible procedure
Legal basis
UKPGA · 2023/54 Procurement Act 2023
Procurement category
Goods
Notice status
Awarded
Procurement threshold
Above threshold (FTS publication)
Regulatory regime
Standard
Commercial structure
Stand-alone contract (no framework)
Competition type
Competitive procedure
GPA / WTO covered
Unspecified in notice
Recurring procurement
Yes · next expected 1 Nov 2031
First published
3 Jul 2025, 12:40 BST
Last source update
20 Nov 2025, 19:35 GMT
Award evaluation window
Submission end – 14 Nov 2025
Authority reference
P00005141
FTS notice number
2025/S 000-055604
Latest notice
Contract award notice (UK6)
Classification (CPV)
Communication and multimedia software packageComputer-user familiarisation and training servicesHelpdesk and support servicesInstallation services of radio, television, sound and video equipmentRepair and maintenance services of audio-visual and optical equipmentTelevision and audio-visual equipment
Delivery area
South East (UKJ31)
Official registry OCID
ocds-h6vhtk-05583c Find a Tender
How it runs

The council is using the Competitive Flexible Procedure for the procurement of this contract.

The procedure will include for a demonstration stage as described in the procurement documentation.

The procedure may include for a preferred supplier stage for the purposes of negotiating contractual terms if the need arises. This will not be used to change the outcome of the procurement process or to distort competition.

This Procurement procedure has been selected as an appropriate, proportionate, and practical means for securing the Most Advantageous Tender, in consideration of the nature, complexity, and value of the contract.

How it was run

Official notice
Run through: In-tend · Who buys & how to bid on In-tend
Supplier login requiredElectronic submission allowedLanguage: EN
Access & registration note: Free · one account per buying organisation's portal · reCAPTCHA on signup
Submission deadline
10 Oct 2025, 12:00 BST
Clarification deadline
1 Oct 2025, 12:00 BST
Submission channel
Official e-sourcing portal
Electronic submission
Allowed
Accepted languages
en
Detailed submission instructions & authority contactsFrom official release

in-tendhost.co.uk/portsmouthcc/aspx/home ↗

Timeline

3 Jul 2025 → 2 Dec 2025 · 10 dates
  1. Planning notice published
    3 Jul 2025, 12:40 BST
  2. Market engagement
    18 Jul 2025, 23:59 BST

    The PME briefing document issued on the Council's e-sourcing system In-tend outlines the current contract scope, envisaged contracting strategy, and future key delivery considerations.

    The Port has prepared a preliminary market engagement questionnaire for completion which will be used to understand:

    • Market interest
    • Budget
    • Technical requirements & options
    • Commercial considerations & pricing options
    • Programme & lead times

    The submission of the questionnaire, in part or in full, is purely optional and suppliers who do not submit will not be precluded from taking part in the procurement process. There will be no further opportunity to input into the points above ahead of the procurement process will be provided.

    The Port are requesting the questionnaire, and the Conflicts of Interest Declaration is completed and returned by Friday 18th July 2025 by 17:00. These documents are to be submitted via the Council's In-tend and against the projects PME stage. Any responses after this deadline may not be considered in the PME report.

  3. Tender notice published
    10 Sept 2025, 17:32 BST
  4. Clarification questions by386 days ago
    1 Oct 2025, 12:00 BST
  5. Submission deadline377 days ago
    10 Oct 2025, 12:00 BST
  6. Award decision expected by342 days ago
    14 Nov 2025, 23:59 GMT
  7. Assessment summaries sent337 days ago
    20 Nov 2025
  8. Latest notice published336 days ago
    20 Nov 2025, 19:35 GMT
  9. Contract starts326 days ago
    1 Dec 2025
  10. Standstill ends324 days ago
    2 Dec 2025, 23:59 GMT

Notice history

8 events · 3 releases on Find a Tender · since 3 Jul 2025
  1. Preliminary market engagement notice published
    3 Jul 2025, 12:40 BST
    UK2
  2. Tender notice published
    10 Sept 2025, 17:32 BST
    UK4
  3. Status changed to active
    10 Sept 2025, 17:32 BST
  4. Procurement method changed
    10 Sept 2025, 17:32 BST
  5. Deadline published: 10 Oct 2025, 12:00 BST
    10 Sept 2025, 17:32 BST
  6. Contract award notice published
    20 Nov 2025, 19:35 GMT
    UK6
  7. Status changed to complete
    20 Nov 2025, 19:35 GMT
  8. Contract signature expected
    12 Dec 2025, 23:59 GMT
    scheduled

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Awards 1
Awarded value (inc. VAT) £400,0001 award inc. VAT; no net value published
Bids received 22 from SMEs
Awarded toValueDateStatus
ADI UK LimitedSME15 Dec 2025 – 8 Mar 2031 · up to 8 Mar 2036Extensions: The contract term following the initial installation period will be for 5 years with options to extend in implements to be agreed up to a maximum of 10 years. · Options: The Council reserves the right to purchase additional hardware, associated software and user licences, similar to that provided for in the scope of requirements, over the life of the contract. This will increase the value of the contract accordingly£400,000 inc. VAT20 Nov 2025standstill to 2 Dec 2025Standstill

Bid statistics published by the authority

BidsSMEVCSEValid bid range
2final-stage tenders · 8 at stage one20—

Contracting authority & participating public bodies

Portsmouth City Council

Contracting authorityPublic authority - sub-central government GB-PPON: PCNL-5714-PRZV Civic Offices, Guildhall Square, Portsmouth, South East, PO1 2ALContact email

Bidders & participating suppliers

1 commercial party on the notice
  • ADI UK LIMITEDAwarded supplierGB-COH: 03319313GB-PPON: PPBL-6779-GYLN Fourth Floor, Unit 5b The Parklands, Bolton, North West, BL6 4SDContact email

Official documents & specifications (5)

Official links; attachments are not copied

Tender pack and attachments

Notices published for this procedure