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Portsmouth City Council (the Council) is inviting tenders from suitably qualified and experienced organisations to develop a regional film office covering The Solent and South Hampshire area.
The proposal to establish a Film Agency is supported and has received funding from the partner local authorities via The Solent Growth Partnership and The Partnership for South
Hampshire (PfSH).
The contract to run the agency is being let by Portsmouth City Council, on behalf of the funding partners. It covers an initial 3-year period, during which we expect the agency to become successful and self-sustaining. At the end of the 3-year period the agency will be expected to negotiate renewal arrangements with partner authorities.
Seed funding of £60,000 will be made available to support the setting up of the agency. Activities to be covered by this funding include:-
A programme and milestone package will be agreed and the draw down from the budget will be on completion of each milestone activity.
The procurement timetable for this project is set out below:
Procurement Documents issued 22nd July 2025
Deadline for Clarification 11th August 2025 @23:59
Tender Return Deadline 19th August 2025 @ 12:00
Interview 27th August 2025
Award Decision Notification 5th September 2025
Mobilisation & Commencement 8th September 2025
Interview & Presentation
After completing the evaluation of the written responses, the Council will invite Tenderers who have passed all the minimum requirements and conditions of participation, where they will be required to provide an overview of their proposals. Tenderers will also be required to answer questions posed by the project team in respect of their tender proposals.
The interview attendees should be the key team put forward within the tender proposal who will be directly managing the services. At least 2 days prior to their confirmed interview slot tenderers must confirm the names, positions, telephone number and email address for their delegates to enable to council to add the delegates to the scheduled teams meeting.
The interview will run remotely via TEAMS on Wednesday 27th August and is anticipated to last around 60 minutes. The council will work with tenderers to arrange a time that is mutually acceptable.
The successful agency will be expected to negotiate an MOU with partner authorities setting out common fees and charges, operating procedures and filming codes of conduct. The agency will report to a steering group made up of the project partners, who will manage the initiative in collaboration with Portsmouth City Council.
Background
The opportunity is to develop a regional Film Office covering The Solent and South Hampshire Area. The Local Authority areas covered are as follows.
These authorities have given in principle support to the establishment of the Film Agency as members of Solent Growth Partnership (SGP) and/or the Partnership for South Hampshire
(PfSH). When appointed the Film office will be expected to agree MOUs with these authorities, so as to enable it to operate as an effective one stop shop. This will include agree a share of fees charged for the use of locations.
Subject to negotiation, the opportunity may exist to increase coverage to include the rest of Hampshire;
It is envisaged that the Film Agency will work in close partnership with neighbouring film agencies including Film Wight (the Film Agency for the Isle of Wight).
The newly established Film office will need to collaborate with Creative England, the national screen agency for the English regions, to align with the national offer and maximise access to support and resources available to film offices.
It is noted that the Solent and South Hampshire area is likely to be subject to Local Government Reorganisation. The Film Agency will be expected to work with any new unitary authorities created. Portsmouth City Council will continue as accountable body during this period of reorganisation.
Hampshire and The Solent are part of the Government's Devolution Priority Programme. This represents a significant opportunity. When a Mayor-Led Combined Authority is established to cover The Solent and Hampshire Area, they will be invited to be project partners.
Similarly, when new Unitary Authorities are formed, they will be invited to be partners. It is envisaged that the formal contract between the Film Agency and Portsmouth City Council will remain legally valid post reorganisation.
The primary objectives of the Film Office are:
Ensure that local communities and stakeholder are aware of any impact or opportunities that filming /production activity may give rise to and manage expectations between production and residents.
The Film Agency will be expected to be fully self-sufficient within three years of the contract being awarded (if not sooner). At the conclusion of the three-year period, the Film Agency and partner Local Authorities will negotiate how the service will continue, agreeing on new ways of reporting and working with partner Authorities, based on learnings from the preceding three years.
Full details can be found in the tender documents that are all uploaded and available on our In-tend system. https://in-tendhost.co.uk/portsmouthcc/aspx/home
No supplier information available.
This procurement was divided into 1 lots, each awarded separately.
| Lot | Value | Status |
|---|---|---|
| Lot 1 Sept 2025 – Sept 2028 | £60,000 | active |