Portsmouth International Port - Repairs &Maintenance Support Staff and Ancillary Services 2026

OVERVIEW The Port is undertaking a PME exercise to gather insights from the market ahead of a future procurement process to award a contract for delivery of the services summarised within the 'Scope' section of this PME Notice. The procurement process will commence in August 2025 with award targeted for December 2025 to allow for mobilisation and commencement of services on 1st April 2026. This engagement aims to assess the markets interest in the contract, explore commercial models, approaches to delivery, and understand the markets capability and capacity. By engaging with suppliers, the Port seeks to ensure that any potential procurement strategy is well-informed, commercially viable, and aligned with industry best practices. Additionally, this process will help identify potential risks, environmental opportunities, and social value contributions, ensuring the successful and efficient delivery of any potential contract. The Preliminary Market Engagement exercise shall comprise of a Get to Know the Port session, Questionnaire Guidance meeting and submission and subsequent analysis of engagement questionnaires. To assist suppliers with understanding the purpose of the questionnaire and effectively answer the questions the Port will provide an overview of the questionnaire at the Get to Know the Port session and the Questionnaire Guidance meeting on Microsoft Teams. Following the Get to Know the Port event, and subsequent Questionnaire Guidance meeting, the Port will issue the market engagement questionnaire via In-tend. The Getting to Know the Port session will take place at the Portsmouth International Port site on 12th May at 11:30 which will include for a tour of the site, overview of the operational environment. The session will also include for an overview of the market engagement questionnaire and completion guidance. The questionnaire will be published following this session and should be completed and returned by 2nd June 2025 17:00. Taking part in the Getting to Know the Port session is not compulsory and the Port is still very interested in receiving questionnaire responses from suppliers who are unable to attend. PME PRINCIPLES The Port wishes to engage with suppliers who have experience in undertaking general property and estate repair and maintenance activities. In summary, the preliminary market engagement objectives are to: • Share Information: o Current requirements, demand, and cost models, o Possible future requirements for support staff, o Envisaged contracting strategy, including duration and extension options, o Envisaged procurement process, including the procedure and timeline, o Envisaged commercial and management model. • Review and Understand: o Market capacity and capability to deliver the future requirements, o Suppliers current local market presence, o Typical contracting and commercial models within the industry, o Market interest and preference in potential delivery model options, o Ability to manage likely TUPE transfer considerations, including for ongoing considerations that may arise through re-configuration and development of the dedicated team over the course of the contract, o Costing options, pressures, and budget. • Inform the development of the procurement strategy: o The contract delivery strategy, o The scope of the contract, o Support staff model, including requirements, experience, and training, o Options, including labour skill set, qualifications, o Contracting basis, including terms and conditions and length of contract o Commercial model, o Procurement strategy, including programme, conditions of participation, tender award criteria, o Service levels, including key performance indicators, response time for out of hours provision, o Budget. The key areas the Port are seeking feedback from the market through gathering information through the engagement questionnaire include for - • Market Capacity o Company Size and Core Services: understand the market's current capacity in delivering repairs and maintenance arrangements of similar scale and scope. o Supplier Size and Participation: how the Port can encourage effective fair participation from both large contractors and SMEs in the procurement process, whilst understanding if any barriers exist for smaller suppliers. o Out of Hours Provision: understand the market's ability to provide an out of hours call out facility and response times. o Geographic Coverage: where suppliers currently operate in relation to the Port location. • Market Capability o Envisaged Scope: understand and review the scope, understand whether the market can supply the auxiliary services. o Delivery Models: understand what skills could be delivered directly from the supplier, and that would need to be subcontracted, levels of current experience, existing sub-contracting arrangements. o Delivery Options: team configuration, core skills, flexibility vs specialisms, role of supervisor, etc. o Staff Management: review the markets ability to recruit highly qualified and experienced trades, ability to provide a consistent core team. o Service Levels: understand the markets ability to deliver consistently against the proposed key performance indicators, additional performance measures, service level viability. • Market Commercial Perspectives o Pricing Models and Budget: review the market norms on how such services are costed over term of contract, sufficiency of budget. o Contractual and Legal Considerations: review of market norms in respect of the suggested contractual models, term, and other options. o Contract Management: key performance indictors norms in market, whether the market deem the contract KPIs reasonable and achievable. REQUESTS TO PARTICPATE IN PME INSTRUCTIONS Suppliers interested in taking part in the Get to Know the Port session or Questionnaire Guidance meeting on Microsoft Teams are required to complete the following forms which are accessible via In-tend: • the Participation Request form (Appendix J) • Conflicts of Interest Declaration (Appendix B) Suppliers are required to return the forms by no later than 9th May 2025 at 12:00 and submit via In-tend correspondence function. GET TO KNOW THE PORT SESSION The Port shall be holding an in person Get to Know the Port session on the 12th May at 11:30. The draft agenda for this event is as follows:  Welcome and introductions,  Tour of the Port (buildings and estate) - provide the supplier familiarisation of the Port and the operational environment,  Questionnaire Guidance The Get to Know the Port session will take place in the Terminal building, further details can be found Find us - Portsmouth Port (portsmouth-port.co.uk). The address is: Portsmouth International Port, George Byng Way, Portsmouth, PO2 8SP. Parking is available at the multi-story car park, weblink for further details Parking - Portsmouth Port (portsmouth-port.co.uk) Suppliers are limited to having a maximum of two delegates attending the Get to Know the Ports session at the Port and spaces will be allocated on a first come first served basis. Suppliers are required to bring photo ID, their own hi-viz and safety footwear. MARKET ENGAGEMENT QUESTIONNAIRE GUIDANCE A Word version of the questionnaire will be provided after the completion of this meeting through In-tend. Suppliers are encouraged but not obliged to complete the questionnaire. Completing the online questionnaire will help the Port to understand the delivery options of an outsourced provision and subsequently, the structure of the procurement to ensure it can be carried out by the market and optimises the participation of suppliers, including SMEs. The Port are requesting the questionnaire is completed by Monday 2nd June 2025 by 17:00, any responses after this deadline may not be considered in the PME report. Completed questionnaires are to be submit via In-tend through making a return against the In-tend PME stage. PME ANALYSIS & REPORTING The Port reserves the right to contact suppliers following submission of questionnaires in order to gain clarification and understanding of the responses. This may be purely via In-tend correspondence or for more complex matters may require attendance at a brief on-line TEAMS meeting on either Friday 6th June or Monday 9th June. Any suppliers who submit a completed questionnaire will be sent a copy of the draft PME Feedback Report, which will accompany the procurement process documentation. This report shall provide a summary of the overall trends in the response received against the areas of consideration. The Port are aiming to have collated the PME feedback by Thursday 26th June 2025 to issue the draft report via Intend correspondence for suppliers to review. PME CLARIFCIATION PROTOCOLS Any queries, questions or clarifications regarding this preliminary market engagement exercise must be made in writing using the project correspondence facility on the In-tend system. Any questions and answers from either event will be recorded via a separate clarification log and will be published to Intend for all suppliers to access, unless deemed commercially sensitive. The Port will be recording the Microsoft Teams meeting and will subsequently make this available as part of the PME brief via In-tend. For full details of the clarification process suppliers should review Appendix I - Intend Guidance accessible via In-tend. GENERAL Suppliers 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. Engaging suppliers 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. Completing the survey will help the Port to review the scope of service to allow the optimal means for suppliers, including SMEs, to participate in any subsequent procurement.