Tender

Phoenix 3 - White Fleet Management Services

MINISTRY OF DEFENCE

This public procurement record has 1 release in its history.

Tender

17 Oct 2024 at 15:45

Tender Notice
Summary of the contracting process

The Ministry of Defence (MoD) is inviting bids for the “Phoenix 3 - White Fleet Management Services” contract, aimed at providing centralised fleet management services in the UK and overseas. This procurement falls under the category of fleet management, repair, and maintenance services (CPV code: 50111000). The procurement process is currently at the tender stage, with a deadline for submission on 18th November 2024. The contract is scheduled to be awarded in November 2025 and will commence on 1st March 2026, spanning a potential total duration of 10 years (an initial 5-year term with the possibility of five one-year extensions). The MoD's office is located in Bristol, England, and the contract has an estimated value of £1.773 billion excluding VAT, with significant cost components including pass-through charges for vehicle hire or lease.

This tender presents substantial opportunities for businesses involved in fleet management, leasing, and procurement services. SMEs are encouraged to participate, offering potential growth through Government Framework engagements or acting as procurement agents. Companies capable of efficiently managing a diverse fleet of vehicles and implementing a comprehensive Fleet Management Information System (FMIS) will find this contract especially relevant. Businesses with a robust supply chain and the ability to demonstrate value for money will be particularly well-suited to compete. This opportunity not only supports business expansion but also allows suppliers to benefit from potential Gainshare provisions embedded in the contract.

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Notice Information

Notice Title

Phoenix 3 - White Fleet Management Services

Notice Description

The Authority is seeking to engage a suitable Supplier to deliver centralised White Fleet Management in the UK and overseas. White Fleet shall consist of both lease and rental, and cover various type of vehicles: passenger car, minibus, coach, light van, cargo, (light and heavy including trailers). The chosen Supplier shall undertake White Fleet Management Services, this includes: (1) Procurement Agent services; acting on behalf of the Authority to source vehicles through Government Frameworks (where available and best value for money) and providing end-to-end contract management. The Supplier shall source the Authority's requirements via Government Frameworks OR via tender on behalf of the Authority if the requirement is outside of the Government Framework's scope, or better value for money from can be obtained. In exceptional circumstances, the Supplier may be able to fulfil requirements via their own supply chain only if better value for money can be evidenced (2) Fleet Management - the Supplier shall be responsible for ensuring the Authority's fleet of vehicles is managed efficiently, both in terms of cost and operational delivery, with the aim to improve efficiency, reduce costs and provide compliance with Government legislation, (3) Implementation and maintenance of an online Fleet Management Information System (FMIS). The FMIS shall include information regarding the operation of their fleet, including, but not limited to, the management of lease vehicles, rental booking management, invoicing, telematics data, producing reports and monitoring the usage of the fleet. Planned contract award is November 2025. This contract shall replace the existing contract, which is due to expire in February 2026. A suitable transition period has been included to ensure continuity of supply. The initial contract term shall be 5 years, with the option of extending for up to five one-year periods. As such, the contract shall have a total possible duration of 10 years. The estimated total value is PS1,773,000,000.00 (PS1.773bn) excluding VAT. The Fleet Management Services (total estimated at PS92.065 million excluding VAT across 10 years) forms a relatively small portion of the Contract value with the majority of cost being driven by 'pass-through charges' for the cost of the vehicle hire or lease (total pass-through charges estimated at circa PS1.681bn excluding VAT, across 10 years). The costs of the vehicle hire or lease shall be paid to the vehicle Suppliers. The Contract includes provisions for the Supplier to take advantage of Gainshare opportunities. The bidder shall request to participate via completion of the Dynamic Pre-Qualification Questionnaire (DPQQ). The criteria for passing the DPQQ is set out within the DPQQ Guidance which will be accessible on the Defence Sourcing Portal (see link below). https://contracts.mod.uk/esop/guest/go/opportunity/detail?opportunityId=58627 Additional information: Phoenix 3 - White Fleet Management Services

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-b5fd17-c72cefe1-5a32-4e22-a5e9-e170b2b5eeb3
Publication Source
Contracts Finder
Latest Notice
https://www.contractsfinder.service.gov.uk/Notice/b5b2a016-90c7-422a-80d3-e16891e4ab13
Current Stage
Tender
All Stages
Tender

Procurement Classification

Notice Type
Tender Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Not Specified
Procurement Method Details
Other - DSPCR Restricted
Tender Suitability
SME
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

50 - Repair and maintenance services

CPV Codes

50111000 - Fleet management, repair and maintenance services

Notice Value(s)

Tender Value
£1,773,000,000 £1B-£10B
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
17 Oct 20241 years ago
Submission Deadline
18 Nov 2024Expired
Future Notice Date
Not specified
Award Date
Not specified
Contract Period
1 Mar 2026 - 29 Feb 2036 Over 5 years
Recurrence
Not specified

Notice Status

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

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
MINISTRY OF DEFENCE
Contact Name
Not specified
Contact Email
deslevs-phoenix3@mod.gov.uk
Contact Phone
0

Buyer Location

Locality
BRISTOL
Postcode
BS34 8JH
Post Town
Bristol
Country
England
Major Region (ITL 1)
TLK South West (England)
Basic Region (ITL 2)
TLK5 West of England
Small Region (ITL 3)
TLK52 Bath & North East Somerset and South Gloucestershire
Delivery Location
Not specified
Local Authority
South Gloucestershire
Electoral Ward
Stoke Park & Cheswick
Westminster Constituency
Filton and Bradley Stoke

Further Information

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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