Fleet Sustainability and Compliance - Vehicle Maintenance and Repair

{
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    "id": "ocds-h6vhtk-068263-2026-04-14T17:17:52+01:00",
    "date": "2026-04-14T17:17:52+01:00",
    "ocid": "ocds-h6vhtk-068263",
    "initiationType": "tender",
    "parties": [
        {
            "id": "GB-PPON-PJDT-6566-GZNX",
            "name": "Southend-on-Sea City Council",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PJDT-6566-GZNX"
            },
            "address": {
                "streetAddress": "Civic Centre, Victoria Avenue, Southend On Sea, Essex",
                "locality": "Southend-on-Sea",
                "postalCode": "SS2 6FA",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKH31"
            },
            "contactPoint": {
                "name": "Lucy Gayler",
                "email": "procurementops@southend.gov.uk"
            },
            "roles": [
                "buyer"
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            "details": {
                "classifications": [
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                        "id": "publicAuthoritySubCentralGovernment",
                        "scheme": "UK_CA_TYPE",
                        "description": "Public authority - sub-central government"
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        }
    ],
    "buyer": {
        "id": "GB-PPON-PJDT-6566-GZNX",
        "name": "Southend-on-Sea City Council"
    },
    "tender": {
        "id": "DN811962",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "Fleet Sustainability and Compliance - Vehicle Maintenance and Repair",
        "description": "Southend-on-Sea City Council is looking to appoint up to three suitable Suppliers for the provision of Vehicle Maintenance and Repair Services for the Council's Fleet. The purpose of this Service is to provide Southend-on-Sea City Council (SCC) with a reliable, compliant, and high-quality fleet maintenance provision, that ensures the Council's vehicles remain safe, roadworthy, operationally available, and fully compliant with legal and manufacturer requirements when operating. This Service will cover the delivery of scheduled maintenance, reactive repairs, tyre services, and associated support activities as defined across the individual Lots, with the Supplier (or Suppliers) required to meet the standards, responsibilities, and operational requirements set out in this specification. The requirements will be split into lots; further information is provided below: Lot 1 Fleet Vehicle Routine Scheduled Maintenance Lot 2 Reactive Maintenance & Repairs Lot 3 Mobile Tyres Repairs & Replacement Local Government Reform and Re-organisation: The contracting authority is Southend-on-Sea City Council and any Successor Body meaning one or more entities which assumes any of the Council's functions (as applicable) as a result of Local Government Reform (LGR). Such successor body or bodies may be, without limitation, a local authority, a combined county authority, a strategic authority or any other status determined pursuant to the Devolution and LGR Legislation. Justification for Not Conducting Market Engagement: Further market engagement was not undertaken as this is a replacement contract, informed by improvement measures learned from the existing contract. These measures include the adoption of a lotting structure to promote increased competition and improve access for SMEs. The services required are not bespoke to SCC and are standard services necessary for fleet operations. The authority is therefore satisfied that the market is sufficiently mature and competitive, with capacity across national, regional, and local suppliers to meet the requirement. Additionally, procurement timescales did not allow for extended market engagement prior to publication of the tender.",
        "status": "active",
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "50100000",
                        "description": "Repair, maintenance and associated services of vehicles and related equipment"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKH31",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "1"
            },
            {
                "id": "2",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "50100000",
                        "description": "Repair, maintenance and associated services of vehicles and related equipment"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKH31",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "2"
            },
            {
                "id": "3",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "50100000",
                        "description": "Repair, maintenance and associated services of vehicles and related equipment"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKH31",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "3"
            }
        ],
        "value": {
            "amountGross": 480000,
            "currency": "GBP"
        },
        "procurementMethod": "open",
        "procurementMethodDetails": "Open procedure",
        "mainProcurementCategory": "services",
        "aboveThreshold": true,
        "submissionMethodDetails": "https://procurement.southend.gov.uk/southend/portal.nsf/index.htm The provisioning of documentation relating to the Procurement Process and the submission of Responses from interested Parties will be conducted electronically via Southend-on-Sea City Council's Electronic Tender Facility, ProContract: https://procurement.southend.gov.uk/southend/portal.nsf/index.htm The Candidates must ensure that they have downloaded and are fully aware of all the information which they are required to be in receipt of. This will include; Procurement Specific Questionnaire, Technical (Quality) Responses, Commercial (Price) Submission, Tender Forms & Declarations. All submissions must be forms to be completed online via Pro Contract.",
        "submissionTerms": {
            "electronicSubmissionPolicy": "allowed",
            "languages": [
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            ]
        },
        "tenderPeriod": {
            "endDate": "2026-05-11T15:00:00+01:00"
        },
        "enquiryPeriod": {
            "endDate": "2026-05-06T15:00:00+01:00"
        },
        "awardPeriod": {
            "endDate": "2026-06-22T23:59:59+01:00"
        },
        "lots": [
            {
                "id": "1",
                "title": "Fleet Vehicle Routine Scheduled Maintenance",
                "description": "Lot 1 covers the provision of comprehensive routine scheduled maintenance services for Southend-on-Sea City Council's (SCC) fleet vehicles, including but not limited to cars, light commercial vehicles, heavy goods vehicles, refuse collection vehicles, minibuses, electric and hybrid vehicles, and specialist vehicles, as detailed in Annex A of the Contract Specification. This Lot requires the Supplier to ensure all vehicles remain in a safe, roadworthy, and in a fully compliant condition, in accordance with legislation, DVSA standards, Operator's Licence requirements, and manufacturer specifications. No volumes or frequencies of service are guaranteed and may vary throughout the contract term. Collection and return of vehicles must be included within the contract price.",
                "status": "active",
                "value": {
                    "amountGross": 300000,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "Technical (Quality)",
                            "numbers": [
                                {
                                    "number": 40,
                                    "weight": "percentageExact"
                                }
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                        {
                            "type": "price",
                            "name": "Commercial (Price)",
                            "numbers": [
                                {
                                    "number": 60,
                                    "weight": "percentageExact"
                                }
                            ]
                        }
                    ]
                },
                "suitability": {
                    "sme": true
                },
                "contractPeriod": {
                    "startDate": "2026-08-01T00:00:00+01:00",
                    "endDate": "2029-07-31T23:59:59+01:00",
                    "maxExtentDate": "2030-07-31T23:59:59+01:00"
                },
                "hasRenewal": true,
                "renewal": {
                    "description": "Provision to extend for an additional 12 months in one period."
                }
            },
            {
                "id": "2",
                "title": "Reactive Maintenance & Repairs",
                "description": "Lot 2 covers the provision of a comprehensive reactive maintenance, defect rectification, breakdown response, and roadside repair service for all Council fleet vehicles listed in Annex A of the Contract Specification. The purpose of this Lot is to ensure that vehicles experiencing unplanned faults, mechanical failures, or operational defects are restored to a safe, roadworthy, and fully operational condition as quickly and efficiently as possible, thereby minimising disruption to the Council's statutory, frontline, and community services. The Supplier must provide a 24/7, 365 days a year service and provide a reactive response with the capability of mobile diagnostics, urgent repairs, roadside attendance, and vehicle recovery when repairs cannot be safely or effectively completed onsite. The Supplier must deliver a fast, reliable service that meets or exceeds the required response times, supports the Council in maintaining continuous fleet availability, and ensures statutory compliance through the timely resolution of any safety critical defects. Annex A provides a summary of the Council's existing number and type of fleet vehicles. This is subject to change throughout the term of the contract. If the vehicle is driveable but due to the nature of the repair cannot be repaired onsite, subsequent collection and drop off costs must be incorporated into the contract price. Recovery if required, will be charged additionally as per the contract price.",
                "status": "active",
                "value": {
                    "amountGross": 160000,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "criteria": [
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                            "type": "quality",
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                                    "weight": "percentageExact"
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                    ]
                },
                "suitability": {
                    "sme": true
                },
                "contractPeriod": {
                    "startDate": "2026-08-01T00:00:00+01:00",
                    "endDate": "2029-07-31T23:59:59+01:00",
                    "maxExtentDate": "2030-07-31T23:59:59+01:00"
                },
                "hasRenewal": true,
                "renewal": {
                    "description": "Provision to extend for an additional 12 months in one period."
                }
            },
            {
                "id": "3",
                "title": "Mobile Tyres Repairs & Replacement",
                "description": "This Lot covers the provision of a comprehensive mobile tyre repair and replacement service for all Council fleet vehicles listed in Annex B of the Contract Specification, including cars, vans, HGVs, refuse vehicles, trailers, plant, EVs and hybrid vehicles. The purpose of this Lot is to ensure that any tyre related defect affecting Council fleet vehicles is rectified quickly, safely, and in compliance with all statutory and manufacturer requirements, thereby minimising vehicle downtime and supporting the Council's operational continuity. The Supplier must provide a reliable mobile service capable of attending any Council vehicle at any council location and delivering safe tyre repairs, replacements and associated wheel services. The expected outcomes of this Lot include rapid response, consistently high-quality workmanship, full compliance with tyre regulations and DVSA standards, accurate reporting and documentation, and strong communication throughout each incident. Please note attendance to vehicle costs must be incorporated into the contract price. Annex B provides a list of the current fleet registration and tyre sizes.",
                "status": "active",
                "value": {
                    "amountGross": 20000,
                    "currency": "GBP"
                },
                "awardCriteria": {
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                            "type": "quality",
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                "contractPeriod": {
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                    "endDate": "2029-07-31T23:59:59+01:00",
                    "maxExtentDate": "2030-07-31T23:59:59+01:00"
                },
                "hasRenewal": true,
                "renewal": {
                    "description": "Provision to extend for an additional 12 months in one period."
                }
            }
        ],
        "documents": [
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                "id": "conflictOfInterest",
                "documentType": "conflictOfInterest",
                "description": "Not published"
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                "id": "L-1",
                "documentType": "biddingDocuments",
                "description": "The provisioning of documentation relating to the Procurement Process and the submission of Responses from interested Parties will be conducted electronically via Southend-on-Sea City Council's Electronic Tender Facility, ProContract: https://procurement.southend.gov.uk/southend/portal.nsf/index.htm The Candidates must ensure that they have downloaded and are fully aware of all the information which they are required to be in receipt of. This includes the Procurement Specific Questionnaire, Technical (Quality) Responses, Commercial (Price) Submissions, Tender Forms & Declarations. All submissions must be forms to be completed online via Pro Contract. All key procurement timescales will be found within the ITT document attached to the tender pack on ProContract.",
                "url": "https://procurement.southend.gov.uk/southend/portal.nsf/index.htm"
            },
            {
                "id": "033949-2026",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/033949-2026",
                "datePublished": "2026-04-14T17:17:52+01:00",
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    "language": "en"
}