Public Affairs and Crisis Communication Support
A practical guide to understanding what the buyer really wants and how to build a winning response.
This isn't just about communication
When you see a tender for public affairs and crisis communication, it's easy to think it's all about media releases and handling press enquiries.
It's not.
Milford Haven Port Authority is looking for a partner who can navigate the complexities of public opinion and manage reputational risks.
Yes, they want someone who can communicate effectively.
But more importantly, they need a strategic ally who understands the local context and the broader implications of their operations.
The contract covers strategic public affairs and crisis communication support from 14 December 2026 to 1 January 2030, with an option to extend to 2032.
Think about the Port's position in the community
The Port of Milford Haven is a key player in the local economy.
It's not just about shipping and logistics.
It's about its impact on the community, the environment and local businesses.
If I were evaluating bids, I'd want to see how well you understand this dual role.
How will you help the Port balance commercial interests with community expectations?
Don't just promise rapid responses
Every agency will claim they can respond quickly in a crisis.
But what does that really mean?
I'd be looking for a detailed plan.
- How do you monitor potential crises?
- How do you ensure your team is always ready to act?
- What systems do you have in place for rapid decision-making?
Specifics matter.
Show how you'll integrate with their team
A port authority has its own culture and way of working.
You're not just an external agency.
You're becoming part of their team.
Explain how you'll embed yourself within their operations.
How will you build relationships with key stakeholders?
What steps will you take to ensure seamless communication?
Evidence always beats promises
One thing I noticed when I worked in the public sector was that almost every bidder claimed to be an expert.
Very few proved it.
If you've handled similar public affairs challenges, share those stories.
- Case studies of past successes
- Testimonials from previous clients
- Metrics that showcase your impact
Pay attention to what they say
The Port Authority's focus is clear.
They need a partner for both public affairs and crisis communication.
Not just one or the other.
They’ve set a contract value of £165,000, so they're investing significantly.
This means they're expecting a high level of service and expertise.
Success hinges on long-term relationships
This isn't a one-off project.
It's a long-term relationship, potentially extending to 2032.
What plans do you have for maintaining consistency over the years?
How will you manage staff turnover and ensure continuity?
I'd want to see a strategy for regular reviews and updates to keep the partnership strong.
Think about the end users
Who benefits from the Port's success?
Local businesses, residents and the environment.
Your strategies should reflect the wider impact of the Port's operations.
Show how you'll help manage perceptions and build positive relationships with these groups.
Common mistakes
Avoid submissions that:
- Focus solely on crisis management without addressing public affairs
- Lack specific examples or case studies
- Overlook the importance of local community relations
- Offer generic solutions without tailoring to the Port's needs
- Fail to outline a clear strategy for ongoing communication
- Ignore the potential for long-term partnership and extension
My Final Thoughts
Reflecting on this tender, it's clear that the Milford Haven Port Authority is looking for more than just a communications service.
They need a strategic partner who understands the local landscape and can manage complex public perceptions.
With a contract value of £165,000 and a quality/price weighting that likely prioritises expertise, your written submission should emphasise strategic insights and practical solutions.
Focus on demonstrating your understanding of the Port's role and how you can support their objectives over the long term.
Thanks for reading.
I hope this guide has helped make public procurement feel a little less daunting. If it has, then it's done its job.
P.S. Got a question?
If you've got a question about anything you've read, or you're stuck on a tender, just send me an email.
Whether it's a quick question or you simply need pointing in the right direction, I'm always happy to help if I can.
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Our guides are written using publicly available procurement information, including contract notices and published tender documents where available. They are designed to help suppliers understand the buyer's likely priorities and think more strategically about their approach. They are not based on any bidder's confidential submission, bespoke bid strategy or non-public procurement information.