UK Tenders: Live Soft FM Contracts

Portsmouth City Council ("the Council") is inviting tenders from suitably qualified and experienced catering and events operators for the delivery of catering and events services at Southsea Castle, under a long term commercial arrangement comprising a combination of rental income and an incentivised revenue share mechanism. The council is using a single stage competitive flexible procedure for the procurement of this contract, which includes conditions of participation and detailed tender proposals to be submitted at the same time. The procurement is structured into two alternative lots which represent different contract term options for the same service requirement: • Lot 1: Initial term of 5 years with the option to extend by up to 5 years • Lot 2: Initial term of 7 years with the option to extend by up to 3 years Tenderers are invited to submit a response for one lot only, selecting the contract term option which best reflects their proposed delivery model, investment approach and commercial offer. The Council intends to award a single contract under either Lot 1 or Lot 2, based on the Most Advantageous Tender (MAT). Award of the contract is targeted for 21st September 2026. The successful operator will be required to seamlessly commence operations under a lease with associated concession arrangement from 1st February 2027 following expiry of the lease held with the current incumbent operator on 31st January 2027. Southsea Castle Southsea Castle, built in 1544 by King Henry VIII as part of his coastal defence scheme, is a historic, Scheduled Ancient Monument and a site of national importance. Southsea Castle now operates as a visitor attraction and museum, restaurant, and historic wedding & events venue. The Castle attracts upwards of 10,000 visitors per month over the summer season and offers members of the public free access to the castle keep, ramparts, shop & viewing rooms from April - October. The restaurant in Southsea Castle is open all year round, and the Castle hosts numerous events throughout the season, in particular weddings & corporate events, as well as community events. During the opening season, there are also local makers market's hosted in the marquee, as well as heritage tours and talks hosted by the museums team. All events hosted by the museums team are aimed at engaging with the local community and increasing the visitor experience at Southsea Castle The Castle courtyard, keep, ramparts and museum rooms are open to the public from 10am - 5pm, Tues - Sunday's and bank holidays, from April - October, and are closed over the winter period. The restaurant is open all year round, currently from 9.30am - 5pm every day in the summer season, and Wed-Sun 9.30am - 5pm in the winter season. Permitted Uses, Opening Times & Access The permitted use of Southsea Castle comprises a combination of public-facing restaurant operations and a programme of private and operator-led events, with defined parameters around access, capacity and shared use. The restaurant and café, located within the western side of the castle courtyard, provide approximately 60 internal covers and up to 54 external covers (subject to layout). The space can also accommodate private events of up to 60 seated or 80 standing guests. The operator is required to provide a daily service as a minimum between 9:30am and 5:00pm, with flexibility for evening trading and private hire where this does not conflict with Council-managed bookings. Private events are delivered across a range of spaces. The marquee is the primary large-scale event space, with a capacity of up to 120 seated or 200 standing guests, and is managed by the Council. This space is used for weddings and corporate functions but may also be utilised by the operator as part of their own event programme, including catering and bar provision. The castle keep is also used for ceremonies and smaller events but remains under Council control and is not available for operator-led events. Additional areas, including the castle ramparts and an ancillary bar or function room, may be used to support events where appropriate and subject to approval. These spaces provide flexibility to enhance the visitor and event experience whilst ensuring compliance with health and safety requirements. The operator will share access to back-of-house and storage areas with the Council, including spaces used for equipment, stock and event furniture. These arrangements require coordinated use and may be reviewed periodically to ensure suitability. Operations must also accommodate external events. At times, large-scale events may restrict or suspend access to the castle, during which the operator will not be permitted to trade. In contrast, other events may increase footfall and present additional trading opportunities, with the Council providing advance notice where required. The operator must ensure the site remains open to the public for a minimum of 50 weeks per year and deliver a catering and events offer that supports growth. This includes providing catering for Council-managed events and developing an independent programme of activities outside core hours to enhance the site's profile as a destination venue. All activities must reflect the building's status as a Scheduled Ancient Monument, ensuring a balance between commercial use and the preservation of the site. Revenue Share and Lease Fee The lease will be subject to rental fee and revenue share payments from the operator to the Council. The Council is targeting a minimum guaranteed annual rental payment of £32,000 over initial 5 years of the lease. Rental payments are to be made in advance on a quarterly basis. Operators will be required to propose a revenue share percentage to the Council in Year 1, which should not fall below 3% and not be higher than 10%, without justification. Where a proposal falls below or above this range, the Council may consider the bid to be abnormally low or abnormally high and reserves the right to undertake further investigation and seek clarification from the bidder. The proposed revenue share percentage is not expected to reduce following Year 1. Where a bidder proposes a reduction in revenue share percentage over the contract term, the Council reserves the right to investigate the rationale and set aside the bid where this cannot be satisfactorily justified. The revenue share percentage proposed by operators may vary over the term of the agreement but must always be within the range stated. Revenue share payments are to be made within 30 days at the end of each contract year. Based upon current revenue and subject to indexation the Council estimates that the successful Operator could achieve a turnover figure of approx. £600K. However, the Council considers that there are significant opportunities to increase revenue though investment, events, food offer, advertising, etc. which could have a major positive impact upon revenue generation, potentially increasing revenue generation. Based on an estimated annual turnover of £600,000 in Year 1, the Council anticipates that the total value of the concession opportunity over the potential 10-year contract term could be in the region of £7 million to £8 million. However, it should be noted that all estimates in respect of the value of the business opportunity are purely indicative and provided to comply with the requirements of the Procurement Act 23 in relation to publication of estimated contract values. All figures are non-binding, the Council is providing no guarantees and accepting no liability in the event that the actual value of the business opportunity over the term of the contract falls significantly above or below the guide estimates provided. The specification includes for clearly defined performance standards, service levels and KPIs covering the following areas: • KPI 1 - Customer Experience & Destination Offer • KPI 2 - Event Delivery & Programme Growth • KPI 3 - Catering Quality & Operational Standards • KPI 4 - Commercial Performance & Open Book Reporting • KPI 5 - Compliance, Health & Safety & Asset Stewardship • KPI 6 - Partnership Working, Communication & Community Engagement The Council is seeking to establish a partnership relationship with the successful Operator based on the following principles • Proactive collaboration and co-operation with the Council including attendance at the Strategic and Operational Boards. • Proactive collaboration and co-operation with other current and future stakeholders in the City and the immediate surrounds. • Partnership working with locally based public, private and third-party organisations. • Working with community groups to support activities and events where appropriate. The Operator will be required to align with the Council's Social Value Policy in a manner which provides targeted meaningful impact to individuals, communities, the environment and local economy. All repairs to the spaces occupied must be undertaken with the necessary permissions in place from both Historic England and the Council which reflects the status of the Castle as a Scheduled Ancient Monument.

Region

UKJ31

Closes

21 Aug 2026

Published

2mo ago

THIS NOTICE REPLACES THE PREVIOUS PUBLISHED NOTICE 2026/S 000-037876. The following corrections have been made: 1. Contract value was below the relevant threshold, changed to above threshold 2. Contract dates was 19th June 2026 to 18th May 2029, changed to 19th June 2026 to 18th June 2029 3. CPV classification was refuse and waste treatment, changed to refuse and waste related services, as per the tender notice. The Council were seeking to appoint an operator(s) who have the appropriate facility(s) to manage the recycling and/or disposal of bulky and POP's waste. It is expected the successful operator(s) will be able to provide a continuous service within the required hours; it is therefore a requirement to have a contingency site close by. Under PA23, contracting authorities must not restrict competition on the basis of "non commercial matters," which include a supplier's location if used in a discriminatory or arbitrary manner. This is rooted in the long standing principles inherited from the Local Government Act 1988, section 17, which restricts considering certain non commercial matters such as the location of the supplier where unrelated to the delivery of the contract. However, location based requirements are allowed where they are justified by the needs of the contract: • Waste must be processed within a certain radius to remain economically viable. • Excessive transport distances conflict with environmental or service efficiency requirements. • Locality is intrinsic to operational feasibility (e.g., time critical services, perishable logistics, fleet based services). In these cases, the requirement is not about who the supplier is, but about how and where the service must be performed, which is a legitimate technical specification. This condition was justified in the tender documentation on operational and economic grounds: the Council must avoid transporting bulky waste over long distances, as extended travel times result in inefficiencies, increased fuel costs, greater fleet wear, and an overall uneconomical service model. By defining a reasonable proximity requirement, the Council ensures that service delivery remains cost effective, environmentally, responsible, and operationally viable. The tender provided to the waste operators gave the ability for them to bid under either and/or both the following Lots: • Lot 1 - Bulky Waste - on average typically recycling and disposing of 652 tonnes of bulky waste per annum, with an estimated annual value of £250,000. • Lot 2 - POP's Waste - on average typically disposing of 48 tonnes of POP's waste per annum, with an estimated annual estimated value of £15,000. This is a demand led service; therefore, the expenditure may vary significantly for both Lots. The Council notes that the final contract value may be lower than the stated estimate; however, it may also exceed this value considerably should service demand increase, particularly due to fluctuations in the volume of waste requiring disposal. The contract to be awarded to the successful operator for each of the Lots is an initial 3-year term, with the option to extend by up to a further 4 years in intervals to be agreed between the parties. Scope and Specification These services include for the removal of bulk and POP's waste which has been disposed of on housing land and surrounding environments, which includes but is not limited to the social housing estates and Council owned land. Types of Waste Bulky waste refers to large items of household or commercial waste that are too big to be disposed of through regular waste collection services. These items typically include furniture, large appliances, mattresses, carpets, and other oversized objects that do not fit in standard waste containers or garbage bins. POPs waste refers to upholstered domestic seating that may contain POPs. To ensure the waste is disposed of properly and in accordance with required legal requirements, the Council requires access to a licenced, experienced, and reliable disposal/recycling facility that will accept delivery of the waste on a continuous, regular, and all year-round basis. The Council will transport the bulky and POPs waste to the facility provided by the operator(s). Other Waste The Council currently has alternative channels in place to dispose of the following waste: • tyres • green waste • fridge freezers • paints • gas cannisters The Council reserves the right to approach either the Lot 1 and/or Lot 2 operator to dispose of these other wastes. Operator Facility Requirements The facility must maintain minimum opening hours of 08:00 to 17:00, Monday to Friday and 08:00 12:00 Saturdays. The operator's facility(s) must be open as specified all year round (not including bank holidays). Due to the Council's environmental objectives and to ensure value for money, the operator's main facility for this contract must be within an 8-mile drive, via road, from the Council's Estate Service Depot located at Port Royal Street, Southsea, PO5 4NP. This will be determined via the use of Google Maps. The main facility shall be permitted and able to dispose of and is possible recycle, the waste. Service Continuity and Contingency In the event that the main facility becomes unavailable, the operator must also be able to provide access to a contingency facility that is no more than a 15-mile drive from the Estate Service depot. The acceptable contingency facility of operation can be used without penalty by the Council and may be substituted on a long-term basis as the new main site. If notice is not provided 7 days continuously, more than 3 times in any one month, or 6 times in a 6 month period, the Council will have the right to serve notice and terminate the Contract in accordance with the persistent breach provisions set out in the Contract terms. In the event of the Council terminates the Contract under either Lots during the initial Contract term or during the extension period, the Council reserves the right to either continue the Contract by: 1. Where the services for each Lot are being delivered by different operators, approach the other operator on the corresponding Lot 2. Approach the second placed operator at the point of the tender evaluation under the relevant Lot. This is subject to capacity and performance i.e. if the Lot 1 operator is different to the Lot 2 operator, the Council could approach either operator to take on. The provisions of the specific Lot in the event of termination. If the second placed operator is unable or unsuitable to undertake the services, the Council may approach the third placed operator and so forth.

Published

5mo ago

AWARD & STANDSTILL PERIOD Following receipt of tenders on 21st August 2026 the Council has concluded the assessment process and issued assessment summaries to the successful and unsuccessful suppliers as required under Section 50 of the Procurement Act 23 (the 'Act'). The Council reserves the right to amend (extend)the Standstill Period if needed; if this right is exercised, the Contract Award Notice will be updated and affected suppliers will be notified accordingly. After the Standstill Period has expired, and provided no legal challenge has been made by the end of the Standstill Period or any agreed extension, the Council intends to enter into contracts with the Successful Supplier. Following this, the Council also intends to publish a Contract Details Notice. Procurement description Portsmouth City Council (the Council) has awarded a concession contract for the provision of catering and events services at Southsea Castle. The contract will operate under a long-term commercial arrangement incorporating a lease together with a revenue-sharing mechanism between the operator and the Council. The contract has been awarded under Lot 1, comprising an initial term of five years with the option to extend by up to a further five years at the Council's discretion. Southsea Castle is a historic Scheduled Ancient Monument and visitor attraction located on Portsmouth's seafront. The site operates as a visitor destination, museum, restaurant, wedding venue and events location, attracting significant visitor numbers throughout the year and playing an important role in the city's tourism, heritage and cultural offer. The successful operator will be responsible for delivering catering services and supporting a programme of events from the site, whilst working collaboratively with the Council to maximise visitor experience, increase commercial opportunities and support community engagement. Delivery of the contract will be undertaken in a manner that recognises and protects the historic significance of the Castle while balancing commercial operation with public access and heritage requirements. The contract includes performance measures relating to customer experience, event delivery, catering quality, commercial performance, compliance and partnership working. The Council also expects the operator to support its social value objectives and work collaboratively with stakeholder organisations and local communities. The Council recognises that local government structures and service delivery arrangements may evolve during the life of the contract. Any future changes arising from local government reorganisation, devolution arrangements or other changes in public sector governance will be managed in accordance with the contract provisions and applicable legislation. The Council has identified the following known risks & opportunities that may occur during the duration of the term of the contract and may positively or negatively impact the scope, scale, value, timescales, end user demand, etc. related the contract: • Development and changing demographics of Portsmouth area which could impact positively or negatively on operator revenues • Marco and micro environmental impacts on utilities and other costs which could impact operator costs • Changes to VAT levels and other impacts of taxation which could impact operator costs • Local Government Review impacts including for assignment of contract to successor unitary authority and any new requirements / objectives of the new authority which may require alterations to the technical scope, contractual and commercial structure of the arrangements • Unforeseen maintenance requirements which could increase operator costs and impact revenues if closures are required • Inflation and other cost of living impacts which could increase or decrease operator revenues and costs • Changes to National Living Wage, National Insurance and other factors which could impact operator employment costs • Increased or decreased competition from other public or privately run facilities or attractions which could impact operator revenues • Introduction of new technologies, systems and processes which could reduce operator costs and / or increase revenues as well as impacting technical scope • Introduction of new activities through market innovations that could open up new operator revenue opportunities and impact technical scope • Changes to relevant government policy / legislation which could increase or decrease operator revenues & costs, as well as potentially mandating changes to the technical scope • An endemic or pandemic event similar to Covid 19 which could increase costs and / or reduce demand. The Council has identified the risks and opportunities above associated with the delivery of this contract. In accordance with Schedule 8 of the Procurement Act 2023, the Council reserves the right to modify the contract, without initiating a new procurement procedure, should any of these risks materialise during the contract term. Award Notice Clarification: The lot description below has been carried forward from the original tender notice and is reproduced for completeness. Full details of the procurement, service requirements and concession arrangements are contained within the original tender notice. The final contract value reported within this Contract Award Notice differs from the estimated value stated in the tender notice, reflecting the commercial proposal and financial forecasts submitted by the successful bidder as part of its tender response. The value published in this notice therefore represents the Council's assessment of the anticipated value of the awarded concession contract based on the successful tenderer's submission.

Region

UKJ31 - Portsmouth

Value

£16M

Portsmouth City Council's (PCC) Safe at Home (Telecare) Service would like to investigate the market for a combined package of Alarm Receiving Centre (ARC) and customer management System for Telecare alarm monitoring. Portsmouth City Council provides an in-house Telecare Service branded as "Safe at Home" with approximately 1,000 customers. All telecare devices installed are SIM operated (digital switch over of equipment was undertaken by the service in 2022). Telecare equipment provided through the service is SIM-operated units supplied by Chiptech UK, typically the Chiptech SEVEN base units with Pearl/ Pearl Advanced pendant. A range of peripheral equipment is also installed for Safe at Home customers based on identified needs, including (but not limited to): - Smoke detectors - Carbon Monoxide detectors - Epilepsy Monitors - Door exit monitors - Bed exit monitors The safe at home service has also recently introduced GPS e Licences for approximately 8 officers would be required for the monitoring software for in-house staff to access and update customer records. Reporting would be required for performance monitoring (not an exhaustive list): - Call answering times - Number of calls - Nature of call and action taken (e.g. no speech, ambulance or responder deployed, false alarm) - Disconnections - No activity An average of 3,650 calls per month are received. The Council are open to working with the provider to identify scope to reduce the call volume. We recognise the experience and innovation that suppliers can bring to these services. As such PCC would welcome your organisation's market information, which will be used to enable PCC to draw up a high-quality specification that meets the needs of local authority housing and its residents.

Region

UKJ31 - Portsmouth