Public Affairs and Crisis Communication Support

Tender description

1. Introduction The Port of Milford Haven (PoMH) is undertaking a Pre-Market Engagement (PME) exercise to inform the future procurement of Public Affairs and Crisis Communication support services, anticipated to commence from 2027 onwards. The purpose of this exercise is to engage with the market to better understand supplier capabilities, gather insights, and help shape our service specification and delivery model. 2. Background We require a specialist agency to act as an extension of our internal team, supporting us with political engagement, policy awareness, and crisis communications. The Port of Milford Haven is a trust port – an independent, commercially run organisation that has statutory responsibilities governed by its Acts, to maintain and improve navigation and the provision of Port and Harbour services and facilities. The UK’s top energy port and Wales’ busiest port handling around 20% of Britain’s seaborne trade in oil and gas. It is widely recognised in the industry as the energy capital of the UK. The Port, along with the cluster of energy-related businesses along the Waterway, is a key driver of economic activity in Pembrokeshire, attracting inward investment and supporting over 5,000 Welsh jobs. Our operations sit within a complex regulatory and political landscape, spanning UK Government, Welsh Government, and wider industry stakeholders, including sectors such as oil & gas, renewables, and the ports industry. Many policy areas remain reserved to the UK Government (e.g. Department for Transport), while others are devolved. 3. Scope of Requirement (Indicative) Services anticipated to commence from 2027. The appointed provider is expected to: Act as an extension of our team, providing proactive Public Affairs support Maintain strong awareness of political developments across UK and Welsh Government Provide forward-looking insight on policy changes, growth agendas, and strategic developments Support in establishing and strengthening key political relationships Demonstrate strong understanding of: Ports sector Oil & gas Renewables Wider waterway and infrastructure sectors Provide advice and support on political engagement strategies, including relationships with key parties in Welsh and UK Government Monitor and keep us up to date with relevant legislative and policy changes Support the preparation and submission of responses to consultations, drawing on relevant experience Deliver crisis communications support, including: An on-call service covering out-of-hours incidents Corporate and reputational risk management Operate effectively at a UK-wide level (supplier location is not a restriction) 4. Conflict of Interest Suppliers should highlight any potential conflicts of interest, particularly where they are currently working with organisations related to our operations (e.g. terminals or other local stakeholders). 5. Engagement Approach As part of this PME exercise, we will gather supplier input through a combination of: a) Written feedback (Microsoft Forms questionnaire) All interested suppliers will be invited to complete a structured Microsoft Forms questionnaire. This will ensure we capture consistent and comparable feedback across the market. b) Supplier engagement sessions Following the PME notice, we may invite suppliers to participate in individual engagement sessions, either via Microsoft Teams or in person. These sessions will be structured and time-limited A consistent format and question set will be used Participation will not form part of any formal evaluation 6. Information Requested (via Microsoft Forms) The questionnaire will seek information in the following areas: Organisational overview and relevant experience Experience across UK and devolved government environments Sector experience (ports, oil & gas, renewables, infrastructure) Approach to political engagement and stakeholder management Crisis communications capability, including on-call provision Experience of responding to consultations and supporting policy development Delivery models and resourcing approaches Identification of risks, gaps, or suggestions relating to the proposed scope Conflict of interest declarations 7. Transparency and Fairness All information gathered during this PME process will be used solely to inform the development of the procurement strategy and documentation. Where appropriate, any key clarifications or insights arising from supplier engagement will be shared transparently with all participants to ensure a fair and open process. 8. Next Steps Following completion of the PME exercise, we will: Review all feedback received Arrange Teams or in-person session (if applicable) Refine the service specification and delivery model Finalise the procurement approach Publish the formal tender via Sell2Wales 9. Participation If you are interested in participating in this PME exercise, please: Confirm your interest via the Sell2Wales portal Complete the Microsoft Forms questionnaire (link to be provided) Indicate your availability for a follow-up Teams or in-person session (if applicable) 10. Indicative Timetable Publish PME Notice: 23 June Deadline for PME Responses: 7 July (5:00pm) Supplier Meetings if required: 13 July – 31 July Review PME Feedback: 3-7 August Publish Tender: 24 August – 21 September Please note that these dates are indicative and subject to change. NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=166913.