Mass Participation Running Event - Pre Market Engagement

Description

Portsmouth City Council is undertaking Pre-Market Engagement (PME) for a Mass Participation Running Event to explore options for continuing a flagship sporting occasion in the city. Historically, this event has been delivered as part of the Great South Run, which is one of Europe's most popular mass participation races. The Great South Run has been held annually in Portsmouth since 1990 and typically takes place in mid-October. It is a 10-mile (16.09 km) road race, offering an intermediate distance between a 10K and a half marathon. The event attracts thousands of runners and spectators each year, with recent editions welcoming over 20,000 participants across the main race and associated events such as the 5K, Junior, and Mini runs. The route showcases Portsmouth's iconic landmarks, including Southsea Seafront and the Historic Dockyard, making it a celebrated part of the city's sporting calendar. The Council have published a PME Notice in accordance with the Procurement Act 2023. The Council's aim in undertaking this PME exercise is to understand the market's interest, capacity, capability, with a view to developing the procurement strategy and tender documentation to meet needs, objectives, statutory obligations and best value duties. Through this PME, the Council aims to gauge market interest, identify innovative delivery models, and ensure the event continues to provide economic, social, and health benefits for residents and visitors alike. Key Considerations for Future Event Delivery As the Council explores options for a new mass participation running event, it is essential to understand the capabilities, approaches, and innovations that potential providers can bring. The following areas outline what we aim to discuss during engagement, ensuring the event is safe, inclusive, financially sustainable, and aligned with community and environmental priorities. 1. Delivery Capability 2. Commercial Models 3. Community Engagement 4. Environmental and Sustainability Credentials 5. Marketing and Branding 6. Innovation and Added Value 7. Event Timing and Duration 8. Frequency and Format 9. Expansion Potential under Local Government Reorganisation (LGR) Procurement Approach Following Pre-Market Engagement At this stage, the Council has not yet determined the exact procurement process that will follow this Pre-Market Engagement exercise. The approach will depend on market feedback, the complexity of requirements, and the level of innovation proposed by potential providers. Possible routes include: • An Open Tender under the Public Procurement Act 2023 (PA23), • A Competitive Flexible Procedure (CFP) under PA23, which is similar to the former restricted procedure, or • A more iterative process such as Competitive Dialogue, should the requirement warrant detailed solution development. The Council will confirm the chosen procurement route in due course, by issuing a Contract Tender Notice outlining the key details and requirements, including the overview of the procurement process & associated programme, value of the opportunity, scope of the contract & associated contractual terms, minimum levels of technical experience & accreditations and evaluation & award criteria. The notice will provide all necessary information for potential suppliers to assess and apply for the opportunity. The Council anticipates that this opportunity will be classified as an above-threshold concession under the Procurement Act 2023. This will be confirmed upon publication of the tender notice. In readiness for issue of the tender, any interested suppliers may register on the governments Central Digital Platform, as the Council is required to review information held there for any potential grounds for exclusion and undertake a debarment check. Guidance on accessing the Central Digital Platform can be found here - https://www.gov.uk/government/publications/procurement-act-2023-short-guides/suppliers-how-to-register-your-organisation-and-first-administrator-on-find-a-tender-in-three-easy-steps-html The Council are intending to run the PME and the subsequent envisaged tender process under the following Procurement Programme: 1.Publish Pre Market Engagement Notice- Thursday 18th December 2025 2.Initial 1-2-1 supplier discussion - Monday 15th December to Friday 19th December 2025 3.Initial 1-2-1 supplier discussions - Monday 5th January 2026 to Friday 9th January 2026 4.Optional follow up 1-2-1 supplier discussions - at Council discretion - Monday 19th January 2026 to Friday 23rd January 2026 5.Issue of FTS Notice (Tender process TBC)* - February/March 2026 6.Final Tender Submissions* - July/August 2026 7.Notification of award decision - No later than Monday 21st September 2026 8.Standstill Period - Tuesday 22nd September 2026 9. Preferred bidder secured - Friday 2nd October 2026 10.Mobilisation Start - TBC 11.Contract Start - TBC *The procurement programme, including the stages and timescales from the issue of the tender notice through to tender return, has not yet been defined. These details will be determined following the completion of the Pre-Market Engagement exercise and will take into account market feedback, event complexity, and the most appropriate procurement route under the Public Procurement Act 2023. The Council will ensure that all suppliers are kept informed and that the final programme is communicated in a transparent and timely manner. The intention is to manage this procurement programme to provide the longest lead in and mobilisation period for the 2027 event as practicable.