Scope
Reference
TC01371
Description
The supply of lubricants is required to Hutchison Ports (UK) Ltd's ports namely:
The Felixstowe Dock and Railway Company; Harwich International Port Limited; Thamesport (London) Limited. Hutchison Ports (UK) Ltd is contracting as agent only and shall have no liability under the agreement. Each ports liability shall be several.
The Ports require various engine oils; industrial gear oils, automotive gear oils; hydraulic oils; transmission oils; ancilliary grades; grease, anti-freeze and Ad-blue to be delivered to site within five working days or three working days for emergency orders. Some items are required to be delivered in bulk. The supplier will also need to provide and maintain a bulk tank telemetry and monitoring system; and the Ports preference is for supplier self-delivery into the bulk tanks at each port following training.
To avoid duplication of buying resources and in the interests of efficiency and single use telemetry system for these group companies, the supplier must be able to supply all three ports.
Total value (estimated)
- £800,000 excluding VAT
- £1,000,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 December 2025 to 30 November 2028
- Possible extension to 30 November 2029
- 4 years
Description of possible extension:
The Ports have the right to extend the contract in event:
- a tendered process has been delayed or has not resulted in a successful preferred supplier, or
- instability of the lubricants market at time of renewal.
For clarity this right is reserved for the Ports, not the Contractor.
Options
The right to additional purchases while the contract is valid.
If a change of lubricants required for operational equipment.
Main procurement category
Goods
CPV classifications
- 09210000 - Lubricating preparations
Contract locations
- UKH14 - Suffolk
- UKJ4 - Kent
- UKH3 - Essex
Submission
Submission type
Requests to participate
Deadline for requests to participate
16 May 2025, 5:00pm
Submission address and any special instructions
The Purchaser's use Proactis e-tender platform:
https://procontract.due-north.com/SupplierRegistration/Register
Suppliers who are registered on the Proactis e-tender platform can search for this tender opportunity under 'Hutchison Ports UK'.
Suppliers who are not registered will need to register then search for the opportunity. Search 'Proactis Supplier Registration' or use the link above.
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
17 September 2025
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Charges | most competitively (lowest) priced - based on standard (not Eco label products) |
Cost | 50% |
| Deviations | No material deviations to Form of Contract - Deviations will be considered material if they could result in i) additional cost or ii) additional risk to the Purchasers |
Quality | 20% |
| Technical | Technical - in addition to capability to provide requirements (and those as assessed at participation stage) can also provide: i) self-service deliveries demonstrated to be acceptable to the... |
Quality | 10% |
| Technical | Technical - in addition to capability to provide requirements (and those as assessed at participation stage) can also provide: Contractor led telemetry monitoring |
Quality | 10% |
| Technical | Eco label products. |
Quality | 10% |
Other information
Payment terms
The payment terms are provided within the Tender Document.
Description of risks to contract performance
For security reasons on the Ports the supplier will need to provide the same staff to undertake the delivery to the Ports.
The tender document provides estimated usage figures and an estimated term spend has been provided but the Ports cannot make any guarantees on actual usage and spend over the term of the agreement.
The products required may change over the life of the contract depending on operational use at the Ports.
The lubricants market can be volatile in terms of fluctuations in raw material prices and supply chain disruptions.
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Special regime
Utilities
Competitive flexible procedure description
Interested suppliers are to express their interest in this opportunity via the Purchaser's e-tender portal the details of which are in section v.13. Suppliers will be required to register on the e-tender portal if they are not already registered - it is free to do so.
The Tender document containing specification; submission requirements and award criteria together with the Form of Contract are available on the Purchaser's e-tender portal. NOTE: The tender document is provided for information of requirements and must not be completed or submitted until invited to do so following successful completion of the conditions of participation stage which includes assessment of suppliers financial standing.
Suppliers who express an interest will be required to complete and pass conditions of participation. This must be completed by the date at V.16 Deadline for requests to participate.
The Ports will undertake a financial assessment of the suppliers financial standing undertaken by the Ports Finance Department on an obtained finance report. Suppliers must pass this financial assessment as well as the conditions of participation.
Suppliers who are successful following review of the conditions of participation, including the financial assessment will be invited to tender.
Suppliers invited to tender will be required to undertake a site visit to the three Ports prior to submitting their tendered bid.
Tender submissions are to be submitted via the Purchasers e-tender portal and will be opened at a scheduled Tender Committee meeting.
A preferred supplier stage will be entered into following tender assessment to allow for contract terms negotiation to be finalised if required and time allowed for the Purchaser's Group approval to the contract terms.
Contracting authority
Hutchison Ports (UK) Ltd as agent for The Felixstowe Dock and Railway Company; Harwich International Port Ltd and Thamesport (London) Ltd.
- Public Procurement Organisation Number: PYVR-7165-HZXM
Tomline House, The Dock,
Felixstowe
IP11 3SY
United Kingdom
Region: UKH14 - Suffolk
Organisation type: Private utility