{ "tag": [ "compiled" ], "id": "ocds-h6vhtk-058592-2025-12-15T11:07:27Z", "date": "2025-12-15T11:07:27Z", "ocid": "ocds-h6vhtk-058592", "initiationType": "tender", "parties": [ { "id": "GB-PPON-PQVM-1383-ZBXP", "name": "Derby City Council", "identifier": { "scheme": "GB-PPON", "id": "PQVM-1383-ZBXP" }, "address": { "streetAddress": "The Council House - Corporation Street", "locality": "Derby", "postalCode": "DE1 2FS", "country": "GB", "countryName": "United Kingdom", "region": "UKF11" }, "contactPoint": { "email": "procurement@derby.gov.uk" }, "roles": [ "buyer" ], "details": { "classifications": [ { "id": "publicAuthoritySubCentralGovernment", "scheme": "UK_CA_TYPE", "description": "Public authority - sub-central government" } ], "url": "https://www.derby.gov.uk/" } }, { "id": "GB-COH-01509477", "name": "HW MARTIN FLEET MAINTENANCE LIMITED", "identifier": { "scheme": "GB-COH", "id": "01509477" }, "additionalIdentifiers": [ { "scheme": "GB-PPON", "id": "PNZQ-1933-XDQM" } ], "address": { "streetAddress": "Fordbridge Lane", "locality": "Alfreton", "postalCode": "DE55 5JY", "country": "GB", "countryName": "United Kingdom", "region": "UKF12" }, "contactPoint": { "email": "plant@hwmartin.com" }, "roles": [ "supplier" ], "details": { "url": "https://www.hwmartin.com/fleet-maintenance/", "scale": "sme", "vcse": false, "publicServiceMissionOrganization": false, "shelteredWorkshop": false } } ], "buyer": { "id": "GB-PPON-PQVM-1383-ZBXP", "name": "Derby City Council" }, "tender": { "id": "TD2290", "legalBasis": { "id": "2023/54", "scheme": "UKPGA", "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents" }, "title": "TD2290 - Maintenance & Repair Services for Derby City Councils (DCC') Highways Feet", "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 The requirement has been split into 4 lots: 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 (OLicence) 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. The initial contract period for Lots 1, 3 and 4 is 3 years; the contract is estimated to commence February 2026 and expire February 2029. The initial contract period for Lot 2 is 2 years and 7 months; the contract is estimated to commence July 2026 to February 2029. There 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). oLocal 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", "status": "complete", "items": [ { "id": "1", "additionalClassifications": [ { "scheme": "CPV", "id": "50000000", "description": "Repair and maintenance services" } ], "deliveryAddresses": [ { "region": "UKF11", "country": "GB", "countryName": "United Kingdom" } ], "relatedLot": "1" }, { "id": "2", "additionalClassifications": [ { "scheme": "CPV", "id": "50000000", "description": "Repair and maintenance services" } ], "deliveryAddresses": [ { "region": "UKF11", "country": "GB", "countryName": "United Kingdom" } ], "relatedLot": "2" }, { "id": "3", "additionalClassifications": [ { "scheme": "CPV", "id": "50000000", "description": "Repair and maintenance services" } ], "deliveryAddresses": [ { "region": "UKF11", "country": "GB", "countryName": "United Kingdom" } ], "relatedLot": "3" }, { "id": "4", "additionalClassifications": [ { "scheme": "CPV", "id": "50000000", "description": "Repair and maintenance services" } ], "deliveryAddresses": [ { "region": "UKF11", "country": "GB", "countryName": "United Kingdom" } ], "relatedLot": "4" } ], "value": { "amountGross": 2898000, "amount": 2415000, "currency": "GBP" }, "procurementMethod": "open", "procurementMethodDetails": "Open procedure", "mainProcurementCategory": "services", "aboveThreshold": true, "submissionMethodDetails": "www.eastmidstenders.org", "submissionTerms": { "electronicSubmissionPolicy": "allowed", "languages": [ "en" ] }, "tenderPeriod": { "endDate": "2025-09-11T12:00:00+01:00" }, "enquiryPeriod": { "endDate": "2025-09-10T15:00:00+01:00" }, "awardPeriod": { "endDate": "2025-10-06T23:59:59+01:00" }, "lots": [ { "id": "1", "title": "HGV Fleet", "description": "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. This includes: (a) MOT testing. (b) Six-weekly inspections, and servicing in accordance with manufacturers' guidelines, covering both vehicles and onboard equipment such as Scarab sweepers, Whale and Bucher gully systems, Econ gritting bodies, and Atlas cranes. Lifting Operations and Lifting Equipment Regulations (LOLER) examinations are also required where applicable. * Recovery, reactive and corrective maintenance must also be provided.", "status": "complete", "value": { "amountGross": 2040000, "amount": 1700000, "currency": "GBP" }, "awardCriteria": { "criteria": [ { "type": "cost", "name": "Cost", "numbers": [ { "number": 50, "weight": "percentageExact" } ] }, { "type": "quality", "name": "Quality", "numbers": [ { "number": 50, "weight": "percentageExact" } ] } ] }, "suitability": { "sme": true }, "contractPeriod": { "startDate": "2026-02-01T00:00:00Z", "endDate": "2029-01-31T23:59:59Z", "maxExtentDate": "2031-01-31T23:59:59Z" }, "hasRenewal": true, "renewal": { "description": "There 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." }, "hasOptions": true, "options": { "description": "The initial contract period for Lots 1, 3 and 4 is 3 years; the contract is estimated to commence February 2026 and expire February 2029. The initial contract period for Lot 2 is 2 years and 7 months; the contract is estimated to commence July 2026 to February 2029. There 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." } }, { "id": "2", "title": "JCB", "description": "Provision of full planned preventative maintenance for plant, this is split into Lot 2 - JCB vehicles and equipment This includes: * Provide full planned preventative maintenance for The Council's Highways service plant, in accordance with manufacturer recommendations. (c) Include all mandatory Lifting Operations and Lifting Equipment Regulations (LOLER) examinations where required, covering equipment such as JCBs, rollers, pavers, and a Multihog. * Recovery, reactive and corrective maintenance must also be provided. The scope is further detailed in Part 3 Specification.", "status": "complete", "value": { "amountGross": 300000, "amount": 250000, "currency": "GBP" }, "awardCriteria": { "criteria": [ { "type": "cost", "name": "Cost", "numbers": [ { "number": 50, "weight": "percentageExact" } ] }, { "type": "quality", "name": "Quality", "numbers": [ { "number": 50, "weight": "percentageExact" } ] } ] }, "suitability": { "sme": true }, "contractPeriod": { "startDate": "2026-07-01T00:00:00+01:00", "endDate": "2029-01-31T23:59:59Z", "maxExtentDate": "2031-01-31T23:59:59Z" }, "hasRenewal": true, "renewal": { "description": "There 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." }, "hasOptions": true, "options": { "description": "The initial contract period for Lots 1, 3 and 4 is 3 years; the contract is estimated to commence February 2026 and expire February 2029. The initial contract period for Lot 2 is 2 years and 7 months; the contract is estimated to commence July 2026 to February 2029. There 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." } }, { "id": "3", "title": "Lot 3 - Rollers and pavers", "description": "Provision of full planned preventative maintenance for plant, this is split into Lot 3 - Rollers and pavers This includes: * Provide full planned preventative maintenance for The Council's Highways service plant, in accordance with manufacturer recommendations. (c) Include all mandatory Lifting Operations and Lifting Equipment Regulations (LOLER) examinations where required, covering equipment such as JCBs, rollers, pavers, and a Multihog. * Recovery, reactive and corrective maintenance must also be provided.", "status": "complete", "value": { "amountGross": 324000, "amount": 270000, "currency": "GBP" }, "awardCriteria": { "criteria": [ { "type": "cost", "name": "Cost", "numbers": [ { "number": 50, "weight": "percentageExact" } ] }, { "type": "quality", "name": "Quality", "numbers": [ { "number": 50, "weight": "percentageExact" } ] } ] }, "suitability": { "sme": true }, "contractPeriod": { "startDate": "2026-02-01T00:00:00Z", "endDate": "2029-01-31T23:59:59Z", "maxExtentDate": "2031-01-31T23:59:59Z" }, "hasRenewal": true, "renewal": { "description": "There 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." }, "hasOptions": true, "options": { "description": "The initial contract period for Lots 1, 3 and 4 is 3 years; the contract is estimated to commence February 2026 and expire February 2029. The initial contract period for Lot 2 is 2 years and 7 months; the contract is estimated to commence July 2026 to February 2029. There 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." } }, { "id": "4", "title": "Lot 4 - Multihog", "description": "Provision of full planned preventative maintenance for plant, this is split into Lot 4 - Multihog. This includes: * Provide full planned preventative maintenance for The Council's Highways service plant, in accordance with manufacturer recommendations. (c) Include all mandatory Lifting Operations and Lifting Equipment Regulations (LOLER) examinations where required, covering equipment such as JCBs, rollers, pavers, and a Multihog. * Recovery, reactive and corrective maintenance must also be provided", "status": "complete", "value": { "amountGross": 234000, "amount": 195000, "currency": "GBP" }, "awardCriteria": { "criteria": [ { "type": "cost", "name": "Cost", "numbers": [ { "number": 50, "weight": "percentageExact" } ] }, { "type": "quality", "name": "Quality", "numbers": [ { "number": 50, "weight": "percentageExact" } ] } ] }, "suitability": { "sme": true }, "contractPeriod": { "startDate": "2026-02-01T00:00:00Z", "endDate": "2029-01-31T23:59:59Z", "maxExtentDate": "2031-01-31T23:59:59Z" }, "hasRenewal": true, "renewal": { "description": "There 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." }, "hasOptions": true, "options": { "description": "The initial contract period for Lots 1, 3 and 4 is 3 years; the contract is estimated to commence February 2026 and expire February 2029. The initial contract period for Lot 2 is 2 years and 7 months; the contract is estimated to commence July 2026 to February 2029. There 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." } } ], "documents": [ { "id": "conflictOfInterest", "documentType": "conflictOfInterest", "description": "Not published" }, { "id": "047809-2025", "documentType": "tenderNotice", "noticeType": "UK4", "description": "Tender notice on Find a Tender", "url": "https://www.find-tender.service.gov.uk/Notice/047809-2025", "datePublished": "2025-08-12T08:06:53+01:00", "format": "text/html" } ], "hasRecurrence": true, "recurrence": { "dates": [ { "startDate": "2030-09-01T23:59:59+01:00" } ] } }, "language": "en", "bids": { "statistics": [ { "id": "1", "measure": "bids", "value": 1, "relatedLot": "1" }, { "id": "2", "measure": "finalStageBids", "value": 1, "relatedLot": "1" }, { "id": "3", "measure": "smeFinalStageBids", "value": 1, "relatedLot": "1" }, { "id": "4", "measure": "vcseFinalStageBids", "value": 0, "relatedLot": "1" }, { "id": "5", "measure": "bids", "value": 1, "relatedLot": "2" }, { "id": "6", "measure": "finalStageBids", "value": 1, "relatedLot": "2" }, { "id": "7", "measure": "smeFinalStageBids", "value": 1, "relatedLot": "2" }, { "id": "8", "measure": "vcseFinalStageBids", "value": 0, "relatedLot": "2" }, { "id": "9", "measure": "bids", "value": 1, "relatedLot": "3" }, { "id": "10", "measure": "finalStageBids", "value": 1, "relatedLot": "3" }, { "id": "11", "measure": "smeFinalStageBids", "value": 1, "relatedLot": "3" }, { "id": "12", "measure": "vcseFinalStageBids", "value": 0, "relatedLot": "3" }, { "id": "13", "measure": "bids", "value": 1, "relatedLot": "4" }, { "id": "14", "measure": "finalStageBids", "value": 1, "relatedLot": "4" }, { "id": "15", "measure": "smeFinalStageBids", "value": 1, "relatedLot": "4" }, { "id": "16", "measure": "vcseFinalStageBids", "value": 0, "relatedLot": "4" } ] }, "awards": [ { "id": "1", "title": "Lot 1. HGV Fleet", "status": "active", "date": "2025-10-03T00:00:00+01:00", "value": { "amountGross": 2898000, "amount": 2415000, "currency": "GBP" }, "mainProcurementCategory": "services", "aboveThreshold": true, "suppliers": [ { "id": "GB-COH-01509477", "name": "HW MARTIN FLEET MAINTENANCE LIMITED" } ], "items": [ { "id": "1", "additionalClassifications": [ { "scheme": "CPV", "id": "50000000", "description": "Repair and maintenance services" } ], "deliveryAddresses": [ { "region": "UKF11", "country": "GB", "countryName": "United Kingdom" }, { "region": "UKF11", "country": "GB", "countryName": "United Kingdom" } ], "relatedLot": "1" }, { "id": "2", "additionalClassifications": [ { "scheme": "CPV", "id": "50000000", "description": "Repair and maintenance services" } ], "deliveryAddresses": [ { "region": "UKF11", "country": "GB", "countryName": "United Kingdom" }, { "region": "UKF11", "country": "GB", "countryName": "United Kingdom" } ], "relatedLot": "2" }, { "id": "3", "additionalClassifications": [ { "scheme": "CPV", "id": "50000000", "description": "Repair and maintenance services" } ], "deliveryAddresses": [ { "region": "UKF11", "country": "GB", "countryName": "United Kingdom" }, { "region": "UKF11", "country": "GB", "countryName": "United Kingdom" } ], "relatedLot": "3" }, { "id": "4", "additionalClassifications": [ { "scheme": "CPV", "id": "50000000", "description": "Repair and maintenance services" } ], "deliveryAddresses": [ { "region": "UKF11", "country": "GB", "countryName": "United Kingdom" }, { "region": "UKF11", "country": "GB", "countryName": "United Kingdom" } ], "relatedLot": "4" } ], "standstillPeriod": { "endDate": "2025-10-14T23:59:59+01:00" }, "contractPeriod": { "startDate": "2026-02-01T00:00:00Z", "endDate": "2029-01-31T23:59:59Z", "maxExtentDate": "2031-01-31T23:59:59Z" }, "hasRenewal": true, "renewal": { "description": "There 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." }, "relatedLots": [ "1", "2", "3", "4" ], "documents": [ { "id": "062055-2025", "documentType": "awardNotice", "noticeType": "UK6", "description": "Contract award notice on Find a Tender", "url": "https://www.find-tender.service.gov.uk/Notice/062055-2025", "datePublished": "2025-10-03T11:20:52+01:00", "format": "text/html" } ], "assessmentSummariesDateSent": "2025-10-03T00:00:00+01:00", "milestones": [ { "id": "1", "type": "futureSignatureDate", "dueDate": "2025-10-16T23:59:59+01:00", "status": "scheduled" } ] } ], "contracts": [ { "id": "1", "awardID": "1", "status": "active", "period": { "startDate": "2025-11-08T00:00:00Z", "endDate": "2028-11-09T23:59:59Z", "maxExtentDate": "2030-11-09T23:59:59Z" }, "hasRenewal": true, "renewal": { "description": "Initial 3 year period with option to extend for further 2 years in annual increments" }, "hasOptions": true, "options": { "description": "See Contract description" }, "value": { "amountGross": 2898000, "amount": 2415000, "currency": "GBP" }, "aboveThreshold": true, "dateSigned": "2025-11-06T00:00:00Z", "noAgreedMetricsRationale": "KPI's have been set however as contract is under PS5m these are not mandatory", "documents": [ { "id": "071941-2025", "documentType": "contractNotice", "noticeType": "UK7", "description": "Contract details notice on Find a Tender", "url": "https://www.find-tender.service.gov.uk/Notice/071941-2025", "datePublished": "2025-11-07T11:17:36Z", "format": "text/html" }, { "id": "072055-2025", "documentType": "contractNotice", "noticeType": "UK10", "description": "Contract change notice on Find a Tender", "url": "https://www.find-tender.service.gov.uk/Notice/072055-2025", "datePublished": "2025-11-07T13:41:49Z", "format": "text/html" }, { "id": "082810-2025", "documentType": "contractNotice", "noticeType": "UK10", "description": "Contract change notice on Find a Tender", "url": "https://www.find-tender.service.gov.uk/Notice/082810-2025", "datePublished": "2025-12-15T11:07:27Z", "format": "text/html" } ], "amendments": [ { "id": "072055-2025", "date": "2025-11-07T00:00:00Z", "rationale": "Amendment in date added incorrectly to original UK7 Notice", "rationaleClassifications": [ { "id": "belowThresholdNotSubstantial" } ] } ], "proposedAmendments": [ { "id": "082810-2025", "date": "2025-12-18T23:59:59Z", "standstill": true, "rationale": "Provide scheduled and reactive vehicle maintenance on our larger fleet for a 12 month period, as and when required. Maintenance includes services, inspections and MOT works, as well as reactive vehicle repairs, which is a requirement as part of our Operators Licence. The proposed change to the Contract constitutes a permitted modification under sections 74 and 75 of the Procurement Act 2023. The modification is non-substantial, does not change the overall nature of the Contract, and does not introduce conditions that would have enabled different suppliers to participate or a different tender to be accepted. The economic balance of the Contract is not materially altered in favour of the Supplier, and the change remains within similar scope and intent of the original procurement.", "rationaleClassifications": [ { "id": "additionalGoodsServicesWorks" } ], "value": { "amountGross": 3798000, "amount": 3165000, "currency": "GBP" }, "aboveThreshold": true, "period": { "startDate": "2025-12-18T23:59:59Z" } } ] } ] }