Award

TD2290 - Maintenance & Repair Services For Derby City Councils (DCC's) Highways Fleet

DERBY CITY COUNCIL

This public procurement record has 2 releases in its history.

Award

07 Nov 2025 at 13:36

Award Notice
Tender

12 Aug 2025 at 07:17

Tender Notice
Summary of the contracting process

Derby City Council has completed the procurement process for the contract “TD2290 - Maintenance & Repair Services For Derby City Councils (DCC's) Highways Fleet”, with the award status confirmed on 7th November 2025. The contract falls under the industry category of repair and maintenance services, with an estimated total value of £2,415,000. The services will be carried out in the East Midlands, UK. This tender was initiated using the open procedure above the threshold, covering planned preventative maintenance for heavy goods vehicles and various plant equipment over a contract period ending on 31st January 2029. The procurement stage was at the award phase with HW Martin Fleet Maintenance Limited selected as the supplier starting from 10th November 2025, for a maximum term of up to five years with potential extensions.

This procurement presents significant opportunities for growth, especially for SMEs and VCSEs, which are recognised through their suitability endorsements. Businesses involved in vehicle maintenance, especially those experienced with heavy goods vehicles, and equipment like JCBs, rollers, and pavers, are well-suited for such contracts and can benefit from the predictable and sustained workload. The possibility of changes in fleet size and service areas due to local government reorganisation also suggests prospective scalable opportunities for companies capable of adapting to variable contract requirements. The additional estimated budget, due to potential scope expansion, signals future growth potential not only for the selected suppliers but also for sub-contractors and related service providers in the region.

How relevant is this notice?

Notice Information

Notice Title

TD2290 - Maintenance & Repair Services For Derby City Councils (DCC's) Highways Fleet

Notice Description

Derby City Council (The Council) is undertaking this procurement to establish a contract for the provision of Maintenance for The Council's HGV Fleet and items of Plant & Equipment which operates within the Highways maintenance service. The Highways maintenance service is responsible for the repair and maintenance of the roads and pavements within the Derby City Council remit. This includes repairing potholes, road resurfacing, gully emptying and winter maintenance. The fleet is currently maintained by an in-house workshop, but capacity will be exceeded with planned fleet expansion in other areas of the authority. This has created a need for an experienced and competent Supplier/s to maintain, repair, and modify (where necessary) all HGV's and plant operated by the Highways department. Lot 1 Provision of full planned preventative maintenance of the Council's Heavy Goods Vehicle's (HGV's) operated by the highways department, which is Operator's Licence (O-Licence) compliant. Lots 2, 3 & 4 Provision of full planned preventative maintenance for plant, this is split into Lot 2 - JCB vehicles and equipment; Lot 3 - Rollers and pavers; and Lot 4 - Multihog. here will be an option to extend the contract for all lots 2 years in annual increments, subject to satisfactory performance and business needs. Maximum contract period is 5 years for lots 1,3,4 and 4 years 7 months for lot 2. For this contract, Derby City Council expects that the following changes may take place during the contract term: *Change in vehicle make or model - The Council may need to switch to different types or brands of vehicles during the contract. *Fleet size changes - The number of vehicles required may increase, which could affect the overall contract cost. oThe Council anticipate that due to the creation of the East Midlands Combined County Authority (EMCCA) there may result in changed to the council structures and service delivery For this contract it is anticipated that the effects of EMCCA may lead to an increased Fleet size and structure. *Change in service areas - The geographical area may change, particularly if there are updates due to Local Government Reorganisation (LGR). o Local Government Reorganisation (LGR) is underway in several areas across the country and may result in changes to council structures, service delivery and responsibilities, and geographical coverage during the life of the contract. For this contract it is anticipated that the effects of LGR may lead to an increased Fleet size and structure. o The core contract value, estimated at PS1,415,000.00, based on known current service requirements o An additional estimated value of PS705,000.00 - PS1,000,000.00 to reflect potential future changes in service scope or volume linked to LGR / EMCCA. It is unknown at this stage how this value will be split. These are not guaranteed changes but are to provide early notice to ensure they can be factored into your planning.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-b5fd17-98724fe6-5746-4b5d-b26d-b199b80f6b62
Publication Source
Contracts Finder
Latest Notice
https://www.contractsfinder.service.gov.uk/Notice/a68c2375-373a-4165-bdbb-afb5d6229f1f
Current Stage
Award
All Stages
Tender, Award

Procurement Classification

Notice Type
Award Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Open procedure (above threshold)
Tender Suitability
SME, VCSE
Awardee Scale
SME

Common Procurement Vocabulary (CPV)

CPV Divisions

50 - Repair and maintenance services

CPV Codes

50000000 - Repair and maintenance services

Notice Value(s)

Tender Value
£2,415,000 £1M-£10M
Lots Value
Not specified
Awards Value
£2,415,000 £1M-£10M
Contracts Value
Not specified

Notice Dates

Publication Date
7 Nov 20251 months ago
Submission Deadline
11 Sep 2025Expired
Future Notice Date
Not specified
Award Date
15 Oct 20251 months ago
Contract Period
10 Nov 2025 - 9 Nov 2030 Over 5 years
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Not Specified
Awards Status
Active
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
DERBY CITY COUNCIL
Contact Name
Deanna Sutcliffe
Contact Email
procurement@derby.gov.uk
Contact Phone
01332 643294

Buyer Location

Locality
DERBY
Postcode
DE1 2FS
Post Town
Derby
Country
England
Major Region (ITL 1)
TLF East Midlands (England)
Basic Region (ITL 2)
TLF1 Derbyshire and Nottinghamshire
Small Region (ITL 3)
TLF11 Derby
Delivery Location
TLF East Midlands (England)
Local Authority
Derby
Electoral Ward
Darley
Westminster Constituency
Derby South

Supplier Information

Number of Suppliers
1
Supplier Name

HW MARTIN FLEET MAINTENANCE

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts. 

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