Material Handling Equipment (MHE) Hire and Maintenance Services

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-h6vhtk-05e8c7-2026-05-08T14:39:26+01:00",
    "date": "2026-05-08T14:39:26+01:00",
    "ocid": "ocds-h6vhtk-05e8c7",
    "initiationType": "tender",
    "parties": [
        {
            "id": "GB-PPON-PMRV-4748-MNJV",
            "name": "Yorkshire Purchasing Organisation",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PMRV-4748-MNJV"
            },
            "address": {
                "streetAddress": "41 Industrial Park",
                "locality": "Wakefield",
                "postalCode": "WF2 0XE",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKE45"
            },
            "contactPoint": {
                "email": "contracts@ypo.co.uk"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "url": "https://www.ypo.co.uk/",
                "classifications": [
                    {
                        "id": "publicAuthoritySubCentralGovernment",
                        "scheme": "UK_CA_TYPE",
                        "description": "Public authority - sub-central government"
                    }
                ]
            }
        }
    ],
    "buyer": {
        "id": "GB-PPON-PMRV-4748-MNJV",
        "name": "Yorkshire Purchasing Organisation"
    },
    "planning": {
        "milestones": [
            {
                "id": "engagement",
                "type": "engagement",
                "description": "YPO invites all interested providers to participate in a Request for Information (RFI) as part of our early market engagement. The purpose of this exercise is to test the market and refine YPO's requirements ahead of an upcoming tender process. The scope will cover: - Short- and long-term Material Handling Equipment (MHE) hire arrangements - Associated servicing and maintenance requirements This contract will be for YPO's internal use only and is intended to meet our operational needs. This RFI forms part of our market research phase and aims to: - Gather insights from experienced providers - Inform the development of a robust, fit-for-purpose specification - Align future procurement with industry best practice and manage expectations We welcome responses from suppliers who can help shape the future of MHE solutions at YPO. How to Participate To obtain the RFI questionnaire, please contact chris.mercer@ypo.co.uk. Following review of responses, YPO may arrange site visits with selected providers to further explore and validate requirements. Deadline for requesting and submitting RFI responses: 13 January 2026. YPO reserves the right not to proceed to a tender process. Should YPO decide to move forward, a formal procurement exercise will be conducted in accordance with YPO's Contract Procedure Rules and the Procurement Act 2023, as applicable. Please note that this RFI is issued without prejudice and without commitment.",
                "dueDate": "2026-01-13T23:59:59Z",
                "status": "scheduled"
            }
        ],
        "documents": [
            {
                "id": "077061-2025",
                "documentType": "marketEngagementNotice",
                "noticeType": "UK2",
                "description": "Preliminary market engagement notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/077061-2025",
                "datePublished": "2025-11-26T08:19:46Z",
                "format": "text/html"
            }
        ]
    },
    "tender": {
        "id": "001315",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "Material Handling Equipment (MHE) Hire and Maintenance Services",
        "description": "YPO is inviting tenders for the provision, long-term hire, short-term hire, management, and full service support of a modern Material Handling Equipment (MHE) fleet for its main distribution site and secondary warehouse. The contract will replace the existing fleet with safer, more efficient, and energy-saving equipment aligned with YPO's sustainability objectives. The Contract will be divided into two Lots, with one Supplier appointed to each. Lot 1 covers the warehouse fleet, comprising 9 Reach Trucks, 3 Counterbalance Trucks, 8 LLOPs, and 12 PPTs. Lot 2 covers vehicle-mounted delivery equipment, consisting of 4 PPT units. The successful Supplier(s) will be responsible for the supply, hire, and ongoing management of a fully supported MHE fleet. This contract includes the provision of all required equipment, servicing, parts, labour, technical support, compliance certification, and associated systems necessary to ensure the fleet operates safely, efficiently, and with minimal disruption to YPO's operations. For Lot 1, the contract requires a real-time fleet management system that provides live performance data, event alerts, and automated reporting to support maintenance planning and fault diagnosis. The system must offer full fleet visibility to enable proactive maintenance, minimise downtime, and improve operational efficiency. YPO expects the appointed Supplier(s) to deliver: * Reduced equipment downtime and optimised maintenance costs * Improved safety standards and operational compliance * Greater operational resilience, including support for seasonal and peak demand * Adoption of modern, energy-efficient battery and charging technologies * Future ready, scalable solutions capable of supporting automation and evolving warehouse technologies Contract Term: * Lot 1: Initial term of 7 years * Lot 2: Initial term of 3 years",
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "42415000",
                        "description": "Forklift trucks, works trucks, railway-station platforms tractors"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKE45",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UKE45",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "1"
            },
            {
                "id": "2",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "42415000",
                        "description": "Forklift trucks, works trucks, railway-station platforms tractors"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKE45",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "2"
            }
        ],
        "value": {
            "amountGross": 7200000,
            "amount": 6000000,
            "currency": "GBP"
        },
        "mainProcurementCategory": "goods",
        "aboveThreshold": true,
        "lots": [
            {
                "id": "1",
                "contractPeriod": {
                    "startDate": "2027-02-01T00:00:00Z",
                    "endDate": "2034-01-31T23:59:59Z",
                    "maxExtentDate": "2041-01-31T23:59:59Z"
                },
                "hasRenewal": true,
                "status": "active",
                "title": "Material Handling Equipment Hire and Maintenance Services - Warehouse",
                "description": "Lot 1 covers the provision of the warehouse MHE fleet, comprising: 9 Reach Trucks 3 Counterbalance Trucks 8 Low-Level Order Pickers (LLOPs) 12 Powered Pallet Trucks (PPTs) The supplier will be responsible for providing all required equipment on a long term hire together with full servicing, maintenance, parts, labour, technical support, compliance certification, and associated systems necessary to ensure safe, reliable, and efficient fleet operation. A key requirement of Lot 1 is a dedicated MHE fleet management/telematics system capable of delivering live performance data, event and impact alerts, and automated reporting to support maintenance planning and fault diagnosis. The system must provide full fleet visibility, enabling proactive maintenance, minimising downtime, and improving overall operational efficiency.",
                "value": {
                    "amountGross": 6840000,
                    "amount": 5700000,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "Quality / Technical",
                            "description": "The quality award criteria will be assessed against the following sub-criteria: 1 - Delivery and Implementation 2 - Mounting of Peripheral Equipment 3 - Mandatory Safety Equipment 4 - Battery Performance 5 - Servicing and Maintenance 6 - Fleet Management (Lot 1 only)",
                            "numbers": [
                                {
                                    "number": 50,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Social Value / Sustainability",
                            "description": "The Social Value and Sustainability award criteria will be assessed against the following sub-criteria: 1 - Environmental 2 - Social Value 3 - Modern Slavery",
                            "numbers": [
                                {
                                    "number": 10,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "price",
                            "name": "Commercial - Price",
                            "description": "The Price criterion will be evaluated on the total contract cost for the initial fixed period. Pricing submissions will be assessed to determine overall value for money, based on the total cost proposed for delivering the required equipment and services during this period.",
                            "numbers": [
                                {
                                    "number": 40,
                                    "weight": "percentageExact"
                                }
                            ]
                        }
                    ]
                },
                "suitability": {
                    "sme": true
                },
                "renewal": {
                    "description": "Extensions may be applied where continued delivery of the services is required and represents best value for money. The contract allows for extensions of up to seven years, which may be activated in stages subject to satisfactory Supplier performance, ongoing operational need, budget availability, and alignment with YPO's strategic objectives."
                },
                "hasOptions": true,
                "options": {
                    "description": "The Contract may include optional additional purchases during its term. The Authority reserves the right to request further goods or services from the successful Tenderer(s) that fall within the defined scope of Material Handling Equipment (MHE). This may include, but is not limited to, additional equipment, accessories, or related support services that can be supplied by the Contractor over the life of the Contract. Any such options will only be exercised at the Authority's discretion and within the overall scope and estimated value of the procurement."
                }
            },
            {
                "id": "2",
                "title": "Material Handling Equipment Hire and Maintenance Services - Transport",
                "description": "Lot 2 covers the provision of the transport MHE fleet, comprising: 4 Powered Pallet Trucks (PPTs) This equipment is required for use within delivery vehicles, on tail-lift platforms, and at customer premises to support safe loading and unloading activities. The Supplier will provide all required equipment on a long term hire basis, and must also support YPO's peak periods through the provision of additional short term hire PPTs. The Supplier will be responsible for full servicing, maintenance, parts, labour, technical support, compliance certification, and any associated systems necessary to ensure safe, reliable, and efficient fleet operation.",
                "status": "active",
                "value": {
                    "amountGross": 360000,
                    "amount": 300000,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "Quality / Technical",
                            "description": "The quality award criteria will be assessed against the following sub-criteria: 1 - Delivery and Implementation 2 - Mounting of Peripheral Equipment 3 - Mandatory Safety Equipment 4 - Battery Performance 5 - Servicing and Maintenance 6 - Fleet Management (Lot 1 only)",
                            "numbers": [
                                {
                                    "number": 50,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Social Value / Sustainability",
                            "description": "The Social Value and Sustainability award criteria will be assessed against the following sub-criteria: 1 - Environmental 2 - Social Value 3 - Modern Slavery",
                            "numbers": [
                                {
                                    "number": 10,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "price",
                            "name": "Commercial - Price",
                            "description": "The Price criterion will be evaluated on the total contract cost for the initial fixed period. Pricing submissions will be assessed to determine overall value for money, based on the total cost proposed for delivering the required equipment and services during this period.",
                            "numbers": [
                                {
                                    "number": 40,
                                    "weight": "percentageExact"
                                }
                            ]
                        }
                    ]
                },
                "suitability": {
                    "sme": true
                },
                "contractPeriod": {
                    "startDate": "2027-02-01T00:00:00Z",
                    "endDate": "2030-01-31T23:59:59Z",
                    "maxExtentDate": "2034-01-31T23:59:59Z"
                },
                "hasRenewal": true,
                "renewal": {
                    "description": "Extensions may be applied where continued delivery of the services is required and represents best value for money. The contract allows for extensions of up to four years, which may be activated in stages subject to satisfactory Supplier performance, ongoing operational need, budget availability, and alignment with YPO's strategic objectives."
                },
                "hasOptions": true,
                "options": {
                    "description": "The Contract may include optional additional purchases during its term. The Authority reserves the right to request further goods or services from the successful Tenderer(s) that fall within the defined scope of Material Handling Equipment (MHE). This may include, but is not limited to, additional equipment, accessories, or related support services that can be supplied by the Contractor over the life of the Contract. Any such options will only be exercised at the Authority's discretion and within the overall scope and estimated value of the procurement."
                }
            }
        ],
        "communication": {
            "futureNoticeDate": "2026-03-24T23:59:59Z"
        },
        "status": "active",
        "procurementMethod": "open",
        "procurementMethodDetails": "Open procedure",
        "submissionMethodDetails": "http://ypo2.my.site.com/s/Welcome",
        "submissionTerms": {
            "electronicSubmissionPolicy": "allowed",
            "languages": [
                "en"
            ]
        },
        "tenderPeriod": {
            "endDate": "2026-06-15T16:00:00+01:00"
        },
        "enquiryPeriod": {
            "endDate": "2026-05-29T17:00:00+01:00"
        },
        "awardPeriod": {
            "endDate": "2026-08-07T23:59:59+01:00"
        },
        "documents": [
            {
                "id": "conflictOfInterest",
                "documentType": "conflictOfInterest",
                "description": "Not published"
            },
            {
                "id": "L-1",
                "documentType": "biddingDocuments",
                "url": "http://ypo2.my.site.com/s/Welcome"
            },
            {
                "id": "L-2",
                "documentType": "technicalSpecifications",
                "url": "http://ypo2.my.site.com/s/Welcome"
            },
            {
                "id": "042580-2026",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/042580-2026",
                "datePublished": "2026-05-08T14:39:26+01:00",
                "format": "text/html"
            }
        ],
        "riskDetails": "Operational Expansion Risk: YPO is actively considering either increasing the size of an existing warehouse facility or acquiring an additional warehouse. Should either option proceed, the operational footprint of YPO's distribution network will expand. This may result in: * an increase in the total quantity of Materials Handling Equipment (MHE) required; * the need for additional associated services, including but not limited to installation, maintenance, repairs, and training; * changes to operational hours in order to align the new facility with the current operating pattern of Site 41 (e.g., extended or mirrored operating hours). Flexibility and Equipment Variability Risk: YPO requires flexibility to procure additional or alternative equipment that falls within the scope of MHE throughout the duration of the Contract, including any new or emerging technologies. This may include variants or accessories required to support safe and efficient warehouse operations. Scope Adjustment Risk: Should the operational environment change (e.g., increased capacity, site expansion, layout changes, or efficiency improvements), the scope of MHE and associated services required under this Contract may need to be adjusted accordingly."
    },
    "language": "en"
}