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Material Handling Equipment (MHE) Hire and Maintenance Services

YPO

This public procurement record has 4 releases in its history.

Award

19 Oct 2026 at 11:11

UK7 - Contract Details Notice
Award

11 Aug 2026 at 15:40

UK6 - Contract Award Notice
Tender

08 May 2026 at 14:39

UK4 - Tender Notice
Planning

26 Nov 2025 at 08:19

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

Yorkshire Purchasing Organisation (YPO) has procured a managed material-handling equipment fleet and full support for its warehouse and distribution operations in Wakefield. The warehouse lot covers reach trucks, counterbalance trucks, low-level order pickers and powered pallet trucks, with a real-time fleet-management system for operational monitoring, maintenance planning, fault diagnosis and performance reporting. The transport lot covers vehicle-mounted powered pallet trucks used in YPO’s delivery operations. Across both lots, the requirement includes equipment hire, servicing, maintenance, repairs, replacement parts, technical support, compliance certification, labour, training and related technology. The purpose is to replace existing equipment with modern, energy-efficient alternatives and support safe, reliable operations, reduced downtime and YPO’s sustainability aims. Additional or alternative equipment and related support may also be required as operational needs change.

The procurement is complete and both lots were awarded to Toyota Material Handling UK Limited; the contracts were signed on 16 October 2026. The award date was 11 August 2026. The warehouse lot is valued at £5.7 million excluding VAT, for an initial seven-year term from 1 February 2027 to 31 January 2034, with extensions of up to seven years. The transport lot is valued at £300,000 excluding VAT, for an initial three-year term over the same start period, with extensions of up to four years. The open procedure assessed quality and technical delivery at 50%, price at 40%, and social value and sustainability at 10%. Technical assessment covered implementation, peripheral equipment, safety, battery performance, servicing and maintenance, and fleet management for the warehouse lot. Each lot received five bids.

For suppliers considering comparable future work for YPO, this award shows demand for both a comprehensive warehouse fleet and vehicle-mounted equipment, with continuing support rather than equipment supply alone. A credible competitor would need to provide suitable trucks and powered pallet equipment, reliable maintenance and repair, parts, technical support, training and compliance examinations. For warehouse requirements, the capability to deliver a real-time fleet-management system, including telemetry, fault diagnosis, maintenance planning and performance reporting, is also relevant. The measured service outcomes include equipment uptime, response and repair performance, battery efficiency, and timely statutory safety examinations. Strong delivery planning and safe installation matter, as do competitive whole-term pricing and demonstrable environmental, social-value and modern-slavery practices. The warehouse lot was suitable for SMEs, and SME bidders participated in both competitions.

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Notice Information

Notice Title

Material Handling Equipment (MHE) Hire and Maintenance Services

Notice Description

The contract is for the provision of a managed Material Handling Equipment (MHE) fleet and associated support services for YPO's warehouse and distribution operations. The requirement includes the long-term and short-term hire, management, maintenance, servicing, repair, replacement parts, technical support, compliance certification, and fleet management systems necessary to ensure the safe and efficient operation of the fleet. The contract supports the replacement of existing equipment with modern, energy-efficient alternatives, contributing to improved operational performance, enhanced safety, reduced downtime, and YPO's sustainability objectives. The procurement is divided into two lots: Lot 1 - Warehouse Fleet: Provision and full-service support of a warehouse MHE fleet comprising reach trucks, counterbalance trucks, low-level order pickers (LLOPs) and powered pallet trucks (PPTs). The contract includes a real-time fleet management solution providing operational visibility, maintenance planning, fault diagnostics and performance reporting. The initial contract term is seven (7) years. Lot 2 - Vehicle-Mounted Delivery Equipment: Provision and support of vehicle-mounted powered pallet trucks used within YPO's delivery operations. The initial contract term is three (3) years. The contract includes all associated equipment, maintenance, labour, parts, training, support services and technologies required to maintain a safe, reliable and efficient fleet throughout the contract term.

Lot Information

Material Handling Equipment Hire and Maintenance Services - Warehouse

Options: 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.

Renewal: 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.

Material Handling Equipment Hire and Maintenance Services - Transport

Options: 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.

Renewal: 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.

Planning Information

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.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-05e8c7
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/098366-2026
Current Stage
Award
All Stages
Planning, Tender, Award

Procurement Classification

Notice Type
UK7 - Contract Details Notice
Procurement Type
Standard
Procurement Category
Goods
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
SME
Awardee Scale
Large

Common Procurement Vocabulary (CPV)

CPV Divisions

42 - Industrial machinery

CPV Codes

42415000 - Forklift trucks, works trucks, railway-station platforms tractors

42415110 - Forklift trucks

Notice Value(s)

Tender Value
£6,000,000 £1M-£10M
Lots Value
£6,000,000 £1M-£10M
Awards Value
£6,000,000 £1M-£10M
Contracts Value
£6,000,000 £1M-£10M

Notice Dates

Publication Date
19 Oct 20261 weeks ago
Submission Deadline
15 Jun 2026Expired
Future Notice Date
24 Mar 2026Expired
Award Date
11 Aug 20262 months ago
Contract Period
Not specified - Not specified
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Complete
Awards Status
Active
Contracts Status
Active

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
YPO
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
WAKEFIELD
Postcode
WF2 0XE
Postcode Area
Wakefield
Country
England
Major Region (ITL 1)
TLE Yorkshire and The Humber
Basic Region (ITL 2)
TLE4 West Yorkshire
Small Region (ITL 3)
TLE45 Wakefield
Delivery Location
TLE45 Wakefield
Local Authority
Wakefield
Electoral Ward
Wrenthorpe and Outwood West
Westminster Constituency
Wakefield and Rothwell

Supplier Information

Number of Suppliers
1
Supplier Name

Toyota Material Handling UK

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

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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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